Sims data Handbook Version 0 For use beginning with the October fy16 collection August 15, 2015



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SIMS Data Handbook Version 6.0

For use beginning with the October FY16 collection
August 15, 2015

Table of Contents


Introduction: SIMS Data Handbook 3

Complete List of SIMS Data Elements 4

Appendix A:
DOE014 City/Town of Residence Codes 62


Appendix B:
DOE023 Country of Origin Codes 69


Appendix C:
DOE024 First (Native) Language Codes 76


Appendix D:
DOE031 Career/Vocational Technical Education — Technical Competency Attainment Types
Referenced with Occupational Clusters 80


Appendix E:
Determining Special Education Placement for 3–5 year olds 111


Appendix F:
DOE043 CVTE — Chapter 74–Approved Vocational Technical Education Program Participation Codes 113


Appendix G:
DOE044 CVTE — Non-Chapter 74 Career and Technical Education Program Participation Codes 115


Appendix I
Valid Submissions for DOE011, DOE012, DOE013 117


Appendix J:
DOE037 Massachusetts Recommended Core Curriculum 121


Revision History 83-86

Introduction: SIMS Data Handbook


The Student Information Management System (SIMS) is a student-level data collection system that allows the Department to collect and analyze accurate and comprehensive information, to meet federal and state reporting requirements, and to inform policy and programmatic decisions. The SIMS has two important components:

A unique student identifier for all students receiving a publicly funded education in Massachusetts, and

Transmissions of data from districts to the Department for all students via the security portal.

This document is one of a series of documents that provide information regarding SIMS. The documents should be used together to get a complete picture of the system.



    • SIMS User Guide

    • SIMS Data Handbook

    • SIMS Frequently Asked Questions

The handbook provides a detailed description of all 52 data elements that are currently submitted in each student record. Each student record that is submitted into the system must contain an appropriate value in each of the 52 elements. Many of these elements are validated against one another so it is very important that each element be reported accurately. You will notice that there are several data elements that have been discontinued and are to be populated with a placeholder of “500” or 0. Check the documentation for each discontinued element to be sure of the accurate value to report. The Department realizes that all of these discontinued elements are not grouped together but have not changed the current order in an effort to allow districts and software vendors to maintain their current software systems. Following the list of the data elements there are ten appendices to assist you in submitting an acceptable and correct code for each data element.

The following information is provided for each data element:

Name Name of the data element

Definition A brief definition of the element

Data Type Alphanumeric or Integer

Maximum Length The maximum number of characters allowed

Minimum Length The minimum number of characters allowed

Acceptable Values A list of the values that can be submitted to the Department. If no values are listed, then any value of the acceptable type and length are permitted.

Notes Any additional information pertaining to the element

Dependency Any relationships that exist between this data element and other elements



Complete List of SIMS Data Elements


SR10Locally Assigned Student Identifier (LASID)

A code assigned and maintained by the local school district that is unique for each student in the district over time.



SR11State Assigned Student Identifier (SASID)

A unique number assigned to an individual by the Massachusetts Department of Elementary and Secondary Education.



SR12First Name

A name given to an individual at birth, during a naming ceremony (e.g., baptism), or through legal change.



SR13Middle Name

A secondary name given to an individual at birth, during a naming ceremony (e.g., baptism), or through legal change.



SR14Last Name

The name borne in common by members of a family.



SR15Date of Birth

The month, day, and year on which an individual was born.



SR16Date of Birth Format

A code that indicates the format of the value of Data Element DOE006 — Date of Birth.



SR17City/Town of Birth

The name of the city (or comparable unit) in which an individual was born.



SR18Gender

The classification of a student as male or female.



SR19Race/Ethnicity

The general racial category that most clearly reflects the individual’s recognition of his or her community or with which the individual most identifies.



SR20Reason for Reporting

An indication of the basis on which a district is reporting a student — financial responsibility, enrollment, or both. If the student is not enrolled at the time of reporting, or if the Reason for Enrollment has changed over time, the indication should represent the most recent reason for reporting.



SR21Enrollment Status at Time of Data Collection

An indication, as of the specified time of data collection (e.g., October 1), of the enrollment status of each student who has been enrolled or for whom the district paid for education services at any time during the current school year.



SR22Reason for Enrollment

An indication of the reason for a student’s enrollment in the receiving school district. The indication should represent the reason for the most recent enrollment if the student is not enrolled at the time of reporting, or the current Reason for Enrollment if the reason has changed over time.



SR23City/Town of Residence — Student

The three-digit code for the city or town where the student lives at the time of reporting or the student’s last known city or town of residence if the reporting district is no longer sending or receiving the student.



SR24School Identification Number

Each school in Massachusetts has a four-digit code assigned by DOE. In combination with the four-digit district code, each school in Massachusetts has a unique, eight-digit code number. Each student’s record must contain the eight-digit code of the school in which the student is enrolled at the time of reporting or the code for the student’s last known school of enrollment if the reporting district is no longer sending or receiving the student. A list of DOE school codes can be found at: http://www.doe.mass.edu/infoservices/data/sims/schoolcodes.html



SR25Grade Level

Grade in which student is enrolled as of most recent enrollment.


