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User Manual – Statewide by olliegoblue28

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									             User Manual
             December 16, 2009



ISBE Student Information System (ISBE SIS)




                On behalf of the
       Illinois State Board of Education
             100 North First Street
           Springfield, IL 62777-0001
ISBE Student Information System Project                                                                  User Manual – State-wide
                                                                                                               December 16, 2009

                                                TABLE OF CONTENTS
1   Change History ......................................................................................................................... 9
2   Introduction ............................................................................................................................. 13
    2.1 Using this Manual .......................................................................................................... 14
3   ISBE SIS Overview ................................................................................................................ 15
    3.1 Project Overview ........................................................................................................... 16
    3.2 System Functions ........................................................................................................... 17
    3.3 Access Levels................................................................................................................. 21
    3.4 Matching Logic .............................................................................................................. 26
    3.5 Audit Functions .............................................................................................................. 27
    3.6 Data Validations............................................................................................................. 27
4   Accessing ISBE SIS ................................................................................................................ 37
    4.1 Connecting to IWAS ...................................................................................................... 37
    4.2 Logging into ISBE SIS .................................................................................................. 40
    4.3 Home Page and Navigation ........................................................................................... 41
5   Online Processes ..................................................................................................................... 43
    5.1 Search SID ..................................................................................................................... 43
          5.1.1 No Matching Records ........................................................................................ 45
          5.1.2 One (1) to Ten (10) Potential Matching Records............................................... 45
    5.2 Request Student Identifier (SID) (If student is Pre-K, see section 5.3) ......................... 53
          5.2.1 One to Ten Matching Records ........................................................................... 55
          5.2.2 No Matching Records ........................................................................................ 56
    5.3 Pre-K Students and Early Childhood Records Online Process ...................................... 62
          5.3.1 Extra Step for Request SID - Early Childhood Record ..................................... 62
          5.3.2 Add/Update Early Childhood Student Details ................................................... 64
    5.4 Early Childhood Outcomes ............................................................................................ 68
          5.4.1 Add/Update Early Childhood Outcomes ........................................................... 69
    5.5 Pre-K Follow-Up Online Process .................................................................................. 73
          5.5.1 Viewing Pre-K Follow-Up Data Details ............................................................ 74
    5.6 LEP Students and ELL Records Online Process ........................................................... 76
          5.6.1 Viewing ELL Data Details................................................................................. 77
          5.6.2 Add/Update ELL Data Online ........................................................................... 79
    5.7 Discipline ....................................................................................................................... 82
          5.7.1 Adding a Student Discipline Record.................................................................. 84
          5.7.2 Editing a Student Discipline Record .................................................................. 85
    5.8 Assessment Process ....................................................................................................... 87
          5.8.1 Assessment Pre-ID Online ................................................................................. 87
          5.8.2 No Matching Records - Assessment .................................................................. 88
          5.8.3 One (1) Exact Matching Record ........................................................................ 89
          5.8.4 Assessment Correction Online ........................................................................... 93
          5.8.5 No Matching Records ........................................................................................ 95
          5.8.6 One (1) Exact Matching Record ........................................................................ 96
    5.9 Exit Enrollment ............................................................................................................ 101
          5.9.1 No Matching Records ...................................................................................... 103
          5.9.2 One (1) Exact Matching Record ...................................................................... 104

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ISBE Student Information System Project                                                                User Manual – State-wide
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    5.10 Upload File................................................................................................................... 108
    5.11 Download File .............................................................................................................. 113
    5.12 Reports ......................................................................................................................... 114
         5.12.1 ISBE SIS Report Navigation ........................................................................... 115
         5.12.2 Student Demographics Reports........................................................................ 118
         5.12.3 Enrollment Reports .......................................................................................... 125
         5.12.4 Early Childhood Reports.................................................................................. 130
         5.12.5 Early Childhood Outcomes Reports ................................................................ 135
         5.12.6 ELL Reports ..................................................................................................... 140
         5.12.7 Pre-K Follow-Up Reports ................................................................................ 148
         5.12.8 Student Discipline Reports .............................................................................. 153
         5.12.9 Assessment Pre-ID Reports ............................................................................. 158
         5.12.10 Assessment Correction Reports .................................................................. 169
         5.12.11 Assessment Score Reports .......................................................................... 177
         5.12.12 Assessment Subscores Reports ................................................................... 190
         5.12.13 Unassigned Test Results Reports ................................................................ 200
         5.12.14 Individual Student Reports ......................................................................... 201
         5.12.15 State Reporting............................................................................................ 207
         5.12.16 Other Reporting .......................................................................................... 218
    5.13 Request File ................................................................................................................. 222
         5.13.1 Assessment Pre-ID File.................................................................................... 225
         5.13.2 Assessment Correction File ............................................................................. 226
         5.13.3 Exit Enrollment File ......................................................................................... 227
         5.13.4 Early Childhood File ........................................................................................ 227
         5.13.5 Demographics and Early Childhood File ......................................................... 228
         5.13.6 Early Childhood Outcomes File....................................................................... 230
         5.13.7 Pre-K Follow-Up File ...................................................................................... 231
         5.13.8 ELL File ........................................................................................................... 232
         5.13.9 Assessment Score File ..................................................................................... 233
6   Batch Process ........................................................................................................................ 236
    6.1 Process Overview......................................................................................................... 237
    6.2 Batch Result Codes and Messages ............................................................................... 240
    6.3 Data Review Prior to File Submittal ............................................................................ 245
7   RCDT/ROE Administrator Functions................................................................................... 247
    7.1 ISBE Internal ............................................................................................................... 247
    7.2 Invalidate/Merge Scores .............................................................................................. 248
         7.2.1 No Matching Records ...................................................................................... 249
         7.2.2 One (1) Exact Matching Record ...................................................................... 250
    7.3 Reassign Scores ........................................................................................................... 252
         7.3.1 No Matching Records - Reassign Score Search .............................................. 253
         7.3.2 One or More Matching Records - Reassign Score Search ............................... 254
         7.3.3 No Matching Records - Assessment Correction Search .................................. 257
         7.3.4 One (1) Exact Matching Record - Assessment Correction Search .................. 257
    7.4 ISBE Internal Process Orphan Records ....................................................................... 261
         7.4.1 No Matching Records - Orphan Search ........................................................... 262
         7.4.2 One (1) Exact Matching Record - Orphan Search ........................................... 262

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ISBE Student Information System Project                                                                  User Manual – State-wide
                                                                                                               December 16, 2009
        7.4.3 No Matching Records - Assessment Correction Search .................................. 265
        7.4.4 One (1) Exact Matching Record - Assessment Correction Search .................. 265
8 Interfaces ............................................................................................................................... 269
   8.1 FACTS and ISIS .......................................................................................................... 269
   8.2 The Assessment Process Overview ............................................................................. 270
        8.2.1 Submission of Assessment Pre-ID Information ............................................... 270
        8.2.2 Collection of Student Assessment Pre-ID label data ....................................... 270
        8.2.3 Assessment Pre-ID File Batch Result Codes and Messages ............................ 271
        8.2.4 Assessment Pre-ID Reports ............................................................................. 272
        8.2.5 Correction of Assessment Information ............................................................ 272
        8.2.6 Assessment Correction File ............................................................................. 272
        8.2.7 Assessment Correction File Batch Result Codes and Messages ..................... 273
        8.2.8 Assessment Correction Reports ....................................................................... 274
        8.2.9 Assessment Test Results .................................................................................. 274
9 Other Functions ..................................................................................................................... 275
   9.1 Help .............................................................................................................................. 276
10 Data Quality .......................................................................................................................... 277
   10.1 Introduction .................................................................................................................. 278
        10.1.1 Orderly Information from Disorderly Setting .................................................. 278
        10.1.2 What is a Culture of Quality Data? .................................................................. 278
        10.1.3 NCES Components of a Culture of Quality Data ............................................ 279
   10.2 Key Elements to Achieving Quality Data .................................................................... 279
   10.3 Summary ...................................................................................................................... 280
11 Glossary ................................................................................................................................ 281




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ISBE Student Information System Project                                                             User Manual – State-wide
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                                                TABLE OF FIGURES

Figure 1 - ISBE SIS Site Map ....................................................................................................... 19
Figure 2 - SID Assignment Process Overview ............................................................................. 20
Figure 3 - User Access Levels and Functions ............................................................................... 24
Figure 4 - IWAS Login Screen ..................................................................................................... 38
Figure 5 - IWAS Home Page ........................................................................................................ 39
Figure 6 - IWAS System Listing .................................................................................................. 40
Figure 7 - ISBE SIS Home Page ................................................................................................... 41
Figure 8 - Search SID Screen........................................................................................................ 44
Figure 9 - Search SID Screen (No Match) .................................................................................... 45
Figure 10 - Potential Match Summary Screen (One to Ten Potential Matches) .......................... 46
Figure 11 - Student Details Screen (Student Demographics Tab) ................................................ 47
Figure 12 - Student Details Screen (Student Enrollment Tab - Active Status) ............................ 48
Figure 13 - Student Details Screen (Student Enrollment Tab - Exited Status) ............................. 49
Figure 14 - Details Screen (Student Enrollment Tab with RCDTS Pop-up) ................................ 49
Figure 15 - Add Enrollment Information Screen .......................................................................... 50
Figure 16 – Add Enrollment - Update Program Indicators Screen ............................................... 51
Figure 17 - Add Enrollment Review Screen ................................................................................. 52
Figure 18 - Student Details Screen (Enrollment Tab) .................................................................. 52
Figure 19 - Student Details Screen (Program Indicators Tab) ...................................................... 53
Figure 20 - Request SID Screen.................................................................................................... 55
Figure 21 – Potential Matching Students ...................................................................................... 56
Figure 22 - No Match Screen ........................................................................................................ 57
Figure 23 - New Enrollment Information Screen ......................................................................... 58
Figure 24 - Program Indicators Screen ......................................................................................... 60
Figure 25 - Review Screen ............................................................................................................ 61
Figure 26 - Student Details Screen (Student Demographics Tab) ................................................ 62
Figure 27 - Request New SID - Early Childhood ......................................................................... 63
Figure 28 - Search SID - Student Details (Demographics Tab) ................................................... 65
Figure 29 - Search SID - Student Details (Enrollment Tab) ......................................................... 65
Figure 30 - Search SID - Early Childhood.................................................................................... 66
Figure 31 - Early Childhood - Review .......................................................................................... 68
Figure 32 - Search SID - Student Details (Demographics Tab) ................................................... 69
Figure 33 - Search SID - Student Details (Enrollment Tab) ......................................................... 70
Figure 34 - Search SID - View Early Childhood Outcomes ......................................................... 70
Figure 35 - Search SID - Early Childhood Outcomes Data Collection screen ............................. 71
Figure 36 - Early Childhood Outcomes - Review ........................................................................ 73
Figure 37 - Student Details Screen (Student Enrollment Tab) ..................................................... 74
Figure 38 – Pre-K Follow-up Screen ............................................................................................ 75
Figure 39 – Pre-K Follow-up Edit Screen ................................................................................... 75
Figure 40 – Pre-K Follow-up Review Screen ............................................................................... 76
Figure 41 - Student Details Screen (Student Demographics Tab) ................................................ 77
Figure 42 - Student Details Screen (ELL Information Tab) ......................................................... 78
Figure 43 - Search SID - Student Details (Edit ELL Record) ...................................................... 79
Figure 44 - Search SID - Review (ELL Data Details) .................................................................. 81

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ISBE Student Information System Project                                                           User Manual – State-wide
                                                                                                        December 16, 2009

Figure 45 - ELL Information Screen (Successfully Updated ELL Record) ................................. 82
Figure 46 - Student Details Screen - (Enrollment Tab) ................................................................ 83
Figure 47 – View Student Discipline Record Screen ................................................................... 84
Figure 48 – Add New Student Discipline Record Screen............................................................. 85
Figure 49 – Edit Student Discipline Record Screen ..................................................................... 85
Figure 50 – Review Student Discipline Record Screen ................................................................ 86
Figure 51 – Review Student Discipline Record - Discipline Successfully Added ......................... 87
Figure 52 - Assessment Search Screen ......................................................................................... 88
Figure 53 - Assessment Screen - No Match.................................................................................. 89
Figure 54 - Assessment - Student Grade and Test Screen. ........................................................... 89
Figure 55 - Assessment - Student Grade and Test Screen with the Error Message. ..................... 90
Figure 56 - Assessment Pre-ID Screen ......................................................................................... 91
Figure 57 - Assessment Pre-ID - Review Screen.......................................................................... 92
Figure 58 - Assessment Pre-ID - Confirmation Screen ................................................................ 93
Figure 59 - Assessment Search Screen ......................................................................................... 94
Figure 60 - Assessment Search Screen - No Match ...................................................................... 95
Figure 61 - Assessment - Student Grade and Test Screen. ........................................................... 96
Figure 62 - Assessment - Student Grade and Test Screen with the Error Message. ..................... 97
Figure 63 - Assessment Pre-ID Screen ......................................................................................... 98
Figure 64 - Assessment Correction ............................................................................................... 99
Figure 65 - Assessment Correction - Review Screen ................................................................. 100
Figure 66 - Assessment Correction - Confirmation Screen ........................................................ 101
Figure 67 - Exit Enrollment Screen ............................................................................................ 102
Figure 68 - Exit Enrollment Screen (No records found message) .............................................. 103
Figure 69 - Exit Enrollment Summary Screen ............................................................................ 104
Figure 70 - Exit Enrollment Summary Screen with RCDTS Pop-up ......................................... 105
Figure 71 - Exit Details Screen ................................................................................................... 106
Figure 72 - Exit Review Screen .................................................................................................. 107
Figure 73 - Exit Result Screen .................................................................................................... 108
Figure 74 - Upload File Screen ................................................................................................... 109
Figure 75 - Upload File Screen (Browse) ................................................................................... 110
Figure 76 - Upload File Screen (File Format Error Message) .................................................... 111
Figure 77 - Upload File Screen (Successful Upload) ................................................................. 112
Figure 78 - Download File Screen .............................................................................................. 113
Figure 79 - Download File Screen (Save)................................................................................... 113
Figure 80 - ISBE SIS Reports Screen ......................................................................................... 115
Figure 81 - ISBE SIS Crystal Report Menu................................................................................ 115
Figure 82 - Report Export Selection Criteria .............................................................................. 117
Figure 83 - Report Print Selection Criteria ................................................................................. 118
Figure 84 - Student Demographics (Summary) Report Selection Criteria ................................. 119
Figure 85 - Student Demographics (Summary) Report .............................................................. 121
Figure 86 - Student Demographics (Detail) Report Selection Criteria ....................................... 123
Figure 87 - Student Demographics (Detail) Report .................................................................... 124
Figure 88 - Current Enrollment (Summary) Report Selection Criteria ...................................... 126
Figure 89 - Current Enrollment (Summary) Report ................................................................... 127
Figure 90 - Current Enrollment (Detail) Selection Criteria ........................................................ 128

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ISBE Student Information System Project                                                         User Manual – State-wide
                                                                                                      December 16, 2009

Figure 91 - Current Enrollment (Detail) Report ......................................................................... 129
Figure 92 - Early Childhood (Summary) Report Selection Criteria ........................................... 131
Figure 93 - Early Childhood (Summary) Report ........................................................................ 132
Figure 94 - Early Childhood (Detail) Report Selection Criteria ................................................. 134
Figure 95 - Early Childhood (Detail) Report .............................................................................. 135
Figure 96 - Early Childhood Outcomes (Summary) Report Selection Criteria .......................... 136
Figure 97 - Early Childhood Outcomes (Summary) Report ....................................................... 137
Figure 98 - Early Childhood Outcomes (Detail) Report Selection Criteria................................ 138
Figure 99 - Early Childhood Outcomes (Detail) Report ............................................................. 140
Figure 100 - ELL (Summary) Report Selection Criteria ............................................................ 142
Figure 101 - ELL (Summary) Report ......................................................................................... 144
Figure 102 - ELL (Detail) Selection Criteria .............................................................................. 146
Figure 103 - ELL (Detail) Report ............................................................................................... 148
Figure 104 – Pre-K Follow-Up (Summary) Report Selection Criteria ....................................... 149
Figure 105 – Pre-K Follow-Up (Summary) Report .................................................................... 150
Figure 106 – Pre-K Follow-Up (Detail) Selection Criteria ........................................................ 152
Figure 107 – Pre-K Follow-Up (Detail) Report ......................................................................... 153
Figure 108 – Student Discipline (Summary) Report Selection Criteria ..................................... 154
Figure 109 – Student Discipline (Summary) Report .................................................................. 155
Figure 110 – Student Discipline (Detail) Selection Criteria ....................................................... 156
Figure 111 – Student Discipline (Detail) Report ........................................................................ 157
Figure 112 - Assessment Pre-ID (Summary) Report Test Selection Criteria ............................. 159
Figure 113 - Assessment Pre-ID (Summary) Report Selection Criteria ..................................... 160
Figure 114 - Assessment Pre-ID (Summary) Report (All Tests Except ACCESS) ................... 161
Figure 115 - Assessment Pre-ID (Summary) Report Selection Criteria (ACCESS) .................. 162
Figure 116 - Assessment Pre-ID (Summary) Report (ACCESS) ............................................... 163
Figure 117 - Assessment Pre-ID (Detail) Report Test Selection Criteria ................................... 164
Figure 118 - Assessment Pre-ID (Detail) Report Selection Criteria........................................... 165
Figure 119 - Assessment Pre-ID (Detail) Report (All Tests Except ACCESS) ......................... 166
Figure 120 - Assessment Pre-ID (Detail) Report Selection Criteria (ACCESS) ........................ 168
Figure 121 - Assessment Pre-ID (Detail) Report (ACCESS) ..................................................... 169
Figure 122 - Assessment Correction (Summary) Test Selection Criteria................................... 170
Figure 123 - Assessment Correction (Summary) Report Selection Criteria (All Tests) ............ 171
Figure 124 - Assessment Correction (Summary) Report (All Tests) ......................................... 172
Figure 125 - Assessment Correction (Detail) Report Selection Criteria (All Tests) .................. 174
Figure 126 - Assessment Correction (Detail) Report (All Tests Except ACCESS) ................... 176
Figure 127 - Assessment Scores (Summary) Test Selection Criteria ......................................... 178
Figure 128 - Assessment Scores (Summary) Report Selection Criteria ..................................... 179
Figure 129 - Assessment Scores (Summary) Report (All Tests Except ACCESS) .................... 180
Figure 130 - Assessment Scores (Summary) Report Selection Criteria (ACCESS) .................. 181
Figure 131 - Assessment Scores (Summary) Report (ACCESS) ............................................... 183
Figure 132 - Assessment Scores (Detail) Test Selection Criteria ............................................... 184
Figure 133 - Assessment Scores (Detail) Report Selection Criteria ........................................... 186
Figure 134 - Assessment Scores (Detail) Report (All Tests Except ACCESS) ......................... 187
Figure 135 - Assessment Scores (Detail) Report Selection Criteria (ACCESS) ........................ 189
Figure 136 - Assessment Scores (Detail) Report (ACCESS) ..................................................... 190

