AIM Data Collections
The AIM Data Collection Schedule contains a complete list of all AIM data collections occurring throughout the year. The following AIM Data Collections are due in October. This will be a busy month - please make sure your certifications are completed by the due date!!
Previous Year Graduate, Cohort, and Dropout Certification - October 1, 2024 through October 16, 2024 - Certification Required
This is a three-part collection:
- Graduates: Students who complete requirements for high school in the 2023-24 school year - through the day before school starts for the 2024-25 school year. This includes students who graduate with regular graduation requirements, students who graduate with the state minimum credits, and students who obtain a proficiency diploma (End Status 410).
- Dropouts: Students in grades 7-12 who do not continue in school for any reason. This includes students who were no-shows for the 2023-24 school year (and did not re-enroll by September 30, 2024) and students who were unaccounted for prior to the last day of school. Students who completed the 2023-24 school year but did not return for the 2024-25 year have until September 30, 2025, to re-enroll. Districts must have written documentation of a student's enrollment in an educational program that will lead to regular high school graduation before a student may be removed as a dropout.
- Cohort: This is a count of students who graduated in the same 4-year period (where 1st year high school students in the 2020-21 school year). Districts must enter the Date Entered 9th Grade for all graduating students. As with dropouts, the district must have written documentation of a student's enrollment in an educational program before a student may be removed from the cohort.
Fall ANB Collection - October 8, 2024, through October 16, 2024 - Certification Required (Separate Certification in MAEFAIRS also required)
The Fall 2024 Count Date is October 7, 2024. Starting October 8, 2024, districts must enter Aggregate Hours and Count Date Attendance for qualifying students. Students included in the district's Fall ANB count include:
- Students with P: Primary or S: Partial Service Type.
- Students in grades KH/KF through 12, ages 5-18, who are residents of the district or attending a non-resident school under a completed student attendance agreement.
- Qualifying students in a Job Corps or MT Youth Challenge Program.
- Qualifying students in an Early Literacy Program.
- Qualifying 19- or 20-year-old students.
- Students with an approved Educational Savings Account program application.
Other ANB Considerations:
- Students under 5 must have individual board approval for early admission to kindergarten.
- Students identified as American Indian will be included in the district's count of students for the American Indian Achievement Gap Payment.
- Students in a qualifying Indian Language Immersion Program must be identified in the Fall Count. Districts must also verify that educators associated with the program are properly entered in AIM.
- Students with 11 or more consecutive absences on the Count Date may not be included in the district's ANB count.
- Students in state-funded residential treatment centers, youth detention, or private, non-sectarian day treatment programs may not be included in the district's ANB count.
- Students included in the district's prior year Extracurricular certification, or the summer Jumpstart certification will be added to the district's ANB count.
- Absence information for the count date must be entered prior to certification.
If student instruction is not conducted on the Count Date, use the next regularly scheduled pupil instruction day.
Fall Enrollment and Program Participation - October 8, 2024, through October 31, 2024 - Certification Required.
The Fall Enrollment Count and Program Participation Collection includes all students with a P: Primary enrollment in grades PK through 12 (including students in an Early Literacy Program.
- Districts should verify Service Type, Enrollment, Grade Level, Birthdate, and Race/Ethnicity for all students.
- Program Participation includes Free/Reduced Meal Status (FRAM), English Learner (EL), Immigrant, Homeless/Unaccompanied Youth, Gifted & Talented, Title I, Neglected/Delinquent, Military-Connected, Foreign Exchange, and Section 504 for all students enrolled on October 7, 2024.
- Special Education evaluation reports and IEPs should be locked.
- Compare 21st Century in AIM to the OPI AS21 system (TransAct).
Fall Personnel (Terms of Employment) - October 8, 2024, through October 31, 2024 - Certification Required
All staff employed by the district through October 7, 2024, should be entered in AIM. This includes the following:
- District Employment records for all staff.
- District Assignments for all staff, including School, Start Date, FTE (if required), State Assignment Code, and any additional information required for the State Assignment Code (see the State Assignment Code Matrix for more information).
- Highly Qualified records for Paraprofessionals and SPED staff.
- Licensure/Certification records for professional staff.
- Contractors and the agency that employs them.
- Coordinators for Title IX, Assessment, Homeless, Foster Care, Gifted/Talented, Indian Education for All.
To be eligible for the Quality Educator Component, the educator license must be active on July 1, 2024, and issued not later than December 1, 2024.
Fall Teacher Class - October 8, 2024, through October 31, 2024 - Certification Required
Verify course offerings through the first semester for all students enrolled on October 7, 2024. This includes Courses (with NCES Course Code), Sections (including Section Placement), Section Staff, and Rosters.
Fall Mode of Instruction - October 8, 2024, through October 31, 2024 - Certification Not Required
Enter Mode of Instruction records for all students not in-person, full-time. Ensure that the School Mode of Instruction matches the Student Mode of Instruction. Mode of Instruction must reflect status from the first day of school through October 7, 2024.
MAST Test Window 1
October 14, 2024, through November 11, 2024
Verify enrollment, demographic, and program participation data for all students in grades 3-8 before and during the test window. Ensure that evaluation reports and IEPs are locked.
TEACH Act Applications
The TEACH Act Application will be available soon. Please check the School Finance webpage, the AIM webpage, or the State User Announcements within Infinite Campus to access that application. We encourage ALL DISTRICTS to apply.
Other Reminders
Records Transfers:
Requesting and receiving records transfers is important both for Special Education students and to ensure that students' program data is appropriately transferred with the student. For support with records transfers, please contact Shara Blair, SPED/ AIM Data Specialist @ (406) 444-0685 or shara.blair@mt.gov.
New Look in Infinite Campus:
Effective July 2025, the new look in Infinite Campus will be the only option for districts and the classic look will be deprecated. The new Infinite Campus experience contains all the same tools as the classic view and includes several improvements. Learn about the new look: https://kb.infinitecampus.com/help/try-the-new-look-of-campus
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. Use the Data Validation Reports in Infinite Campus to assist with data verification.
AIM Reporting Cohort Data - Removing a Student From the Cohort:
To confirm that a student transferred out (is removed from the Cohort), the school or LEA must:
- Have official written documentation that the student enrolled in another school (End Status 160, 170, 180, etc.); or
- Have official written documentation that the student enrolled in a program that awards a regular high school diploma.
New Graduation Reporting Requirements:
- Enrollment End Status 410: Graduated Alt Authorized by MCA. Used for students who complete the MT Youth Challenge program, pass the HiSet assessment, and the district awards a student a proficiency-based diploma under 10-10-1402, MCA or the Superintendent of Public Instruction awards a diploma based on proficiency, perseverance, and dedication under 20-3-110, MCA.
- Diploma Type 05: State Minimum. Used for students who graduate with the state minimum credit requirements in lieu of district graduation requirements under 20-7-1330, MCA.
AIM Student Photos Needed:
Please remember to collect the Student Photo Opt-In information from parents as they register their students OR as they update their annual census information. Districts are required to provide information on the repository and information about how to opt in (20-7-1317, MCA). Once parental consent is obtained, districts must upload the students’ photos into Infinite Campus and set the Opt-In Status to 1: Opt-In. Photos are 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 update your AIM contacts whenever there is a change in AIM staff or AIM contact info at your district or school. Contacts may be designated by role (Superintendent, Clerk, Secretary), school (EL/HS), or responsibility (enrollment, personnel, programs, certification). Instructions may be found on the AIM webpage.
AIM Help Desk
Submit an AIM Help Desk Ticket
opiaimhelp@mt.gov
or call 1-877-424-6681 or 406-444-3800
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