End of Year Reporting
Q: Who needs to complete the End of Year Reporting process?
A: All Sending LEAs and In-House AEDY programs must complete the EoY process, even if they did not place any students in AEDY programs during the school year. LEAs should review with their AEDY programs to ensure the data is accurate before confirming or adjusting the AEDY report.
Q: By when does the EoY reporting need to be completed?
A: All End of Year reporting must be completed by June 30, 2024. The reporting window opens May 7, 2024.
Follow the instructions below (also shown in the video) to complete the end of year reporting process. Note that there are two sets of instructions below. Choose the appropriate section based on whether your LEA placed students in an AEDY program during this past school year.
No Students were Placed in an AEDY Program During the School Year
Follow these instructions if your LEA did NOT place any students in an approved AEDY program during the past school year.
(Step 1) Log in PDE IMS and select AEDY under "Program Monitoring and Accountability/AEDY" (for help logging into IMS, click here to go to the IMS page). From the dashboard, click on the Excel icon in the box labeled "EoY Report."
(Step 2) Click on the blue text at the top of the page which reads "If your LEA did not send any students to an AEDY program, click here" (letter A in the image below).
(Step 3) First, check the box which reads "By checking this box, you are affirming your LEA did not send any students to AEDY placements (including In-House) during the school year" (letter A in the image below). Next, type your name in the provided text box (letter B in the image below). Finally, click the Submit button in the bottom right of the box (letter C in the image below). You will not be able to click the Submit button until after checking the box and entering your name.
(Step 4) After clicking Submit, you may see a pop-up which says "Submission sent!." You will be taken to the screen below which says "Thank you for your submission." This screen confirms that your EoY reporting has been completed. If you do not see this screen, troubleshoot with your browser and computer and repeat the steps above.
Students were Placed in an AEDY Program During the School Year
Follow these instructions if your LEA DID place students in an approved AEDY program during the past school year.
Before beginning the end of year reporting process, ensure that all student referral status are accurate by performing a Roster Check. See the page Completing a Roster Check during the School Year to update statuses and Completing a Roster Check at the end of the School Year for instructions on how to put a referral "on hold" until the Fall.
All dates in the Leader system should align with the dates from Child Accounting for your LEA. If they do not, make note of this so it can be corrected on the report (instructions below).
After completing the roster check and verifying that all student referral statuses are accurate and up-to-date, follow the steps below to complete the end of year reporting process.
(Step 1) Log in PDE IMS and select AEDY under "Program Monitoring and Accountability/AEDY" (for help logging into IMS, see the IMS page). From the dashboard, click on the Excel icon in the box labeled "EoY Report."
(Step 2) Click on the blue text at the top of the page which reads "If your LEA did not send any students to an AEDY program, click here" (letter A in the image below).
(Step 3) When the file is ready for download, you will see an Excel icon and the text "Your Excel file is ready for download/review." Click on the Excel icon to download the file, then open and view the file. Review with your AEDY program(s) to determine whether the data in the file is accurate before proceeding. All dates in the file should align with those from Child Accounting at your LEA.
If the data in the file is accurate click the button "Data in file is accurate" (letter B in the image above) and proceed to the next section on this page labeled "Data is Accurate." If the data in the file is not accurate, click the button "Changes needed to the excel file" (letter C in the image above) and proceed to the section at the bottom of this page labeled "Data is NOT Accurate."
Data is Accurate - Students were Placed in AEDY
(Step 4) First, check the box which reads "By checking this box, you are affirming that you have read and understand the requirements, and that the referral data in the AEDY system is accurate" (letter A in the image below). Next, type your name in the provided text box (letter B in the image below). Finally, click the Submit button in the bottom right of the box (letter C in the image below). You will not be able to click the Submit button until after checking the box and entering your name.
(Step 5) After clicking Submit, you may see a pop-up which says "Submission sent!." You will be taken to the screen below which says "Thank you for your submission." This screen confirms that your EoY reporting has been completed. If you do not see this screen, troubleshoot with your browser and computer and repeat the steps above.
Data is NOT Accurate - Students were Placed in AEDY
(Step 4) Make any and all changes to the Excel report downloaded from Leader Services after reviewing with your AEDY program(s) to ensure data accuracy. Please maintain the formatting in the Excel file and highlight any changes you make.
Changes made to the file and uploaded for EoY Reporting will not directly affect change within the Leader Services reporting system - a second round of file checking will be required to verify the adjustments were completed by Leader Services and are accurate.
(Step 5) Use the File Upload Tool to first Select your modified Excel file by clicking on the "Choose File" button (letter A in the image below). Next, enter the file name in the provided text box (letter B in the image below). Please include the name of your LEA and the School Year in the file name. Finally, click the "Upload Excel File" button (letter C in the image below). After clicking this button, your report will be sent to PDE for review. Submission of the file constitutes your understanding that the data included in the file is accurate.
(Step 6) After clicking Submit, you may see a pop-up which says "Submission sent!." You will be taken to the screen below which says "Thank you for your submission." This screen confirms that the corrected document has been received by Leader Services. If you do not see this screen, troubleshoot with your browser and computer and repeat the steps above. Continue on to step 7 - the corrections must be made and confirmed in the system before reporting is complete.
(Step 7) Following the submission of the corrected spreadsheet, you will receive an email confirming that the changes have been made within the Leader Services system to the student referrals, reflecting the adjustments made in the spreadsheet.
After receiving this email (which may take some time), return to Step 1 to verify the new spreadsheet is correct and complete the EOY reporting process for the school year. The EOY Reporting process is not complete until the final report is verified by repeating this process after corrections are made.