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ISBE Student Information System Project                                                                      User Manual – State-wide
                                                                                                                   December 16, 2009

Figure 137 - Assessment Subscores (Summary) Test and Subject Selection Criteria ................ 191
Figure 138 - Assessment Subscores (Summary) Report Selection Criteria ............................... 192
Figure 139 - Assessment Subscores (Summary) Report............................................................. 195
Figure 140 - Assessment Subscores (Detail) Test and Subject Selection Criteria ..................... 196
Figure 141 - Assessment Subscores (Detail) Report Selection Criteria ..................................... 197
Figure 142 - Assessment Subscores (Detail) Report .................................................................. 199
Figure 143 - Unassigned Test Results (Detail) Report Instruction Screen ................................. 200
Figure 144 - Unassigned Test Results (Detail) Report ............................................................... 201
Figure 145 - Individual Student Assessment Data and Scores State ID Search Screen ............. 202
Figure 146 - Individual Student Assessment Data and Scores Student Review Screen ............. 203
Figure 147 - Individual Student Assessment Data and Scores Report ....................................... 204
Figure 148 - Individual Student Demographics and Enrollment Report State ID Search Screen
     ............................................................................................................................................. 205
Figure 149 - Individual Student Demographics and Enrollment Report Review Screen ........... 206
Figure 150 - Individual Student Demographics and Enrollment Report .................................... 207
Figure 151 - Fall Enrollment Counts Criteria Screen ................................................................. 208
Figure 152 - Fall Enrollment Counts Report .............................................................................. 210
Figure 153 – End of the Year – Student Discipline Report - Criteria (Summary) ..................... 211
Figure 154 – End of the Year – Student Discipline Report (Summary) ..................................... 212
Figure 155 – End of the Year – Student Discipline Report - Criteria (Detail) ........................... 213
Figure 156 – End of the Year – Student Discipline Report (Detail) ........................................... 214
Figure 157 – End of the Year – High school Dropouts Report - Criteria Screen (Summary) .... 215
Figure 158 – End of the Year – High school Dropouts Report (Summary) ............................... 216
Figure 159 – End of the Year – High school Graduates Report - Criteria Screen (Summary) .. 217
Figure 160 – End of the Year – High school Graduates Report (Summary) .............................. 217
Figure 161 - Missing Persons – All Criteria Screen ................................................................... 218
Figure 162 - Missing Persons – All Report ................................................................................ 219
Figure 163 - Missing Persons – Possible SIS Matches Criteria Screen ...................................... 220
Figure 164 - Missing Persons – Possible SIS Matches (Detail) Report ..................................... 220
Figure 165 – Closed School with Students and Open School with No Students Criteria screen 221
Figure 166 – Closed School with Students and Open School with No Students Report ............ 222
Figure 167 - Request File Screen ................................................................................................ 224
Figure 168 - Download File Screen ............................................................................................ 225
Figure 169 - ISBE Internal Management and Tools Screen ....................................................... 248
Figure 170 - Invalidate/Merge Scores Search Screen ................................................................. 249
Figure 171 - ISBE Internal Invalidate/Merge Score Results Screen - No Match ....................... 250
Figure 172 - Internal Invalidate/Merge Score Results Screen .................................................... 251
Figure 173 - ISBE Internal Invalidate/Merge Score ................................................................... 252
Figure 174 - ISBE Internal Reassign Assessment Scores Search Screen ................................... 253
Figure 175 - ISBE Internal Reassign Assessment Scores Results Screen - No Match .............. 254
Figure 176 - ISBE Internal Reassign Assessment Scores Results Screen .................................. 255
Figure 177 - ISBE Internal Assessment Correction Reassign Score Search Screen .................. 256
Figure 178 - ISBE Internal Assessment Correction Orphan Adoption Results - No Match ...... 257
Figure 179 - ISBE Internal Assessment Correction Orphan Adoption Results - Match ............ 258
Figure 180 - ISBE Internal Reassign Score Association Screen ................................................ 259
Figure 181 - Internal Reassign Score Confirmation Screen ....................................................... 260

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ISBE Student Information System Project                                                             User Manual – State-wide
                                                                                                          December 16, 2009

Figure 182 - ISBE Internal Orphan Adoption Search Screen. .................................................... 261
Figure 183 - ISBE Internal Orphan Adoption Results Screen .................................................... 262
Figure 184 - ISBE Internal Process Orphan Records Results Screen ......................................... 263
Figure 185 - ISBE Internal Assessment Correction Orphan Adoption Search Screen ............... 264
Figure 186 - ISBE Internal Assessment Correction Orphan Adoption Results - No Match ...... 265
Figure 187 - ISBE Internal Assessment Correction Orphan Adoption Results - Match ............ 266
Figure 188 - ISBE Internal Assessment Correction Orphan Adoption Association Screen ....... 267
Figure 189 - ISBE Internal Assessment Correction Orphan Adoption Confirmation Screen .... 268
Figure 190 - Help Screen ............................................................................................................ 276




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ISBE Student Information System Project                             User Manual – State-wide
                                                                          December 16, 2009



1 Change History

Change Date 12/16/2009
   1. Edited Exit Enrollment Validation: Validates a student must be IEP and in grades 11 or
      12 before being exited with Exit Type Codes “14” Aged Out or “15” Certificate of
      Completion.
Change Date 12/14/2009
   2. Added Validation to Section 3.6 – Enrollment Validations
Change Date11/03/2009
   3. Added “P8” Result Code to section 6.2
Change Date 10/19/2009
   1. Added “J8” Result Code to section 6.2
Change Date 07/13/2009
   1. Updated Screen Shots
   2. Updated Validations Section 3.6
          a. Updated Title I Indicator Mandatory
          b. Removed Title I Validations
          c. Removed Original Entry to US School validation
          d. Removed Student with IEP = no Age of 5 must be Kindergarten validation
          e. Removed Home school can be 92xx for K-12 students validation
          f. Added “Pre-School for All” A.M., P.M., or Full Day, “Pre-K at Risk” must Be
             Not Attending
          g. Added “Pre-K at Risk” A.M., P.M., or Full Day, “Pre-School for All” must Be
             Not Attending
          h. Validates Only grades 11 or 12 can have an “06” Graduation Exit Type code
          i. Validates Students exiting 12 grade cannot have an ‟05‟ Promotion Exit Type
             code
   3. Added “Update Indicators Screen” to Search SID Section 5.1
   4. Added End of the Year Report Section 5.12.16


Change Date 07/13/2009
   1. Added Result Codes E4 and E5 to Section 6.2

Change Date 07/01/2009
   1. Updated section 3.3 Access Levels
   2. Added Multiple SID to Section 6 and Section 3.6
   3. Added Result Codes X1, X2, X3, X4, X5, X6, and X7 to Section 6.2

Change Date 06/10/2009
   1. Updated Reports Screen Shots
   2. Added Section 5.5 Pre-K Follow-Up Online

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ISBE Student Information System Project                               User Manual – State-wide
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Change Date 05/21/2009
   1. Updated Section 3.1 Figure 2
   2. Edited Section 3.6 Data Validations
   3. Added Closed School with Students and Open School with No Students to Section 5.11
      Reports

Change Date 03/31/2009
   1. Added Pre-K Follow-Up Request File 5.12
   2. Added Result Codes K1, K2, and K3 Section 6.2
   3. Edited Section 3.6 - Data Validations for Pre-K Follow-Up added

Change Date 03/17/2009
   1. Added Result Codes D7, P6 and P7 to Section 6.2

Change Date 02/26/2009
   1. New Layout - SIS User Manual
   2. Additions and Updates to Section 3.3 - Approval Group Information
   3. Additions and Updates to Section 3.6 - Data Validations
   4. Added Section 5.4 - Early Childhood Outcomes Online
   5. Added Section 5.6 - Student Discipline Online
   6. Additions and Updates to Section 5.11 – Report
   7. Additions and Updates to Section 5.12 –Request File
   8. Additions and Updates to Section 6.2 - Batch Result Codes and Message
   9. Additions and Updates to Section 11 - Glossary

Change Date 08/06/2008
   1. Updated optional terminology in Early Childhood data elements to subsequent mandatory

Change Date 07/24/2008
   1. Added H3 and H4 Result Code/ Message to table on page 150

Change Date 05/30/2008
   1. Add Student Discipline information (Sections 3.1, 6.1, 6.1.2, and 6.1.4)

Change Date 03/27/2008
   Updates and Edits to Section 3.1 - Project Overview
   1. Updates and Edits to Section 3.2 - System Functions
   2. Updates and Edits to Section 3.6 - Data Validations
   3. Updates and Edits to Section 5.1 - Request Student Identifier
   4. Addition and Edits to Section 5.3 - Pre-K Students and Early Childhood Records Online
      Process
   5. Updates and Edits to Section 5.4 - LEP Students and ELL Records Online Process
   6. Updates and Edits to Section 6.1.2 - Batch Result Codes and Messages
   7. Addition and Edits to Section 6.2.4 - Early Childhood Reports
   8. Updates and Edits to Section 6.2.5 - ELL Reports

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ISBE Student Information System Project                              User Manual – State-wide
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    9. Addition and Edits to Section 6.3.4 - Early Childhood File
    10. Addition and Edits to Section 6.3.5 - Demographics and Early Childhood File
    11. Updates and Edits to Section 6.3.6 - ELL File
    12. Additions and Updates to Section 11 - Glossary
    13. Additions and Updates to Table of Contents
    14. Additions and Updates to Table of Figures


Change Date 02/25/2008
   1. Added Section 5.3 - ELL Online

Change Date 02/25/2008
   1. Added Section 5.3 - ELL Online
   2. Edited Section 6.2.6 - Assessment Correction Reports (Removed ACCESS)
   3. Added Section 6.2.4 - ELL Reports Section
   4. Edited Section 3.6 - Data Validations added ELL and Early Childhood (Planned for
      2009)
   5. Edited Section 6.1 - Added ELL and Early Childhood (Planned for 2009) to Batch
      Process
   6. Edited Section 6.3 - Added ELL and Exit Enrollment to Request File

Change Date 10/15/2007
   1. Added Section 5.2.9 - Individual Student Reports

Change Date 07/13/2007
   1. Updated Sections 2.6 and 4.1 relative to the removal of the two Program Indicator codes:
      IEP Accommodation Indicator and 504 Accommodation Indicator.
   2. Updated Section 5.2 - Reports and added the new reports.
   3. Updated Section 5.3 - Request File relative to the “Assessment Pre-ID and Assessment
      Correction”.
   4. Added Section 5.4 - Online Assessment Correction functionality.
   5. Added Glossary Section 9.4.
   6. Updated appropriate screen prints for new functionality.

Change Date: 09/15/2006
   1. Updated Section 5.2 - Reports.
   2. Updated appropriate screen prints for new functionality.

Change Date: 06/30/2006
   1. Updated Section 5 and 7.2 relative to the “Assessment Correction and Assessment Score”
      batch process.
   2. Added Sections 5.2, 5.3, 7.2.1, 7.2.2, and 7.2.3.
   3. Updated Sections 2.6 and 4.1 relative to the following three new Program Indicator
      codes: Reading 1st Indicator, Reading Improvement Block Grant Indicator, and Title I
      Indicator.


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ISBE Student Information System Project                               User Manual – State-wide
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Change Date: 01/13/2006
    1. Updated Sections 5, 5.1, and 7 relative to the “Assessment Pre-ID” batch process.
Change Date: 11/22/2005
    1. Updated Sections 2.2, 2.3, 4.1.2, 4.2, and 4.3 with the “Add New Enrollment” feature on
       the Search SID screens.
    2. Updated ISBE SIS figures to display the „Add New Enrollment‟ tab.
    3. Removed references to the „Prev Enrollment‟ and „Next Enrollment‟ links on the Student
       Details screens.
    4. Added references to the enrollment record numeric to be used as links to view a student‟s
       enrollment records, i.e., 1 2 3 4.
Change Date: 10/20/2005
    1. Removed references to document dates Section 5.1.
    2. Updated ISBE SIS Result Codes and Result Messages Section 5.1.2.




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                                                                             2
                                                                             Section
2 Introduction




W               elcome to ISBE‟s State-wide Student Information
System (SIS). The ISBE SIS system is designed to assign a unique Student Identifier (SID) to
each student; collect demographic, performance, and program participation data for each student;
track students from school to school and district to district within Illinois; and, report timely and
accurate information and data through standardized reporting capabilities. This system serves as
the vehicle to collect student-related information electronically from school districts. The result
of successful implementation is the ability to provide the state education agency, state and
federal entities, the education community, and the public with timely and accurate data collection
and reporting for students, schools, school districts, and the state.

The ISBE SIS application allows authorized users at school, district, and Regional Offices of
Education (ROE) Sites to access the system via IWAS - www.isbe.net. This application
facilitates the assignment of an individual SID through secure, online web forms or mass
assignment of SIDs through batch processing. The Statewide SID web application is designed
from the user‟s perspective to include all the functionality necessary to perform the user‟s role
effectively and efficiently.




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2.1 Using this Manual
The ISBE SIS User Manual introduces the user to the ISBE SIS system and provides the
instruction to enable each user to utilize the system effectively in a short period of time. It
explains how to accomplish the most common tasks and utilize the special SIS features within
the ISBE SIS application.

The ISBE SIS User Manual is constructed in a manner to allow the user to find the answers to
application questions easily. It uses specific language found in the SIS system, as well as
application pictures to create direct references between the application and the supporting section
of the manual.

For ease of use, the manual is organized as follows:
       The manual is divided into multiple sections, with each section separated with numbered
        tabs.
       Each section of the manual is divided into subsections with a hierarchical section number.
        For example, sections 5.1.1 and 5.1.2 would both be subsets of section 5.1 - Batch
        Process. When making references between subsections, the section number is referenced
        rather than a page number.




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                                                                             3
                                                                             Section
3 ISBE SIS Overview




T          his section provides an overview of the ISBE SIS project, application, and the major
system functions within the SIS application. Through this section, the user becomes familiar
with the different data access levels within the application and the system functions that can be
performed based on a particular SIS user role. The SIS matching logic used in the system
functions is described in this section in conjunction with the audit function and data validations.




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3.1 Project Overview
The goal of the ISBE SIS project is to develop and deploy a student information system that
provides the state education agency, state and federal entities, the education community, and the
public with timely and accurate data collection and reporting for students, schools, school
districts, and the state. This information system, developed and deployed for the Illinois State
Board of Education, will provide secure and appropriate access for applications such as student
record inquiry, retrieval, and transfer. This system will serve as the vehicle to collect all student-
related information electronically from school districts. The system will provide for:
     Assigning a unique student identifier to all students,
     Collecting demographic, performance, and program participation data for each student,
     Tracking students from school to school and district to district within the state, and
     Reporting timely and accurate information/data through standardized reporting
         capabilities.

The ISBE SIS project has been developed and implemented in five phases over a five year period
that began July 1, 2004. The types of student data to be collected over the five phases include:



    ISBE SIS Project                    Student Data Collected                       School Year
                              Student Demographic
         Pilot                Student Promotion                                         2005
                              Student Program Indicators
                              Student Demographic
                              Student Promotion
                              Student Program Indicators
     Implementation                                                                      2006
                              Student Assessment (Pre-Identification labels
                               and Score data for ISAT, IAA, IMAGE, and
                               PSAE)
     Implementation           ACCESS Tests                                              2007
     Implementation           English Language Learners (ELL)                           2008
          Pilot               Early Childhood                                           2008
                              Student Discipline
                              Early Childhood
                              Early Childhood Outcomes
     Implementation                                                                      2009
                              Pre-K Follow-Up
                              Fall Enrollment Counts
                              Missing Persons Reports




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    Implementation          End of the Year Report                                 2010




3.2 System Functions
The ISBE SIS applications facilitate the batch and online generations of a SID, as well as the
collection and the maintenance of student information for data reporting purposes. Dependent on
which system function is utilized, users are able to request a new SID, search the system for an
existing student with a SID, view records, add records, update records, exit records, request
records, and view summary or detail reports of student records in the system. The SIS
application provides users with either succeeded or failed result codes and/or messages, and also
offers a “Help” feature with troubleshooting tips and answers to Frequently Asked Questions.

The major functions of the ISBE SIS and their applications are listed below:


       Batch Process
           Upload Batch Files to ISBE SIS
                        o Allows a user to upload a CSV, Text, or XML batch file type
                        o Allows a user to perform the following applications:
                        o Request New SID
                        o Add or Update Demographics Data
                        o Add or Update Program Data
                        o Add or Update Enrollment Data
                        o Add or Update Assessment Data
                        o Exit Enrollments
                        o Add or Update ELL Data
                        o Add or Update Early Childhood Data
                        o Add or Update Student Discipline Data
                        o Add or Update Early Childhood Outcomes Data
                        o Add or Update Pre-K Follow-Up Data
           Download completed Batch Files from ISBE SIS
                   Allows a user to download a CSV, Text, or XML batch export file type


       Online Process
           View, add, and update records through ISBE Web Application Security (IWAS) with
           system interfaces
                   Allows a user to perform the following applications:
                          o Search SID
                          o Request New SID

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                        o   Add Demographics Data
                        o   Add or Update Program Indicator Data
                        o   Add New Enrollment Data
                        o   Exit Enrollments
                        o   Add or Update Assessment Data
                        o   Add or Update ELL Data
                        o   Add or Update Early Childhood Data
                        o   Add or Update Student Discipline Data
                        o   Add or Update Early Childhood Outcomes Data
                        o   Add or Update Pre-K Follow-Up Data
                        o   View Reports
                        o   Request Files




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The following figure illustrates the ISBE SIS application‟s system functions through a System Site map.
                                                                       Figure 1 - ISBE SIS Site Map

                                       District /
               School                                         ISBE
                                         ROE
                User                                         Admin
                                        Admin




                                        IWAS                                                    ISBE SIS                     ISBE SIS
                                                                     IWAS Login
                                     (User View)                                               (User View)                  Home Page




                                                                         Help        Reports                  Assessment    Search                         Create SID
                    Batch Input               Batch Upload                                                     Correction
                                                                         Screen      Screen                                 SIDScree                         Screen
                      Process                  File Screen                                                      Screen         n




                 Batch Edit Checks
                                                                                                             On-line Edit              Online Edit            Display Edit
                                                                                                              Checks                     Checks              Check Errors



                  Batch Matching
                      Entries

                                                                                                                                                                Displa
                                                                                                                                  On-line Matching              y
                                                                                                                                                            Potential Match
                                                                                                               Update                   Entries                Summary
                                                                                                             Assessment                                         Screen
                        Batch SID                                                                             Correction
                        Processing                                                                             Record



                                                                                                                                                                 Display
                                                                                                                                  Create New SID/            Student Details
                                                Batch                                                                                                            Screen
                    Batch Output                                                                                                     Enrollment
                                             Download File
                      Process                                                                                Record Audit
                                                Screen
                                                                                                               History



                                                                                                                                        Display New
                    Record Audit                                                                                                       SID/Enrollment         Record Audit
                       History                                                                                                           on Student              Histor
                                                                                                                                       Details Screen            y




Additionally, the diagram below illustrates the overall process for requesting and generating a Statewide ID for a student.




