Illinois State Board of Education · Special Education Service Provider Special Education Student...

July/August 2014

Illinois State Board of Education

Statewide SIS Training

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Agenda

Welcome / Introductions Objectives ISBE SIS Resources ISBE Contact Information Overview : The Student Information System (SIS) Accessing SIS Data Quality Batch Process Overview Online Process Overview Reports ISBE Contact Information

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Welcome/Introductions ISBE Key Team Members

- Don Evans Chief Operating Officer and Director of Human Resources - Brent Engelman Division Administrator/Director, Information Technology - John Shake Division Supervisor, Information Technology

- Peter Godard Chief Performance Officer - David Smalley Division Administrator, Data Analysis and Accountability

Presenters

- Howard Hammel SIS Project Manager - Adam Lowery SIS Business Analyst - Lindsay Langer SIS Help Desk Analyst

Objectives

Efficient material presentation- cover over 100 slides an hour (no break included)

Discuss SIS data updates - Update local student software package and send updates - Search SID – Enrollment tab – 90%

Identify source information of data categories and due dates - http://www.isbe.net/sis/html/key_dates.htm

Explain common problems exiting a student’s enrollment - Missing Data: Dashboard - Data Completion Status Chart

System functionality review - SIS is a pattern driven system: new collections will function the same as old collections - Online - Batch Files - Reports

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http://www.isbe.net/sis/html/key_dates.htm

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ISBE SIS Resources

Resource documents are readily available: - Located on the ISBE SIS webpage at www.isbe.net/sis/ ISBE SIS Announcements

User Manual

Validations Document

File Format Layouts

Excel Templates - Tips for Completing (Data Collection Name) Template

- Steps for Creating and Uploading (Data Collection Name)

Data Elements

Archived Meetings and Presentations

Frequently Asked Questions

http://www.isbe.net/sis/

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ISBE Contact Information Assistance is available when you need it

- ISBE Help Desk (217) 558-3600 – Option 2 – 7:00 a.m. to 5:00 p.m. [email protected]

- ISBE SIS Information Website

www.isbe.net/sis

mailto:[email protected]

http://www.isbe.net/sis

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Overview: The Student Information System

ISBE SIS Project Student Data Collected School Year

Pilot

Student Demographics

2005 Student Enrollment

Student Program Indicators

Implementation


2006

Student Enrollment

Student Program Indicators

Student Assessment (Pre-Identification and Score Data)

ISAT

IMAGE

PSAE

IAA

Implementation ACCESS Test 2007

Implementation English Language Learners (ELL)

2008 Early Childhood (3-5) (Pilot)

Implementation

Early Childhood (3-5)

2009 Early Childhood Outcomes

Pre-K Follow-Up

Fall Enrollment Counts

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Implementation

Homeless

2010

Fall Enrollment Counts Used to Generate Funding

End of Year Report

Student Suspensions

Student Expulsions

High School Dropouts

High School Graduates

Implementation

ELL Screener Data

2011

LEP Validation upon Enrollment against Previous Year ACCESS Scores

Enrollment Comparison reports

Student Course Assignment (Grades 9-12)

Outside Course Assignment (Grades 9-12)

Implementation

Teacher Course Assignment (Grades 9-12)

2012 Birth to 3

Adjusted Cohort Graduation Rate

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Implementation

Birth to 3 Caregiver Demographic Information

2013 Student Course Assignment (Grades K-8)

Teacher Course Assignment (Grades K-8)

Implementation

Regional Safe Schools Program (RSSP)

2014

PARCC & DLM Pilot

High School Students Taking Community College Courses ELL Screener Mandatory

Early Childhood Out comes (ECO) Progress Ratings

Implementation

Immigrant Data Collection

2015

NSG Providing Migrant Data

PARCC & DLM

Special Education Student Address

Special Education Service Provider

Entry Grade Level - Evaluation (22)

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SIS Functions - Assigns a unique student identifier (SID) - Collects demographic, enrollment, performance, and program

participation data for each student

- Interfaces with internal ISBE Systems

- Tracks students from school/facility to school/facility and district to district within the state

- Provides schools, districts, and facilities the ability to report timely and accurate data/information through standardized reporting capabilities

- Accepts data entered either online or via the batch process

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- Provide better quality data to drive more enlightened policy decisions resulting in enhanced educational opportunities for all children

- Reduce data collection burden on schools, districts, and facilities

- Enhance the use and relevance of state data by districts and schools

- Respond to the accountability and reporting requirements of NCLB and other federal and state education programs

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Course Record

01001A001

02012A001

10102A001

NCES Courses

State Courses

Federal Course Subject AreaFederal Course IdentifierFederal Course TitleFederal Course Description

Federal Course Subject AreaFederal Course IdentifierState Course CodeState Course TitleState Course DescriptionStarting State Course School YearEnding State Course School Year

ELIS

EIS

Teacher Assignment

Record

Highly Qualified teacher

IEIN

IEINLocal Teacher ID

Teacher Last Name

Teacher First Name

Birth Date

Employer IDTeacher Start DateRole of ProfessionalTeacher CommitmentActual Attendance (classes)

Total Attendance (classes)

Teacher Course End DateReason for Exit

Course Level

Course Level

Enrollment IDTermState Course CodeClass Number / Section NumberLocal Course CodeLocal Course TitleCourse Start DateCourse LevelCarnegie Units (Credit)Sequence Number Part ( 1Sequence Number Total ( of 2)Dual CreditArticulated CreditCourse SettingTotal Attendance (hours / classes)Actual Attendance (hours / classes)Single Parent including Single Pregnant Woman Displaced Homemaker Course Numeric GradeMax Course Numeric GradeCourse End DateCourse Final Letter Grade


Enrollment

2011

2010

2009

Student A

Student B

Student IDEnrollment TypeEnrollment DateRCDTS for Home SchoolRCDTS for Serving SchoolEntry/Grade LevelSchool YearFull time Equivalent (FTE) DecimalEnrollment Exit DateEnrollment Exit StatusEnrollment Exit / Withdrawal TypeEnrollment ID

Student IDSAP IDLegal Last NameLegal First NameLegal Middle NameLineage CodeMother's Maiden NameRace CodeGender CodeBirth DateBirth Place NameReading 1st IndicatorReading Improvement Block Grant IndicatorTitle 1 IndicatorEligible for Immigrant Education ProgramHome LanguageNative LanguageHomeless IndicatorMigrant IndicatorCareer/Tech Ed IndicatorSES IndicatorLEP IndicatorIEP IndicatorFRL/Low Income IndicatorCentury 21 Indicator

Classroom

Session IDServing SchoolSchool YearTermState Course CodeClass Number / Section NumberLocal Course IDLocal Course Title

Increased importance of providing timely and accurate student enrollment data - Enrollment Start and End Dates - Grade Level - Home School RCDTS (School for the area where the student resides) - Serving School RCDTS (School where student attends, course is taught, & teacher assigned) - Student can have only one Home school RCDTS but multiple Serving schools (Area Career

Centers, Special Education Private Facilities, Regional Safe Schools, etc.)

Data included - Student Course Assignment - Teacher Course Assignment - Student Discipline - High School Students Taking Community College Courses - AYP - Kindergarten Development Survey (KIDS) - Employment Information System (EIS) - Regional Safe School Funding - Special Education Claims - E-Report Card - Vocational Funding

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SIS School Year 2015 Processing at a Glance

Student Starts Attending School – submit data:

Student Demographics Enrollment Birth to 3 K-12

Student Demographics, Enrollment and Early Childhood data Pre- K

Early Childhood Outcomes Entry Rating for Pre – K students with IEPs ELL Screener ELL Homeless Data Immigrant Data (continued)


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Special Education Student Address

Student Course Assignments without End Date/Final Grade (K-12)

Teacher Course Assignment Entry Records (K-12)

Student Outside Course Assignments (9-12 only)

Corrections to Assessment Pre-ID for students in grade 3–8 and grade 11

Caregiver Demographic (Birth to 3 students)


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Beginning and End of Term

1st Day of Term – submit: Student Course Assignments without End Date/Final

Grade Teacher Course Assignment Entry Records

End of Term – submit:

Completed Student Course Assignments Teacher Course Assignment Exit Records


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Student Stops Attending School - submit:

Early Childhood Outcomes Progress Rating for students that have not had a progress rating within the last 6 months

Completed Student Course Assignments

Teacher Course Assignment Exit Records

Student Discipline

Birth to 3

RSSP


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Verify accuracy of: ELL Screener ELL Information Homeless Data Immigrant Data Special Education Service Provider Special Education Student Address Birth to 3 Caregiver Demographic (Birth to 3) Early Childhood Outcomes Entry and Progress Rating for Pre-K

students with IEPs Outside Course Assignments (9-12 only) Student Course Assignments (K-12)

Submit Exit Enrollment


View Only - Search for a Student ID and view all reports

RCDT General User - RECOMMENDED FOR SEARCHING. General users can access functions to request new Statewide Student Identifiers for an individual student and to search for an existing Statewide Student Identifier. General users can be district-based or school-based personnel and act on behalf of the whole district.

