Templates

Templates are the data files used to load information into the PIMS data warehouse. Each template specification on this site documents the fields expected for a particular upload and maps to a target table in the data warehouse. Templates support common delimited formats (CSV, tab, pipe). When building a file, every field position in the template must be present even if a value is blank.

This documentation is based on the eScholar templates (v19) used by PIMS. The pages here convert the original template specifications into a web-friendly reference with interactive components and cross-links to related templates and appendices.

Highlights for implementers

• Lookup tables are used to map codes to descriptions (for example, ethnic codes to descriptions). Your extract should use PDE codes expected by PIMS.
• When templates reference other templates (for example, a template that includes a student identifier), that dependent template must be loaded first. See the Dependencies section below for the interactive view.
• A practical place to start is the Student template since many other templates reference student identifiers.

What each template page contains

Every template page on this site includes a summary card and a field-by-field specification. Typical sections include:

• TemplateCard summary (fields, collected count, target table, dependencies)
• Template Description and usage notes
• Field specifications (field number, name, length, required/optional/conditional, codes, definitions, business rules)
• Sample and valid values (when applicable)

Rules (applies to all templates)

• Dates must use ISO format: YYYY-MM-DD.
• PASECUREID values should be unique within an LEA.
• Badges used on field headings indicate column behavior and validation hints:
  • Required required field
  • Optional optional field
  • Conditionally Required conditionally required (see business rules)
  • Key component of the primary key
  • Updateable value is updatable if the row already exists
  • Max Length: 9 length badge showing max characters for free-form fields (example)
• Files may be supplied as delimited text (CSV, tab, pipe) or fixed-width when noted by a template.

Key fields

Fields marked as Key are used to determine record uniqueness. If a key field value was uploaded incorrectly and needs to be changed, the record must be deleted and re-uploaded with the corrected values.

Deleting records

Deletions are handled by PIMS administrators. To request a deletion or other data maintenance action, use the PIMS support resources on the PDE website or the PIMS Help Request form. Contact details and the support form are kept current on the PDE site.

Load sequence and dependencies

Templates that reference identifiers from other templates require those source templates to be loaded first (for example, student identifiers require the Student template). Use the interactive dependencies table below to explore prerequisites and load order.

Extracting data into template format

This site provides guidance for extracting data from source systems into template format. The main steps are:

• Map source fields to the template field positions
• Apply PDE code mappings and lookup table translations
• Export into the required delimited format and name the file according to the naming convention below
• Submit to PIMS using your LEA's upload process

File naming conventions

Follow this pattern for template file names to ensure clarity and uniqueness:

SubmittingAUN_TargetTable_YYYYMMDDHHMM.xxx

Example: 100000009_STUDENT_202509270915.csv

1. Submitting AUN — the 9-digit Administrative Unit Number (e.g. 100000009)
2. Target Table — the exact target table name used by eScholar (e.g., STUDENT, COURSE_ENROLL)
3. Time stamp — YYYYMMDDHHMM to make each filename unique
4. Extension — file separator type (csv, tab, etc.)

Templates within a collection and field accountability

Templates required for a particular collection may span multiple domains. Check the collection calendar and the individual template pages for the complete list of required templates. When text says "All fields must be accounted for", it means every field position in the template must be present in the file (as a value or empty placeholder).