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                                          Figure 2 - SID Assignment Process Overview




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3.3 Access Levels
The ISBE SIS system allows for three types of user roles to be assigned to individuals. Each SIS user role has certain access rights to
system functions that one can operate. These roles include:


       View Only
        The View Only user access level grants view only access to district personnel.
         Search SID and,
         Reports



       RCDT General User
        The RCDT General User role has access to functions that include requests for new SIDs for students, searching for an existing
        SID, and exiting student enrollment records. The RCDT General User must enter, at a minimum, the key student attributes
        when requesting a new SID, searching for an existing SID, or exiting a student enrollment.

        The system functions available to the RCDT General users include:
         Search SID,
         Request New SID,
         Exit Enrollment, and
         Help.

       ROE Administrator (ROE Admin)
        The ROE Administrator role is in charge of a district or a private entity that has been granted access to IWAS / SIS from the
        Illinois State Board of Education. The role of the ROE Administrator is managing and granting user access to those in his or
        her district or private entity. The ROE Administrator role also includes, at a minimum, all of the attributes of the RCDT
        General User role, plus the ability to conduct the Batch Process to request a new SID, to change Student Demographics and
        enrollment attributes after a SID has been assigned, to exit student enrollments, and to view system reports.

        The system functions available to the RCDT/ROE Administrator users include:
         Grant User Access,
         Search SID,

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           Request SID,
           Early Childhood Records,
           Early Childhood Outcomes,
           Pre-K Follow-Up,
           LEP and ELL,
           Discipline,
           Assessment,
           Exit Enrollment,
           Upload file,
           Download file,
           Reports,
           Request file,
           Help, and
           Test Site.


       RCDT Administrator (District Admin)
        The RCDT Administrator role includes, at a minimum, all of the attributes of the RCDT General User role, plus the ability to
        conduct the Batch Process to request a new SID, to change Student Demographics and enrollment attributes after a SID have
        been assigned, to exit student enrollments, and to view system reports.
         Search SID,
         Request SID,
         Early Childhood Records,
         Early Childhood Outcomes,
         Pre-K Follow-Up,
         LEP and ELL,
         Discipline,
         Assessment,
         Exit Enrollment,
         Upload file,
         Download file,
         Reports,
         Request file,


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           Help, and,
           Test Site.


       Special ED Coop User
        The Special ED Coop approval group grants limited access to Special Ed facilities.
         Search SID,
         Download File,
         Reports,
         Request File,

     School Only View
    The School Only View allows the administrator to grant view only access to one school in the district.
        Search SID,
        Reports.

     School Only Admin
    The School Only Admin allows administrators to grant full admin access to one school within a district.
        Search SID,
        Request New SID,
        Exit Enrollment,
        ELL,
        Early Childhood,
        Assessment,
        Upload File,
        Download File,
        Reports,
        Request File,
        Help, and
        Test Site.




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     ISBE Administrator (Admin)
    The ISBE Administrator role is appointed by ISBE personnel for administrative purposes at a state level.

       The system functions available to the ISBE Administrator users include:
        Search SID,
        Reports,
        Orphan Processing
        Score Merging and Invalidation and
        Help.

    Below is a chart that shows the different Approval Groups and the user rights associated.




                                             Figure 3 - User Access Levels and Functions




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                                                                                                        School
                                      View    General   District       ROE       ISBE         Spec Ed    Only     School
                 Functions            Only     User     Admin         Admin      Admin         Coop      View     Admin
       Approval Group Number              1     2         3             4          5            6         8         9
       Grant User Access                                  X             X
       Search SID                         X     X         X             X          X            X         X         X
       Request SID                              X         X             X                                           X
       Early Childhood Records                  X         X             X                                           X
       Early Childhood Outcomes                 X         X             X                                           X
       Pre-K Follow-Up                          X         X             X                                           X
       LEP and ELL                                        X             X                                           X
       Discipline                               X         X             X                                           X
       Assessment                                         X             X                                           X
       Exit Enrollment                          X         X             X                                           X
       Upload file                                        X             X                                           X
       Download file                                      X             X                       X                   X
       Reports                            X               X             X          X            X*        X         X
       Request file                                       X             X                       X*                  X




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3.4 Matching Logic
The ISBE SIS application uses matching logic to search for records that match identifying
student attributes before creating a new SID or searching for an existing SID record. Both the
online and batch processes use the same matching logic.

Additionally, this system uses SoundEX techniques where appropriate to search for existing
records. The SoundEX function searches for similar-sounding words or names in the database to
identify records that match the criteria input. For example, the following record exists in the SIS
database:

       First Name     Last Name       Gender         Date of Birth
       John           Smith           Male           1/1/1990

A user inputs the following information:

       First Name     Last Name       Gender         Date of Birth
       Jon            Smith           Male           1/1/1990

Using SoundEX techniques, the system recognizes that although the first name is spelled
differently, this is actually a matching field.

Several factors weigh in the student match process. The system first searches on the following
four mandatory elements:
    1. Legal First Name,
    2. Legal Last Name,
    3. Date of Birth, and
    4. Gender.

If multiple records are located, the matching logic extends the search based on additional student
attributes to narrow the search. The sequence of the additional student attributes used to decide
the outcome of the matching process is as follows:
     1. Legal Middle Name,
     2. Birth Place Name,
     3. Race,
     4. Native Language, and
     5. Mother‟s Maiden Name.

Based on the combination of these factors, the SIS application logic determines the outcome of
the Matching Entries Process, which is one of the following three:
    100% Match - the same student already exists in the SIS system;
    No match found - a new SID is assigned; or,
    Potential Duplicate Matches - the user is prompted to select the matching record or add
       additional information to determine uniqueness.


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3.5 Audit Functions
The ISBE SIS application generates audit trail entries for all online and batch processes. An
audit trail is maintained when the user requests the assignment of a new SID or validates and
updates student attributes.

The following audit information is kept for all additions and modifications to the database
records:
    Activity code - Code designating either Creation or Update;
    User ID or Batch Job ID - who is making the transaction;
    Time Stamp - Date/Time of transaction;
    Old value;
    New value;
    Table Name;
    Table Key ID - the identifier for a particular data row in a particular staging table; and,
    Upload File Name

3.6 Data Validations
The ISBE SIS application performs edit checks on the student attributes for the batch and online
processes. Through the online process, the users receive interactive error messages when one or
more validation checks fail. The user then has the opportunity to correct any errors on the screen
and re-submit the transaction.

If one or more edit checks fail during the batch process, the record is assigned a Result Code of
“F”. The user must correct the errors and resubmit the batch file or use the online process.
Some of the possible result messages for the “F” Result Code are listed in the table below.

                                    RESULT MESSAGES
                              F - Code  Missing or Invalid Data
                                         Invalid Code
                                        Invalid Format
                                         Invalid Data
                                         Missing Data
                                       Data Out of Range


Student Demographics Validations

 Validates that the Date of Birth is greater than or equal to 0 years and less than or equal to 25
  years.

 Validates that the following fields only contain alpha characters with the exception of
  hyphens (“-”) and spaces:

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          -   Legal First Name
          -   Legal Middle Name
          -   Legal Last Name
          -   Mother‟s Maiden Name
          -   Birth Place Name

     NOTES:
      The middle name is the only exception to this rule. An asterisk is the only other special
       character accepted in the middle name field beside the hyphen and space. An asterisk
       should only be used if a student does NOT have a middle name.

      Periods, commas, and apostrophes are not accepted. The period in names should be
       replaced with a space.

      Space or apostrophe in names such as OBrien and McDonald and MacDonald should
       be removed as SoundEX does not identify „O Brien‟ and „Obrien‟ as the same name.

      In the case of Hispanic children whose mother‟s maiden name may appear on the birth
       certificate and whose father‟s last name may appear on the social security card, it is
       recommended that the last name for the student be submitted with the Mother‟s Maiden
       Name followed by a hyphen (-) followed by the Father‟s Last Name.

 Validates Home Language Mandatory

 Validates Native Language Mandatory

 Validates if Native Language is Not English “000” and LEP is “Yes”, Home Language must
  be the same as Native Language

 Validates if Native Language is other than English and LEP is “No” Home Language can be
  any other Language except English “000”

 Validates SES indicator for Pre-K must be set to “No”

 Validates Career/Tech Ed Indicator for Pre-K thru grade 8 must be set to “No”

 Validates Title 1 indicator Mandatory




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Enrollment Validations

 Validates that the Home School District is the only entity allowed to request a SID, submit
  enrollment information to ISBE SIS, update student records, and exit student enrollments.
         - Online, the Home RCDT code is not modifiable and may not be overridden.
         - Through the batch process, the RCDT in the header row must match the RCDT
             code in the RCDT for Home School field.

 Validates the Home RCDTS is not the District RCDTS code (ending in four zeros).

 Validates that all active enrollments have the same Home RCDTS.
         - The system does not allow a student to be enrolled in two different home schools
             at the same time.

 Validates that there is only one active enrollment for a Serving School.
         - The system does not allow two enrollments to exist with the same Serving School.

 Validates that the Serving RCDTS is active.

 Validates that the sum of the FTE of all existing active Serving School Enrollments and of
  the new Serving School Enrollment must be less than or equal to 1.00.

 Validates that the FTE is greater than 0 and less than or equal to 1.00.

 Validates that the School Year is current year.

 Validates that the Enrollment Date is not greater than one year from the current date (upon
  submission) or less than one year from the current date (upon submission).

 Validates that if students Entry/Grade Level is Pre-K the FTE must be 1.0.

    Validates Enrollment Date cannot be future date.

 Validates Home school can not be 93xx or 90xx.

 Validate if RCDT of the home school is equal to the RCDT of the serving if true then the
  serving school (S) can not end in “0000”.

 Validates that all students must be at least 3 years old on the 1st day of class (enrollment
  date).

 Validates if Student is IEP = “Yes”, Home RCDTS Must Be Public School District




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Exit Enrollment Validations

 Validates that the Home School District is the only entity allowed to update an enrollment
  record with the mandatory Exit Enrollment data elements.

 Validates the student has an active enrollment.

 Validates student is in grades 11 or 12 before an Exit Type Code of Graduated „12” will be
  accepted.

 Validates all the mandatory Exit Enrollment data is present.

 Validates, if the student‟s LEP Indicator is Yes, the student‟s ELL record contains all the
  mandatory data.

 Validates, if the students Entry/Grade Level is Pre-K, the Early Childhood record contains all
  the mandatory data.

 Validates if the student has a Pre-K Follow-Up record in SIS and is exited with a code of „05‟
  Promotion or „12‟ Retention after March 1st of the current school year all mandatory Pre-K
  Follow-Up data must be completed.

 Validates a student must be IEP and in grades 11 or 12 before being exited with Exit Type
  Codes “14” Aged Out or “15” Certificate of Completion..

 Validates a student that is Pre-K and IEP has the Early Childhood Outcomes Exit Rating
  completed before they can be Promoted “05” to Kindergarten.

 Validates Exit Date cannot be a future date.

 Validates a grade 12 students cannot have an Exit Type code of “05” Promoted

 Validates Only grades 11 or 12 can have an “06” Graduation Exit Type code



Assessment Validations

 Validates that the Valid Grade at the Time of Testing is appropriate for the Test to Be Taken.

 Validates that if the Enrolled in Home School On or Before May 1 is yes, that Enrolled in
  Home District On or Before May 1 is yes.



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 Validates that if the Test to Be Taken is IAA that the IEP Indicator must be yes.

 Validates that if the First Year in U.S. is yes, that the LEP Indicator is yes.

In addition to these validations, the following fields on the online web form are drop-down boxes
or Radial Buttons to ensure that a valid value is inputted:
    Gender,
    Race,
    Student Lineage,
    Native Language,
    RCDTS for Home (Name),
    RCDTS for Serving (Name),
    Enrollment Type for Serving,
    Entry/Grade Level for Serving,
    Test To Be Taken,
    Reason for Not Testing,
    Valid Grade When Testing,
    Year in Any Illinois Approved TBE/TPI Program, and
    Years Since Exited TBE/TPI Program.


ELL Validations

 Validates student‟s Limited English Proficiency (LEP) is 01 Yes for an ELL record to be
  created.

 Validates if student‟s Limited English Proficiency (LEP) is 01 Yes, the student‟s Native
  Language Code can not be 000 English.

 Validates if a student is enrolled as Limited English Proficient (LEP) all mandatory ELL data
  must be populated before the student‟s enrollment is exited.

 Validates Date ELL Services Ended must be populated in the ELL record before the LEP
  status can be updated from 01 Yes to 02 No.

 Validates if Date ELL Services Ended is not null, a Reason for Ending ELL Services is
  provided and vice versa.

 Validates student‟s Enrollment is active and is in the same RCDT as user to update ELL
  record.

 Validates if Date ELL Services Ended is null, to update an ELL record.

 Validates if ELL Record is Current not Past, to update an ELL record. A Past ELL record is
  defined as a record that has ended for any reason other than Parents Withdrew or the
  enrollment associated with the record has been exited.

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 Validates Date First Enrolled in District/LEA, Date W-APT Test Taken, and Date Student
  Enrolled or Re-Entered to Receive ELL Services is greater than student‟s birthday by three
  years.

 Validates Date Student Enrolled or Re-Entered to Receive ELL Services is either equal to, or
  greater than Date First Enrolled in District/LEA.

 Validates Date ELL Services Ended is equal to, or greater than Date Student Enrolled or Re-
  entered to Receive ELL Services.

 Validates if all dates are in the mm/dd/yyyy format.

In addition to these validations, the following fields on the online web form are either drop-down
boxes with populated values or Yes/No radio buttons to ensure a valid value is inputted:
    New Arrival to U.S.
    ELL Placement-Entry Status
    Class Periods Provided per Week
    Title III Status
    Immigrant Education Program
    504 Accommodation Indicator
    Content Area Tutoring
    Developmental Bilingual Education
    Dual Language & Two-Way Immersion
    Heritage Language
    Sheltered English Instruction
    Transitional Bilingual
    Content-Based ESL
    Structured English Immersion or SDAIE
    Pull-Out ESL
    Inclusionary Support
    Pull-Out for Individualized Support
    Self-Contained
    Reason for Ending ELL Services

Early Childhood Validations

 Validates if student‟s Entry/Grade Level is 14 Pre-K for an Early Childhood record to be
  created.

 Validates if a student‟s Enrollment FTE is equal to 1.0.

 Validates if a student‟s Native Language Code is not null, and follows ELL validation if
  student‟s LEP Indicator is 01 Yes, code is not 000 English.




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 Validates if student‟s Enrollment is active and is in the same RCDT as user to update Early
  Childhood record.

 Validates if a student‟s Pre-K Enrollment is exited before updating student‟s Entry/Grade
  Level from 14 Pre-K.

 Validates if a student is enrolled as Entry/Grade Level 14 Pre-K, all mandatory Early
  Childhood data must be submitted before the student‟s enrollment is exited.

 Validates Exit/Withdrawal Type Code for a Pre-K Enrollment is one of the valid codes
  specified in the Early Childhood Data Elements.

 Validates if Early Intervention is 01 Yes, Referral by CFC is entered. If Early Intervention is
  02 No, the remaining fields should be left blank.

 Validates if Early Intervention is 01 Yes, Referral to CFC is 01 Yes; EI Number, Eligibility
  Determination Date, and Reason for Delay in Transition are all provided. If Referral by CFC
  is 02 No, the remaining fields should be left blank.

 Validates if Early Intervention is 01 Yes, Referral to CFC is 01 Yes, and IEP Indicator is 01
  Yes; EI Number, Eligibility Determination Date, Reason for Delay in Transition, IEP
  Completion Date and Date Services Began are all provided. If the IEP indicator is 02 No, the
  remaining fields should be left blank.

 Validates if Eligibility Determination Date or IEP Completion Date is after the student‟s
  third birthday, Reason for Delay is not No Delay.

 Validates Eligibility Determination Date is greater than the student‟s Date of Birth.

 Validates the IEP Completion Date is equal to or greater than the Eligibility Determination
  Date.

 Validates the Date Services Began is equal to or greater than the IEP Completion Date.

 Validates if student‟s Entry/Grade Level is 14 Pre-K and IEP is 01 Yes, Home RCDTS is a
  public school district.

 Validates if all date data are in the mm/dd/yyyy format and are not future dates.

 Validates if a student is “Pre-School for All” A.M., P.M., or Full Day, “Pre-K at Risk” must
  Be Not Attending

 Validates if a student is “Pre-K at Risk” A.M., P.M., or Full Day, “Pre-School for All” must
  Be Not Attending




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In addition to these validations, the following fields on the online web form are either drop-down
boxes with populated values or Yes/No radio buttons to ensure a valid value is inputted:
    Pre-K at Risk
    Preschool for All
    Head Start
    Pre-K Title I
    Local/Other
    Early Head Start (Birth to 3)
    Prevention Initiative (Birth to 3)
    Early Intervention (Birth to 3)
    Referral by CFC
    EI Number
    Eligibility Determination Date
    Reason for Delay in Transition
    IEP Completion Date
    Date Services Began
    Meets at Risk Criteria
    Meets PFA Household Income Criteria
    Family Structure

Student Discipline Validations

 Validates to add or to update a record the student has a valid district enrollment record in SIS
  by the following:

    Enrollment record Home RCDTS matches Student Discipline record‟s Home RCDTS
    Enrollment record Serving RCDTS matches Student Discipline record‟s Serving RCDTS
    Enrollment record School Year matches Student Discipline record‟s School Year
    Enrollment Exit/Withdrawal Type does not equal Code 99 Erroneous Enrollment

 Validates to add or to update the Incident Date in a record, the date is in one of the following
  specified ranges:

    Incident Date is equal to or greater than the Enrollment Date and the Exit Enrollment Date is
        Null
    Incident Date is equal to or greater than the Enrollment Date and the Exit Enrollment Date is
        equal to or greater than Incident Date

 Validates to add a record the Incident Number does not match the Incident Number in an
  existing record with matching Incident Date and matching intEnrolId.

