Pennsylvania Information Management System · 2020. 8. 7. · submit Accademic Year 2013-14 Fal l...

Pennsylvania Pennsylvania Information Management System Department of Education

Pennsylvania

Information Management

System

2013-2014

POSTSECONDARY

USER MANUAL

for the Pennsylvania Statewide

Transfer and Articulation

System

Carolyn Dumaresq Version 1.0Acting Secretary of Education

n

Pennsyllvania Informmation Pennsylvvania Manageement Systemm DDepartmennt of Educaation

Pennsylvania Department of Educcation Admministrationn

333 MMarket Streeet Harrisburrg, PA 171266-0333

Carollyn Dumaressq Acting Seccretary of Eduucation

Vacant Nichoole F. Duffy Executivee Deputy Secrretary Office of Administraation

Rita Pereez L. Jill Hans Office of EElementary / Secondary E ducation Office of Postseconndary / Highe r Education

Stacey AAldrich Barbaara Minzenbeerg Office of CCommonwea lth Libraries Office of Child Deveelopment andd Early Learning

Kim Eberrt Chief Infoormation Officcer

Pennsylvaania Deparrtment of EEducation PPostseconndary PIMSS Team

PIMS Prroject Sponsor Kim Ebert

Postsec Sponso

condary Proje r

ect L. Ji ll Hans

PIMS Prroject Directoor Kim Ebert

PIMS Prroject Managger Davee Ream

Postsec Help De

condary PIMS sk

S Call TToll Free – 1--800-661-24223

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e

Pennsyllvania Informmation Pennsylvvania Manageement Systemm DDepartmennt of Educaation

Table of Contennts

1. Introoduction ....... ...................................................................................................................................... 3 Purpose .......... ......................................................................................................................................................................3 Family Educatioonal Rights and PPrivacy Act ..........................................................................................................................3

2. PIMMS Manual Chhange Summary ............................................................................................................ 4 3. Datta Collections ..................................................................................................................................... 4 4. Students To Be RReported in PPIMS ......................................................................................................... 5 5. Posstsecondary DData Collectioon Opt-Out Prrocess ................................................................................. 5 6. Cammpus Reporti ng in PIMS.................................................................................................................... 6 7. Temmplates............................................................................................................................................... 7

Key Items to Noote with Templatee Creation ...........................................................................................................................7 Development Priority ................ ............................................................................................................................................7 Template Informmation............................................................................................................................................................7 Field Informatioon ....................... ............................................................................................................................................7 Load Sequencee/Dependencies . ............................................................................................................................................8 FAQs.....................................................................................................................................................................................8

8. Extrracting Data into Templatee Format ................................................................................................... 8 File Naming Coonventions ......................................................................................................................................................9

9. Student Domain .................................................................................................................................... 10 PS Student Insttitution Templatee .........................................................................................................................................11 PS Student Transfer Fact Tempplate ................... ................................................................................................................16 Credit GPA Coddes Table ....................................................................................................................................................18

10. Apppendix A – Peennsylvania CCounties .................................................................................................. 19

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d

Pennsylvaania Informattion Pennsylvaania Managemeent System DDepartmentt of Educattion

Introduction

Purpose

The Pennnsylvania Information Manaagement Systtem (PIMS) iss a statewide longitudinal ddata system ffor the collec tion and repoorting of unit-leevel educatioonal data.

PIMS wass developed wwith the purpoose of:

AAllowing the P ennsylvania DDepartment oof Education ( (PDE) to meeet federal and state reportinng reequirements;

S he reporting pprocesses fro al institutions ttreamlining th mm educationa to PDE and t he U.S. DDepartment of Education (UUSDOE);

RReporting timeely and accuraate educationn data throughh standardize ed and ad hocc reporting caapabilities;

Immproving edu cational decission-making tthrough the usse of high quality data andd decision suppport toools; and,

Providing long itudinal data oon educationaal progress ovver time.

The PIMSS Postsecondary User Mannual describess the data eleements and teemplates pos tsecondary administraators submit tto the system, as well as thhe collection ttimelines.