RCDT Admin - RECOMMENDED FOR UPLOADING SIS DAT. This individual is the RCDT Administrator (or his/her designee) responsible for submitting batch files to the Illinois State Board of Education. The RCDT Admin has signatory authority and certifies that the submitted data is correct to the best of his/her knowledge and belief.

ISBE Admin - ISBE USE ONLY. This individual is an ISBE employee with administrator rights.

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SIS User Access Levels

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Accessing SIS

Access SIS through ISBE’s Web Application Security System (IWAS)

Link to IWAS from ISBE’s Homepage at www.isbe.net

Find the IWAS User Guide on the IWAS Login Screen

http://www.isbe.net/

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Accessing SIS

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Accessing SIS

SIS Homepage

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Data Quality

Preventing Multiple SIDs

- Once a State ID (SID) is assigned to a student, the SID must be included in all future SIS submissions.

- If you obtain a SID online or from another district, enter the SID into your local Software Administrative Package.

- If you need to update one or more of the Student Demographic fields, include the SID in the batch file to prevent creation of a new SID for the student.

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Data Quality Multiple SID Removal - Identify the correct SID (“Keep”) and the SID to be Deleted. - Exit all enrollments associated with SID to “Delete”. SID to “Keep” must be

actively enrolled by the district submitting the Multiple SID Template. - Download the Multiple SID template, Tips, and Steps from the

www.isbe.net/sis website and enter mandatory data into the template. - Upload the Multiple SID .csv file to SIS. - The Multiple SID file will be returned to the user’s SIS “Download File” link

with result codes and result messages appended to the individual students’ records.


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Batch Process Overview


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File Format 1. ACCESS Test Correction Process 2. Adjusted Cohort Graduation Rate 3. Assessment Pre-ID 4. Assessment Correction 5. Birth to 3 6. Birth to 3 Caregiver Demographics Information 7. College Course Assignment 8. Demographics and Early Childhood 9. Early Childhood 10.Early Childhood Outcomes 11.ELL 12.ELL Screener 13.Exit Enrollment 14.Homeless 15.Multiple SID 16.Outside Course Assignment 17.Regional Safe Schools Program (RSSP) 18.Student Course Assignment 19.Student Demographic and Enrollment 20.Student Discipline 21.Teacher Course Assignment Entry 22.Teacher Course Assignment Exit

Student Demographics Enrollment

2012Student A Homeless

Homeless File Format

File Format (New for School Year 2015) 1. Immigrant Data Collection 2. Special Education Service Provider 3. Special Education Student Address 4. PARCC & DLM 2015

Removed File Formats 1. Pre-K Follow-up (school year 2013)

Local repository for SIS data - Local Student Management Software (recommended)

Export file and upload to SIS - The file should be sent “as is” unless further data manipulation is required

SIS accepts the following file types: - .csv - .txt - .xml

- Requesting a file from SIS

If data has been entered into SIS, a district can request the return of district-wide SIS data file.

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Batch file process is only accessible by RCDT Administrator File is uploaded/downloaded via IWAS/SIS

File format is validated upon upload

Email sent when file is ready for download

Original data is returned, plus the following data for each record: - New or Returned (Existing) SID

- Result Code

- Result Message


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The Batch File Created with the SIS Excel Templates or exported using a Local

Student Management Software

May contain multiple schools (District-wide)

A Student Enrollment file may contain all students (existing and new) or only new students when requesting SID. Teacher Course Entry/ Exit formats may contain only Teachers with existing IEINs

File may be submitted as many times as required

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Create a .csv upload file

Locate the correct template: - http://www.isbe.net/sis/html/excel_templates.htm

Use either Windows or Mac template, depending on the operating system

Follow our example: a “Student Demographic Enrollment” file for a Windows user

- Use the mouse - right click on the link “Student Demographic Enrollment” - choose “Save Target As”

Save the file directly to your computer - remember where the file is saved (example: On your Desktop)

http://www.isbe.net/sis/html/excel_templates.htm


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SIS Homepage – Excel Templates http://www.isbe.net/sis/html/excel_templates.htm

http://www.isbe.net/sis/html/excel_templates.htm


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Expand Student Demographics Enrollment


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Save As – Save file to local desktop location


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Open the Demographic Enrollment Template

The Demographic Enrollment Template file was saved to our desktop

The screenshot below is from the open template

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Batch Process Overview Row # 1 – Updating the Header Row - Column A, Row 1 (A1) – File Type (Student Demographics, etc.)

This cell cannot be updated.

- Column B, Row 1 (B1) – Number of Student Records This cell must be updated with a number. (While intended for a record count, any number

can be used.)

- Column C, Row 1 (C1) – File Name This cell contains the file name and must end in .csv.

This file should contain the same file name used when the “Save A” action is performed.

- Column D, Row 1 (D1) – File Sent Date Enter the date the file is uploaded – use mm/dd/yyyy format.

- Column E, Row 1 (E1) – RCDTS of User Submitting File (15 digits) Enter the 15 digit RCDTS number of the user submitting the file.


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Updating the Header Row – Cells B1 through E1

Note: Header row has been updated. The header row must be updated or the file will not upload.


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Adding Data to the Excel Template

Data can be added to the template by typing it in or pasting from another source.

Always use Paste Special “Values” when pasting into the templates. (Iif the “Values” option is not available, use Paste Special, or “Text” - you must add the actual data without including any additional formatting.)

After data is submitted, it can be requested from SIS using the Request File function.

- To request a file, login to SIS and Click the “Request File” link

- Example: Creating a Demographic Enrollment file


- ACCESS Correction - ACCESS Scores - Alternate ACCESS Score - Assessment Pre-ID - Assessment Correction - Assessment Score (for review purposes

only) - Birth to 3 - Caregiver - Demographics - Demographics and Early Childhood - Exit Enrollment

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Request District-Wide Student Data Files - Early Childhood - ELL - Early Childhood Outcomes - Homeless - Immigrant - PARCC Pre-ID - Outside Course Assignment - Service Provider - Student Address - Student Course Assignment - Teacher Course Assignment Entry - Teacher Course Assignment Exit

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SIS Homepage


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Request File Batch Process Overview


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Download File Link – To Retrieve Requested File

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Batch Process Overview Copying from the Request File - To copy from the Request File, highlight only the data – if other cells are

highlighted, the data will not paste correctly into the template.

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Excel Template Tips Pasting data into the template - Switch to the template that was downloaded

- Right click in cell A3 (this is the example row containing SID number 123456789)

- Choose “Paste Special”

- Choose the option for “Values” and click “OK”. If “Values” is not available, choose “Text.” (Copy only the data with no additional formatting.)



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Right click cell A3 and choose “Paste Special”


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Paste Special “Values” into Template


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Template Populated with Data – Make necessary updates to data in .xls only (continued)


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Template Populated with Data – Make necessary updates to data in .xls only

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Batch Process Overview Excel Template Tips Save Two Types of Files - In dropdown menu Save as type: Excel Workbook (*.xls) - for all work/edits and backups of original data

CSV (Comma delimited - *.csv) - for the final “upload” version

Tips - Always work within the Excel Template (the “.xls” file) when

making any data updates or changes - Do not make any changes within the “.csv” file - Choose Edit Paste Special Values when copying data into

the Excel Template Note: Do not perform a standard “Paste” - or formatting will be lost


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Save work in the template in the .xls file. Always make data changes using the “.xls” file.


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Click “Save As” to save a copy of the data as a .csv file (for upload).


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Save template data as a CSV (comma delimited) copy.


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Save template data (a copy of the data) as a .csv file.

Answer “Yes” to the first message box

Close all open Excel windows and choose “No” for any other questions. (Note: all changes have been saved.