SR26Days in Attendance

Cumulative number of days a member student has been present in the district from the beginning of the current school year to the time of reporting (e.g., October 1).



SR27Days in Membership

Cumulative number of days a student has been enrolled in the district from the beginning of the current school year to the time of reporting (e.g., October 1).



SR28Low-Income Status

An indication of whether the student meets ANY ONE of the following definitions of low income:

1. The student is eligible for free or reduced price lunch; or

2. The student receives Transitional Aid to Needy Families benefits;



SR29Title I Participation

An indication of the type of Title I Services being received at the specified time of reporting (e.g., October 1).



SR30ELL Students in their First Year in U.S. Schools

A student with limited English proficiency in grades K through 12 who has attended schools in the United States for less than twelve months.



SR31Immigration Status

To meet the federal definition a student must:

1. not have been born in any State*; AND

2. not have completed three full academic years of school in any state.



SR32Country of Origin

Country of Origin is the country from which immigrant children have emigrated.



SR33First (Native) Language

Native language is the specific language or dialect first learned by an individual or first used by the parent/guardian with a child.



SR34English Language Learner

Limited English Proficient Students are defined as children who were:



  1. not born in the U.S., whose native tongue is a language other than English and who are incapable of performing ordinary class work in English; or

  2. born in the United States of non-English speaking parents and who are incapable of performing ordinary class work in English.

SR35English Language Learners Program Status

An indication of the type of English Language Learners Program in which a student is enrolled as of the time of reporting (e.g., October 1).



SR36Program Code

he 8-digit code of the program in which the student is enrolled at the time of reporting. If the student is not enrolled in a program the value “00000000” should be entered.



SR37Title I School Choice Participation

An indication of a student’s enrollment in a school after transferring from a Title I school in the district that is identified for improvement, corrective action, or restructuring under Section 1116 of the No Child Left Behind Act of 2001.



SR38Member of Military Family

An indication as to whether this student is eligible for assistance as a member of a military family as defined by the Interstate Compact on Educational Opportunity for Military Children.



SR39Non-Instructional Title I Targeted Assistance Services

An indication of the type of targeted non-instructional Title I assistance services that a student receives.



SR40Career/Vocational Technical Education (CVTE) — Competency Attainment

A credential issued to a student enrolled in a specific career/vocational technical education program. A recognized private organization and/or a state or federal government department, agency, or board may issue the credential. It may also be a “Chapter 74 Certificate” that is issued by a vocational technical or comprehensive high school to a student enrolled in a specific career/vocational technical education program, known as a Chapter 74–approved vocational technical education program.



SR41Special Education Placement, ages 3–5

An indication of the educational environment of a student with disabilities, ages 3–5, at the specific time of reporting (e.g., October 1).



SR42High School Completer Plans

An indication of what a student plans to do after completing high school.



SR43Special Education Placement, ages 6–21

An indication of the educational environment of a student with disabilities, ages 6–21, at the specific time of reporting (e.g., October 1).



SR44Career/Vocational Technical Education — Type of Program

An indication of the career/vocational technical education program type in which a student is enrolled at the specified time of reporting (e.g., October 1). Note that 01, 03, 05 and 13 have been discontinued.



SR45Special Education — Nature of Primary Disability

The major or overriding disability condition that has been identified by a team of people pursuant to federal and state special education law. The identified disability is known to be causal to an inability to make effective progress in education and requires special education services in order to access the general curriculum or specially designed curriculum.



SR46Graduate, Completed Massachusetts Core Curriculum

An indication of whether a student has met the graduation requirements of the Massachusetts Core Curriculum, designed to prepare students for college, work, and citizenship.



SR47Special Education Level of Need

The degree of service that the student receives as determined by the school district upon review of the student’s IEP.



SR48504 Plan Status

Districts will report if a student was in a 504 plan at any point during the school year.

SR49Special Education - Evaluation Results

An indication of the result of a special education evaluation (initial or re-evaluation) that has been done since the end of the last school year (July 1st).



SR50DISCONTINUED Use 500 for all students

SR51Career/Vocational Technical Education Special Population

An indication of the status (single parent) of a student enrolled in a career/vocational technical education program (Chapter 74–approved vocational technical or non-Chapter 74 career and technical) that meets the definition for single parent. Note that students with disabilities and those with limited English proficiency or those who are economically disadvantaged or in programs that prepare them for careers that would be nontraditional for their gender are captured in other data elements.



SR52Career/Vocational Technical Education Chapter 74–Approved Vocational Technical Education Program Participation

A Chapter 74–approved vocational technical education program is a career/vocational technical education program that meets the approval criteria in Massachusetts General Law Chapter 74 and the Vocational Technical Education Regulations and has been approved by the Department of Elementary and Secondary Education. Participation in these programs is reported by a Department of Elementary and Secondary Education assigned, six-digit Classification of Instructional Program (CIP) code and state title.