Family Edducational RRights and Prrivacy Act

Student eeducation recoords are offici al, confidentiaal documentss protected byy the Family EEducational RRights and Privacy Act (FERPPA, 20 USC 1 232g). FERPPA defines edducation recoords as all rec cords – both ppaper and compputerized – thaat schools or education aggencies mainttain about stuudents, and prrotects both ppaper and compputerized recoords. FERPAA and other privacy laws (suuch as Title I and Special Education) ennsure that informmation about citizens colleccted by schoools and goverrnment agenccies is releaseed only for sppecific and legall y defined purrposes.

Under FERPA Sec. 99.31 and 99.355, education aagencies mayy release perssonally identi fiable informaation to the PDE for the purpposes of auditting and evaluuating educattion programss and complyying with federral and state regulations.

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Initial imp

c

lementation o

o

C

c

a


of user manua

PIM

al.

MS Manua

Data

l Change S

Collection

Summary

s

Institutions of higher edducation (IHEE) participatingg in the statewwide transfer and articulat ion system wwill submit Accademic Yearr 2013-14 Fal l and Spring ttransfer data in PIMS.

C co Community co ollection and

lleges will sub submit Spring

bmit Fall 2013 g 2014 transf

3 transfer dat er data as pa

ta as part of t art of the sche

he scheduled eduled Spring

d Fall EOT g EOT collectiion.

T w w

he Office of th will submit Fall will be submitte

he Chancello l 2013 and Sp ed collectively

r for the Penn pring 2014 tra y during the F

nsylvania Sta ansfer data on Fall/Spring Tr

ate System of n behalf of the ransfer collect

Higher Educ e system univ tion window.

ation (PASSH versities. The

HE) e data

C In Colleges and u ns”) will subm

universities vo it Fall 2013 a

oluntarily part nd Spring 20

ticipating in th 14 transfer da

he statewide t ata collective

transfer syste ly during the

em (a.k.a., “O Fall/Spring

pt-

Transfer collecction window.

The tablee below preseents the plannned data coollection winddows for Ac ademic Yearr (AY) 2013-114.

Academi c Year Daata Collection Type Data Colle ction Period Submittiing IHEs 2013-14 Faall End of Term 2/3/2014 – 3/14/2014 Community collegges

Sppring End of TTerm* 6/16/2014 –– 8/8/2014 Community collegges Faall/Spring Transfer* 6/16/2014 –– 8/8/2014 PASS

Colle volun in the

SHE universit eges/universit ntarily particip e transfer sys

ties ties pating tem

*PDE expectss that PIMS will bbe unavailable foor approximately two weeks durinng the Spring EOOT collection period due to an annnual system upgraade.

PIMS usees the eScholaar data warehhouse model which stores data in a relaational databaase that integ rates summary and detailed student infor mation. eSch olar uses a s tandard set oof templates thhat provide a consisten t format for looading data from various sttudent informmation systems into the warrehouse. By uusing templatess, postsecond ary institutionns are not reqquired to purc hase new harrdware or sofftware.

The tablee below detaiils the templ ates to be suubmitted for each data coollection in tthis manual.

Data Colllection Templates Inncluded Fall 2013 EOT PS Stude

PS Stude ent Institution ent Transfer FFact

Spring 2014 EOT PS Stude PS Stude

ent Institution ent Transfer FFact


Act 24 of or as requvoluntarilyreporting

A(2

An IHE pundergraterms. Th Student dtransferre Prior to uincluded identificatpostseconprogressio An institutPAsecurethe ID datalgorithm enrolls. Requests

2011 authorizuired by the Py provided by requirements

nnual Assess24 P.S. §20-C

articipating iduate, for cr

his includes

emographic dd are submitt

uploading thein the data sion number andary) that suon over time,

tion obtains aeID system. Ttabase or if s/ensures that

for PAsecure

atute or reguformation is he following

iculation Sys

a for all ng the collecudents.

tails of credit

s for all stud10-digit ons (K12 and dent’s educat

information todent exists wthe matchingsubsequently

0 661-2423.