 In addition to these validations, the following fields on the online web form are either drop
  down boxes with populated values or Yes/No radio buttons to ensure a valid value is entered:

    Incident Date
    Incident Number
    Disability Type
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    Incident Type
    Disciplinary Action
    Disciplinary Duration



Early Childhood Outcomes Validations

 Validates there is either a valid Entry Home RCDTS or a valid Exit Home RCDTS matching
  the users IWAS RCDTS.

 Validates if Entry Home RCDTS is included all Entry fields must be populated.

 Validates if Exit Home RCDTS included all Exit fields must be populated.

 Validates student is enrolled in Pre-K and IEP before an Early Childhood Outcomes record is
  created.

 Validates student is enrolled in Pre-K before the Early Childhood Outcomes record can be
  updated.

In addition to these validations, the following fields on the online web form are either drop-down
boxes with populated values or Yes/No radio buttons to ensure a valid value is entered:
    Entry Home RCDTS
    Entry Rating Date
    Entry Rating - Positive Social Relationships
    Entry Rating - Acquire Use and Knowledge Skills
    Entry Rating - Take Appropriate Action to Meet Own Needs
    Entry Rating - How was Parent Involved in the Ratings?
    Entry Rating - Did a Coordinator, LEA Representative or Administrator Participate in the Ratings?
    Entry Rating - Did an Early Childhood Teacher Participate in the Ratings?
    Entry Rating - Did a Psychologist or Social Worker Participate in the Ratings?
    Entry Rating - Did a Speech/Language Pathologist Participate in the Ratings?
    Entry Rating - Did another Related Service Provider (e.g. OT/PT) Participate in the Ratings?
    Exit Home RCDTS
    Exit Rating Date
    Exit Rating - Positive Social Relationships
    Exit Rating - Made Progress Positive Social Relationships
    Exit Rating - Acquire Use and Knowledge Skills
    Exit Rating - Made Progress Acquire use and Knowledge Skills
    Exit Rating - Take Appropriate Action to Meet Own Needs
    Exit Rating - Made Progress Take Appropriate Action to Meet Own Needs
    Exit Rating - Primary Anchor
    Exit Rating - How was Parent Involved in Ratings
    Exit Rating - Did a Coordinator, LEA Representative or Administrator Participate in the Ratings?
    Exit Rating - Did the Child's Teacher Participate in the Ratings?
    Exit Rating - Did a Psychologist or Social Worker Participate in the Ratings?
    Exit Rating - Did a Speech/ Language Pathologist Participate in the Ratings?
    Exit Rating - Did another Related Service Provider (e.g. OT/PT) Participate in the Ratings?

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Pre-K Follow-Up Validations

 Validates the Home RCDTS of the students active enrollment matches the users IWAS
  RCDTS.

 Validates the student‟s grade level is Kindergarten, Grade 1, or Grade 2.

 Validates student has had a Pre-K record in SIS or student was included on the file ISBE
  provided.


Multiple SID Validations

 Validates the SID to Keep is actively enrolled in the IWAS users Home District

 Validates the SID to be Deleted has been exited




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                                                                         4
4 Accessing ISBE SIS                                                     Section




T         his section provides an overview of accessing the ISBE SIS
system, as well as system-navigating techniques. Through this section, the user becomes more
familiar with logging into the ISBE Web Application Security System, connecting to the ISBE
SIS System, and viewing the various functions of the ISBE SIS application.

To access IWAS and SIS, a user must have an Internet connection. The browsers used to access
IWAS and SIS must be Microsoft Explorer 6.0 or higher or Netscape Communicator 7.2 or
higher.



4.1 Connecting to IWAS
ISBE SIS is accessible through ISBE‟s Web Application Security System, IWAS. An IWAS
Login allows authorized users at a school, district, ROE, and ISBE to login into IWAS and
access the SIS system. IWAS can be accessed through the website - www.isbe.net.

An IWAS link is displayed on the top of the page. Once the user clicks the IWAS link, the
IWAS login page is displayed.




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Below is an illustration of the IWAS Login Screen.



                                  Figure 4 - IWAS Login Screen




The user must type in their IWAS Login Name and Password and click the Login button.

Once the user has successfully logged in through IWAS, the IWAS home page is displayed.
Following is an illustration of the IWAS Home Page Screen.


Below is an illustration of the IWAS Home Screen.




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                                    Figure 5 - IWAS Home Page




The user must click System Listing on the left-hand side to access the link to ISBE SIS.




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Below is an illustration of the IWAS System Listing Screen.


                                  Figure 6 - IWAS System Listing




The ISBE SIS system is located under the Reporting section and the Monthly Categories.



4.2 Logging into ISBE SIS
Once the user has successfully logged in through IWAS, they must click System Listing on the
left-hand side to access the link to ISBE SIS. If the user is not authorized for access to ISBE
SIS, they must sign-up for access and get approval from their Superintendent. Once the user is
authorized to access SIS, the user is able to click the ISBE SIS link.

After the user successfully logs in to IWAS and clicks the ISBE SIS link, the SIS System opens
in a separate window and the Home Page is displayed.

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4.3 Home Page and Navigation
The home page allows the user to navigate throughout the entire SIS application. All of the
major functions of the SIS application are accessed through the links on the SIS Home Page.

The system functions so that a particular user can access depending on their data access role.
The user is granted the level of access based on their IWAS/SIS login account profile. The
major system functions are discussed in detail in the following sections of the User Manual.

The navigation links for accessing the major system functions appear at the left of all SIS online
screens. A user is able to access the major system functions from any page within the
application.

Once the user presses the navigation link, the link title becomes underlined to indicate the
functionality the user has activated. In the example below, Home is underlined to indicate the
Home Page is active.

Below is an illustration of the ISBE SIS Home Page Screen.




                                   Figure 7 - ISBE SIS Home Page




Additionally, the SIS system includes a Session Timeout feature that aids in the prevention of
unauthorized access and use of the system. If the user remains on a web page for 20 minutes

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without any activity, the user‟s session expires and the user is automatically logged off of the SIS
System. The user must enter their IWAS Login Name and Password to re-log into the system.




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                                                                             5
                                                                            Section
5 Online Processes




T          his section provides information related to the functions available online in the Student
Information System. The SIS online functions include request a new SID for an individual
student, to search for an existing SID record, exit students, add Early Childhood data, add ELL
data, add Early Childhood Outcomes data, add Discipline data, and Assessment data. Illustrated
are the ISBE SIS screen views along with the supporting information necessary to perform these
system functions.


5.1 Search SID
The ISBE SIS application allows a user to search ISBE SIS for an existing student record. If a
student moves into a district from another school district in Illinois, the user may go to the
Search SID function to verify a SID number or to find the SID for a student. From the SIS
Homepage, the user selects the Search SID option. The Search SID screen is displayed.


Below is an illustration of the ISBE SIS Search SID screen.




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                                    Figure 8 - Search SID Screen




The user may input only the SID to search or may enter the following four mandatory elements:
   Legal Last Name,
   Legal First Name,
   Date of Birth, and,
   Gender (drop-box selection).

To help in determining the uniqueness of a student when a potential match exists, there are five
optional student attributes that, if available, may be entered to narrow the search:
     Legal Middle Name,
     Race (drop-box),
     Birth Place Name,
     Native Language (drop-box), and,
     Mother‟s Maiden Name.

When the Search button is pressed, the system performs edit checks on the fields where data was
entered. If all validations pass, the SIS system uses the additional information input to narrow
the search and verify if a SID for the student exists.

Within the potential match scenario, there are three (3) possible outcomes that could occur when
the minimum four mandatory search attributes (Last Name, First Name, Date of Birth, and
Gender) are provided:
    1. No Match
    2. One (1) to Ten (10) Potential Matching Records
    3. More than Ten (10) Potential Matching Records

If the SID is entered, there are only two (2) possible outcomes that could occur:
     1. No Match

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    2. One Exact Match


    5.1.1 No Matching Records
If there are no existing student records that match the SID provided or the four mandatory
elements and the additional attributes input, the user is notified that there are no existing records.
The user may correct information or enter different student attributes to perform a new search.

Below is an illustration of the ISBE SIS Search SID screen with the message, “No records found
for the search criteria you provided. Please re-enter the search criteria.”



                                Figure 9 - Search SID Screen (No Match)




    5.1.2 One (1) to Ten (10) Potential Matching Records
If there are one to ten potential matching records found based on the four mandatory elements
plus the additional student attributes input, the Potential Match Summary screen is displayed.

Additionally, if the SID is entered as the search criteria and there is one exact match found, the
Potential Match Summary screen is displayed.

Below is an illustration of the ISBE SIS Potential Match Summary screen with two matching
records displayed in the Search Results section.




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              Figure 10 - Potential Match Summary Screen (One to Ten Potential Matches)




At the top of the Potential Match Summary screen, the search criteria entered by the user is
displayed. These elements are not modifiable through this screen. If the user identifies search
criteria entry errors, the user may return to the Search SID screen to enter the correct
information.

The Search Results section is displayed below the search criteria. Within the Search Results
section, the system displays the number of potential matches found if that number is less than or
equal to ten. If one match is found, then only one record is displayed to the user; if four matches
are found, then all four records are displayed. If more than ten potential matches are found, the
user is prompted to enter additional information to narrow the search.

A View Details link to the left of each potential matching record is provided to the user for
viewing the student‟s demographic, enrollment, and program indicator details. When the View
Details link is clicked, the Student Details Screen is displayed defaulting to the Student
Demographics tab.

   Viewing Student Details

When the View Details button is clicked, the Student Details screen is displayed, defaulting to
the Student Demographics tab. Initially the user is provided information on the Student
Demographics tab. The student SID, Legal Last Name, Legal First Name, and Legal Middle
Name are displayed on the top of the three Student Details screens - Student Demographics,
Student Enrollment, and Program Indicators. All student information displayed on the screen is
„view only‟. If the student has been marked as Limited English Proficient (LEP) in the past, the
ELL tab will be displayed. The student must currently be enrolled in the user‟s district to see the
ELL history on the student. (See Section 5.3 Edit ELL Online)


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Following is an illustration of the ISBE SIS Student Details screen - Student Demographics tab.

                    Figure 11 - Student Details Screen (Student Demographics Tab)




Once a SID is assigned, all updates to student Demographic, Enrollment, or Program Indicator
data must be made through the batch update process (See Section 5.1 Batch Process).

The user may choose any of the following actions from the Student Details screen:
    Continue to view the student‟s other information by selecting either the Student
       Enrollment tab, Program Indicator tab, or the ELL Tab,
    Add a new enrollment record by pressing the Add Enrollment button, or
    Return to the Potential Match Summary Screen to view other potential matches by
       pressing the Return to Prev button located at the bottom of the Student Details Screen.

To continue to view their student‟s details, the user may press either of the three Student Details
screen tabs (buttons) located above the information -Program Indicators, Student Enrollment,
or ELL.

If the user wishes to view the Student Enrollment details, the enrollment tab may be clicked.
The enrollment records are ordered by status, active enrollments first, then sorted by date, with
the most current enrollments first.

Following is an illustration of the ISBE SIS Student Details screen - Student Enrollment tab.




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               Figure 12 - Student Details Screen (Student Enrollment Tab - Active Status)




To view a student‟s other enrollment(s), the user must click the, underlined numeric link
(Example: 2, 3), located at the bottom of the Student Enrollment information box. These
numeric links display both the active and the previously exited enrollments for a student. A
status of the enrollment is displayed at the top of the enrollment information. In the view above,
the enrollment status is „active‟.

Additionally, when the enrollment has been exited, the exit data is populated. The enrollment
records are ordered by status, active enrollments first, and then sorted by date, with the most
current enrollments first. The previous enrollment information may be important in confirming
that the existing student is the student enrolled at the school district.


Following is an illustration of the ISBE SIS Student Details screen - Student Enrollment tab with
the enrollment status „Exited‟.




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              Figure 13 - Student Details Screen (Student Enrollment Tab - Exited Status)




The 15-digit RCDTS codes for both the home and serving schools are displayed. At any time,
the user may click on the RCDTS code to find detailed information related to the code. A pop-
up window containing detailed information about the RCDTS code displays.

Following is an illustration of the ISBE SIS Student Details screen - Student Enrollment tab with
the detailed information related to the RCDTS code.

               Figure 14 - Details Screen (Student Enrollment Tab with RCDTS Pop-up)




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The user may either add a new enrollment by pressing the Add Enrollment button at the bottom
of the Student Details Screen, or return to the Potential Match Summary Screen to view the other
potential matches by pressing the Return to Prev button at the bottom of the Student Details
Screens.

   Add Enrollment

After reviewing the potential match student record details, the user may determine that the
existing student record is an exact match. The user may want to add a second enrollment to the
record of the student who attends multiple serving schools. If the student is a transfer student
and is not currently enrolled in their school district, the user must notify ISBE SIS of the
student‟s new enrollment.

The user must press the Add Enrollment button on bottom of the Student Details Screen to
establish a new enrollment. The user is prompted to input the mandatory student‟s enrollment
details through the New Enrollment Information screen.

Following is an illustration of the ISBE SIS New Enrollment Information screen.

                           Figure 15 - Add Enrollment Information Screen




The Home School‟s RDCT code and the Region, Category, District/Entity, and School
information are displayed based on the user‟s IWAS account RCDT. When a second enrollment
is being added for a student actively enrolled in the user‟s school district, the RCDTS for Home
details default in the RCDTS for Home section.


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When multiple enrollments are needed for a student (example: the student attends the Home
School 50% of the day and attends a career/technical school the other 50% of the day), the user
must click the Add enrollment button and repeat the same steps entering the second serving
school details.

When a new „Home School‟ enrollment record is being created by a school district, the Region,
Category, District/Entity details default in the RCDTS for Home section based on the user‟s
IWAS account RCDT. However, the user must select the “school” in the RCDTS for Home
section.

In both situations, the RCDTS for Serving School information must be selected either by
entering the 15-digit Serving School RCDTS code or via selection of the details from the four
drop down boxes. The „FTE for Serving‟ (schools) total for all „active‟ enrollments may not
equal more than 1.0 when added together.

Once all of the required information has been entered, the user must press the Next button and a
Program Indicators screen is displayed.

SIS allows the program indicators to be updated when enrolling a student. The program
indicators should be reviewed and changed as necessary upon entering a student.

Following is an illustration of the ISBE SIS Program Indicators Screen

                   Figure 16 – Add Enrollment - Update Program Indicators Screen




Following is an illustration of the ISBE SIS Enrollment Review screen.




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                             Figure 17 - Add Enrollment Review Screen




After the request is submitted, the new enrollment is added and the Student Details - Student
Enrollment Screen is displayed. SIS shows the existing SID and the available student
information including the new active enrollment.

Below is an illustration of the ISBE SIS Student Details screen - Student Enrollment tab.

                         Figure 18 - Student Details Screen (Enrollment Tab)




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The user may continue to view the student‟s details by pressing any of the three Student Details
screen tabs (buttons) located above the information - Student Demographics tab, Program
Indicators tab or the ELL Tab.

When using the Search SID function, the Program Indicators can be viewed by pressing the
Program Indicators tab on the Student Details screen. Once a SID has been created the
Program Indicators can only be edited using the Demographic / Enrollment batch file.


Following is an illustration of the ISBE SIS Student Details screen - Program Indicators tab.

                     Figure 19 - Student Details Screen (Program Indicators Tab)




5.2 Request Student Identifier (SID) (If student is Pre-K, see section
    5.3)
The Request New SID screen allows an authorized user to request a unique nine digit numeric
SID for a student. Each SID is randomly generated, does not have a leading zero, nor includes
any repeatable sequence of three digits. A SID is never reused or reassigned to another student.
The user must manually enter the ISBE SIS SID into their Student Administrative Package when
the user identifies a match for an existing SID or requests the system to assign a new SID
through the online process. To access the Request New SID screen, the user must click the
Request New SID link on the Home Page.



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A school district is not required to go to the online function each time a new student registers
throughout the school year. Submitting the new student in a batch file is the preferred method.
However, in some scenarios it may be necessary to go online to request a new SID. In the future,
in order to meet critical reporting deadlines such as Assessment Pre-ID labels, it may be
necessary to obtain a SID for a student immediately rather than waiting for a batch file to be
processed overnight. Additionally, some small school districts that have low mobility may
prefer to request individual SID numbers through the online process as students enter throughout
the year rather than submitting batch files.

The online Request New SID function steps the user through inputting the three required
categories of information - Student Demographics, Student Enrollment, and Program Indicators.
If the student is identified as Pre-K grade level an additional screen will be displayed during the
creation of a SID to collect the needed Early Childhood Information.

To initiate the „Request New SID‟ process, the user must enter, at minimum, the following six
mandatory student attributes and then must press the Next button:
    1. Legal Last Name,
    2. Legal First Name,
    3. Legal Middle Name,
    4. Date of Birth (mm/dd/yyyy format),
    5. Gender from the drop down box, and
    6. Race.

The Middle Name is the only exception of the six mandatory elements since a student may not
have a Legal Middle Name. In this case, an asterisk “*” is to be entered in the Middle Name
field to indicate that the student does not have a Middle Name. The SIS application does not
allow the Middle Name field to be blank. Thus, the user must enter an asterisk if the student has
no legal Middle name. Any Middle Name field submitted with an asterisk is stored as a Null
(blank) value in the database. Improperly entering an asterisk adversely affects the matching
process for assignment of SIDs. The full Middle name should be entered when completing the
Middle name field; middle initials should NOT be entered. Additionally, an asterisk is not
accepted in any of the other mandatory fields.

The four Optional Student Attributes - Student Lineage, Birth Place Name, Native Language,
and Mother‟s Maiden Name - are not mandatory; however, they are important in determining the
uniqueness of a student when a potential match exists. The user is encouraged to input these
elements, as they are available.




