Illinois State Board of Education

1
Illinois State Board of Education

• ISBE Student Information System
• Planning School Year 2009

2
Agenda

• Welcome / Introductions
• School Year 2008 Exit Enrollment Submittals
• Prevention of Multiple SIDs
• School Year 2009 Enrollment Submittals
• Fall Housing Data Collection
• Early Childhood
• English Language Learners (ELL)
• Voluntary Collection of Discipline Data
• School Year 2009 Assessment Changes
• Supplemental Educational Services
• SIS Enhancements
• ISBE SIS Upcoming Key Dates
• ISBE Contact Information
• Q A Session

3
Welcome / Introductions

• ISBE Key Team Members
• Connie Wise Assistant Superintendent, Project
  Manager
• Terry Chamberlain Division Administrator, Data
  Systems
• IBM Key Team Members
• Howard Hammel Project Manager
• Adam Lowery Support Team
• Jeremy Schoen Support Team
• Barbara Ferguson Support Team

4
School Year 2008 Exit Enrollment Submittals

• Exit All 2008 Enrollments
• Exit all remaining 2008 enrollments
• Exit records online (one at a time) or via the
  batch file (multiple records)
• Note
• In order for 2008 enrolled students to be
  included in the 2009 Fall Housing report they
  must be exited
• Mandatory Data Collection
• Before exiting a LEP student all mandatory ELL
  data must be submitted
• Before exiting a Pre-K student all mandatory
  Early Childhood data must be submitted

5
School Year 2008 Exit Enrollment Submittals

• Verify All 2008 Enrollments are Exited
• View the Enrollment Reports in ISBE SIS
• Use the IWAS/SIS/Main Report screen
• Select the Reports link then the Student
  Enrollment Summary link
• Make report criteria selections
• School Year
• Home School
• Press View Report
• If the Count in any Grade listed in the report is
  not 0, run the Student Enrollment Detail Report
  and exit the identified records

6
School Year 2008 Exit Enrollment Submittals

• Select Report from Main Report Screen

7
School Year 2008 Exit Enrollment Submittals

• Select the School Year and Home School

8
School Year 2008 Exit Enrollment Submittals

• Summary Enrollment Report Example

9
Prevention of Multiple SIDs

• Once a State ID is assigned to a student, the SID
  must be included in all future submissions to SIS
• If you obtain a State ID 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 State ID in the
  batch file to prevent creation of a new SID for
  the student

10
School Year 2009 Enrollment Submittals

• Enrollment Validations
• All student counts will be collected through ISBE
  SIS
• Home School RCDTS Constraint
• Entry/ Grade Levels K - 12 cannot have 3000 Home
  School RCDTS
• FTE must be gt 0 lt 1.0
• Assign a FTE of .5 for Kindergartners attending
  half day sessions
• Assign a FTE of 1.0 for Kindergartners attending
  full day sessions
• Pre-K Enrollment Validations
• Pre-K students can have only one active
  enrollment with a 1.0 FTE
• A Native Language Code must be provided if the
  student has Limited English Proficiency (LEP) the
  code cannot be English
• If IEP is Yes, the Home School RCDTS must be a
  public school

11
Fall Housing Data Collection

• Fall Housing counts will be based on SIS Student
  Enrollment Data
• Fall Housing counts will reflect students
  enrolled as of September 30, 2008.
• Official 2008-2009 Fall Housing enrollment counts
  will be taken from SIS on October 15, 2008, at
  400 PM CST.

12
Fall Housing Data Collection

• Voluntary submission of Home Language data can
  occur
• Online via the program indicator screen when
  requesting a new SID
• Batch via the demographic enrollment file or
  demographic and early childhood file (replaces
  placeholder6)
• File types
• XML (schemas have not changed)
• Text (TXT)
• Comma Separated Value (CSV)
• Home Language definition is located in the ISBE
  SIS data elements
• Download the Student Demographics data elements
  and read the home language complete description
  to ensure your District is submitting accurate
  data

13
Early Childhood

• Early Childhood (Pre-K) Data Elements
• Download the Early Childhood data elements and
  read their complete descriptions to ensure your
  District is submitting accurate data
• http//isbe.net/sis/html/data_elements.htm

14
Early Childhood

• Early Childhood (Pre-K) Data Elements

http//isbe.net/sis/html/data_elements.htm
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Early Childhood

• Early Childhood Validations
• If the Early Intervention Indicator Yes, the
  following data element is mandatory
• Referral by CFC (Child and Family Connections
  Office)
• If the Early Intervention Indicator and the
  Referral by CFC Indicator Yes, the following
  data elements are mandatory
• EI Number
• Eligibility Determination Date
• Reason For Delay in Transition
• If the Early Intervention Indicator Yes, the
  Referral by CFC Indicator Yes, and the IEP
  Indicator Yes, the following data elements are
  mandatory
• IEP Completion Date
• Date Services Began

16
Early Childhood

• Early Childhood Validations
• The six mandatory data elements will only display
  online if the trigger data element (s) is Yes
• If the Eligibility Determination Date or the IEP
  Completion Date is after the students third
  birthday, the Reason for Delay in Transition
  cannot be No Delay
• The IEP Completion Date must be equal to or
  greater than the Eligibility Determination Date
  and cannot be a future date
• The Date Services Began must be equal to or
  greater than the IEP Completion Date and cannot
  be a future date
• If the Entry/ Grade Level is Code 14 Pre-K, a
  Native Language must be provided