lation

tem

ction

s

ents

ional

o the within

y


a

A

a -

e

P

zes PDE to co Pennsylvania

an IHE. The s:

sment/Evalua C)

in the statew redit student full- and par

data are subm ted within the

e templates t submission. assigned to st ubmit data to

regardless o

a student’s PA he system the /he requires a the student h

eID assistanc

Stu

Postsecon

ollect unit-lev Public Schoo data element

ation of the Pe

wide transfer ts that transf t-time studen

mitted within t PS Student T

to PIMS, the PAsecureID udents attend PIMS. PAsec f where the s

AsecureID by en uses a ma a new ID. Onc has the same

ce should be d

udents To B

dary Data

el data that a ol Code of 194 ts presented

ennsylvania S

system sho ferred credit nts, as well a

the PS Stude Transfer Fact

institution m is an anonym ding Pennsylv cureID makes tudent enrolls

submitting th atching algorit ce a student h PAsecureID

directed to the

Be Reporte

Collection

are mandated 49 as amende in this user m

Statewide Tra

uld submit r into the inst

as in- and ou

nt Institution T t Template.

must obtain P mous, perman vania educati s it possible to s.

he student’s d thm to determ has been ass regardless of

e PIMS Help

ed in PIMS

n Opt-Out P

by federal st ed or if the inf

manual meet t

ansfer and Art

required data titution durin ut-of-state st

Template; de

PAsecureIDs nent, unique 1 onal institutio

o follow a stud

demographic i mine if the stu signed an ID, f where s/he

Desk at 1-80

S

Process

t

t

t t

t

e

u

-

t

Act 24 of 2011 permits students to oopt-out of a coommonwealthh data collecttion by submittting the electtronic Postseconndary Data CCollection Opt--Out Form1 too PDE at leasst two months prior to a datta submissionn. Students are not perm itted to opt-ouut of federallyy-mandated coollections. Poostsecondary students wishhing to opt-out of a commonnwealth data collection muust do so by thhe deadlines listed below. Students failiing to meet the ddeadline will have their infoormation forwwarded to PDEE by their resspective postssecondary institution.

DATA CO LLECTION COLLECTIION DATE OPT-OOUT DEADLI NE Fall EOTT (Communityy colleges) Februuary 1 JJanuary 1 Spring EEOT (Communnity colleges) Junee 15 May 15 Fall/Spring Transfer ( PASSHE & OOpt-Ins) Junee 15 May 15

In accordaance with Actt 24 and PDE ’s Policy and Procedure foor Students too Opt-Out of PPostsecondarry Data Colleections (April 2013), PDE wwill provide p ostsecondaryy institutions wwith written nootice of the u nit-level dataa elements beeing collected and the date by which a sstudent may oopt-out of the collection.

1 Postsecondary Data Collecction Opt-Out Po licy and Opt-Outt Form: http://www.pportal.state.pa.uss/portal/server.pt//community/depaartmental_officess/7235/p/17681661


http://www.portal.state.pa.us/portal/server.pt/community/departmental_offices/7235/p/1768161http://www.portal.state.pa.us/portal/server.pt/community/departmental_offices/7235/p/1768161


Institutions are requiredd by Act 24 too provide studdents with an electronic nootice of PDE’ss request for ddata, and the process and timmeline for optting-out of thee data collect ion.

Prior to eaach data colleection, PDE thhen will providde institutionss with a list off students who have subm itted an Opt-Ouut Form to PDDE for the resspective collecction term. Thhe postsecon dary institutioon is responsiible for excludding those stu dents’ inform ation from thee portions of tthe collectionn that are requuired only for commonwwealth purposses.

Campus RReporting in PIMS

Many insttitutions have multiple physsical campusees. To allow ffor student traacking at varioous campus locations, the PS Studeent Transfer FFact Templatee contains a CCampus ID fi eld. With resppect to campuus reporting in PIMS, instiitutions should be consisteent with Integrated Postseecondary Ed ucation Dataa System (IPEDS) reporrting. For example, if an insstitution has mmultiple camppuses, but su bmits data intto IPEDS ass a single locaation, the instiitution should do the samee for PIMS. Likkewise, if the institution suubmits data by inndividual campus locationss in IPEDS, th e institution sshould follow this constructt for PIMS.


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Teemplates

Templatess are the filess that will be uused to load ddata into the PPIMS data waarehouse. Te mplate specifications define thhe fields requiired for each file submittedd to PIMS. Eaach template mmaps directlyy to a separate ttable in the daata warehousse. By using templates, insstitutions are aable to use a variety of filee formats (ccomma or tabb delimited) too transmit dataa as long as aall fields withi n the templatte are accounnted for. Withinn a given tem plate not all eeScholar-definned fields aree collected by PDE. If a fielld is not collected, it is imporrtant to note thhat it still musst be accounteed for in the ttemplate file tthrough use oof the approprriate delimiter.