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Uploading the .csv file to SIS

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Uploading the .csv file to SIS – Failed Submission


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Uploading the .csv file to SIS – Successful Submission


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Download the processed file – “Download File” link This will verify all records were successfully submitted

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Batch Process Overview Download the processed file – Click Open

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Viewing processed file – scroll to right side or the end of the file to view “Result Messages”

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Batch Process Overview Result Codes and Messages

- Listed in the File Format Layout document located on www.isbe.net/sis

Code Message Type Code Message Type A New SID Assigned N’s Student Course Assignment

B’s Existing SID located and returned in file O’s Outside Course Assignment

C’s Multiple Matches P’s Assessment (Pre-ID, Correction, Scores)

D’s Student Discipline Q’s Birth to 3 and Caregiver Demographic

E’s Exit Enrollments R’s Adjusted Cohort Graduation Rates

F Validation errors and record did not process S’s Regional Safe School Program

G’s ELL SA’s Student Address

H’s Early Childhood Sp’s Service Provider

I Invalid Data T’s Teacher Course Assignment

IP’s Immigrant Program U’s SID included in File and update attempted

J’s Early Childhood Outcomes V’s PARCC

K’s Pre-K Follow-Up X’s Multiple SID

L’s Homeless W’s ACCESS Correction

M’s ELL Screener

Batch Process Overview Leverage the SIS Web Service Automation: sending and receiving of all SIS file formats - Schedule the jobs :

• Reduce user involvement in the process • Ensure data is updated and corrected more frequently • Meet state deadlines more efficiently

Consistency: SIS web service will not change when ISBE creates a new SIS file format

Future possibilities: - Request data from SIS

• Assessment score data • ACCESS score data • Historical student data

- Locate a SID before sending the enrollment file - Receive data on students transferring into a new school district

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Implementing SIS Web Services

Each SIS web service user will require a unique activation key – it identifies and associates the data with the user and his/her school district

- Request the activation key in SIS under Batch Files Web Service links

Web service documentation is located on the SIS Webpage - www.isbe.net/sis

• Under “Resources”



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Data Transmission

All SIS formats currently collected can be automated through the web service. - Data transmitted via the web service are validated upon transmission to ensure

formats and data types are correct. - If the data does not pass, validations will be denied from the web service. - Once accepted, the files are processed and put into a queue awaiting download. A

notification is sent that the file is ready for download. - The web service must be invoked by the client application to retrieve the file. - Result codes and result messages will be appended to the end of each record in the

processed file (no change to current process).

Files can be scheduled to keep the data current. - Daily - Weekly


Testing the Web Service

ISBE can assist testing the web service

- The school district must work with the vendor to test the web service - The vendor must retrieve a test activation key - ISBE will assist the vendor and the district to create the test environment

- For assistance, contact the ISBE Help Desk (217-558-3600, Option 2)

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Online Process Overview

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Online Process Overview – Itemized Agenda Request New SID Search SID

Student Demographic Tab ELL Screener Immigrant Program Student Address

Student Enrollment Tab Birth to 3 Caregiver Demographic (Birth to 3)

Early Childhood Early Childhood Outcomes ECO

Ratings Homeless Student Discipline

Regional Safe School Program Students Receiving Additional

Services Special Education Service

Provider Student Course Assignment K-12 College Course Assignment Outside Course Assignment

Teacher Course Assignment K-12 Verifying Student/Teacher Course

Assignments Program Indicators Tab

Update Program Indicators (Continued)

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Online Process Overview – Itemized Agenda English Language Learners (ELL) Tab

English Language Learners (ELL) Exit Enrollment ACCESS Assessment Process PARCC/DLM Adjusted Cohort Graduation Rate SIS Reports

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Request New SID

Request New SID

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Request New SID

Request New SID

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Request New SID Demographic Validations

- Date of Birth Format is mm/dd/yyyy

Students must be between 1 day and 22 years old

Birth to 3 students must be born on or before the Enrollment date and less than 3 years of age

On the enrollment date, Pre-K students must be at least 3 years of age - Non-IEP students cannot be older than - IEP students may be 7

- Name Fields Use only alpha characters and spaces, or one hyphen

Periods, commas, and apostrophes are not accepted - Middle Name Exception: Asterisk is accepted for “no legal middle name”

- Space or apostrophe in names such as O’Brien should be removed and submitted as OBrien

- If appropriate (such as for Hispanic children), use mother’s maiden name followed by a hyphen (-) and then the father’s last name (no spaces)

Request New SID – Search Results

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Request New SID – Enrollment Validations Home school RCDTS validations

- Only Home School/Facility Districts may add/update Student data. (Both Home and Serving facilities can add and update Student Course Assignments.)

- Home RCDTS codes cannot end in 0000, 90xx, 93xx, or 92xx Private facilities with codes ending in 0000 should contact the ISBE Helpdesk

- Home RCDTS for Entry/Grade Levels 01 through 12 cannot be a 3000 school

Serving School RCDTS validations - Code cannot end in “0000” if an ROE, public school district, or other state funded school

- The Serving RCDTS cannot end in “9000”

RCDTS breakdown R Region Code 2 Characters C County Code 3 Characters D District/Serving Entity Code 4 Characters T Type Code 2 Characters S School Code 4 Characters

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Request New SID - Enrollment Validations

Enrollment Validations - A student can be actively enrolled in only one Home School

- A student may attend multiple Serving Schools

- Any specific FTE must be > 0 and < = 1.0 (If only one enrollment exists, the FTE will typically be 1.0; multiple FTEs should usually add up to 1.0)

- School Year must be the current school year (2015)

- Enrollment date must be in mm/dd/yyyy format and within the date range of July 1 to July 31 for the current School Year (i.e. 07/01/2014 through 07/31/2015)

- Enrollment Date cannot be a future date

- Student should only be entered as “Original entry to US schools” one time

(continued)

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- If the Student attribute for IEP is set to “Yes”, the Home RCDTS must be a Public School District.

- The “Enrollment Date” must be greater than the student’s previous “Exit Date”, unless the previous enrollment record was identified as “Erroneous”. The Enrollment Date is the first day of full attendance and the Exit Date is the last full day of enrollment the student completed.

- Enrollment Date, FTE, Home School, Serving School, and Grade Level cannot be updated in an existing record. If they are incorrect, the student enrollment must be “exited”, and a new, accurate enrollment record must be created instead.

- Student cannot have more than one active enrollment in different grade levels.

- If using the batch process to submit the data, all Early Childhood students (Pre-K) must be entered using the Demographic and Early Childhood File Format.

(continued)

Request New SID – Enrollment Validations

- To be Grade Level “12”, a student must have one of the following sets of characteristics: Have an 11th or 12th grade Assessment Correction record with “Did Student

Test = Yes” and a valid assessment score or

Have an 11th or 12th grade Assessment Correction record with “Did Student Test = No” and the “Reason for Not Testing” set to one of the following: - 01 Medically Exempt

- 02 Homebound Exempt

- 03 In Jail/Locked Facility

- 04 Out of State/Country

- 12 New to Illinois Public School in Grade 12 (Grade 12 only)

- 13 IAA Eligible Previous Year (Grade 12 only)

- 14 Local Evidence of PSAE Diploma Requirement (Grade 12 only)

- 15 Refusal

or (continued)

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Have no valid enrollment records for the previous school year

or Have a previous school year enrollment record with an exit code of:

- 01 Transfer to another public school district

- 03 Transfer to Home Schooled

- 04 Transfer to Private School

- 18 Moved Out of the United States

- 99 Erroneous enrollment

- Starting with school year 2015, students cannot re-enroll after they graduate (i.e., if exit code 06 was used)

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Request New SID - Student Enrollment

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Request New SID - Program Indicators

Program Indicator Validations - If student has Limited English Proficiency (LEP), the Native Language cannot

be English. - Once set to “Yes”, the LEP Indicator cannot be updated to “No” until the ELL

record contains all the mandatory data and the appropriate Date ELL Services Ended and Reason for Ending ELL Services.

- Effective January 1, 2014, rules changed for transitioning students out of the ELL program based on ACCESS test results. The minimum overall composite proficiency level was increased from 4.8 to 5.0. As appropriate, a minimum threshold of 4.2 is now required for both the Reading score AND the Writing score, instead of using just one combined ‘Literacy’ threshold.

- If ALL requirements are met, the student's LEP indicator should be ‘No’, otherwise it should remain set to ‘Yes’.