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Below is an illustration of the ISBE SIS Request New SID Screen.

                                   Figure 20 - Request SID Screen




When the Next button is pressed, the system performs the edit checks on the six mandatory
fields. If all validations pass, the system then checks for any existing records that match the six
mandatory elements that were entered before displaying the New Enrollment Information screen.

There are three possible outcomes that could occur with this search:
   1. No Match.
   2. One (1) to Ten (10) Potential Matching Records.
   3. More than Ten (10) Potential Matching Records.
    5.2.1 One to Ten Matching Records
If existing students are found that match the search criteria the users specified, they will be
displayed back the user in a series of screens. Navigation links at the bottom of the screen will
allow the user to navigate the potential matches. Once the user has reviewed all the potential
matches the final screen will display the Request New SID button. If the user selects this button
it will force a State ID to be created even if potential matches are found. If the user selects one
of the potential matches the enrollment entry screen will be displayed to the user.

Below is an illustration of the ISBE SIS Potential Match Summary screen.




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                               Figure 21 – Potential Matching Students




    5.2.2 No Matching Records


If there are no existing student records that match the six mandatory elements and the additional
student attributes that were entered, the system displays a confirmation screen indicating that
“NO MATCH was found for the student attributes entered.” The user is given the option to
either continue to the Enrollment screen to request a new SID or to return to the Request New
SID screen.




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Below is an illustration of the ISBE SIS Request New SID message screen.

                                    Figure 22 - No Match Screen




This screen informs the user that SIS did not find an existing record to match the student
attributes that were entered. The user may choose to continue the Request New SID process by
clicking the „Yes‟ tab. If the user does not want to proceed to request a new SID, the user must
click the „No‟ tab to return to the Request New SID screen.

When the user clicks the „Yes‟ tab to continue the Request New SID process, the New
Enrollment Information screen displays.




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Following is an illustration of the ISBE SIS New Enrollment Information screen.

                            Figure 23 - New Enrollment Information Screen




The student‟s legal last, first, and middle name entered on the Request New SID screen are
displayed on the top of the New Enrollment Information screen.

There are three sections on this screen that require enrollment details to be entered.
    RCDTS for Home
    RCDTS for Serving
    Current year enrollment details specific to the Serving School

 RCDTS for HOME Section
   The RCDT code of the HOME RCDTS fields defaults from the IWAS user ID. The first
    11-digits of the code are displayed under the section title. Immediately below the code
    the Region, Category, and District/Entity names are displayed. The user must select the
    school from the drop-down box.
   The HOME RCDT code is not modifiable and may not be overridden.
   The Home School District is the only entity allowed to request a SID, submit enrollment
    information to ISBE SIS, exit a student enrollment, and submit/correct assessment data.

 RCDTS for Serving School Section
   The user must select one of the three options provided in this section by clicking the
    check box.

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           1. Same as Home RCDTS.
           2. Enter the 15-Digit Serving RCDTS code.
           3. Select the Region, County (Category), District/Entity, and School from each
              item‟s dropdown box.
               Region
               County (Category)
               District/Entity
               School

       Note:
       - If the Serving School is the same as the Home RCDTS, the user may select the check
          box “Same as RCDTS for Home” and not enter the 15-digit RCDTS code or make
          any selections from the drop-down boxes.
       - If the student is attending a Serving School other than the Home School District, the
          user may either enter the other Serving School‟s 15-digit RCDTS code or select each
          item from the drop-down box (Region, Category, District/Entity, and School).
       - SIS accepts more than one Serving School for each student. However, SIS validates
          that the Home School (Home RCDT) is the same for all active enrollments for the
          student. Additionally, SIS validates that there is only one active enrollment for a
          Serving School. The system does not allow two enrollments to exist with the same
          Serving RCDTS.

 Current year enrollment Serving School details Section
   The user must complete this section with the Serving School current year enrollment
     information.
         1. Enrollment date for Serving (mm/dd/yyyy),
         2. Enrollment type for Serving (from drop-down box),
         3. Entry/Grade level for Serving (from drop-down box),
         4. School year for Serving (yyyy), and,
             Note:
             The school year is a four digit year. For example, the 2008-2009 school years is
             considered the 2009 school year.
         5. Full-time Equivalency (FTE) for Serving.
       Note:
       - While the FTE is only applicable to Serving Schools, whenever an SIS User submits
          Student Enrollment data, the system validates that the FTE value is in the range from
          zero (0) to one (1.00). If the calculation is greater than 1.00, the SIS application
          rejects the new enrollment.

After entering the mandatory enrollment data, the user must press the Next button. SIS displays
the Program Indicators screen. This screen requires the user to enter either Yes or No to
indicate whether or not a student participates in the listed programs, such as the Career/Tech Ed
program. Yes/No options are provided for each of the student indicators.

An authorized user must select the appropriate Indicator Yes or No for the following eight (8)
mandatory program indicators:

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    1.   Homeless Indicator
    2.   Migrant Indicator
    3.   Career/Tech Ed Indicator
    4.   SES Indicator
    5.   LEP Indicator
    6.   IEP Indicator
    7.   FRL/Low Income Indicator
    8.   Century 21 Indicator

There are the three Program Indicators that are not mandatory; however, if a student is
participating in the program, the information must be submitted. Select the Yes indicator to
indicate student participation in one of the following programs:
    1. Reading First Indicator
    2. Reading Improvement Block Grant Indicator
    3. Title I

Below is an illustration of the ISBE SIS Program Indicators screen.

                               Figure 24 - Program Indicators Screen




Once the user completes inputting the required program indicators, the user must press the Next
button to complete the request for a new SID. SIS performs any final edit and validation checks.
If all validations pass, the Review screen displays.




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Below is an illustration of the ISBE SIS Review screen.

                                     Figure 25 - Review Screen




The user may review the student attributes, enrollment, and program indicator details entered. If
any corrections are needed to the information, the user must click the „Change‟ button in the
appropriate section. The specific screen is displayed for the user to make any corrections to the
data. Once all corrections are completed, the Review screen is displayed again.

If no corrections are required on the Review screen, the user must click the „Submit‟ button to
complete the Request New SID process and assign a new SID for the student. The system
displays the newly assigned SID on the Student Details screen, defaulting to the Student
Demographics tab.

Below is an illustration of the ISBE SIS Student Details screen - Student Demographics tab.



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                    Figure 26 - Student Details Screen (Student Demographics Tab)




The new SID is displayed at the top of this screen along with the student‟s Legal Last Name,
Legal First Name, and Legal Middle Name. All student information displayed on the screens is
„view only‟. Once a SID is assigned all updates to Student Demographics, Enrollment, and
Program indicators information must be made through the batch update process. Additionally, if
a student was enrolled as LEP, the ELL information must be entered / updated before the LEP
status is updated to “No” or the Student‟s enrollment is exited. (See Section 5.3 Edit ELL
Online)


5.3 Pre-K Students and Early Childhood Records Online Process
The ISBE SIS creates an Early Childhood record tied to the Enrollment record of a student
whose Entry/Grade Level is Pre-K. The system allows an authorized user, Home School/Facility
only, to view, add or update the data elements in a student‟s records, under most circumstances,
when the student has an active enrollment for the current year. All mandatory Early Childhood
data elements in the record must be submitted either online or through the batch process.

All the data elements definitions in ISBE SIS records can be found in individual documents or in
an All Data Elements document located on www.isbe.net/sis by selecting the ISBE SIS Data
Elements link under the Resources box located on the SIS webpage.


    5.3.1 Extra Step for Request SID - Early Childhood Record




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Following is an illustration of the ISBE SIS Request New SID - Early Childhood screen.

                           Figure 27 - Request New SID - Early Childhood




An authorized user must select the appropriate value from the following data element field‟s
drop-down menus:
        Mandatory
          1. Pre-K at Risk
          2. Preschool for All
          3. Family Structure
          4. Native Language

          This data element and its drop-down menu will only display when mandatory, if
           Early Intervention and Referral by CFC = Yes
           1. Reason for Delay in Transition

An authorized user must select the appropriate radio button value of Yes or No for the following
data elements:
         Mandatory
          1. Head Start
          2. Pre-K Title I
          3. Local/ Other
          4. Early Head Start (Birth to 3)
          5. Prevention Initiative (Birth to 3)
          6. Early Intervention (Birth to 3)
          7. Meets at Risk Criteria
          8. Meets PFA Household Income Criteria

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          This data element and its radio buttons will only display when mandatory, if Early
           Intervention = Yes
           1. Referral by CFC

An authorized user must enter the appropriate six digit numeric value for the following data
element:
        This data element will only display when mandatory, if Early Intervention and
          Referral by CFC = Yes
          1. EI Number

An authorized user must enter the appropriate date value in the mm/dd/yyyy format for the
following data elements:
        This data element and its data entry field will only display when mandatory, if Early
           Intervention and Referral by CFC = 01 Yes
           1. Eligibility Determination Date

          These data elements and their data entry fields will only display when mandatory, if
           Early Intervention, Referral by CFC, and the IEP Indicator = Yes
           1. IEP Completion Date
           2. Date Services Began

After entering the mandatory Early Childhood data, the user must press the Next button. When
the Next button is pressed, the system performs edits and validation checks of the Early
Childhood Data. If the edits and validations pass, the Request New SID - Program Indicators
screen displays.




    5.3.2 Add/Update Early Childhood Student Details

The student‟s SID, Legal Last Name, Legal First Name, and Legal Middle Name are displayed
on the top of the Student Demographics, Student Enrollment, and Program Indicator tabs on the
Student Details screens. All data displayed on the screens are for viewing purposes only.

An additional ELL tab will only display on the Student Details screen, if the student has been
identified as having Limited English Proficiency (LEP) and the student is currently enrolled in
the user‟s district.


The following is an illustration of the Search SID - Student Details screen.




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                     Figure 28 - Search SID - Student Details (Demographics Tab)




The user selects the Student Enrollment tab, if the student‟s Entry/Grade Level is Pre-K on the
active enrollment, a View/Add Early Childhood button will display to the right of Entry/ Grade
Level for Serving field next to the data value of Pre-K.

The following is an illustration of the Search SID - Student Details screen with the Enrollment
tab selected.

                      Figure 29 - Search SID - Student Details (Enrollment Tab)




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Once the user selects the Early Childhood Link the Search SID - Early Childhood screen is
displayed.


The following is an illustration of the Search SID - Early Childhood screen.

                              Figure 30 - Search SID - Early Childhood




An authorized user must select the appropriate value from the following data element field‟s
drop-down menus:
        Mandatory
          1. Pre-K at Risk
          2. Preschool for All
          3. Family Structure
          4. Native Language

          This data element and its drop-down menu will only display when mandatory, if
           Early Intervention and Referral by CFC = Yes
           1. Reason for Delay in Transition

An authorized user must select the appropriate radio button value of Yes or No for the following
data elements:
         Mandatory
          1. Head Start
          2. Pre-K Title I
          3. Local/ Other

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           4.   Early Head Start (Birth to 3)
           5.   Prevention Initiative (Birth to 3)
           6.   Early Intervention (Birth to 3)
           7.   Meets at Risk Criteria
           8.   Meets PFA Household Income Criteria

          This data element and its radio buttons will only display when mandatory, if Early
           Intervention = Yes
           1. Referral by CFC

An authorized user must enter the appropriate six digit numeric value for the following data
element:
        This data element will only display when mandatory, if Early Intervention and
          Referral by CFC = Yes
          1. EI Number

An authorized user must enter the appropriate date value in the mm/dd/yyyy format for the
following data elements:
        This data element and its data entry field will only display when mandatory, if Early
           Intervention and Referral by CFC = 01 Yes
           1. Eligibility Determination Date

          These data elements and their data entry fields will only display when mandatory, if
           Early Intervention, Referral by CFC, and the IEP Indicator = Yes
           1. IEP Completion Date
           2. Date Services Began

After entering the mandatory Early Childhood data, the user must press the Next button. When
the Next button is pressed, the system performs edits and validation checks of the Early
Childhood Data. If the edits and validations pass, the Search SID - Review screen displays.




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The following is an illustration of the Early Childhood - Review screen.

                                Figure 31 - Early Childhood - Review




If any data needs to be changed, the user can select the Change button to return to the Edit
Details screen and make the necessary changes. If the student‟s data is correct, the user selects
the Submit button to update the record.




5.4 Early Childhood Outcomes
ISBE SIS creates an Early Childhood Outcomes record when a student is enrolled as Pre-k and
IEP. The system allows an authorized user, Home School/Facility only, to view, add or update
the data elements in a student‟s record, when the student has an active enrollment for the current
year. All mandatory Early Childhood outcomes data elements in the record must be submitted
either online or through the batch process.

All the data elements definitions in ISBE SIS records can be found in individual documents or in
an All Data Elements document located on www.isbe.net/sis by selecting the ISBE SIS Data
Elements link under the Resources box located on the SIS webpage.




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    5.4.1 Add/Update Early Childhood Outcomes

The student‟s SID, Legal Last Name, Legal First Name, and Legal Middle Name are displayed
on the top of the Student Demographics, Student Enrollment, and Program Indicator tabs on the
Student Details screens. All data displayed on the screens are for viewing purposes only.


The following is an illustration of the Search SID - Student Details screen.

                     Figure 32 - Search SID - Student Details (Demographics Tab)




The user selects the Student Enrollment tab, if the student is actively enrolled as Pre-K and has
been identified with an IEP in SIS at anytime during the Pre-K Enrollment, an Early Childhood
Outcomes link will display on the students Enrollment details.

The following is an illustration of the Search SID - Student Details screen with the Enrollment
tab selected.




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                       Figure 33 - Search SID - Student Details (Enrollment Tab)




The following is an illustration of the Search SID - View Early Childhood Outcomes screen.

                       Figure 34 - Search SID - View Early Childhood Outcomes




An Early Childhood Outcomes record may only be edited if the student is actively enrolled in
Pre-K in the user‟s district. The Early Childhood Outcomes record may be viewed, but not
edited if the student is enrolled with the district in any grade level other than Pre-K. To edit the
Early Childhood Outcomes record the users selects the Edit button at the bottom of the View

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Early Childhood Outcomes Record screen. Once the Edit Button has been selected, the Early
Childhood Outcomes Data Collection screen will be displayed. The user may select the cancel
button to return to the Student Details screen.

The following is an illustration of the Search SID - Early Childhood Outcomes Data Collection
screen.


               Figure 35 - Search SID - Early Childhood Outcomes Data Collection screen




Once the Early Childhood Outcomes Data Collection screen is displayed the user can edit the
Early Childhood Outcomes record. The Early Childhood Outcomes record is composed of an
Entry Rating and an Exit Rating. If no Entry Rating exists for the student the data may be
entered by the district that has the student enrolled. If an Entry Rating exists from a previous
district the Entry Rating Fields will be locked and only the Exit Rating will be available for
editing. The Exit Rating can be edited by any district that enrolls the student as Pre-K
regardless if data was populated from another district. In order to complete the mandatory Early
Childhood Outcomes data the Entry Rating or Exit Rating must be entered. The user may also
select to enter both ratings at the same time.
An authorized user must enter the appropriate value from the following data element fields:

          Mandatory
           1. Entry Rating - Home RCDTS - Entry Rating Date
           2. Entry Rating - Positive Social Relationships
           3. Entry Rating - Acquire Use and Knowledge Skills
           4. Entry Rating - Take Appropriate Action to Meet Own Needs
           5. Entry Rating - How was Parent Involved in the Ratings?

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           6. Entry Rating - Did a Coordinator/LEA Representative or Administrator
               Participate in the Ratings?
           7. Entry Rating - Did an Early Childhood Teacher Participate in the Ratings?
           8. Entry Rating - Did a Psychologist or Social Worker Participate in the Ratings?
           9. Entry Rating - Did a Speech/Language Pathologist Participate in the Ratings?
           10. Entry Rating - Did another Related Service Provider (e.g. OT/PT) Participate in
               the Ratings?

           OR

           11. Exit Rating - Home RCDTS - Exit Rating Date
           12. Exit Rating - Positive Social Relationships
           13. Exit Rating - Made Progress Positive Social Relationships
           14. Exit Rating - Acquire Use and Knowledge Skills
           15. Exit Rating - Made Progress Acquire use and Knowledge Skills
           16. Exit Rating - Take Appropriate Action to Meet Own Needs
           17. Exit Rating - Made Progress Take Appropriate Action to Meet Own Needs
           18. Exit Rating - Primary Assessment
           19. Exit Rating - How was Parent Involved in Ratings
           20. Exit Rating - Did a Coordinator/LEA Representative or Administrator Participate
               in the Ratings?
           21. Exit Rating - Did the Child's Teacher Participate in the Ratings?
           22. Exit Rating - Did a Psychologist or Social Worker Participate in the Ratings?
           23. Exit Rating - Did a Speech/Language Pathologist Participate in the Ratings?
           24. Exit Rating - Did another Related Service Provider (e.g. OT/PT) Participate in the
               Ratings?



After entering the mandatory Early Childhood Outcomes data, the user must press the Next
button. When the Next button is pressed, the system performs edits and validation checks of the
Early Childhood Outcomes Data. If the edits and validations pass, the Search SID - Early
Childhood Outcomes Review screen displays.



The following is an illustration of the Early Childhood Outcomes - Review screen.




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                           Figure 36 - Early Childhood Outcomes - Review




If any data needs to be changed, the user can select the Change button to return to the Edit
Details screen and make the necessary changes. If the student‟s data is correct, the user selects
the Submit button to update the record.


5.5 Pre-K Follow-Up Online Process
The ISBE SIS Application allows a SIS user to Search a SID and add the Pre-K Follow-Up data
to students that have a past Pre-K Record in SIS or were provided in a file by ISBE. Pre-K
Follow-Up data is only reported on kindergarten, grade 1 and grade 2 students. Once a student is
enrolled that meets the criteria a Pre-K Follow-Up record is automatically generated in SIS. All
mandatory Pre-K Follow-Up data must be provided in SIS before the students Enrollment can be
exited. Pre-K Follow-Up data may be submitted online or via the batch process.

All the data elements definitions in ISBE SIS records can be found in individual documents or in
an All Data Elements document located on www.isbe.net/sis by selecting the ISBE SIS Data
Elements link under the Resources box located on the SIS webpage.

When accessing a student‟s Pre-K Follow-Up record online, the user must begin by selecting the
Search SID option on the ISBE SIS Homepage to display the Search SID screen.