Key Itemss to Note witth Template Creation PIMS providess lookup tablees for recodingg

o Ethnicc Codes to Ethhnic Descriptiions o e.g. 9 = Asian

PIMS uses PDDE-defined co des

DData extractionn process muust translate loocal codes to PDE codes Loookup tables will translate PDE codes tto PDE descriiptions

Developmment Priorityy Some templatees have depeendencies on other templattes. HHighlighted ite ms within thee Load Seque nce/Dependeencies sectionn at the bottom of each

teemplate speciification indicaate which temmplates must be submitted prior to the teemplate in

quuestion.

RRecommendattion: Start withh the PS Studdent Institutioon template.

Each temmplate specification in thee PIMS Manuual will contaain the followwing section s: Template Infoormation Field Informattion Load Sequencce/Dependenncies FAAQs

Templatee Informationn Templatee Name eScholar Template Name Templatee Descriptionn Generaal description of the templaate

Target Taable eScholar data wareehouse targeet table nam e for templaate (must be used within tthe template ffile name.

Field Infoormation Each tem plate specificcation within thhis documentt will have a taable that indiccates the folloowing informaation:

Field # eSchoolar designateed field num mber. Each ffield can be uniquely idenntified within the templatee.

Max Lenggth Field lengths are identified in each templaate in the Maax Length coolumn. Maximmum field lenggths are speccified for fieldds that do noot have pre-deefined code sets. This innformation is ccritical becauuse the eSchoolar load planns will reject any record wwhich containns a field thatt is greater thhan the desiggnated lengthh. Template fields that haave pre-definned code seets do not haave a lengthh specified – simply adheere to the preedefined cod e set. If thee Max Length column hass “N/A,” that inndicates a co de set is avai field.ilable for that



Field Namme eSchoolar Field Naame. Those fields that are highlightted are the fields collected for PDE.

R/O/CR This ccolumn indicattes if a field iss R (required ), CR (condit ionally requireed) or O (opptional). Notee: A record ssubmitted to PIMS without a requiredd field populaated will be reejected.

Not Colleected Somee fields are noot collected.

Definitionns PDE ddefinition of each field to bee collected.

Businesss Rules Any reelevant PDE business rulees that must be followed i n creating thee field value are defined hhere.

Valid / Saample Value((s) If a fieeld requires oone value in a specific coode set (e.g.,, Gender – “MM” for male and “F” for feemale) that coode set will bbe defined here. If the fiel ld is a free-foorm field (e.g.., Last Name Long), exam ple data will bbe supplied.

Load Seqquence/Depeendencies This secti on identifies aany prerequissite files that mmust be loadeed into PIMS prior to loading the given template ffile. For exammple, studentss must be loaaded in the PSS Student Insstitution Tempplate before thhey can be loaaded in the P S Student Ennrollment Temmplate.

FAQs The FAQss section will list Frequentl y Asked Que stions (FAQss) for the speccific template and provide answers.

Extracting Dataa into Tempplate Formmat

This secti on will provide guidance oon extracting ddata from souurce systems into eScholarr template forrmat. This informmation can bee used to creaate individual extraction rooutines or a syystem of extraaction.

Data extraaction and su bmission invoolve the proceess of: Extracting dataa from sourcee systems Securely submmitting files to PIMS Looading data innto the PIMS data warehouse

The compponents of da ta extraction include: Extraction tool s eSScholar tempplates AAutomation components DDocumentationn

Template files must bee in one of thee following de limited forma ts: CComma delimi ted (csv) Tab delimited

Templatess can be creaated with or wwithout a headder record (reccord at the beeginning of thhe file with thee field names).


f


File Nam ing Convent ions The followwing naming cconvention m ust be used for the extractted data files::

