Illinois State Board of Education · Special Education Service Provider Special Education Student...
Transcript of Illinois State Board of Education · Special Education Service Provider Special Education Student...
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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
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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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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
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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
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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
Student Demographics
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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Overview: The Student Information System
ISBE SIS Project Student Data Collected School Year
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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Overview: The Student Information System
ISBE SIS Project Student Data Collected School Year
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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Overview: The Student Information System
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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Overview: The Student Information System
- 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
Student Demographics
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
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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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Overview: The Student Information System
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Overview: The Student Information System
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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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Overview: The Student Information System
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Special Education Service Provider
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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Overview: The Student Information System
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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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Overview: The Student Information System
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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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Overview: The Student Information System
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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
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Overview: The Student Information System
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
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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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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)
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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 Process Overview
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Batch Process Overview
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Batch Process Overview
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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Batch Process Overview
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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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Batch Process Overview
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)
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Batch Process Overview
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SIS Homepage – Excel Templates http://www.isbe.net/sis/html/excel_templates.htm
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Batch Process Overview
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Expand Student Demographics Enrollment
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Batch Process Overview
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Save As – Save file to local desktop location
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Batch Process Overview
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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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Batch Process Overview
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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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Batch Process Overview
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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
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Batch Process Overview
- 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
Batch Process Overview
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Request File Batch Process Overview
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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.)
Batch Process Overview
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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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Batch Process Overview
Uploading the .csv file to SIS
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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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Batch Process Overview
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
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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
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Batch Process Overview
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
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Request New SID
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Request New SID
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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)
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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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Request New SID - Enrollment Validations
- 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)
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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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Request New SID - Enrollment Validations
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/.
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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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Request New SID - Program Indicators
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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Request New SID - Program Indicators
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 - Program Indicators
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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
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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
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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
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Search SID
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Student Demographics - View Demographic Data
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ELL Screener Data Collection
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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
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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
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Eligible for Immigrant Program
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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.
Eligible for Immigrant Program
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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
Eligible for Immigrant Program
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Eligible for Immigrant link - Demographics Tab
Eligible for Immigrant Program
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Eligible for Immigrant Data Collection Screen
Eligible for Immigrant Program
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Student Address
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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
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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
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Student Address
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Student Address
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Student Enrollment Tab
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Student Enrollment Tab
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Student Enrollment and Program Participation Information
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Birth to 3
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Birth to 3
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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”
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Birth to 3
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Birth to 3 – View
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Birth to 3 – Edit
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Birth to 3 – Review
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Birth to 3 – Update Successful
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Caregiver Demographic (Birth to 3)
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Caregiver Demographic (Birth to 3)
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 (Birth to 3)
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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Caregiver Demographic (Birth to 3)
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Caregiver Demographic (Birth to 3)
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Caregiver Demographic (Birth to 3)
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Caregiver Demographic (Birth to 3)
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Caregiver Demographic (Birth to 3)
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Caregiver Demographic (Birth to 3)
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Early Childhood
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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
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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
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Early Childhood
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Early Childhood
Link to Reference - http://www.isbe.net/sis/html/data_elements.htm
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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
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Early Childhood
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Early Childhood
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Early Childhood Outcomes
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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
Early Childhood Outcomes
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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
Early Childhood Outcomes
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Early Childhood Outcomes
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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
5/3/2015Progress Rating
5/4/2016Progress Rating
Example Student
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Early Childhood Outcomes
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Early Childhood Outcomes
- 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
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Early Childhood Outcomes – Enrollment Tab
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Early Childhood Outcomes
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Example 1: Entry Rating with a Progress Rating
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Early Childhood Outcomes
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Example 2: Entering a Progress Rating
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Homeless
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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)
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Homeless
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Homeless
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Homeless - Review
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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
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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
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Student Discipline – Add New Discipline
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Student Discipline – Discipline Screen
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Student Discipline – Review Screen
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Student Discipline – Updated Successfully
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Regional Safe Schools Program (RSSP)
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Regional Safe School Program (RSSP)
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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
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Regional Safe School Program (RSSP)
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SIS Enrollment “Regional Safe School Program” Link
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Regional Safe School Program (RSSP)
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SIS – Regional Safe School Program Data Collection
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Students Receiving Additional Services
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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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Special Education Service Provider
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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
Special Education Service Provider
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Special Education Service Provider
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Special Education Service Provider
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Student Course Assignment K – 12
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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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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.