- For additional information, please visit: www.isbe.net/bilingual/.

http://www.isbe.net/bilingual/

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Request New SID - Program Indicators Program Indicator Validations

- SES indicator for Pre-K must be set to “No” - Private Schooled Student Indicator (PSS) for Birth to 3 must be set to

“No” - When enrolling a Birth to 3 student (Grade Level “00”), the following

mandatory fields will be set to “02” or “No” when the file is processed or will be forced “No” online

Title 1 Indicator

Private Schooled Student Indicator (PSS)

SES Indicator

LEP Indicator

21st Century Indicator

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Private Schooled Student Indicator (PSS) - A private school student is a student whose parent/guardian has

chosen to enroll the student in a nonpublic school (e.g., parochial) for general education, with the parent(s) bearing the cost of the student’s private education. This includes students who are being home schooled by their parents. - Students with disabilities who are being served by the district under an

IDEA Individualized Services Plan (ISP). - Students who are dually enrolled in a nonpublic school and in their public

school district of residence (i.e., their home district) in order to take career and technical education (CTE) coursework at a public school.

Private Schooled Student Indicator (PSS) Validations - Must be 1.0 FTE - Can not be IEP - Grades Pre-K - 12

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Beginning August 1, 2014 both the Migrant Indicator and the Eligible For Immigrant Education Indicator will no longer be updated using the Demographic Enrollment file in SIS. These indicators will be set in the following ways: The Migrant Indicator will be set using a file received periodically

from the Federal Migrant Report System - New Generations System (NGS). To update the indicator, the student must be a registered migrant with NGS.

The Eligible For Immigrant Education Indicator will ultimately be set by the Immigrant Student data has been submitted. Immigrant data will be required for all students that have had a

SID created within the last three years.


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Request New SID - Review

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Search SID

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Search SID Function: search for an existing SID and access the

related student and enrollment (etc.) information Mandatory

- SID

OR - Legal Last Name

- Legal First Name

- Date of Birth

- Gender

Possible Outcomes - No match - One to 10 Potential Matches - More than 10 Potential Matches

Use Search SID to view or update student data

- View Student Demographics, ELL Screener, Immigrant, or Student Address Information (Demographic Tab)

- Add an Enrollment and Update Program Participation data (Enrollment Tab)

- Update Program Indicators (Program Indicators Tab)

- Update ELL Data (ELL Tab)

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Search SID

Search SID

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Search SID

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Search SID

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Search SID

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Search SID – Student Details

Search SID

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Student Demographics - View Demographic Data

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ELL Screener Data Collection

ELL Screener

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ELL Screener is mandatory when specific conditions apply - ELL screener is mandatory for LEP and Non-LEP students that meet all the following

criteria: Home Language or Native Language other than English SID created after August 1, 2013 Enrolled in grades K-12 No ELL Screener data exists in ISBE SIS

- More than one ELL Screener may be provided if needed

ELL Screener

ELL screener data collected: - Online - Batch

Student must be enrolled in the district to provide the Screener data in SIS -

student can take the screening test prior to start of school

School districts receiving a transfer student will be able to review the Screener data prior to enrollment

Screener Test types will include Pre-IPT, Pre-LAS 2000, ELTPS, Other English Language Proficiency Test, Checklist Process, Interview Process, Observation Process, Other Process, Model, W-APT, ACCESS for ELLs (e.g., for ELs transferred from other WIDA states), , Other State Assessment Results, Private Schooled Student, and (if applicable) an option for “Not Tested” - some options are only applicable to Pre-K as noted in the Data Elements

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ELL Screener

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ELL Screener – View

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ELL Screener - Edit

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ELL Screener - Review

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ELL Screener – Update Successful

103

104

Eligible for Immigrant Program

105

Eligible Immigrant student represents a student, ages 3-21, who was NOT born in any of the 50 states, the District of Columbia or Puerto Rico and who has been attending schools in the U.S. for less than three full academic years.

- Beginning with school year 2015, if Student ID was created within the last 3 years, the “Country of Birth” and “Date First Enrolled in a U.S. School” must be submitted before the student can be exited. If the Country of Birth is other than the “United States” a Date first Enrolled in

a U.S. School must also be provided.

- Immigrant data can be submitted either online or via the batch process.

- On March 2, the Eligible for Immigrant Education count for each district is populated in the ELL ceiling (grant application). Students that exceed three years in SIS will not be counted. Birth to 3 students will be excluded.


106

Country of Birth - Country codes - SIS Data Elements: http://www.isbe.net/sis/html/data_elements.htm

First Date of Entry into a U.S. School will be optional if the “Country of Birth” is one of the following: - 1000 (U.S.)

- 9030 (Puerto Rico) - 9110 (Virgin Islands) - 9350 (Guam)

- 9510 (American Samoa) - 9610 (Northern Mariana Islands) - 9800 (United State Minor Outlying Islands)

If a student leaves the U.S., then re-enrolls, enter the number of months the student was gone (online only) - Optional unless the student left the U.S. and then returned to school here


http://www.isbe.net/sis/html/data_elements.htm

107

Eligible for Immigrant link - Demographics Tab


108

Eligible for Immigrant Data Collection Screen


109

Student Address

110

Student Address - Online - Batch

Students exited after August 1, 2014 that have IEP set to “Yes” must have

an address record

SIS will collect both the student’s primary address (the resident household) and an optional secondary address - The student address must be provided when the student grade level code is

“22” (Evaluation) or the IEP indicator has been set to “Yes” in SIS

Student Address

111

SIS will only check for an IEP student’s address upon enrollment exit - if the student is not IEP at that time, the address validation will not be enforced

Students may or may not be IEP when address data is submitted (SIS does allow an address to be provided for non-IEP student; however, it is not required)

Address may only be provided by the Home district of the active enrollment - Home district can change the status from Active to Inactive to remove the

address record

Student Address

112

Student Address

113

Student Address

114

Student Enrollment Tab

Student Enrollment Tab

115

Student Enrollment and Program Participation Information

116

Birth to 3

Birth to 3

117

Birth to 3 Validations - All Mandatory Birth to 3 Information must be included before the

student is exited

- The Home RCDTS of the student’s active enrollment must match the user’s IWAS RCDTS

- Student must be enrolled as grade level “00 – Birth to 3”

118

Birth to 3

Birth to 3 – View

119

Birth to 3 – Edit

120

Birth to 3 – Review

121

Birth to 3 – Update Successful

122

123

Caregiver Demographic (Birth to 3)

124


Caregiver Demographic Validations - All Mandatory Caregiver Demographic Information must be included before the

student is exited

- The Home RCDTS of the student’s active enrollment must match the user’s IWAS RCDTS

- Student must be enrolled as “00 – Birth to 3”

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Caregiver Demographic Validations - Only one of each Caregiver record types will be accepted (Biological Mother,

Biological Father, Adoptive Parent, Grandparent, Other Relative, Legal Guardian, Foster Parent, Other.) If the user sends in a record with the same Relationship Status of a record already in the database, SIS will overwrite the prior record with the new one.

- If a user submits a file with a Caregiver SID, SIS will verify that it is a valid SID. If the SID is not valid, it will not be stored; however, the rest of the record will be processed.

- Caregiver SID cannot match the SID of the Birth to 3 student.

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127


128


129


130


131

132

Early Childhood

133

Early Childhood

Early Childhood - Pre-K Enrollment Validations - A student may only have one active enrollment with a 1.0 FTE - If IEP is Yes, the Home RCDTS must be a public school - All students must be at least 3 years old on the 1st day of class (enrollment date) - Non-IEP Student must be less than 6 years old on the first day of class - IEP Student must be less than 7 years old on the first day of class

134

Early Childhood

Mandatory - Preschool for All - Head Start - Pre-K Title I - Local/Other Funding - Early Head Start (Birth to 3) - Prevention Initiative (Birth to 3) - Meets At-Risk Criteria - Meets PFA Household Income

Criteria - Family Structure - Early Intervention (Birth to 3) - Native Language

Subsequent Mandatory Data - Referral by Child and Family

Connections (CFC) - Early Intervention (EI) Number - Eligibility Determination Date - IEP Indicator - Reason for Delay in Transition - IEP Completion Date - Date Services Began

135

Early Childhood

136

Early Childhood

Link to Reference - http://www.isbe.net/sis/html/data_elements.htm

http://www.isbe.net/sis/html/data_elements.htm

137

Early Childhood Validations - When the student is actively enrolled in the District, only the Home District

may update the student’s Early Childhood record

- All dates must be in the mm/dd/yyyy format and cannot be future dates

- If the Eligibility Determination Date or the IEP Completion Date is after the student’s third birthday, Reason for Delay in Transition cannot be No Delay

- The IEP Completion Date must be equal to or greater than the Eligibility Determination Date

- The Date Services Began must be equal to or greater than the IEP Completion Date

Early Childhood

Early Childhood

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Early Childhood

139

140

Early Childhood Outcomes

141

Criteria determining when Early Childhood Outcomes data must be reported - Pre-K and - IEP