InnstitutionID_TTargetTable_YYYYYMMDDHHHMM.xxx

Example: 100000009_PS__STUDENT_EENROLL_2000903051134.ccsv

1. Instituttion ID = 9-diggit Administraative Unit Nummber (AUN) • For examplle, 1000000099

2. Targett Table (locateed on templatte) e.g., “PS__STUDENT_EENROLL” 3. Time SStamp (ensurres uniquenesss for the file) ) e.g., “2007099051134” 4. File Exxtension (dataa separator tyype) e.g., “csvv”

• csv: commaa delimited • tab: tab delimited


Pennssylvania Informaation Pennsylva nia Manaagement System Departmeent of Educatiion

Studdent Domain

IInstitutions are reequired to submit the following temmplates in the Studdent Domain:

PS SStudent Institutioon

PS SStudent Transferr Fact

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PPS Student Institution Template

TTarget Table: PSS_STUDENT_INSSTITUTION

TTemplate Descriiption

TThe PS Student Institution Tempplate contains baasic information rregarding an insttitution’s studentss. In general, in stitutions should submit one rrecord for each reelevant student wwho was enrolledd as of the term’ss freeze date (eveen if the student was not enrolledd at the end of th e term) plus include records foor any additional relevant studentss who enrolled aftter the freeze dat e.

In rare caases an institutionn may “administraatively drop” a st udent. That is, thhe institution mayy realize that a stuudent never did eenroll for the term in qquestion and maay remove that sstudent from theeir student informmation system foor that term. Theese administrativvely dropped students, because they arre not considered enrolled for the tterm, SHOULD NNOT be included iin the submissionn.

Institutionns SHOULD NOTT submit studentss that are exclusivvely auditing courrses since they arre not consideredd for-credit.

TThe PS Student Institution Tempplate should incclude all transferr students enrollled in courses foor credit at the i nstitution.

TThe PS Student Institution Templaate includes unit--level data elemeents collected undder commonweallth statute. Prior to submitting the PS Student IInstitution Templaate to PIMS, insstitutions are res ponsible for exc luding records oof students who have elected to opt-out of a commmonwealth ccollection in acco rdance with the ppolicy and proceddure established uunder Act 24 of 2 011.

GGrain: One recorrd per student / innstitution / collecti on term / collectioon type and acaddemic year

PPDE is collecting only the fields hi ghlighted. All fieldds may not be maandatory; howeveer, all fields withinn a template MUSST BE accountedd for in order tto transmit data.



PS Student Ins titution Templatte Specificationss Field# Max

Lengthh Field Name R /

O / CR

FField Definition Business Rules Vaalid / Sample Vallue(s)

1* 9 INSTITUTION IDD R T ( o

The unique 9-digit Ad AUN) assigned by th

of Education.

dministrative Unit Nu he Pennsylvania De

umber epartment

Ex

All can

ample: 123456789

Institution and Cam n be found at:

http://www.edna.pa.gov/Screens/wfHome.aspx

mpus codes

2* 10 PS STUDENT I D R T s The 10-digit unique P student.

PAsecureID assigneed to the Example: 100000009

3* N/A COLLECTION TTERM R A v Academic term of da values.

ata submission. See valid Values all cap

s must be in pital letters.

Va SU FA INT SP SU

alid values: UMMER 2 ALL TERSESSION

PRING UMMER1

4* N/A COLLECTION TTYPE R SSpecifies type of dat a collection. Use “EOOT” only. Values all cap


Co EO

onstant: OT

5* 4,0 ACADEMIC YEAAR R A Y e 2

Academic year of da YYYY, where YYYY example, 2012-2013 2013.

ata submission. Form represents the latte

3 would be represent

mat is r year. For ted as

Example: 2013

6 Not Colleected 7 60 LAST NAME R SStudent’s full legal laast name. Example: Smith 8 60 FIRST NAME R SStudent’s full legal firrst name. Example: John 9 60 MIDDLE NAME

O

SStudent’s full legal mmiddle name or initiall. Example: Lee 10 10 BIRTH DATE R PProvide the birth datee of the student. All dat

entere format DD).

tes must be ed in ISO t (YYYY-MM-

Example: 1991-07-15

11 Not Colleected. This field wass previously used forr the Social Securityy Number. 12 12 PS LOCAL STU

ID UDENT O S

f Student’s local institu ield.

utional ID. This is ann optional Example: 12345

13 Not Colleected. This field wass previously used forr the County Code oof Declared Citizenshhip. 14 Not Colleected 15 Not Colleected. This field wass previously used forr the First Generatioon Indicator. 16 N/A GENDER CODEE R SStudent's gender. Values

all cap s must be in pital letters.