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    5.5.1 Viewing Pre-K Follow-Up Data Details

The student‟s SID, Legal Last Name, Legal First Name, and Legal Middle Name are displayed
on the top of the Student Demographics, Student Enrollment, and Program Indicators Student
Details screens. All data displayed on the screens are for viewing purposes only. The Student
Enrollment tab must be selected to view the active enrollment. The Pre-K Follow-Up data can be
updated by clicking on the View Details link next to Pre-K Follow-Up on the active enrollment.



Below is an illustration of the ISBE SIS Student Details screen - Student Enrollment tab.


                     Figure 37 - Student Details Screen (Student Enrollment Tab)




Below is an illustration of the ISBE SIS Pre-K Follow-Up screen




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                                Figure 38 – Pre-K Follow-up Screen




The Pre-K Follow-Up record can be edited by clicking the Edit button located at the bottom of
the Pre-K Follow-Up Edit screen.


                             Figure 39 – Pre-K Follow-up Edit Screen




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An authorized user must select the appropriate value from the following data element field‟s
drop-down menus:
        Mandatory
          1. Reading Activities
          2. Mathematics Activities
          3. Science Activities

After the user enters the data, they must press the Next button to continue the Pre-K Follow-Up
process. Once the user clicks the Next button, the system performs edit and validation checks.
If all validations pass, the Pre-K Follow-Up Review screen displays.

Below is an illustration of the SIS Pre-K Follow-Up Review screen.


                              Figure 40 – Pre-K Follow-up Review Screen




Once the Submit button is selected, the system will return the following the message at the top of
the page “Successfully Updated the Record,” if the Pre-K Follow-Up Record has been updated.



5.6 LEP Students and ELL Records Online Process
The ISBE SIS application allows a SIS user to search, view, add, update and request an ELL
record, if a student has an active enrollment in the user‟s district for the current year, the student
is identified as having Limited English Proficiency (LEP) and the Date ELL Services Ended is
null indicating the ELL record is Current and not Past. The user is required to submit all
mandatory ELL data elements for each student record and will not be allowed to update a
student‟s LEP status or to exit a student‟s enrollment until all the mandatory data elements are
submitted. The ELL data can be submitted online or through the batch process.
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All the data elements definitions in ISBE SIS records can be found in individual documents or in
an All Data Elements document located on www.isbe.net/sis by selecting the ISBE SIS Data
Elements link under the Resources box located on the SIS webpage.

When accessing a student‟s ELL record online, the user must begin by selecting the Search SID
option on the ISBE SIS Homepage to display the Search SID screen.



    5.6.1 Viewing ELL Data Details

The student‟s SID, Legal Last Name, Legal First Name, and Legal Middle Name are displayed
on the top of the Student Demographics, Student Enrollment, and Program Indicators Student
Details screens. All data displayed on the screens are for viewing purposes only.


Below is an illustration of the ISBE SIS Student Details screen - Student Demographics tab.

                    Figure 41 - Student Details Screen (Student Demographics Tab)




An additional ELL tab will display on the Student Details screen, if the student has been
identified as having Limited English Proficiency (LEP) and the student is currently enrolled in
the user‟s district. To view the ELL details for a student, the user must click on the ELL
Information tab.




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Below is an illustration of the ISBE SIS Student Details screen - ELL Information tab.

                      Figure 42 - Student Details Screen (ELL Information Tab)




The ELL record can be edited by clicking the Edit ELL Record button located at the bottom of
the Student Details - ELL Information screen.




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    5.6.2 Add/Update ELL Data Online
Following is an illustration of the ISBE SIS Search SID - Student Details (Edit ELL Record)
screen.

                      Figure 43 - Search SID - Student Details (Edit ELL Record)




An authorized user must select the appropriate value from the following data element field‟s
drop-down menus:
        Mandatory
          4. ELL Placement - Entry Status
          5. Class Periods Provided per Week

          This data element is mandatory, if Date ELL Services Ended is not Null
           1. Reason for Ending ELL Services

An authorized user must select the appropriate radio button value of Yes or No for the following
data elements:
         Mandatory
          1. New Arrival to U.S.
          2. Title III Status

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           3. Immigrant Education Program
           4. 504 Accommodation Indicator
           5. Content Area Tutoring
           6. Developmental Bilingual Education
           7. Dual Language & Two-Way Immersion
           8. Heritage Language
           9. Sheltered English Instruction
           10. Transitional Bilingual
           11. Content-Based ESL
           12. Structured English Immersion or SDAIE
           13. Pull-Out ESL
           14. Inclusionary Support
           15. Pull-Out for Individualized Support
           16. Self-Contained

An authorized user must enter the appropriate date value in the mm/dd/yyyy format for the
following data elements:
        Mandatory
           1. Date First Enrolled in District/LEA
           2. Date Student Enrolled or Re-entered to Receive ELL Services

          This data element is mandatory, if the student is transitioned out of ELL Services
           1. Date ELL Services Ended

          This data element is optional unless the testing data is available; if the student‟s
           testing data is available the elements become mandatory.
           1. Date W-APT Test Taken

An authorized user must enter the appropriate decimal value for the following data element:
          1. This data element is optional unless the testing data is available; if the student‟s
              testing data is available the elements become mandatory.

An authorized user must enter the appropriate two digit numeric value for the following data
elements:
        These data elements are optional unless the testing data is available; if the student‟s
          testing data is available the elements become mandatory.
          1. W - APT Listening Raw Score
          2. W - APT Speaking Raw Score
          3. W - APT Reading Raw Score
          4. W - APT Writing Raw Score

After entering the mandatory ELL data, the user must press the Next button. When the Next
button is pressed, the system performs edits and validation checks of the ELL data. If the edits
and validations pass, the Search SID - Review screen displays.




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Following is an illustration of the ISBE SIS Search SID - Review ELL screen with the ELL data
details displayed.

                         Figure 44 - Search SID - Review (ELL Data Details)




Once the Submit button is selected, the system will return the following the message at the top of
the page “Successfully Updated ELL Record,” if the ELL Record has been updated.




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Following is an illustration of the ISBE SIS Search SID - Student Details screen with the ELL
details and the “Successfully Updated ELL Record” message displayed.

                Figure 45 - ELL Information Screen (Successfully Updated ELL Record)




5.7 Discipline
The Student Discipline function allows a user to input Student Discipline data online or using the
batch process. Discipline records can be added to a student at anytime within the current school
year. The student must have an enrollment by the district submitting the data at the time of the
Incident Date. To add or update Student Discipline information in SIS the student‟s record must
first be found using the Search SID function. Once the SID is located and the Student details
screen is displayed the user clicks the Enrollment tab to display the Student Details Screen -
Enrollment details screen.




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Below is an illustration of the Student Details Screen - (Enrollment Tab)

                         Figure 46 - Student Details Screen - (Enrollment Tab)




To view all Student Discipline records related to the selected enrollment the Student Discipline –
View Details link must be selected. Once selected, the View Student Discipline screen is
displayed.

Following is an illustration of the View Student Discipline Record screen.




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                          Figure 47 – View Student Discipline Record Screen




    5.7.1 Adding a Student Discipline Record

If a Disciplinary record already exists it will be displayed on the View Student Discipline Record
screen. If Multiple Discipline Records exist, the records can be selected using the colored
numbers at the bottom of the screen. The Add New button can be selected to add a new Student
Discipline record. Once the Add New button is selected the Add New Student Discipline screen
is displayed.



Following is an Illustration of the Add New Student Discipline Record screen.




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                        Figure 48 – Add New Student Discipline Record Screen




    5.7.2 Editing a Student Discipline Record

Pre-existing Student Discipline records can be edited by selecting the Edit button on the View
Student Discipline Record screen. Once the Edit button has been selected the Edit Student
Discipline Record screen is displayed.

Following is an illustration of the Edit Student Discipline Record screen.


                          Figure 49 – Edit Student Discipline Record Screen




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After the Student Discipline record has been added or updated, the Next button is selected
displaying the Review Student Discipline Record screen.




Following is an illustration of the Review Student Discipline Record screen,




                         Figure 50 – Review Student Discipline Record Screen




Once the Submit button is selected, the system will return the following the message at the top of
the page “Successfully Updated Student Discipline Record,” if the Student Discipline Record has
been updated.



Following is an illustration of the Review Student Discipline Record - Discipline Successfully
Added screen.




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               Figure 51 – Review Student Discipline Record - Discipline Successfully Added




5.8 Assessment Process

The ISBE SIS application allows a SIS user to add or update assessment information. The
Online Assessment function can be utilized prior to or after the testing window. The testing
window dates are unique to each district and are listed on the ISBE website
(www.isbe.net/assessment), or on the Assessment Search screen in SIS. A user may use the
online function to add/update Assessment Pre-ID information on an individual student before the
testing window or add/update Assessment Correction information after the testing window.




    5.8.1 Assessment Pre-ID Online
The ISBE SIS application allows an SIS user to add student Assessment Pre-ID information. A
school district may use the online function to update the Pre-ID data or use the batch
functionality. The Assessment Pre-ID function is only available from the time a student is
enrolled until the end of the testing window. The testing windows are displayed in the top right
corner of the screen. This information displayed is custom to the SIS user according to the
IWAS login used. This information includes Test name, Grade level, and the last day of testing
for all students within the district. From the SIS Homepage, the user selects the Assessment
option. The Assessment Search screen is displayed.

Below is an illustration of the ISBE SIS Assessment Search screen.



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                                 Figure 52 - Assessment Search Screen




The user must enter the student ID and one of the following
       1. SID,
       2. Last Name (Legal), or
       3. First Name (Legal), or
       4. Date of Birth (mm/dd/yyyy).

Once thwe Search button is pressed, the system will perform the edit checks on the student
attributes input. If all validations pass, the system will then check any existing records that
match the mandatory elements input before displaying a screen with the matching student.

These are the possible outcomes that could occur:
   A. No Match
   B. One Exact Match

    5.8.2 No Matching Records - Assessment
If there are no existing student records that match the mandatory elements, the user will be
prompted that no matching records were located. The user may correct information or enter
different student attributes to perform a new search.

Below is an illustration of the ISBE SIS Assessment Search screen with the message, “No
records found for the search criteria you provided. Please modify your search criteria.”




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                              Figure 53 - Assessment Screen - No Match




    5.8.3 One (1) Exact Matching Record
When there is an exact match found based on the SID input and the attribute(s) entered, the
matching assessment record for that student is displayed. The screen that is returned shows the
student‟s information and allows the user to select the Test the student is taking and the Grade
Level the student is in for the current year.

Below is an illustration of the SIS Assessment Student Grade and Test Screen

                       Figure 54 - Assessment - Student Grade and Test Screen.




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If the student is found but not currently enrolled in the user‟s district or not enrolled in a tested
grade (3-8 or 11), a message is displayed instructing the user to enroll the student in a tested
grade before updating the Pre-ID.

“Student must be currently enrolled in a valid testing grade in your district.”

Following is an illustration of the ISBE SIS Assessment Student Grade and Test screen with the
message, “Student must be currently enrolled in a valid testing grade in your district.”

             Figure 55 - Assessment - Student Grade and Test Screen with the Error Message.




The user may update the following fields only using the Demographic Enrollment File Format:
(This applies only to the Assessment Pre-ID)
   1. Legal Last Name
   2. Legal First Name
   3. Legal Middle Name
   4. Date of Birth

The user may enter or update the following fields:
   1. Test Taken
   2. Grade

The Test Taken and the Grade identify the students testing window. If the user is updating
information before the close of the current year‟s testing window, only the Assessment Pre-ID
screen is displayed. If the testing window has closed, the Assessment Pre-ID Screen will appear
followed by the Assessment Correction screen. The testing windows are displayed to the user on
the Assessment Search screen.




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After the user enters the data, they must press the Next button to continue the assessment Pre-ID
process. Once the user clicks the Next button, the system performs edit and validation checks.
If all validations pass, the Assessment Pre-ID screen displays.

Below is an illustration of the SIS Assessment Pre-ID screen.

                                Figure 56 - Assessment Pre-ID Screen




The user may update the following fields only using the Demographic Enrollment File Format:
(This applies only to the Assessment Pre-ID)
   1. Home RCDTS
   2. Serving RCDTS

The user may update the following fields using the Assessment Pre-ID Online:
   1. Testing RCDTS
   2. First Year in U.S.
   3. Enrolled in Home School on or Before May 1st
   4. Enrolled in Home District on or before May 1st
   5. Year in any Illinois approved TBE/TPI Program
   6. Year since exited the TBE/TPI program

After the user enters or updates the data, they must press the Next button to continue the
Assessment Pre-ID process. Once the user clicks the Next button, the system performs edit and
validation checks. If all validations pass, the Assessment Pre-ID Review screen displays. This
screen allows the user to review the information about a student before clicking Submit.

Below is an illustration of the SIS Assessment Pre-ID Review screen:




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                           Figure 57 - Assessment Pre-ID - Review Screen




The user may review the information entered. If any changes are needed to the information, the
user must click the „Change‟ button in the appropriate section. The specific screen is displayed
for the user to make any changes to the data. Once all changes are completed, the Review screen
is displayed again.

If no changes are required on the Review screen, the user must click the Submit button to
complete the Assessment Pre-ID process. SIS displays the Assessment Pre-ID Confirmation
screen with the following message: “Your assessment update was successful. You may review
these changes on the Assessment Pre-ID report.”




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The following is an illustration of the ISBE SIS Assessment Pre-ID Confirmation screen.

                         Figure 58 - Assessment Pre-ID - Confirmation Screen




    5.8.4 Assessment Correction Online

The ISBE SIS application allows a SIS user to add/correct student Assessment information. A
school district may use the online function to update the Assessment Correction data or use the
batch functionality. This function is available after a school district‟s testing window has closed.
The function is used to review and correct all information to be accurate for the time the student
tested. From the SIS Homepage, the user selects the Assessment option. Once on the
Assessment Search page the testing windows are displayed in the top right corner of the screen.
If the current date is passed the last day of testing, the Assessment Correction information will be
displayed once the search criterion has been typed in.




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Following is an illustration of the ISBE SIS Assessment Search screen.

                                 Figure 59 - Assessment Search Screen




The user must enter the student ID and one of the following
       5. SID,
       6. Last Name (Legal), or
       7. First Name (Legal), or
       8. Date of Birth (mm/dd/yyyy).

Once the Search button is pressed, the system will perform the edit checks on the student
attributes input. If all validations pass, the system will then check any existing records that
match the mandatory elements input before displaying a screen with the matching student.

These are the possible outcomes that could occur:
       1. No Match
       2. One Exact Match




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    5.8.5 No Matching Records
If there are no existing student records that match the mandatory elements, the user will be
prompted that no matching records were located. The user may correct information or enter
different student attributes to perform a new search.


Below is an illustration of the ISBE SIS Assessment Search screen with the message, “No
records found for the search criteria you provided. Please modify your search criteria.”

                          Figure 60 - Assessment Search Screen - No Match




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    5.8.6 One (1) Exact Matching Record
When there is an exact match found based on the SID input and the attribute(s) entered, the
matching assessment record for that student is displayed. The screen that is returned shows the
student‟s information and allows the user to select the Test the student is taking and the Grade
Level the student is in for the current year.

Below is an illustration of the SIS Assessment - Student Grade and Test Screen

                        Figure 61 - Assessment - Student Grade and Test Screen.




If the Student is found but not currently enrolled in the user‟s district or not enrolled in a tested
grade (3-8 or 11), a message is displayed instructing the user to enroll the student in a tested
grade before updating the Pre-ID.

“Student must be currently enrolled in a valid testing grade in your district.”




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Following is an illustration of the ISBE SIS Assessment Student Grade and Test screen with the
message, “Student must be currently enrolled in a valid testing grade in your district.”

            Figure 62 - Assessment - Student Grade and Test Screen with the Error Message.




The user may update the following fields only using the Demographic Enrollment File Format:
(This applies only to the Assessment Pre-ID)
   1. Legal Last Name
   2. Legal First Name
   3. Legal Middle Name
   4. Date of Birth

The user may enter or update the following fields:
   1. Test Taken
   2. Grade

The Test Taken and the Grade identify the students testing window. If the user is updating
information after the close of the current year‟s testing window, the Assessment Pre-ID screen is
displayed followed by the Assessment Correction screen. If the testing window has not closed,
only the Assessment Pre-ID will be available, the Assessment Correction Screen will not be
displayed. The testing windows are displayed to the user on the Assessment Search screen.

After the user enters the data, they must press the Next button to continue the Assessment
Correction process. Once the user clicks the Next button, the system performs edit and
validation checks. If all validations pass, the Assessment Pre-ID screen displays.

Below is an illustration of the SIS Assessment Pre-ID screen.




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                               Figure 63 - Assessment Pre-ID Screen




The user may update the following fields only using the Demographic Enrollment File Format:
(This applies only to the Assessment Pre-ID)
   1. Home RCDTS
   2. Serving RCDTS

The user may update the following fields using the Assessment Pre-ID Online:
   1. Testing RCDTS
   2. First Year in U.S.
   3. Enrolled in Home School on or Before May 1st
   4. Enrolled in Home District on or before May 1st
   5. Year in any Illinois approved TBE/TPI Program
   6. Year since exited the TBE/TPI program

After the user enters or updates the data, they must press the Next button to continue the
Assessment Correction process. Once the user clicks the Next button, the system performs edit
and validation checks. If all validations pass, the Assessment Correction screen displays. This
screen allows the user to review enter data relevant to the time the student tested.

Below is an illustration of the SIS Assessment Correction screen




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                                 Figure 64 - Assessment Correction




    1.   Student Tested
    2.   Gender
    3.   Race
    4.   Homeless Indicator
    5.   Migrant Indicator
    6.   Limited English Proficiency (LEP) Indicator
    7.   Individualized Education Program (IEP) Indicator
    8.   Free or Reduced Lunch (FRL)/Low Income Indicator
    9.   21st Century Community Learning Centers Indicator

After the user enters or updates the data, they must press the Next button to continue the
Assessment Correction process. Once the user clicks the Next button, the system performs edit
and validation checks. If all validations pass, the Assessment Correction Review screen displays.
This screen allows the user to review the information about a student before clicking Submit.

Following is an illustration of the SIS Assessment Correction Review screen.




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                         Figure 65 - Assessment Correction - Review Screen




The user may review the information entered. If any changes are needed to the information, the
user must click the „Change‟ button in the appropriate section. The specific screen is displayed
for the user to make any changes to the data. Once all changes are completed, the Review screen
is displayed again.