Early Childhood Outcomes – Progress Rating - Recommended by Early Childhood Outcomes Advisory Committee to

improve school districts’ tracking on early childhood special education students - Allow the school districts the ability to submit data at any time - Improve data quality - Use existing ECO data collection process


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Early Childhood Outcomes Validations

- One Early Childhood Outcomes “Entry Rating” is mandatory before the student’s enrollment is exited

- Upon exiting a student’s enrollment, an Early Childhood Outcomes Progress Rating is required if the last rating is more than 6 months old

- The Early Childhood Outcomes ratings may be submitted to SIS at any time while the student is enrolled



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School Year 2014

9/1/2013 6/1/2014

1/1/2014

9/15/2013Entry Rating

School Year 2015

School Year 2016

9/1/2014 6/1/2015

1/1/2015

9/1/2015 6/1/2016

1/1/2016

5/3/2014Progress Rating



Example Student


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- Primary Anchors 01 Assessment and Evaluation Programming System (AEPS) 02 Carolina Curriculum for Infants and Toddlers/Preschoolers with Special Needs 03 High Scope Child Observation Record 04 Creative Curriculum Assessment 05 Hawaii Early Learning Profile (HELP) 06 Individual Growth and Development Indicators (IGDI) 07 Transdisciplinary Play-Based Assessment (TPBA) 08 Work Sampling System 09 IEP for Speech Only 10 Teaching Strategies GOLD 11 Early Learning Scales (ELS) 12 Ages and Stages Questionnaire (ASQ) 99 Erroneous

Early Childhood Outcomes – Enrollment Tab

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146

Example 1: Entry Rating with a Progress Rating


147

Example 2: Entering a Progress Rating

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Homeless

149

Homeless The following information is collected for all students that are marked

Homeless in SIS: Subpopulation Unaccompanied Youth Status

Primary Nighttime Residence Primary Nighttime Residence Services and Activities Provided By the McKinney-Vento Subgrant Program Tutoring and Other Instructional Support Expedited Evaluations Staff Professional’s Development and Awareness

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Homeless

Services and Activities Provided By the McKinney-Vento Subgrant Program

Referrals for Medical, Dental, and other Health Services

Early Childhood Programs

Assistance with Participation in School Program

Before-School, After-School, Mentoring, Summer Programs

Obtaining or Transferring Records Necessary for Enrollment

Parent Education Related to Rights and Resources for Children

Coordination between Schools and Agencies

Counseling

Addressing Needs Related to Domestic Violence

Clothing to Meet a School Requirement

School Supplies

- .

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Homeless Referral to Other Programs and Services

Emergency Assistance Related to School Attendance

Other (Services and Activities Provided by the McKinney-Vento Subgrant Program)

Barriers to the Education of Homeless Children and Youths

Eligibility for Homeless Services

School Selection

Transportation

School Records

Immunizations or Other Medical Records

Other (Barriers to the Education of Homeless Children and Youths)

Homeless

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Homeless

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Homeless - Review

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155

Student Discipline

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Student Discipline

Student Discipline data can be added and updated via Online or Batch

Only the Home School can view or submit Student Discipline data

Student Discipline data is only required if disciplinary action has occurred

A school may or may not have discipline data to submit

On July 31 of each school year, all identifiable student data will be removed from the Student Discipline record and only aggregate data will be maintained

157

Student Discipline

Student Discipline Validation - For a Student Discipline record to be added or updated, the

student must have a valid Enrollment record that synchronizes with the Student Discipline record on the following elements: Home RCDTS Serving RCDTS School Year Incident Date Incident Number

- The Incident Date must be equal to or greater than the Enrollment Date and equal to or less than the Exit Enrollment Date at the Serving School where the incident occurred

Student Discipline – Add New Discipline

158

Student Discipline – Discipline Screen

159

Student Discipline – Review Screen

160

Student Discipline – Updated Successfully

161

162

Regional Safe Schools Program (RSSP)

Regional Safe School Program (RSSP)

163

RSSP - The Regional Safe School application was integrated with the Student Information

System for the 2014 school year.

- It is essential that the student is enrolled with the correct Serving RCDTS identified as the RSSP.

- Ask the RSSP or use the SIS RCDTS look-up to locate the RCDTS for the RSSP: http://www.isbe.net/sis/html/rcdts.html

http://www.isbe.net/sis/html/rcdts.html

http://www.isbe.net/research/htmls/hs_college_courses.htm



164

SIS Enrollment “Regional Safe School Program” Link


165

SIS – Regional Safe School Program Data Collection

166

Students Receiving Additional Services

167

Potential IEP Students (required by ISTAR) - Request for new SID online only - Grade Level = Evaluation (22)

Students Under Evaluation must have the following Program Indicators set to “No”: - Homeless - Private School Student - 21st Century Community Learning Centers - Individualized Education Program (IEP) - Free or Reduced Price Lunch (FRL) / Low Income - Limited English Proficiency (LEP) - Supplemental Educational Services (SES) - Title 1

Must be Not a Participant in Title I Program

- Native and Home Language Must be Provided

Students Receiving Additional Services

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169

IEP students will have one Service Provider identified for each enrollment.

Service Provider will default to the Serving RCDTS - Serving RCDTS code that uniquely identifies the school/program where a student is

being educated

Service Provider is the entity providing services to the student and may or may not be the serving location - Service Provider data may be updated either online or batch only by the home district

with the active enrollment - Service Providers cannot update data - A future enhancement will allow Service Providers to view data for their specific

students – resulting in improved security - Future enhancements will add provider information to reports and requested files


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171


172

Student Course Assignment K – 12

Student Course Assignment K – 12 Student Course Assignment Catalogs

http://www.isbe.net/ISCS/html/course_catalog.htm - Prior to Secondary Course Catalog (Grades K – 8) - Secondary Course Catalog (Grades 9 – 12)

Student Course Alignment Tool http://www.isbe.net/ISCS/html/course_alignment.htm - Prior to Secondary Course Alignment Tool (Grades K – 8) - Secondary Course Alignment Tool (Grades 9 – 12)

Student Course Assignment Resources www.isbe.net/ISCS

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http://www.isbe.net/ISCS/html/course_catalog.htm

http://www.isbe.net/ISCS/html/course_alignment.htm

http://www.isbe.net/ISCS

Student Course Assignment K – 12 New Courses: Self-Contained Course Codes

- Subject Area 73: Non-subject Specific (prior-to-secondary)

73030A000 Kindergarten Represents Kindergarten courses that are not differentiated by subject area – i.e. instances when students are enrolled in a grade-specified course and are taught various subjects throughout the day, rather than being enrolled in subject-specific courses. Specific course content depends upon state standards for kindergarten.

73031A000 Grade 1 Represents Grade 1 courses that are not differentiated by subject area – i.e. instances when students are enrolled in a grade-specified course and are taught various subjects throughout the day, rather than being enrolled in subject-specific courses. Specific course content depends upon state standards for grade 1.

73032A000 Grade 2 Represents Grade 2 courses that are not differentiated by subject area - i.e. instances when students are enrolled in a grade-specified course and are taught various subjects throughout the day, rather than being enrolled in subject-specific courses. Specific course content depends upon state standards for grade 2.

174



- 73033A000 Grade 3 Represents Grade 3 courses that are not differentiated by subject area – i.e. instances when students are enrolled in a grade-specified course and are taught various subjects throughout the day, rather than being enrolled in subject-specific courses. Specific course content depends upon state standards for grade 3.

- 73034A000 Grade 4

Represents Grade 4 courses that are not differentiated by subject area – i.e. instances when students are enrolled in a grade-specified course and are taught various subjects throughout the day, rather than being enrolled in subject-specific courses. Specific course content depends upon state standards for grade 4.

- 73035A000 Grade 5

Represents Grade 5 courses that are not differentiated by subject area – i.e. instances when students are enrolled in a grade specified course and are taught various subjects throughout the day, rather than being enrolled in subject-specific courses. Specific course content depends upon state standards for grade 5.

175






176

Student Course Assignment K – 12 Guidelines for Using Self-Contained Course Codes

A self-contained course code is appropriate when a single educator instructs on multiple subjects within the same defined grade. Examples:

Kindergarten Teacher instructs 20 Students on all subjects during the entire day:

• The Teacher should have a Teacher Course Assignment for 73030A000 • All 20 Students should have a Student Course Assignment for 73030A000

6th Grade Teacher A instructs 20 Students on all subjects - except four Students take Algebra I

(instead of 6th Grade Math) from Teacher B • Teacher A should have a Teacher Course Assignment for 73036A000 • All 20 Students should have a Student Course Assignment for 73036A000

• Teacher B should have a Teacher Course Assignment for 52052A000 • The 4 Algebra I Students should have a Student Course Assignment for 52052A000

Additional self-contained courses will be added for Special Education for the 2015 school year.