Va M -F -

alid values: - Male-Female




Length

17 N/A

18 Not Colle 19 Not Colle 20 Not Colle 21 Not Colle 22 N/A

23 Not Colle 24 N/A

25 Not Colle 26 Not Colle 27 Not Colle 28 Not Colle 29 Not Colle 30 Not Colle 31 Not Colle 32 Not Colle 33 Not Colle 34 Not Colle 35 Not Colle 36 Not Colle 37 Not Colle 38 Not Colle 39 Not Colle

h Field Name

RACE CODE

ected ected ected ected

HISPANIC INDICATOR

ected NONRESIDENT ALIEN INDICAT

ected. This field was ected ected ected. This field was ected. This field was ected. This field was ected. This field was ected ected. This field was ected. This field was ected. This field was ected. This field was ected ected. This field was ected. This field was

R /O / CR

F

R S

R I

T TOR

R I A

s previously used for

s previously used for s previously used for s previously used for s previously used for

s previously used for s previously used for s previously used for s previously used for

s previously used for s previously used for

Field Definition

Student's race. See v

ndicator of whether

ndicator of whether Alien.

r the Disability Indica

r the Primary Langu r the Military Status r the Single Parent I r the Has Dependen

r the Migrant Worke r the LEP Indicator. r the Displaced Hom r the Economically D

r the Transfer Stude r the Mother Highest

valid values.

student is Hispanic.

student is a Nonres

ator.

age Code. Code. ndicator.

nt Indicator.

r Indicator.

memaker Indicator. Disadvantaged Indic

ent Indicator. t Education Level Co

Busi

Values all cap

ident Values all cap

ator.

ode.

ness Rules Va

Va 1 – 3 – His 4 – 5 – 6 -7 -8 – 9 – 10 Pa


Va YE NO UN


Va YE NO UN

alid / Sample Val

alid values: – American Indian/ A – Black or African Am spanic – Hispanic of any rac – White, non-Hispan

Two or more races Nonresident Alien

– Race and ethnicity – Asian – Native Hawaiian o

acific Islander

alid values: ES O NK (Unknown)

alid values: ES O NK (Unknown)

lue(s)

Alaskan Native merican, non-

ce ic

y unknown

or other




Lengthh Field Name R /

O / CR

FField Definition Business Rules Vaalid / Sample Vallue(s)

40 Not Colleected. This field wass previously used forr the Father Highestt Education Level Coode. 41 Not Colleected. This field wass previously used forr the Permanent Streeet Address 1. 42 Not Colleected. This field wass previously used forr the Permanent Streeet Address 2. 43 Not Colleected. This field wass previously used forr the Permanent Streeet Address 3. 44 Not Colleected. This field wass previously used forr the Permanent Adddress City. 45 Not Colleected. This field wass previously used forr the Permanent Adddress State Code. 46 Not Colleected. This field wass previously used forr the Permanent Adddress Base Zip. 47 Not Colleected. This field wass previously used forr the Permanent Adddress Zip Code 4. 48 N/A PERMANENT

ADDRESS COU CODE

UNTY O P

a s

Provide the county o address if a PA resid state students

of the student’s perm dent. Use value “00”

manent for out of

Se Co

ee Appendix A Penns ounties

sylvania

49 N/A STATE RESIDE CODE

ENCY R S r Specifies the studen reporting period. See

t’s residency status e valid values.

as of the Va 1 – res 2 – res

alid values: – Student is a Penns sident – Student is not a Pe sident

sylvania

ennsylvania

50 Not Colleected 51 Not Colleected 52 Not Colleected 53 Not Colleected 54 Not Colleected 55 Not Colleected 56 Not Colleected 57 10 FIRST TERM O

ACADEMIC HIS DATE

OF STORY

R T u t N a h

If p t in

The date of the stude undergraduate acade he reporting instituti Note that this applies advanced standing d high school.

f the student does n postsecondary credit he student’s first und nstitution is their firs

ent’s first term of emic history. This co on or a different inst s to students who en due to credits obtaine

ot provide evidence ts then it can be ass dergraduate term at t of academic histor

ould be at titution. nter with ed during

of prior sumed that

the ry.