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Student Course Assignment K – 12 New Courses: Self-Contained Course Codes
- Subject Area 73: Non-subject Specific (prior-to-secondary)
- 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.
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Student Course Assignment K – 12 New Courses: Self-Contained Course Codes
- Subject Area 73: Non-subject Specific (prior-to-secondary)
- 73036A000 Grade 6 Represents Grade 6 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 6.
- 73037A000 Grade 7 Represents Grade 7 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 7.
- 73038A000 Grade 8 Represents Grade 8 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 8.
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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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Student Course Assignment K – 12
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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
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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
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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
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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
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Student Course Assignment K – 12
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Student Course Assignment K – 12
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:
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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
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Student Course Assignment K – 12
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)
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Student Course Assignment K – 12
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.
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Student Course Assignment K – 12
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
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Student Course Assignment - Student Enrollment
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Student Course Assignment – View Courses
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Student Course Assignment – Add Course
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Student Course Assignment – View Course
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Student Course Assignment – Edit Course
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Student Course Assignment – View Courses
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Student Course Assignment – Review Courses
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Student Course Assignment – Update Successful
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Student Enrollment - Student Course Assignment
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Student Course Assignment – View Courses
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College Course Assignment
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College Course Assignment
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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.
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College Course Assignment
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SIS – Search SID – Student Enrollment Tab
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College Course Assignment
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SIS – Search SID – Student Course Assignment View
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College Course Assignment
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SIS – Search SID – Student Course Assignment – Edit Course
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Outside Course Assignment
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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
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Outside Course Assignment - Student Enrollment
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Outside Course Assignment – View Courses
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Outside Course Assignment – Add Course
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Teacher Course Assignment K-12
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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.
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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
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Teacher Course Assignment K-12 - Exit
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Teacher Course Assignment K-12 Teacher Course Assignment Online Process
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Teacher Course Assignment K-12 New SIS Home Screen
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Teacher Search
Teacher Course Assignment K-12
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Potential Match Summary Page
Teacher Course Assignment K-12
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Select Teaching Location
Teacher Course Assignment K-12
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Edit Teacher Course Assignments
Teacher Course Assignment K-12
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Add Course
Teacher Course Assignment K-12
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Teacher Course Assignment K-12 Select Course Details
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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.
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Verifying Teacher/Student Course Assignments
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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.
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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.
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Current SIS Dashboard
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Current SIS Dashboard
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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.
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- 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.
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Student Course Information – Student Information Report (Summary)
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Select School and Home or Serving
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Student Course Information – Student Information Report (Summary) − Course count is zero: add student course assignments for student(s).
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Students with No Course Assignments (Detail)
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Students with No Course Assignments (Detail)
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Students with No Course Assignments (Detail)
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Courses with Students but No Teachers (Detail)
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Select School and Home or Serving
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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.
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Courses with Teachers but No Students (Detail)
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Select School
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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.
.
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Teacher / Student Course Assignment – Course Information (Detail)
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Select School and Home or Serving
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The sample report displays teacher and student courses correctly aligned.
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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
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Program Indicators Tab
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Program Indicator Tab
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View / Update Program Indicators
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Update Program Indicators
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View / Update Program Indicators
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Update Program Indicators
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View / Update Program Indicators
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English Language Learners (ELL)
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English Language Learners (ELL) Tab
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View / Update Program Indicators
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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).
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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
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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
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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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Exit Enrollment Exit Enrollment Validations
- 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 Enrollment Exit Enrollment Validations
- 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
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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
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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
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Adjusted Cohort Graduation Rate
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Adjusted Cohort Graduation Rate
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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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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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Adjusted Cohort Graduation Rate
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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.)
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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)
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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
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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