If no changes are required on the Review screen, the user must click the Submit button to
complete the Assessment Correction process. SIS displays the Assessment Correction
Confirmation screen with the following message: “Your assessment update was successful. You
may review these changes on the Assessment Correction report.”




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Below is an illustration of the ISBE SIS Assessment Correction Confirmation screen.

                        Figure 66 - Assessment Correction - Confirmation Screen




5.9 Exit Enrollment
The Exit Enrollment screen allows an authorized user to exit a student enrollment record at the
time a student transfers. A school district is not required to go to the online function each time a
student enrollment record is to be exited. It is recommended that the batch exit functionality be
used for the end of each school year when all student enrollment records are to be exited.

However, in some instances it may be necessary to go online to exit a student enrollment record,
such as when a student transfers to another Illinois school during the school year. Before the
gaining school can notify ISBE SIS of the student‟s new Home School enrollment details, the
losing school must exit their enrollment records for that student. To access the Exit Enrollment
screen, the user must click on the Exit Enrollment link on the Home Page.




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Following is an illustration of the ISBE SIS Exit Enrollment screen.

                                 Figure 67 - Exit Enrollment Screen




The user must enter the mandatory data elements to initiate the Exit Enrollment process. The
mandatory data elements to be entered in the Exit Enrollment fields include the following:
 Student SID,

And at least one of the following:
 Legal Last Name,
 Legal First Name, and
 Date of Birth.

Once the Search button is pressed, the system performs the edit checks on the mandatory fields.
If all validations are successful, the system then checks for any existing student enrollment
records that match the mandatory elements that were entered before displaying the next screen.

There are two (2) possible outcomes that could occur when the SID and another attribute are
entered:
    1. No Match
    2. One Exact Match




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    5.9.1 No Matching Records
If no existing student records match the SID provided, or if no existing student records match the
four mandatory elements and the additional attributes input, the user is notified that there are no
existing records. The user may correct information or enter different student attributes to
perform a new search.

Below is an illustration of the ISBE SIS Exit Enrollment screen with the message, “No records
found for the search criteria you provided. Please re-enter the search criteria.”

                    Figure 68 - Exit Enrollment Screen (No records found message)




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    5.9.2 One (1) Exact Matching Record

When there is an exact match found based on the SID input and the attribute(s) entered, the
matching enrollment record for that student is displayed.

Below is an illustration of the SIS Exit Enrollment- Enrollment Summary screen with the
matching enrollment record for the SID input.

                            Figure 69 - Exit Enrollment Summary Screen




The enrollment record being viewed is not underlined in the numeric links row located at the
bottom of the Student Enrollment information box. Enrollment records that are not being viewed
are underlined (Example: 2, 3, and 4). The user may click each numeric link to view the other
enrollments. To return to a previous enrollment record, the user must click the numeric link for
that enrollment. The total number of enrollments is displayed below the table along with the
number of the current enrollment being displayed (Example: 1/2).

The 15-digit RCDTS codes for both the home and serving schools are displayed. At any time,
the user may click the RCDTS code to find detailed information related to the code. A pop-up
window containing detailed information about the RCDTS code will then be displayed.




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Following is an illustration of the SIS Exit Enrollment- Enrollment Summary screen with the
RCDTS Pop-up screen to display RCDTS contact information.

                   Figure 70 - Exit Enrollment Summary Screen with RCDTS Pop-up




The user must select the enrollment record to be exited by clicking the „Exit Enrollment‟ button
available under the numeric links row.

The system displays the Exit Enrollment - Details screen for the enrollment record that the user
selected along with entry fields for the exit information required to be inputted.




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Following is an illustration of the SIS Exit Enrollment- Details screen.

                                    Figure 71 - Exit Details Screen




The user must enter the following three mandatory exit enrollment details:
   1. Enrollment Exit Date (mm/dd/yyyy),
   2. Enrollment Exit Status (select from drop-down box), and
   3. Enrollment Exit/Withdrawal Type (select from drop-down box).

If a user does not want to continue the Exit Enrollment process, or they wish to select a different
enrollment to exit, they may press the „Prev Page‟ button to return to the Enrollment Summary
screen.

After the user enters the mandatory fields, they must press the Next Page button to continue the
Exit Enrollment process. Once the user clicks the Next Page button to complete the exit process,
the system performs any final edit and validation checks. If all validations pass, the Exit
Enrollment - Review screen displays.
* Note: If the student was marked as Limited English Proficient (LEP) at any time during
the enrollment being exited, the ELL information must be entered before the student can
be exited.




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Following is an illustration of the ISBE SIS Exit Enrollment - Review screen with the exit data
entered.

                                   Figure 72 - Exit Review Screen




The user may review the exit enrollment information entered. If any corrections are needed to
the information, the user must click the „Change‟ button. The Exit Enrollment - Details screen is
displayed for the user to make any corrections to the data. Once all corrections are completed,
the user must click the Next Page button again. The user is once again returned to the Exit
Enrollment - Review screen.

If no corrections are required, the user must click the „Submit‟ button to complete the Exit
Enrollment process to exit/withdraw a student‟s enrollment record. SIS displays the Exit
Enrollment - Result screen with the following message: “Your request for exiting the enrollment
has been successfully submitted.”




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Following is an illustration of the ISBE SIS Exit Enrollment - Result screen.

                                    Figure 73 - Exit Result Screen




5.10 Upload File
This section provides an overview of the file upload functionality for the batch process. The user
has the ability to transfer Batch files with student information through a user interface in the
ISBE SIS System. The user must upload their Text, CSV, or XML file with student information
via a web form and download the export file via a web form.

If the user clicks the Upload File link on the SIS Home Page, the Upload File screen is
displayed. This screen provides a user access to uploading files for requesting a new SID,
updating student data, creating new enrollments, exiting enrollments, submitting Pre-ID
assessment information, correcting assessment data, and submitting Student Discipline Data.

Below is an illustration of the Upload File screen.




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                                   Figure 74 - Upload File Screen




To upload a batch data file into the SIS system, the user must press the Browse button. The user
must navigate to the location of the saved file and select the file to upload. The file must have a
.txt, .xml or .csv extension.




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Following is an illustration of the dialog box that is displayed when the Browse button is
pressed.

                               Figure 75 - Upload File Screen (Browse)




Once the file is selected, the user must click the Open button. The file name is now displayed in
the upload box on the page. The user must then click the upload button on the Upload Page.

During the upload, SIS validates the format of the file (TXT, CSV, or XML). If the file is not in
the correct format, An error message is displayed to the user and the file is not uploaded. The
user must correct the format error prior to submitting the file.




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Following is an example of an error message that is received if the file is not in the correct
format.

                      Figure 76 - Upload File Screen (File Format Error Message)




If the file passes validations, the file is uploaded. The message displayed is “File has been
uploaded successfully. Your file will be processed overnight and an email will be sent to your
IWAS account notifying you when your file is available for download.”




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Below is an illustration of the message that is displayed when the file has been successfully
uploaded to ISBE SIS.

                          Figure 77 - Upload File Screen (Successful Upload)




ISBE SIS attempts to process all files overnight. In the case where SIS receives numerous files
on a single day, the system processes as many files as possible during off-peak hours and
continues processing the remaining files in the queue the following evening.

Once the file is processed, a notification email is sent to the user‟s IWAS email box. If the user
does not access IWAS on a daily basis, an option is available within IWAS to have emails
forwarded to another email account that is used on a daily basis.

When the user is ready to download the file, the user who initially submitted the file must login
to IWAS and access the Download File function in the SIS System.




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5.11 Download File
When the user is ready to download, the user must click the Download File link on the Home
Page. The system displays the ISBE SIS Download File Screen. This screen allows an
authorized user to download an export batch data file processed by the SIS application. Only the
RCDT/ROE Administrator that uploaded a particular batch import data file is allowed to
download the associated Batch Export file.

Below is an illustration of the Download File Screen.

                                   Figure 78 - Download File Screen




A list of files available for download is displayed. The most recent files processed are displayed
first. The date and time processed for each file is provided to the right of the file name. The user
can page through the files available to download by clicking the Prev Page link and the Next
Page link. The user may continue to click the Next Page link until all pages have been
displayed. To return to the previous page, the user must click the Prev Page link. If the user is
viewing the last page, the Next Page link is disabled. If the user is viewing the first page, the
Prev Page link is disabled.

The User may select a file to download from the list displayed on the screen. The user should
not open the file and then save while the file is open. The user must save the file before opening
the file in Excel. Some browsers allow a right Click and perform „Save As‟ or „Save Target As‟.
The user will need to determine what your browser allows.

Additionally, a browser may allow the user to click the file they wish to download and a dialog
box is displayed for the user to select to open the file or save the file to their computer.

Below is an illustration of the dialog box that is displayed when a file is selected for
downloading from the list on the Download File Screen.

                                Figure 79 - Download File Screen (Save)

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5.12 Reports
The ISBE SIS Online Reports allows an authorized user to view student summary and detail data
related to demographic, enrollment, ELL, Early Childhood, Early Childhood Outcomes,
Discipline and Assessment information. The reports may be used to verify current demographic
and current enrollment records for a school or district, as well as to verify captured assessment
data used for assessment scoring and ISBE‟s Annual Year Planning (AYP). The reports are
separated into three different sections, School and District Reports, Individual Student Reports
and State Reporting.

Below is an illustration of the ISBE SIS Reports Screen.




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                                 Figure 80 - ISBE SIS Reports Screen




    5.12.1 ISBE SIS Report Navigation
All ISBE SIS reports are displayed using a Crystal Reports viewer. The reports will display in a
new browser. If reports are not displaying correctly, a user should check the Pop-Up Blocker
settings for the browser. Once the report is displayed, a user may navigate from page to page,
search for a value, change the display size, export the data, as well as print the report.

Following is an illustration of the ISBE SIS Crystal Report menu bar.

                              Figure 81 - ISBE SIS Crystal Report Menu




           5.12.1.1 Navigation
To navigate from page to page, the user must click the right or left arrow to navigate to the next
page or navigate to the first or last page of the report. To navigate, the user must click the
following buttons:




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Additionally, a user may navigate to a specific page by typing the page number in the following
text box and clicking the „Go To‟ button.




           5.12.1.2 Display Size
To change the display size, the user may click the following drop-down arrow to make the
display smaller or larger.




           5.12.1.3 Search
To search for a word or value, the user may type the value in the text box and click on the
binocular icon to conduct the search. The user must click the following button to conduct the
search:




           5.12.1.4 Export
The Crystal reports menu bar allows a user to export data to a desired format. For example, a
user may select to export the report to Excel or MS Word. When the data is exported, it is not in
the same format as the batch files and may not be used to submit back to SIS. Additionally, a
user may choose to only export specific pages of the report. The export function should only be
used to review data at a local level. The user must click the following button to export the data:




Once the button is selected, an export selection screen is displayed. Following is an illustration
of the Report Export Selection Criteria Screen.




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                              Figure 82 - Report Export Selection Criteria




           5.12.1.5 Print
A user is given the option to print the report. The entire report may be printed or only specific
pages. A user must click the following button to print the report:




Once the button is selected, a print selection screen is displayed.


Following is an illustration of the Report Print Selection Criteria Screen.




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                             Figure 83 - Report Print Selection Criteria




Once the Print button is pressed, the report is generated in Adobe Acrobat (PDF) format and the
user may then print the report from the PDF format.

    5.12.2 Student Demographics Reports
There are two reports available for school districts to view active Student Demographics details
for a student. Only those students currently enrolled in a Home School district will display on
the Student Demographics reports. A student that is being served by a school that is not their
Home School will not display on the Serving School‟s Student Demographics report. Any
student that has been exited from the Home School district will not display on the report. A
summary and a detail Student Demographics report are available on SIS. The data displayed in
the reports is updated, as Student Demographics details are updated, as well as when students are
enrolled and exited in SIS.



           5.12.2.1 Student Demographics (Summary) Report
When selecting the Student Demographics (Summary) report, an authorized user must select the
school year and school (Home School) to be displayed on the report. A user may select all
schools or a specific school.




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The fields available to filter the report include:
         Home School or Serving School
         Grade,
         Native Language,
         Race,
         Gender,
         Reading First Indicator,
         Reading Improvement Indicator,
         Title I Indicator,
         Homeless Indicator,
         Migrant Indicator,
         Career/Tech Ed Indicator,
         SES Indicator,
         LEP Indicator,
         IEP Indicator,
         FRL/Low Income Indicator, and
         Century 21 Indicator.

Following is an illustration of the selection criteria for the Student Demographics (Summary)
report.

                 Figure 84 - Student Demographics (Summary) Report Selection Criteria




Once the report criteria have been selected, the user must click the View Report button to
display the Student Demographics (Summary) report. The report will display the Home School
RCDTS 15-digit code and the Home School Name selected. The student information displayed
includes the following:
        Race,
        Native Language,

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          Gender,
          Reading First,
          Reading Improvement,
          Title I,
          Homeless,
          Migrant,
          Career/Tech Ed,
          SES,
          LEP,
          IEP,
          FRL, and
          Century 21.

Following is an illustration of the Student Demographics (Summary) report.




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                       Figure 85 - Student Demographics (Summary) Report




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            5.12.2.2 Student Demographics (Detail) Report
When selecting the Student Demographics (Detail) report, an authorized user must select the
school year and school (Home School) to be displayed on the report. A user may select all
schools or a specific school. A user also has the opportunity to filter the report by a specific
field, such as race, as well as the ability to sort the report by a specific field, such as name.

The fields available to filter the report include:
         Home School or Serving School
         Grade,
         Native Language,
         Race,
         Gender,
         Reading First Indicator,
         Reading Improvement Indicator,
         Title I Indicator,
         Homeless Indicator,
         Migrant Indicator,
         Career/Tech Ed Indicator,
         SES Indicator,
         LEP Indicator,
         IEP Indicator,
         FRL/Low Income Indicator, and
         Century 21 Indicator.

The available „Sort By‟ criteria include:
        Name (Default),
        Grade, and
        Home School.




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Following is an illustration of the selection criteria for the Student Demographics (Detail) report.

                  Figure 86 - Student Demographics (Detail) Report Selection Criteria




Once the school is selected, the user must click the View Report button to view the Student
Demographics (Detail) Report. This report displays the Home School RCDTS 15-digit code and
name. The selection criteria used by the authorized user when selecting the report is identified at
the top along with the Column definitions.

The student information which is displayed includes the following:
     SID,
     Student Name,
     Maiden Name,
     Birth Date,
     Home RCDTS,
     Gender code,
     Race code,
     Grade Level,
     Enrollment Type Code,
     Reading First Indicator,
     Reading Improvement Indicator,
     Title I Indicator,
     Native Language Code,
     Homeless Indicator,
     Career/Tech Ed Indicator,
     Migrant Indicator,
     SES Indicator,
     LEP Indicator,
     IEP Indicator,

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     FRL/Low Income Indicator, and
     Century 21 Indicator.

Below is an illustration of the Student Demographics (Detail) report.

                          Figure 87 - Student Demographics (Detail) Report




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    5.12.3 Enrollment Reports
There are two reports available for school districts to view active student enrollment records for
a current school year (example: school year 2009). Only those students currently enrolled in a
Home School district will display on the Enrollment reports. A student that is being served by a
school that is not their Home School will not display on the Serving School‟s enrollment report.
Any student that has been exited from the Home School district will not display on the report.
Summary and Detail Enrollment Reports are available on SIS. The Enrollment reports may be
used to assist school districts in completing the end of year enrollment process. The data
displayed in the reports is updated as enrollment records in SIS are enrolled and/or exited in
active SIS.



            5.12.3.1 Current Enrollment (Summary) Report
When selecting the Current Enrollment (Summary) report, an authorized user must select the
school year. The user must also select Home School or Serving school. If the user selects
Home School all students that are enrolled with the user‟s district as the Home school will be
displayed. If the Serving School is selected, all students that are entered as Serving at the user‟s
district will be displayed. To narrow the results, grade may also be selected.

The fields available to filter the report include:
         School Year,
         Home School or Serving School,
         Grade, and
         IEP Indicator.


Below is an illustration of the selection criteria for the Current Enrollment (Summary) report.




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                 Figure 88 - Current Enrollment (Summary) Report Selection Criteria




Once the School Year and the Home School are selected, the user must click the View Report
button to display the Current Enrollment (Summary) report. The report will display the Home
School RCDTS 15-digit code and the Home School Name selected. The information provided
includes the Grades and the number (#) of active SIS Enrollment Records for each grade.

Following is an illustration of the Current Enrollment (Summary) report.




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                           Figure 89 - Current Enrollment (Summary) Report




            5.12.3.2 Current Enrollment (Detail) Report
When selecting the Current Enrollment (Detail) report, an authorized user must select the school
year and school (Home School RCDTS) to be displayed on the report. A user may select all
schools or a specific school.

The fields available to filter the report include:
         School Year,
         Home School or Serving School,
         Grade, and
         IEP Indicator.




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Following is an illustration of the selection criteria for the Current Enrollment (Detail) report.

                       Figure 90 - Current Enrollment (Detail) Selection Criteria




Once the school is selected, the user must click the View Report button to view the Current
Enrollment (Detail) report. The report will display the Home School RCDTS 15-digit code and
the School Name selected. The student information displayed includes the following:
        SID,
        Last Name,
        First Name,
        Date of Birth,
        Serving RCDTS,
        Grade,
        FTE, and
        School Year.




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Following is an illustration of the Current Enrollment (Detail) report.

                            Figure 91 - Current Enrollment (Detail) Report




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    5.12.4 Early Childhood Reports
There are two reports available for school districts to view Early Childhood data details for a
student. Only those students currently enrolled in a Home School/Facility will display on the
Early Childhood reports. Any student who was exited from the Home School/Facility will not
display on the report. A Summary and a Detail Early Childhood report are available on SIS.
The Early Childhood data displayed in the reports may be updated using either the online process
or the batch process.



           5.12.4.1 Early Childhood (Summary) Report
When selecting the Early Childhood (Summary) report, an authorized user must select the Home
School to be displayed on the report. A user may select all schools or a specific school. The
Early Childhood Summary report may also be run by Serving school. Generating the report by
serving School will return all students that have been identified as serving at the user‟s district. A
user also has the opportunity to filter the report by a specific field, such as race.