All dat entere format DD).


Example: 2012-08-23

58 10 FIRST ENROLL AT INSTITUTIO DATE

LMENT ON

R D fo e m le

Date of student’s firs or the same level (e etc.). Do not reset th multiple degrees/awa evel.

st enrollment at the in .g., undergraduate, is date if a student r ards over time at the

nstitution graduate,

receives e same

All dat entere format DD).


Example: 2012-08-23

** Field is part of the unique key for the teemplate.



LLoad Sequence//Dependencies

Load Sequence/Dependencies

No dependencies

FFAQs



PPS Student Transfer Faact Templatte

TTarget Table: PSS_STUDENT_TRRANSFER_FACT

TTemplate Descriiption TThis template is uused to collect co llege-level creditss transferred by sstudents to the cuurrent institution. TThis template is i ncluded in the Faall EOT and SSpring EOT colle ctions.

IInstitutions shouldd submit transfer credit data in thee term in which the student’s transffer credit is evaluuated and recordeed on the studentt’s transcript aat the current insttitution. For exammple, if a transfer sstudent enrolls innto an institution inn the fall term, buut the transcript iss not received, evvaluated and rrecorded until thee spring term, the student’s transfeer credit data shouuld be submitted during the Springg EOT collection. Transfer credit ddata should oonly be submittedd for enrolled studdents.

IInstitutions will need to submit aat least three reccords per stude nt that transferrred credit in thiss template. One rrecord must be suubmitted for: Total Creedits Presented (CCREDIT GPA COODE = 10) Total Creedits Accepted (CCREDIT GPA CODDE = 20) Total Creedits Rejected (CRREDIT GPA CODDE = 30)

IIf a student is trannsferring credit froom multiple instit utions, submit muultiple sets of recoords, one set perr TRANSFER FR OM IPEDS UNITT ID.

TThe PS Student TTransfer Fact Temmplate includes oonly unit-level dataa elements colleccted under commmonwealth statute . Prior to submittiing the PS SStudent Transfer Fact Template too PIMS, institutionns are responsibl e for excluding tthe entire recordd of a student w ho has elected tto opt-out oof a commonwea lth collection in a ccordance with thhe policy and pro cedure establisheed under Act 24 oof 2011.

GGrain: One recorrd per student perr TRANSFER FRROM IPEDs UNITT ID per CREDIT GGPA CODE.

PPDE is collecting only the fields hi ghlighted. All fieldds may not be maandatory; howeveer, all fields withinn a template MUSST BE accountedd for in order tto transmit data.


R


PPS Student Trannsfer Fact Templlate Specificatioons Field# Max

Length

1* 9

2* 4

3* 10

4* 6

5* 10

6* N/A

7 N/A

8 N/A

9 4,0

10 7,2

11 Not Colle

Field Name

TRANSFER INT INSTITUTION I

TRANSFER INT CAMPUS ID

PS STATE STUDENT ID

TRANSFER FROM IPEDS UNIT ID TRANSFER DA

CREDIT GPA CODE

TRANSFER COLLECTION TERM TRANSFER COLLECTION TYPE TRANSFER ACADEMIC YEA

TRANSFER CREDITS

ected

R/O/ CR

Field

TO D

R The u report Educa

TO R For m PIMS camp

R The 1

R The IP transf foreig

ATE R The s last da 30. Fo

R Identi CRED

R Acade

R Speci

AR R Acade

repres repres

R The n value

Definition

unique 9-digit Admin ting institution assign ation.

main campuses use “ ” section for importa uses, use the PDE d

0-digit unique PAse

PEDS Unit ID of the ferring credit from. If n institution use a co

specific date the stud ate in the current ac or example, for acad

fies the type of cred DITS. See valid valu

emic term of data su

fies type of data col

emic year of data su sents the latter year sented as 2013.

number of credits tra submitted in Field #

istrative Unit Numbe ned by the Pennsylv

“9999.” See the “Cam ant information. If sub defined 4-digit code

ecureID assigned to

postsecondary insti f the student is trans onstant of “999999.” dent transferred is no cademic year. Forma demic year 2012-201

its submitted in Field es in Credit GPA Co

ubmission. See valid

lection. Use “EOT” o

ubmission. Format is . For example, 2012

nsferred. The type c #6 CREDIT GPA CO

er (AUN) of the vania Department of

mpus Reporting in bmitting data for bra identifying the camp

the student.

itution the student is sferring credit from a ” ot necessary. Use th at should be YYYY-0 13 use ‘2013-06-30.

d #10 TRANSFER odes Table below.

d values.

only.

s YYYY where YYYY 2-2013 would be

corresponds to the ODE.

