AIM Data Collections
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The AIM Data Collection Schedule contains a complete list of all AIM data collections occurring throughout the year. The following AIM Data Collections are taking place during the month of September and October:
Beginning of Year Verification: 8/15/2022-10/7/2022 – this includes Head Start Schools
- The beginning of year process completes data for summer graduates, modifies enrollments for summer transfers and non-returning students, verifies calendars, terms, and grade levels for each school assigns state IDs for newly enrolled students and prepares enrollment records for the October count date.
- Please verify that all students have an accurate enrollment Start Status and Service Type.
- Please ensure that terms are entered for each calendar. The AIM unit will be requiring entry of at least a full year term (first and last day of instruction for students). Entry of terms assists the AIM unit with data collections and planning for Infinite Campus updates.
Please see our Beginning of Year User Guides. They have been updated and simplified for the new school year!
Previous Year Graduate, Cohort, and Dropout Validation and Certification – 9/15/2022-10/7/2022
- Review previous school year (2021-22) data validation dropout check reports. Those dropouts who have returned to a district in the state by 9/30/2022 may have their End Status changed to a non-dropout status.
- Review prior year graduates and cohorts using the validation reports.
- After 9/30/2022: Certify prior year dropouts, graduates, and cohorts using the data certification process.
Special Education Child Count – 9/19/2022-11/4/2022
- Verify the accuracy of data for students receiving special education services enrolled on 10/3/2022.
- Ensure that all completed ERs and IEPs are locked and Exit Dates and Exit Reasons are current.
- Confirm the accurate Special Education Child County System student list by 11/4/2022.
Fall Enrollment Count – 10/4/2022-10/21/2022
- Verify demographic data for all students, including name, race/ethnicity, gender, and date of birth.
- Verify enrollment data for all students (Service Type, Start Date, Start Status, End Date, End Status, Grade), including students enrolled in special programs (Job Corps, MT Youth ChalleNGe, Montana Digital Academy, 19/20 Eligible for ANB, Indian Language Immersion Programs, and Extracurricular Participation), as of 10/3/2022.
- Enter Aggregate Hours and Fall Count Date Attendance for all students' accuracy of data for students receiving special education services enrolled on 10/3/2022.
- Import AIM enrollment data into MFs and use both AIM and MFs reports to verify the accuracy of data between the two systems (both enrollment and American Indian student counts).
Fall Program Participation – 10/4/2022-10/21/2022
- After completion of the Fall Enrollment Count, enter free/reduced meal status (FRAM), English learner (EL), Immigrant, Homeless, Gifted & Talented, Title I, Military-Connected, Foreign Exchange, and Section 504 data for all students enrolled on 10/3/2022.
- Verify 21st Century data in AIM and the OPI AS21 system.
User guides for the above collections are being continually updated. Please check back often for the newest versions of our guides. We are working on simplifying the guides to make them easier to read and find relevant information. AIM User Guides
Fall Mode of Instruction – 10/4/2022-10/21/2022
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Student Mode of Instruction will be scripted for all students as of the Start Date of the student’s 22-23 enrollment record with a value of “In-Person”. Districts who wish to opt-out of the automatic update may do so by emailing Nicole Thuotte at nthuotte@mt.gov prior to October 7, 2022. If you have already entered the Student Mode of Instruction for the 22-23 school year that value will not be over-written by our script.
- The methodology for collection of the School Mode of Instruction has changed. The location of the School Mode of Instruction fields is now under System Administration>Resources>School>Mode of Instruction. The historical information has been entered for all districts. If there are any changes to the School Mode of Instruction enter an End Date for the prior record and create a new School Mode of Instruction record to reflect the change. This will need to be continually updated throughout the year and verified as part of the December and End of Year collections.
Open Office Hours
Starting in September the AIM Unit will hold bi-weekly “office hours”. The hour will start with a short presentation about upcoming collections from either AIM or other OPI program staff, with open time thereafter for questions from the field. Please check the AIM page often for more information on the date, time, and a Zoom link!! We hope to see you soon!
AIM Reporting Cohort Data- Date First Entered 9th Grade
Please ensure all high school students have their Date First Entered 9th Grade field populated under the Graduation Tab. Please review our Reporting Cohort Data AIM User Guide for instructions on how to complete this field. Also helpful is the Ad Hoc titled “Student COHORT Missing District Date 1st entered 9th Grd” found in the State Published folder. Running this Ad Hoc will locate those students missing this information.
Student Records Transfers
Please check your Process Inbox regularly for requests to release records. Timely release of records helps the enrolling district facilitate the provision of special education services for students. It is recommended that the district appoint someone to review these requests and process them on a regular basis.
Student Demographics
It has come to our attention that there are issues with using the Student Locator when a student’s name contains unnecessary punctuation (such as parenthesis and quotation marks). You may check to see if you have students with these issues by using the Search tab, selecting All People, and entering, %( in the search criteria. Students may have these identifiers in one identity record, but at least one record must be created without this punctuation for the Student Locator to function correctly. Further, creating records with these types of punctuation increases the chances that a duplicate record will be created when a student transfers.
Data Validation
AIM Staff are working to move Ad Hoc filters to Data Validation. Moving these filters allows a user to run multiple reports at the same time, instead of one-by-one. They are organized by collection for your convenience.
AIM Student Photos Needed
Please remember to collect the Student Photo Opt-In information from parents as register their students. Then please follow up with importing students’ photos into Infinite Campus, so the photos in AIM with the Opt-in value can be used by the Department of Justice to help find missing children. See our AIM District Student Photo Repository user guide for additional information.
Updating AIM Contact Information
Please ensure to submit the AIM Contacts Update Form on the OPI AIM website whenever there is a change in AIM staff or AIM contact info at your district or school.
AIM Help Desk
Submit an AIM Help Desk Ticket
or call 1-877-424-6681 or 406-444-3800
The OPI is committed to providing reasonable accommodations to people with disabilities. If you need a reasonable accommodation, require an alternate format, or have questions concerning accessibility, contact the OPI ADA Coordinator, 406-444-3161, opiada@mt.gov, Relay Service: 711.
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