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178

New CTE Course – Subject Area 12:

- 12052A001 – Business Management

New Courses – Subject Area 01:

- 01106A000 - AP Research - 22107A000 - AP Seminar

Subject Area 03:

- 03157A000 - AP Physics 1 - 03158A000 - AP Physics 2

Subject Area 05: - 05173A000 - AP Studio Art: 2-D Design - 05174A000 - AP Studio Art: 3-D Design

Subject Area 06 - 06152A000- AP Italian Language - 06412A000 –AP Chinese - 06432A000 – AP Japanese

Student Course Assignment K – 12 Use a Secondary Course Code if you are providing High School Credit:

- 52052A000 Algebra I If high school credit, use - 02052A000

- 52061A000 Integrated Math-Multiyear Equivalent If high school credit, use - 02061A000

- 52069A000 Algebra-Other If high school credit, use - 02069A000

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Student Course Assignment K – 12 Use a Secondary Course Code if you are providing High School Credit:

- 52074A000 Principles of Algebra and Geometry

If high school credit, use - 02074A000

- 52075A000 Particular Topics in Geometry If high school credit, use - Use 02075A000

- 52079A000 Geometry-Other If high school credit, use -02079A000

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Student Course Assignment K – 12 New definition for Course Credit - Course credit indicates the amount of credit offered to the student for successful

completion of course requirements in the reporting term.

- The Course Credit applicable to any specific course (School Year, Serving School, State Course Code, Term and Section Number) must be the same amount for each student listed in the course.

Articulated Credit - Data is no longer collected – file format remains the same and SIS will ignore any related data

181

Student Course Assignment K – 12 Term Definitions - Y1 = Year Long (K-8 only) - Y2 = Year Long Summer (K-8 only) - S1 = Semester 1 - S2 = Semester 2 - S3 = Semester Summer - T1 = Trimester 1 - T2 = Trimester 2 - T3 = Trimester 3 - T4 = Trimester Summer

Reporting quarterly courses - Enter courses for the first or second quarter using Semester 1 (S1) - Enter courses for the third or fourth quarter using Semester 2 (S2) - Enter courses for a fifth (summer school) quarter using Semester 3 (S3) - To differentiate between two different quarterly courses that must be listed with the

same Semester code (such as S1), use a different State Course Code and/or a different Section Number

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Student Course Assignment K – 12 Credit Validations (Prior to Secondary Courses Grades K-8) - Primary goals: to better reflect the specific curriculum, and to help link Teacher

Course Assignments to Student Course Assignments - Prior to Secondary (K-8) - Student Course Assignments may be submitted as Year

Long, Semesters, or Trimesters.

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Student Course Assignment K – 12 Credit Validations (Secondary Courses - Grades 9-12 )

− Primary goals: to better reflect the specific curriculum, to help link Teacher Course Assignments to Student Course Assignments, AND to collect complete transcript level course data

− High School Student Course Assignments may be submitted as Semesters or Trimesters

184

Reporting Student Course Assignments (K-12)

Student Course Assignments are entered at the beginning and end of each term or when a student changes courses

Submitting Final Letter Grades for Student Course Assignments

Final Letter Grades must be submitted the end of each term

For all K-8 courses (and when possible for 9-12 courses), SIS will populate courses that are missing Final Letter Grades according to the Exit Type Code provided at the time the enrollment is exited - SIS will not overwrite Final Letter Grades that have already been submitted - Home or Serving Schools can update the Final Letter Grade at any time

185


186


Code Definition K-8 9-12 02 Transfer to another public school within the district N (26) W (17) 03 Transfer to Home Schooled N (26) W (17) 04 Transfer to Private School N (26) W (17) 05 Promotion P (24) Must be Provided 06 Graduated Must be Provided 07 Death N (26) W (17) 08 Expulsion N (26) W (17) 09 Dropped Out N (26) W (17) 10 Transfer to GED program N (26) W (17) 11 Moved, not known to be continuing N (26) W (17) 12 Retained in same grade or demoted to a lower grade R (25) Must be Provided 14 Aged Out N (26) W (17) 15 Certificate of Completion N (26) W (17) 16 Victim of a Violent Crime N (26) W (17) 17 Change in Serving School or Full Time Equivalent (FTE) N (26) W (17) 18 Moved Out of the United States N (26) W (17) 19 Transfer to another public school district out of Illinois N (26) W (17) 20 Transfer to another public school district in Illinois N (26) W (17) 99 Erroneous enrollment 99 99

When a student enrollment is exited, the following grades will be applied:

187

Student Course Assignment K – 12 Student Course Assignment Validations

- Student Course Assignment can be added or updated via the following: Online

Batch

- Both the Home District and the Serving District can submit Student Course Assignment data

The Home District is still ultimately responsible for ensuring data is collected; the Home and Serving districts must communicate to determine who is entering the data

- Student does NOT need to be actively enrolled at the time of submission

- No Student Course Assignments can be entered prior to school year 2011 (Earliest Student Course Start Date is 07/01/2010)

- Serving school can only view courses for students it is serving


Student Course Assignment Validations - To add or to update a record, the student must have a valid district enrollment

record in SIS with the following characteristics: Enrollment record Home RCDTS matches Student Course Assignment record Home

RCDTS

Enrollment record Serving RCDTS matches Student Course Assignment record Serving RCDTS

Enrollment School Year matches Student Course Assignment School Year

Course Start Date must be equal to or greater than the Student’s Enrollment Date

Course End Date must be equal to or less than the Student’s Exit Enrollment Date

Enrollment Exit/Withdrawal Type does not equal Code 99 (Erroneous Enrollment)

188


Student Course Assignment Validations - A school can view and edit all Student Course Assignment data for the enrollments

where it is identified as the Home School or Serving School.

- SIS ensures the current Home School (Active Enrollment) can view all Student Course Assignments:

Once the student is enrolled, all past assignments can be viewed.

- Student Course Assignment data can only be entered on students in grades K-12.

189

190


Update/Edit Student Course Assignments - The following elements must match to update the Student Course Assignment

record:

SID Home RCDTS Serving RCDTS School Year Term State Course Code Section Number

Student Course Assignment - Student Enrollment

191

Student Course Assignment – View Courses

192

Student Course Assignment – Add Course

193

Student Course Assignment – View Course

194

Student Course Assignment – Edit Course

195


196

Student Course Assignment – Review Courses

197

Student Course Assignment – Update Successful

198

Student Enrollment - Student Course Assignment

199


200

201

College Course Assignment


202

College Course Assignment - To comply with Sections 2-3.144, 10-21.4, and 34-8 of the Illinois School Code, high

school and unit district superintendents are required to complete and submit to the Illinois State Board of Education an annual survey that documents the number of high school students taking community college courses and the names of the courses taken. http://www.isbe.net/research/htmls/hs_college_courses.htm

- SIS integrated the College Course Assignment data collection (via Student Course

Assignment processing) during the 2014 school year.



203

SIS – Search SID – Student Enrollment Tab


204

SIS – Search SID – Student Course Assignment View


205

SIS – Search SID – Student Course Assignment – Edit Course

206

Outside Course Assignment

Courses entered on the local transcript must be submitted - Outside Course Assignments are for Grades 9-12 only - No Outside Course Assignments can be entered prior to school year 2011 (Earliest

Student Course Start Date is 07/01/2010)

Student moves into the school district from one of the following: - out-of-state public district - non-public school district - out-of-country (Student NOT born in any of the 50 states, the District of Columbia, Puerto Rico,

or the U.S. Virgin Islands) - home schooled student - other (courses from other sources, IVS Illinois Virtual School, correspondence

course, etc.)

Student must be actively enrolled in the home district to add Outside Course Assignments

207

Outside Course Assignment

Outside Course Assignment - Student Enrollment

208

Outside Course Assignment – View Courses

209

Outside Course Assignment – Add Course

210

211

Teacher Course Assignment K-12

Teacher Course Assignment K-12 The Home School is responsible for providing all student data in SIS:

assigning a unique Student Identifier (SID) and then providing demographic data, performance data, program participation data, Student Course Assignments and Outside Course Assignments (when applicable).

The Serving School can now also submit and edit Student Course Assignment

data for students served there.