SR53Career/Vocational Technical Education Non-Chapter 74 Career and Technical Education Program Participation

A non-Chapter 74 career and technical education program is a career/vocational technical education program that is not a Chapter 74–approved vocational technical education program, but that does meet the new Carl D. Perkins Career and Technical Education Improvement Act of 2006 (Perkins IV) definition of career and technical education. The Perkins IV definition of career and technical education is organized educational activities that

(A) offer a sequence of courses that

(i) provides individuals with coherent and rigorous content aligned with challenging academic standards and relevant technical knowledge and skills needed to prepare for further education and careers in current or emerging professions;

(ii) provides technical skill proficiency, an industry-recognized credential, a certificate, or an associate degree; and

(iii) may include prerequisite courses (other than a remedial course) that meet the requirements of this subparagraph; and

(B) include competency-based applied learning that contributes to the academic knowledge, higher-order reasoning and problem-solving skills, work attitudes, general employability skills, technical skills, and occupation-specific skills, and knowledge of all aspects of an industry including entrepreneurship, of an individual.

Participation in these programs is reported using a four-digit code and state title. In order to implement Perkins IV, the list of programs has been expanded and includes the state titles for programs.



SR54DISCONTINUED – Use 0 for all students

SR55DISCONTINUED – Use 0 for all students

SR56DISCONTINUED – Use 500 for all students

SR57DISCONTINUED – Use 500 for all students

SR58DISCONTINUED – Use 500 for all students

SR59DISCONTINUED – Use 500 for all students

SR60DISCONTINUED – Use 500 for all students

SR61Unexcused Student Absences

The number of school days a student was recorded with an unexcused absence.





  1. Locally Assigned Student Identifier

A code assigned and maintained by the local school district that is unique for each student in the district over time.

Type:

Alphanumeric

Length:

Minimum 1

Maximum 32



Acceptable Values/Code Description:
Notes:

SR62The Locally Assigned Student Identifier (LASID) will be used as directory information in the State Student Registration System to verify and assign State Student Identifiers.

SR63The Locally Assigned Student Identifier must be created and maintained by the district to provide a unique identifier for students within the district over time and be submitted with all individual data submitted to the Department of Elementary and Secondary Education.

Dependencies:


  1. State Assigned Student Identifier (SASID)

A unique number assigned to an individual by the Massachusetts Department of Elementary and Secondary Education.

Type:

Alphanumeric

Length:

Minimum 10

Maximum 10



Acceptable Values/Code Description:

10-digit state-assigned identification number



Notes:

  1. In order to track students within and across districts over time and to keep student information secure and confidential at both the state and local levels, two student identifiers will be used one assigned by the district in which the student is enrolled (LASID) and a State Assigned number (SASID).

  2. State Assigned Student Identifiers will be assigned through the State Student Registration System. Districts will need to use the State Assigned Student Identifier and the Locally Assigned Student Identifier on all individual data submitted to the Department of Elementary and Secondary Education.

Dependencies:

  1. First Name

A name given to an individual at birth, during a naming ceremony (e.g., baptism), or through legal change.

Type:

Alphanumeric

Length:

Minimum 1

Maximum 32



Acceptable Values/Code Description:

Student’s first name as recorded on a legal document, such as a birth certificate, should be used.



Notes:

  1. The first name will be used as directory information in the State Student Directory to verify and assign SASIDs.

Dependencies:

  1. Middle Name

A secondary name given to an individual at birth, during a naming ceremony (e.g., baptism), or through legal change.

Type:

Alphanumeric

Length:

Minimum 1

Maximum 32



Acceptable Values/Code Description:
Student’s middle name as recorded on a legal document, such as a birth certificate, should be used. Students with no middle name must be reported with NMN as the middle name.

Notes:

  1. The middle name will be used as directory information in the State Student Directory to verify and assign SASIDs.

Dependencies:


  1. Last Name

The name borne in common by members of a family.

Type:

Alphanumeric

Length:

Minimum 1

Maximum 50



Acceptable Values/Code Description:

Student’s last name as recorded on a legal document, such as a birth certificate, should be used.



Notes:

  1. The last name will be used as directory information in the State Student Directory to verify and assign SASIDs.

Dependencies:


  1. Date of Birth

The month, day, and year on which an individual was born.

Type:

Date

mm/dd/yyyy

mm/dd/yy

yy/mm/dd


Length:

Minimum 8

Maximum 10



Acceptable Values/Code Description:

Student’s age as of reporting date must be between 3 and 21 years old.



Notes:

  1. Federal and state statutes require reporting enrollment by age for special education and early childhood students and for monitoring the delivery of an appropriate education to all school-age children.

  2. Date of Birth will also be used as directory information in the State Student Directory to verify and assign SASIDs.

Dependencies:


  1. Date of Birth Format

A code that indicates the format of the value of DOE006 Date of Birth.

Type:

Alphanumeric

Length:

Minimum 3

Maximum 3



Acceptable Values/Code Description:

D10 mm/dd/yyyy

D8M mm/dd/yy

D8Y yy/mm/dd

Notes:

  1. The specified format will be used to convert the value of Data Element DOE006 Date of Birth to the preferred format of mm/dd/yyyy.

Dependencies:


  1. City/Town of Birth

The name of the city (or comparable unit) in which an individual was born.

Type:

Alphanumeric

Length:

Minimum 1

Maximum 50


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