Business R

f

anch pus.

s a

he 06-’

All dates mu entered in IS format (YYY DD).

Values must all capital let

Values must all capital let

Y

ules Valid / Sa

Example:

All institut campus c found at: http://www.edna.pa.gov/Screens/wfHome.aspx

Example:

All institut campus c found at: http://www.edna.pa.gov/Screens/wfHome.aspx

Example:

Example:

ust be SO YY-MM-

Example:

See Cred Table bel

t be in tters.

Valid valu FALL SPRING

t be in tters.

Constant

Example:

Example:

ample Values

: 123456789

tion and codes can be

: 9999

tion and codes can be

: 1000000009

: 210669

: 2013-06-30

dit GPA Codes ow.

ues:

: EOT

: 2013

: 12.5

** Field is part of the unique key for the teemplate


GPA


CCredit GPA Codes Table Credit GPA Code

Credit Name R/O/CCR Credit GPPA Definition

10 Total C Presen

Credits nted

R The total n the sendin by a stude Withdraw included h

number of college-le ng institution during t ent. Courses attempt or Incomplete) or no

here.

evel credits presente the term. This includ ted by a student but ot earned (such as a

d by the student for des only those credit

not completed (suc a Failed course) shou

transfer from ts completed ch as a uld not be

20 Total C Accept

Credits ted

R The total n during the

number of college-le term for the student

evel credits accepted t.

d from the sending innstitution

30 Total C Rejecte

Credits ed

R The total n during the

number of college-le term for the student

evel credits not accep t.

pted from the sendinng institution

LLoad Sequence//Dependencies

Load Sequence/Dependencies

PS STUDENT INSTTITUTION

FFAQs

1. Should transfer credit bee reported from all institutions oor only those thaat are regionallyy accredited? All college-level credit thatt is transferred annd recorded on a student’s transcrript should be repported, regardlesss of accreditation .

2. Should ddevelopmental ccourses be reporrted in the creditt totals for transsfer students? Report alll college-level creedits presented bby the student. “CCredits Presentedd” is defined as coollege-level credi ts earned by a sttudent at the previous institution. If no credit was awardded for a develoopmental course (or any other co ourse) at the prioor institution, it shhould not be reported.


––


Appendix A Pennsylvvania Counnties

Codee Descriiption 00 Outside PA 01 Adamss 02 Allegheeny 03 Armstrrong 04 Beaverr 05 Bedforrd 06 Berks 07 Blair 08 Bradford 09 Bucks 10 Butler 11 Cambrria 12 Camerron 13 Carbonn 14 Centree 15 Chesteer 16 Clarionn 17 Clearfi eld 18 Clintonn 19 Columbia 20 Crawfoord 21 Cumbeerland 22 Dauph in 23 Delawaare 24 Elk 25 Erie 26 Fayettee 27 Forest 28 Frankliin 29 Fulton 30 Greenee 31 Huntingdon 32 Indianaa 33 Jeffersson 34 Juniataa 35 Lackawwanna 36 Lancasster 37 Lawrennce 38 Lebanoon 39 Lehighh 40 Luzernne 41 Lycoming 42 McKeaan 43 Mercerr 44 Mifflin 45 Monroee 46 Montgoomery 47 Montouur



Codee Descriiption 48 Northaampton 49 Northuumberland 50 Perry 51 Philadeelphia 52 Pike 53 Potter 54 Schuyllkill 55 Snyderr 56 Somerrset 57 Sullivan 58 Susqueehanna 59 Tioga 60 Union 61 Venango 62 Warrenn 63 Washinngton 64 Waynee 65 Westmmoreland 66 Wyomiing 67 York


Pennsylvania Information Management System · 2020. 8. 7. · submit Accademic Year 2013-14 Fal l...

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