The Serving District or the Employer will submit Teacher Course Assignments and “One Teacher to One Student Instruction” data.

All teachers submitted must have an IEIN number.

Teacher Course Assignments can be added or updated via Online or Batch.

212

Teacher Course Assignment K-12 - Entry

Teacher Course Start Date - First day of attendance for the teacher

Role of Professional - Specific role of the teacher - 01 Teacher of Record - 02 Professional Contributor - 03 Student Teacher - 04 Substitute Teacher - 05 Reading/Math Specialist - 06 Technology Specialist - 07 Social Worker/Psychologist/Counselor - 08 Speech/Language Pathologist - 10 Proctor

Teacher to Course Commitment - Numeric value of the teacher's course commitment during the duration of the course (decimal format, where 1.00 represents a full-time commitment to the course)

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Actual Attendance (Classes) - Actual number of class periods of attendance teacher attended per course during the term

Total Attendance (Classes) - Total number of class periods of attendance available for the teacher for this course during the term

Teacher Course End Date - Last day of attendance for the teacher

Reason for Exit - Reason why teacher exited the course - 01 Course Ended - 02 Teacher Resigned/Reassigned/Terminated - 03 Leave of Absence - 04 Death - 05 Teacher Expulsion - 99 Erroneous Course Assignment

214

Teacher Course Assignment K-12 - Exit

215

Teacher Course Assignment K-12 Teacher Course Assignment Online Process

216

Teacher Course Assignment K-12 New SIS Home Screen

217

Teacher Search


218

Potential Match Summary Page


219

Select Teaching Location


220

Edit Teacher Course Assignments


221

Add Course


222

Teacher Course Assignment K-12 Select Course Details

Teacher Course Assignment K-12 Submit Teacher Course Assignments

- When Teacher Course Assignment is submitted first, a new system enhancement will automatically exit the Teacher Course Assignment when all the corresponding Student Course Assignments are exited.

When all Student Course Assignments for a Section have received a Final Letter Grade, SIS will populate the Teacher Course Assignment “Course End Date” and “Reason for Exit” via an overnight process. - Teacher Course End Date will be set to the last Student Course End Date. - Reason for Exit will be set to 01- Course Ended.

Note: School districts can still update course data after course completion data has been submitted.

223

Verifying Teacher/Student Course Assignments

224

225

Verifying Student/Teacher Course Assignments

Linking Teacher Course Assignment to a Student Course Assignment - The following items must match:

- School Year - Student Serving School RCDTS matches Teaching Location RCDTS - State Course Code - Term - Section Number

For data quality purposes, it is very important that the appropriate teacher is matched to the correct students.


226

Student Serving RCDTS = Teaching Location RCDTS School Year State Course Code Term Section Number

These 5 elements link a Teacher Course Assignment to a Student Course Assignment.


227

Current SIS Dashboard


228

Current SIS Dashboard


229

Verify that the Teacher and Student Course Assignments are submitted correctly.

- Student Course Information – Student Information Report (Summary) Total count of classes per student: review report to ensure students have the correct

number of courses. All students grades K-12 should have courses. - Add courses if students are missing courses.

- Students with no Course Assignments (Detail) The report displays students with no courses.

- Courses with Students but no Teachers (Detail) The report displays Student Course Assignment records that do not have a

corresponding Teacher Course Assignment record. - Teachers are missing: add the Teacher Course Assignment using the corresponding School

Year, Teaching Location, State Course Code, Term, and Section Number.


230

- Courses with Teachers but No Students (Detail) The report displays Teacher Course Assignment records that do not have a

corresponding Student Course Assignment record. - Students are missing: add Student Course Assignments using the corresponding School

Year, Serving Location, State Course Code, Term, and Section Number.

- Teacher / Student Course Assignment – Course Information (Detail) The report displays course assignments with teachers and students that are correctly

matched.


231

Student Course Information – Student Information Report (Summary)


232

Select School and Home or Serving


233

Student Course Information – Student Information Report (Summary) − Course count is zero: add student course assignments for student(s).


234

Students with No Course Assignments (Detail)


235



236



237

Courses with Students but No Teachers (Detail)


238



239

Courses with Students but No Teacher: add any missing Teacher Course Assignments using the corresponding School Year, Teaching Location, State Course Code, Term and Section Number.


240

Courses with Teachers but No Students (Detail)


241

Select School


242

Courses with Teachers but No Student: add any missing Student Course Assignments using the corresponding School Year, Serving Location, State Course Code, Term, and Section Number.

.


243

Teacher / Student Course Assignment – Course Information (Detail)


244



245

The sample report displays teacher and student courses correctly aligned.

Verifying Student/Teacher Course Assignments Deadlines for 2015 School Year Student and Teacher Course

Assignments:

- Fall Data - Teacher Course Assignment grades K-12 is due November 15, 2014 Fall Data consists of Terms Y1, S1 and T1 (Possibly T2)

- Fall Data - Student Course Assignment grades K-12 is due December 15, 2014

Fall Data consists of Terms Y1, S1 and T1 (Possibly T2) - Year long (Y1) courses, must be entered with the Course End Date and Final Letter Grade blank

- Remaining Student and Teacher Assignment Data is due July 31, 2015 Remaining data consists of terms Y2, S2, S3, T2, and T3

246

247

Program Indicators Tab

Program Indicator Tab

248

View / Update Program Indicators

Update Program Indicators

249


Update Program Indicators

250


251

English Language Learners (ELL)

English Language Learners (ELL) Tab

252


253

English Language Learners (ELL) ELL Validations

- A student cannot have both Parents Refused and Parents Withdrawn.

- The Date ELL Services Ended must be during current school year.

- If a student receives an ACCESS Score, the ELL Reason for Ending Services cannot be Erroneous.

- If current student EL records are set to Erroneous but they receive ACCESS score, the ELL Services End Reason and the ELL Services End Date will be removed when the ACCESS Score is attached to the student.

Note: Only students who are identified as LEP and whose LEP Indicator is Yes can take the ACCESS test. (Grades K-12 only).

254

English Language Learners (ELL) ELL Validations

- If a student is identified as LEP = Yes when enrolled, an ELL record will be created in SIS

- An ELL record may be viewed and/or updated:

By a Home District If the student has an active current School Year enrollment

- Rules changed for transitioning students out of ELL based on ACCESS test results. The minimum overall composite proficiency level increased from 4.8 to 5.0. A minimum threshold of 4.2 is required for both the Reading AND the Writing score, instead of using just one combined ‘Literacy’ threshold. If ALL requirements are met, the student's LEP indicator should be ‘No’.

- For additional ELL information, please visit: www.isbe.net/bilingual/

Identifying Erroneous ELL records Complete all mandatory ELL data Date ELL Services Ended = Date ELL Services Began Reason for Ending ELL Services = Erroneous

http://www.isbe.net/bilingual/

English Language Learners (ELL) Parents Refuse Services

- If a student is identified as having Limited English Proficiency, and the parents refuse ELL services: The student’s LEP Indicator remains Yes ELL Placement-Entry Status = Parents Refused Date Entered/ Re-entered to Receive ELL Services = Enrollment Date Date and Reason ELL Services Ended = Null (remain blank)

Parents Withdraw Student from Services - If the student begins to receive ELL services and the parents decide to have student withdrawn:

Parents withdraw the student while receiving ELL Services (not the same as Parents Refused services)

The student’s LEP Indicator remains Yes Date Entered/ Re-entered to Receive ELL Services = Enrollment Date Date and Reason ELL Services Ended = Date parents removed student from services Reason for Ending Services = Withdrawn by Parents

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English Language Learners (ELL) - View

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English Language Learners (ELL) - Edit

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English Language Learners (ELL) - Review

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English Language Learners (ELL) - Successful Update

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Exit Enrollment

Exit Enrollment

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Exit Enrollment

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Exit Enrollment – Enrollment Summary

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Exit Enrollment Exit Enrollment Validations

- Mandatory Early Childhood Outcomes Data Missing An Early Childhood Outcomes “Entry Rating” Is mandatory before the

student’s enrollment is exited

Upon exiting the student’s Enrollment, an Early Childhood Outcomes Progress Rating will be required if the last rating is more than 6 months old

The Early Childhood Outcomes ratings may be submitted to SIS at any time while the student is enrolled

- Mandatory ELL Data Missing If a student’s LEP Indicator = Yes, the ELL record must contain all the

mandatory data prior to exiting the student’s enrollment

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- Mandatory ELL Screener Data Missing Student enrolled in grades K-12,

The SID was created after August 1, 2013 with the Home Language or Native Language other than English, and