17
Early Childhood

• Early Childhood Batch File Process
• Submit two separate file formats
• Student Demographics Enrollment
• Early Childhood
• or
• Submit one single combination file format
• Demographics and Early Childhood which may
  include Pre-K and Grade Levels K-12
• File types
• XML
• Text (TXT)
• Comma Separated Value (CSV)

18
Early Childhood

• Search SID Student Details for Existing Student

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Early Childhood

• Early Childhood Data Collection Screen

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Early Childhood

• How do I check the Early Childhood information
  for my District in SIS?
• Run an Early Childhood Summary Report to verify
  students mandatory Early Childhood data
• Make report criteria selections
• Report will display summary by Grades
• Error - Missing Data Yes should be 0

21
Early Childhood

• SIS - Reports

22
Early Childhood

• Early Childhood Summary Reports

Check Student Counts
Check for No Errors
23
English Language Learners (ELL)

• General instructions for the entry of ELL data
• All mandatory ELL data for a LEP student must be
  provided before their Enrollment record is exited
  
• Once a students Enrollment record is exited,
  their ELL record can viewed but not updated
• Online Summary and Detail ELL Reports are
  available to review ELL data

24
English Language Learners (ELL)

• ELL Validations
• If a student is identified as LEP (LEP Yes upon
  enrollment) an ELL record is created in SIS
• An ELL record may be viewed and/or updated by a
  Home District if
• The Date ELL Services Ended is Null
• The student has an active current School Year
  enrollment
• If a student is identified as having Limited
  English Proficiency and the parents refuse ELL
  services
• The students 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)

25
English Language Learners (ELL)

• ELL Validations
• The Date and Reason ELL Services Ended are
  entered
• If the students transition requirements are met
• If the parents withdraw the student while
  receiving ELL Services (not the same as Parents
  Refused services)
• An erroneous record was created
• After a student transitions out of ELL services,
  the LEP status should be updated to No
• Note 1 The Year Since Exited TBE/TPI Program
  will be tracked on the students Assessment
  Pre-ID/Correction record.
• Note 2 Only students who are identified as LEP
  and whose LEP Indicator is Yes should take the
  ACCESS test

26
English Language Learners (ELL)

• How do I check the ELL information for my
  District in SIS?
• Run an ELL Summary Report to verify mandatory ELL
  data
• Make report criteria selections
• Report will display summary by Grades
• Error - Missing Data Yes should be 0

27
English Language Learners (ELL)

• SIS - Reports

28
English Language Learners (ELL)

• ELL Summary Report

Check Student Counts
Check for No Errors
29
English Language Learners (ELL)

• How do I find out which students are missing the
  mandatory ELL data?
• Run an ELL Detail Report
• Make report selection criteria, and Sort By Error
• Students missing data are listed at the top of
  the report
• Submit the missing data via online or with a
  batch file

30
English Language Learners (ELL)

• SIS - Reports

31
English Language Learners (ELL)

• ELL Detail Report

Check for error code
32
Voluntary Submission of Discipline Data

• Collection of Discipline data will not replace
  the End of Year Report
• Function to Add or Update Student Discipline data
• Submitted using Batch Process Only
• Student Discipline Validation
• The student must have a valid district Enrollment
  record with the following matching elements for a
  Discipline record to be added or updated
• 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

33
Voluntary Submission of Discipline Data

• Discipline Data Element Values
• Download the Discipline data elements and read
  their complete descriptions to ensure your
  District is submitting accurate data

http//isbe.net/sis/html/data_elements.htm
34
Supplemental Educational Services

• All Supplemental Educational Services approved
  providers are required to use the ISBE STARS
  system for tracking student enrollment and
  attendance in SES classes.
• All Students must have SID and must have a
  current enrollment in SIS to receive Supplemental
  Educational Services.

35
Assessment Changes

• The testing RCDTS code cannot be the following
• Non-Public School
• Vocational Education Center
• District RCDTS code

36
SIS Enhancements

• IWAS View Only Access Level for SIS
• Search
• View Reports
• Individual Student Reports  
• Student Assessment Data and Scores
• ACCESS scores included
• Request Score File Starting 10/31/08
• Ability to request past years scores
• Reports by Serving School (Summary and Detail)
• Student Demographics
• Student Enrollment
• Early Childhood

37
SIS Enhancements Student Assessment Data and
Scores
38
SIS Enhancements Student Assessment Data and
Scores
39
SIS Enhancements Student Assessment Data and
Scores
40
SIS Enhancements Student Demographics
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SIS Enhancements Student Enrollment Report
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SIS Enhancements Early Childhood
43
ISBE SIS Upcoming Key Dates
44
ISBE SIS Upcoming Key Dates
45
ISBE SIS Upcoming Key Dates
46
ISBE SIS Upcoming Key Dates
47
ISBE SIS Upcoming Key Dates
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Where to Direct Questions

• ISBE SIS Resource Materials
• Located on the ISBE SIS webpage at
  www.isbe.net/sis/
• ISBE SIS Announcements
• User Manual
• 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

49
Where to Direct Questions

• ISBE Help Desk
• [phone]
• help_at_isbe.net
• SIS Policy Questions will be directed to the
  Standards and Assessment Center
• SIS Technical Questions will be directed to the
  IBM team
• Email sispilot_at_isbe.net for multiple SID
  resolution

50
ISBE Contact Information

• Connie Wise
• 217.782.0354
• cwise_at_isbe.net
• Terry Chamberlain
• 217.782.4313
• tchamber_at_isbe.net

51
QA

• Questions and Answers