No previous ELL Screener data exists in SIS

- Mandatory Homeless Data Missing If a student’s Homeless Indicator = Yes, the Homeless record must contain all

the mandatory data prior to exiting the student’s enrollment

- Mandatory Caregiver Demographic Data Missing If the student has a Participant Demographic record in SIS, all mandatory

Participant Demographic data must be completed prior to exiting student’s enrollment

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- Exit Date cannot be a future date - A student must be IEP = “Yes” before exiting the student using the

following Exit Type Codes 14 - Aged Out 15 - Certificate of Completion

- Students enrolled in grade 12 may not have an Exit Type code of “05” Promoted

- Only Students enrolled in Grades 11 or 12 can have the Exit Type code “06” Graduated

Exit Codes 02 Transfer to another public school within the district 03 Transfer to Home Schooled 04 Transfer to Private School 05 Promotion 06 Graduated 07 Death 08 Expulsion 09 Dropped Out 10 Transfer to GED 11 Moved, not known to be continuing 12 Retained in same grade 14 Aged Out 15 Certificate of Completion 16 Victim of a Violent Crime 17 Change in Serving School or Full Time Equivalent (FTE) 18 Moved Out of the United States 19 Transferred to Another Public School district out of Illinois 20 Transferred to Another Public School district in Illinois 99 Erroneous enrollment

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Exit Enrollment

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Exit Enrollment Student’s enrollment data was entered incorrectly:

- Exit Student’s Enrollment record as Erroneous If an Enrollment record is erroneous, the Exit Enrollment Date should ideally

be the exact same date as the Enrollment Entry Date The Enrollment Exit/Withdrawal Type for an erroneous Enrollment record

should be Code 99 (“Erroneous Enrollment”)

- Before an enrollment can be identified as erroneous, other data collections (listed below) triggered by the student’s attributes may also need to be identified as erroneous. ELL ELL Screener Early Childhood Outcomes Homeless Student Discipline

Exit Enrollment – Exit Details

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Exit Enrollment – Review

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Exit Enrollment – Successful Exit

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Assessing Comprehension and Communication in English State-to-State (ACCESS)

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ACCESS - English Language Learners (ELL)

Pre-ID label file sent to testing vendor in November – All students Kindergarten thru grade 12 identified as LEP

On last day of testing, the ACCESS Assessment Correction is created in SIS Student scores sent to ISBE from testing vendor Scores are matched to the ELL students that have ACCESS Assessment

Correction records in SIS Scores that are not matched fall into Unassigned Test Results report Automated process runs nightly to match Unassigned Test Results to

ACCESS Assessment Correction Please contact ISBE Help Desk for records that cannot be matched

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Partnership for Assessment of Readiness for College and Careers (PARCC)

and Dynamic Learning Maps (DLM)

2015

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Planning for PARCC and DLM - Students will need to be enrolled - Student Course Assignments must be entered - Teacher Course Assignments must be entered - Schools will verify, correct, and/or submit:

A Pre-ID file An Assessment Corrections file Assessment Scores

- Future training will be available to districts

- For more Information on PARCC or DLM please see the links below: PARCC - http://www.isbe.net/assessment/parcc.htm

DLM - http://www.isbe.net/assessment/dlm.htm

At this time, the General Assembly has not yet acted on ISBE’s proposed assessment budget. Therefore, the availability of any ACT products for the 2014-15 school year is not yet known. Please continue to check the Superintendent’s Weekly Message for announcements as information becomes available.

PARCC & DLM 2015

http://www.isbe.net/assessment/parcc.htm

http://www.isbe.net/assessment/dlm.htm

http://www.isbe.net/board/archivemessages/archivemessage.htm

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- The “adjusted cohort graduation rate” is calculated based on SIS data after all students have been exited for the school year.

- Data accuracy is vital since related information will be derived from student information. The adjusted cohort graduation rate is calculated based on student enrollments and upon proper identification of Enrollment Exit Codes.

- The new SIS “Cohort Enrollment Exit Type code” is essential in providing an accurate measure of the related high school graduation data.

- The Cohort Enrollment Exit Type code is initially set to the student’s Enrollment Exit Type Code, but it can be updated through the related online screens. It is also possible to update the First Year in 9th Grade. Updates to either data area require some type of local evidence (e.g., a document) and an audit trail of all changes is tracked in the system.

- Cohort Enrollment Exit Type codes fall into 3 categories: Graduates, Non-Graduates, and “Removed from Cohort.” These are used in calculating the adjusted cohort graduation rate.


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Removing a student from a cohort - Before a student is removed from a cohort, a school or LEA must have written

confirmation that the student has transferred, emigrated to another country, or passed away.

Cohort Enrollment Exit Type Codes (applicable to removal) - 03 – Transfer to Home Schooled - 04 – Transfer to Private School - 07 – Death - 18 – Moved Out of the United States - 19 Transferred to Another Public School district outside Illinois


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Added SIS functionality allows a user to update the following: - 1st Year in 9th Grade (Original Cohort Year)

Example: 1st Year in 9th Grade should be changed to an earlier year - Cohort Enrollment Exit Type

Example: At the end of the school year, a 10th grade student was promoted. It is later learned the family moved out of the country. User can change the Cohort Exit Type from “05 – Promotion” to “18 – Moved Out of the United States”.

In order to update 1st Year in 9th Grade or Cohort Enrollment Exit Type, the following conditions must be met: - The student’s last enrollment must have been with user’s school district - The student’s last enrollment must be exited

Accuracy and local justification are required for updates to these fields. (An audit log of changes is maintained, which records the IWAS User and the date/time of the update.)

SIS Reports

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SIS Reports

Assessments - Assessment Pre-ID - Assessment Correction - Assessment Scores - Assessment Subscores - Assessment Score History - Unassigned Test Results - Plan and Explore

Bilingual - ELL Screener - Student ELL - ACCESS Pre-ID - ACCESS Score - Student ELL History - Former ELL Students Report - Student ACCESS Scores

History - Unassigned Test Results

School and District Reports

Discipline - Student Discipline

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SIS Reports

Course Assignment - Student And Teacher Reports

Teacher/Student Course Assignment - Course Information

Student Course Assignment Student Information Teacher Course Assignment Teacher Course Assignment for Outplaced

Students Student Outside Course Assignment College Course Assignment

- Missing Courses Students with no Course Assignments Courses with Teachers but no Students Courses with Students but no Teachers Secondary Courses Missing Final Letter

Grade

Demographics and Enrollment - Student Demographics - Student Enrollment - Current Enrl Vs. Previous Year Enrl - Enrollment Grade Discrepancies

Early Learning - Birth to 3 - Early Childhood - Early Childhood Outcomes - Participant Demographic - Pre-K Follow-up

Homeless - Homeless

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SIS Reports Individual Student - Student Assessment Data and Scores - Student Demographics and Enrollment - Individual Student Course Assignments - Student Transfer Form - Student Profile - Student Profile (with page breaks)

State Reporting - Fall Enrollment Counts (Summary Only) - End Of Year Student Discipline - End Of Year Student Suspensions (Summary Only) - End Of Year Student Expulsions (Summary Only) - End Of Year High School Dropouts (Summary Only) - End Of Year High School Graduates (Summary Only)

SIS Reports Teacher

Course Assignment Teacher/Student Course Assignment - Course Information Teacher/Student Assessment Score History Teacher with no Student Course Assignments Student with no Teacher Course Assignments

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Miscellaneous Reporting Missing Data Closed Schools with Students and Open Schools with No Students Missing Persons - All Missing Persons - Possible SIS Matches Multiple Student IDs

Missing Persons - Possible SIS Matches

SIS Reports - SIS Homepage

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SIS Reports

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SIS Reports

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SIS Reports - Enrollment Summary Report - Criteria

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SIS Reports - Enrollment Summary Report - Criteria

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SIS Reports - Enrollment Summary Report

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SIS Reports

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SIS Reports - Enrollment Detail Report - Criteria

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SIS Reports - Enrollment Detail Report - Criteria

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SIS Reports - Enrollment Detail Report

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SIS Reports

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SIS Reports - Individual Student Demographics and Enrollment

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SIS Reports - Individual Student Demographics and Enrollment

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SIS Reports - Individual Student Transfer Form

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SIS Reports

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SIS Reports

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SIS Reports - Enrollment Comparison Report

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ISBE Contact Information ISBE Help Desk - 217-558-3600 (Option 2) – 7:00 a.m. to 5:00 p.m. - [email protected]

ISBE SIS Information Website - www.isbe.net/sis

mailto:[email protected]


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