The fields available to filter the report are:
         School Year,
         Home School or Serving School,
         Native Language,
         Race,
         Pre-K at Risk,
         Preschool for All,
         Reason for Delay in Transition,
         Family Structure,
         Gender,
         IEP Indicator,
         LEP Indicator,
         Head Start,
         Prevention Initiative (Birth to 3),
         Early Intervention (Birth to 3),
         Referral by CFC,
         Early Head Start (Birth to 3),
         Meets at Risk Criteria,
         Meets PFA Household Income Criteria,
         Pre-K Title I, and
         Local / Other.




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Below is an illustration of the selection criteria for the Early Childhood (Summary) report.

                   Figure 92 - Early Childhood (Summary) Report Selection Criteria




Once the School Year and the Home School are selected, the user must click the View Report
button to display the Early Childhood (Summary) report. The report will display the Home
School RCDTS 15-digit code and the Home School Name selected.

The student information displayed includes the following:
        Total Students,
        Native Language,
        Race,
        Pre-K at Risk,
        Preschool for All,
        Reason for Delay in Transition,
        Family Structure,
        Gender,
        IEP Indicator,
        LEP Indicator,
        Head Start,
        Prevention Initiative (Birth to 3),
        Early Intervention (Birth to 3),
        Referral by CFC,
        Early Head Start (Birth to 3),
        Meets at Risk Criteria,
        Meets PFA Household Income Criteria,

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        Pre-K Title I, and
        Local / Other.

Following is an illustration of the Early Childhood (Summary) report.

                           Figure 93 - Early Childhood (Summary) Report




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           5.12.4.2 Early Childhood (Detail Report)
When selecting the Early Childhood (Detail) report, an authorized user must select the school
year and school (Home School) to be displayed on the report. A user may select all schools or a
specific school. The Early Childhood Detail report may also be run by Serving school.
Generating the report by serving School will return all students that have been identified as
serving at the user‟s district. A user also has the opportunity to filter the report by a specific
field, such as race, as well as the ability to sort the report by a specific field, such as name.

The fields available to filter the report are:
         School Year,
         Home School or Serving School,
         Native Language,
         Race,
         Pre-K at Risk,
         Preschool for All,
         Reason for Delay in Transition,
         Family Structure,
         Gender,
         IEP Indicator,
         LEP Indicator,
         Head Start,
         Prevention Initiative (Birth to 3),
         Early Intervention (Birth to 3),
         Referral by CFC,
         Early Head Start (Birth to 3),
         Meets at Risk Criteria,
         Meets PFA Household Income Criteria,
         Pre-K Title I, and
         Local / Other.

The available „Sort By‟ field options to sort the report are:
        Student Name,
        SID,
        Home RCDTS,
        Serving RCDTS, and
        Error.




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Below is an illustration of the selection criteria for the Early Childhood (Detail) report.

                      Figure 94 - Early Childhood (Detail) Report Selection Criteria




Once the school is selected, the user must click the View Report button to view the Early
Childhood (Detail) report. The report will display the Home District RCDTS 15-digit code and
the District Name at the top of the report. The student information displayed includes the
following:

          SID,
          Legal Last Name,
          Legal First Name,
          Legal Middle Name,
          Date of Birth,
          Gender,
          Race,
          Native Language,
          IEP Indicator,
          LEP Indicator,
          Home RCDTS,
          Serving RCDTS,
          Pre-K at Risk,
          Preschool for All,
          Head Start,
          Pre-K Title I,
          Local / Other,

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          Prevention Initiative (Birth to 3),
          Early Intervention (Birth to 3),
          Eligibility Determination Date,
          IEP Completion Date,
          Date Services Began,
          Referral by CFC,
          Reason for Delay in Transition,
          EI Number,
          Early Head Start (Birth to 3),
          Meets at Risk Criteria,
          Meets PFA Household Income Criteria,
          Family Structure, and
          Error Code.

Following is an illustration of the Early Childhood (Detail) report.

                             Figure 95 - Early Childhood (Detail) Report




    5.12.5 Early Childhood Outcomes Reports

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There are two reports available for school districts to view Early Childhood Outcomes data for a
student. Only those students currently enrolled in a Home School/Facility will display on the
Early Childhood Outcomes reports. Any student who was exited from the Home School/Facility
will not display on the report. A Summary and a Detail Early Childhood Outcomes report are
available on SIS. The Early Childhood Outcomes data displayed in the reports may be updated
using either the online process or the batch process.



           5.12.5.1 Early Childhood Outcomes (Summary) Report
When selecting the Early Childhood Outcomes (Summary) report, an authorized user must select
the Home School to be displayed on the report. A user may select all schools or a specific
school. A user also has the opportunity to filter the report by a specific field, such as race.

The fields available to filter the report are:
         School Year,
         Home School or Serving School,
         Gender, and
         Race.

Below is an illustration of the selection criteria for the Early Childhood Outcomes (Summary)
report.

               Figure 96 - Early Childhood Outcomes (Summary) Report Selection Criteria




Once the School Year and the Home School are selected, the user must click the View Report
button to display the Early Childhood Outcomes (Summary) report. The report will display the
Home School RCDTS 15-digit code and the Home School Name selected.


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The student information displayed includes the following:
        Home School,
        Total Students,
        Race,
        Gender,
        Length of Service, and
        Missing Rating.


Following is an illustration of the Early Childhood Outcomes (Summary) report.

                       Figure 97 - Early Childhood Outcomes (Summary) Report




           5.12.5.2 Early Childhood Outcomes (Detail Report)
When selecting the Early Childhood Outcomes (Detail) report, an authorized user must select the
school year and school (Home School) to be displayed on the report. A user may select all
schools or a specific school. A user also has the opportunity to filter the report by a specific
field, such as race, as well as the ability to sort the report by a specific field, such as name.

The fields available to filter the report are:
         School Year,
         Home School or Serving School,
         Total Students,
         Race,
         Gender,
         Length of Service, and
         Missing Rating.

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The available „Sort By‟ field options to sort the report are:
        SID and
        Student Name.

Below is an illustration of the selection criteria for the Early Childhood Outcomes (Detail)
report.

                 Figure 98 - Early Childhood Outcomes (Detail) Report Selection Criteria




Once the school is selected, the user must click the View Report button to view the Early
Childhood Outcomes (Detail) report. The report will display the Home District RCDTS 15-digit
code and the District Name at the top of the report. The student information displayed includes
the following:

          SID,
          Legal Last Name,
          Legal First Name,
          Legal Middle Name,
          Date of Birth,
          Gender,
          Race,
          Entry Rating - Home RCDTS,
          Entry Rating Date Entry Rating - Positive Social Relationships,
          Entry Rating - Acquire Use and Knowledge Skills,
          Entry Rating - Take Appropriate Action to Meet Own Needs,
          Entry Rating - How was Parent Involved in the Ratings?,

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        Entry Rating - Did a Coordinator/ LEA Representative or Administrator Participate in
         the Ratings?,
        Entry Rating - Did an Early Childhood Teacher Participate in the Ratings?,
        Entry Rating - Did a Psychologist or Social Worker Participate in the Ratings?,
        Entry Rating - Did a Speech/ Language Pathologist Participate in the Ratings?,
        Entry Rating - Did another Related Service Provider (e.g. OT/PT) Participate in the
         Ratings?,
        Exit Rating - Home RCDTS,
        Exit Rating Date,
        Exit Rating - Positive Social Relationships,
        Exit Rating - Made Progress Positive Social Relationships,
        Exit Rating - Acquire Use and Knowledge Skills,
        Exit Rating - Made Progress Acquire use and Knowledge Skills,
        Exit Rating - Take Appropriate Action to Meet Own Needs,
        Exit Rating - Made Progress Take Appropriate Action to Meet Own Needs,
        Exit Rating - Primary Assessment,
        Exit Rating - How was Parent Involved in Ratings,
        Exit Rating - Did a Coordinator/ LEA Representative or Administrator Participate in
         the Ratings?,
        Exit Rating - Did the Child's Teacher Participate in the Ratings?,
        Exit Rating - Did a Psychologist or Social Worker Participate in the Ratings?,
        Exit Rating - Did a Speech/ Language Pathologist Participate in the Ratings?,
        Exit Rating - Did another Related Service Provider (e.g. OT/PT) Participate in the
         Ratings?,
        Duration Months, and
        Missing Rating.

Following is an illustration of the Early Childhood Outcomes (Detail) report.




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                         Figure 99 - Early Childhood Outcomes (Detail) Report




    5.12.6 ELL Reports
There are two reports available for school districts to view ELL data details for a student. Only
those students currently enrolled in a Home School/Facility will display on the ELL reports.
Any student who was exited from the Home School District will not display on the report.
Summary and Detail ELL Reports are available on SIS. The data displayed in the reports is
updated using the ELL online or batch process found in SIS.



           5.12.6.1 ELL (Summary) Report
When selecting the ELL (Summary) report, an authorized user must select the Home School to
be displayed on the report. A user may select all schools or a specific school. A user also has
the opportunity to filter the report by a specific field, such as race.

The fields available to filter the report are:
         School Year,
         Home School or Serving School,
         Grade,
         Native Language,
         Race,

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         ELL Placement- Entry Status,
         Class Periods Provided per Week,
         New Arrival to U.S.
         Migrant Indicator,
         Special Education IEP Indicator,
         Title III Status,
         Immigrant Education Program,
         504 Accommodation Indicator,
         Content Area Tutoring,
         Developmental Bilingual Education,
         Dual Language & Two-Way Immersion,
         Heritage Language,
         Sheltered English Instruction,
         Transitional Bilingual,
         Content-Based ESL,
         Structured English Immersion or SDAIE,
         Pull-Out ESL,
         Inclusionary Support,
         Pull-Out for Individualized Support, and
         Self-Contained.




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Below is an illustration of the selection criteria for the ELL (Summary) report.

                        Figure 100 - ELL (Summary) Report Selection Criteria




Once the School Year and the Home School are selected, the user must click the View Report
button to display the ELL (Summary) report. The report will display the Home School RCDTS
15-digit code and the Home School Name selected.

The student information displayed includes the following:
        Total Students,
        Grade,
        New Arrival to U.S.,
        ELL Placement- Entry Status,
        W-APT Listening Raw Score,
        W-APT Speaking Raw Score,
        W-APT Reading Raw Score,
        W-APT Writing Raw Score,
        W-APT Composite Level,
        Native Language,
        Race,
        Migrant Indicator,
        Special Education IEP Indicator,
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         Class Periods Provided per Week,
         Title III Status,
         Immigrant Education Program,
         504 Accommodation Indicator,
         Content Area Tutoring,
         Developmental Bilingual Education,
         Dual Language & Two-Way Immersion,
         Heritage Language,
         Sheltered English Instruction,
         Transitional Bilingual,
         Content-Based ESL,
         Structured English Immersion or SDAIE,
         Pull-Out ESL,
         Inclusionary Support,
         Pull-Out for Individualized Support, and
         Self-Contained.




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Following is an illustration of the ELL (Summary) report.

                               Figure 101 - ELL (Summary) Report




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            5.12.6.2 ELL (Detail) Report
When selecting the ELL (Detail) report, an authorized user must select the Home School to be
displayed on the report. A user may select all schools or a specific school. A user also has the
opportunity to filter the report by a specific field, such as race, as well as the ability to sort the
report by a specific field, such as name.

The fields available to filter the report are:
         School Year,
         Home School or Serving School,
         Grade,
         Native Language,
         Race,
         ELL Placement- Entry Status,
         Class Periods Provided per Week,
         New Arrival to U.S.,
         Migrant Indicator,
         Special Education IEP Indicator,
         Title III Status,
         Immigrant Education Program,
         504 Accommodation Indicator,
         Content Area Tutoring,
         Developmental Bilingual Education,
         Dual Language & Two-Way Immersion,
         Heritage Language,
         Sheltered English Instruction,
         Transitional Bilingual,
         Content-Based ESL,
         Structured English Immersion or SDAIE,
         Pull-Out ESL,
         Inclusionary Support,
         Pull-Out for Individualized Support, and
         Self-Contained.

The available „Sort By‟ field options to sort the report are:
        Name,
        Grade,
        Home School,
        Error.




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Following is an illustration of the selection criteria for the ELL (Detail) report.

                              Figure 102 - ELL (Detail) Selection Criteria




Once the school is selected, the user must click the View Report button to view the ELL (Detail)
report. The report will display the Home District RCDTS 15-digit code and the District Name at
the top of the report.

The student information displayed includes the following:
        SID,
        Legal Last Name,
        Legal First Name,
        Date of Birth,
        Home RCDTS,
        Grade,
        Date First Enrolled in District/LEA,
        New Arrival to U.S.,
        ELL Placement- Entry Status,
        W-APT Listening Raw Score,
        W-APT Speaking Raw Score,

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         W-APT Reading Raw Score,
         W-APT Writing Raw Score,
         W-APT Composite Level,
         Native Language,
         Race,
         Migrant Indicator,
         Special Education IEP Indicator,
         Class Periods Provided per Week,
         Title III Status,
         Immigrant Education Program,
         504 Accommodation Indicator,
         Content Area Tutoring,
         Developmental Bilingual Education,
         Dual Language & Two-Way Immersion,
         Heritage Language,
         Sheltered English Instruction,
         Transitional Bilingual,
         Content-Based ESL,
         Structured English Immersion or SDAIE,
         Pull-Out ESL,
         Inclusionary Support,
         Pull-Out for Individualized Support, and
         Self-Contained.




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Following is an illustration of the ELL (Detail) report.

                                   Figure 103 - ELL (Detail) Report




    5.12.7 Pre-K Follow-Up Reports
Two reports are available for school districts to view Pre-K Follow-Up data for a student. Only
those students actively enrolled in a Home School/Facility for the current school year will
display on the Pre-K Follow-Up reports. Summary and Detail Pre-K Follow-Up reports are
available on SIS. The data displayed in the reports is updated using only the batch process found
in SIS.




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           5.12.7.1 Pre-K Follow-Up (Summary) Report
When selecting the Pre-K Follow-Up (Summary) report, an authorized user must select the
Home School or Serving School to be displayed on the report. A user may select all schools or a
specific school. A user also has the opportunity to filter the report by a specific field, such as
race.

The fields available to filter the report are:
         School Year,
         Home School or Serving School,
         Grade,
         Race,
         Gender,
         Reading Activities,
         Mathematics Activities, and
         Language Activities.

Below is an illustration of the selection criteria for the Pre-K Follow-Up (Summary) report.

                   Figure 104 – Pre-K Follow-Up (Summary) Report Selection Criteria




Once the Home School or Serving School are selected, the user must click the View Report
button to display the Pre-K Follow-Up (Summary) report. The report will display the Home
School RCDTS 15-digit code and the Home School Name selected.

The student information displayed includes the following:
        Total Students,
        Home School or Serving School,
        Race,
        Grade,

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          Gender,
          Reading Activities,
          Mathematics Activities, and
          Language Activities.

Following is an illustration of the Pre-K Follow-Up (Summary) report.

                         Figure 105 – Pre-K Follow-Up (Summary) Report




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           5.12.7.2 Pre-K Follow-Up (Detail) Report
When selecting the Pre-K Follow-Up (Detail) report, an authorized user must select the Home
School or Serving School to be displayed on the report. A user may select all schools or a
specific school. A user also has the opportunity to filter the report by a specific field, such as
race, as well as the ability to sort the report by a specific field, such as name.

The fields available to filter the report are:
         School Year,
         Home School or Serving School,
         Grade,
         Race,
         Gender,
         Reading Activities,
         Mathematics Activities, and
         Language Activities.

The available „Sort By‟ field options to sort the report are:
        SID,
        Name,
        Grade,
        Gender,
        Home RCDTS,
        Serving RCDTS, and
        Error.




Following is an illustration of the selection criteria for the Pre-K Follow-Up (Detail) report.




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                       Figure 106 – Pre-K Follow-Up (Detail) Selection Criteria




Once the school is selected, the user must click the View Report button to view the Pre-K
Follow-Up (Detail) report. The report will display the Home District RCDTS 15-digit code and
the District Name at the top of the report.

The student information displayed includes the following:
        SID,
        Legal Last Name,
        Legal First Name,
        Date of Birth,
        Home School,
        Serving School,
        School Year,
        Grade,
        Reading Activities,
        Mathematics Activities, and
        Language Activities.


Following is an illustration of the Pre-K Follow-Up (Detail) report.




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                             Figure 107 – Pre-K Follow-Up (Detail) Report




    5.12.8 Student Discipline Reports
Two reports are available for school districts to view Student Discipline data for a student. Only
those students enrolled in a Home School/Facility for the current school year will display on the
Student Discipline reports. Any student who was exited from the Home District will still display
on the reports until the end of the school year. The school year ends July 31st. Summary and
Detail Student Discipline reports are available on SIS. The data displayed in the reports is
updated using the Student Discipline online or batch process found in SIS.



           5.12.8.1 Student Discipline (Summary) Report
When selecting the Student Discipline (Summary) report, an authorized user must select the
Home School to be displayed on the report. A user may select all schools or a specific school. A
user also has the opportunity to filter the report by a specific field, such as race.

The fields available to filter the report are:
         Home School or Serving School,
         Grade,
         Race,
         Gender,
         Disability Type,
         Incident Type Code,
         Disciplinary Action, and
         Disciplinary Duration.


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Below is an illustration of the selection criteria for the Student Discipline (Summary) report.

                  Figure 108 – Student Discipline (Summary) Report Selection Criteria




Once the Home School and other related criteria are selected, the user must click the View
Report button to display the Student Discipline (Summary) report. The report will display the
Home School RCDTS 15-digit code and the Home School Name selected.

The student information displayed includes the following:
        Total Students,
        Home School,
        Serving School,
        Grade,
        Race,
        Gender,
        Disability Type,
        Incident Type Code,
        Disciplinary Action, and
        Disciplinary Duration.




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Following is an illustration of the Student Discipline (Summary) report.

                          Figure 109 – Student Discipline (Summary) Report




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            5.12.8.2 Student Discipline (Detail) Report
When selecting the Student Discipline (Detail) report, an authorized user must select the Home
School to be displayed on the report. A user may select all schools or a specific school. A user
also has the opportunity to filter the report by a specific field, such as race, as well as the ability
to sort the report by a specific field, such as name.

The fields available to filter the report are:
         Home School or Serving School,
         Grade,
         Race,
         Gender,
         Disability Type,
         Incident Type Code,
         Disciplinary Action, and
         Disciplinary Duration.



The available „Sort By‟ field options to sort the report are:
        SID and
        Name.

Following is an illustration of the selection criteria for the Student Discipline (Detail)Criteria
Screen .

                        Figure 110 – Student Discipline (Detail) Selection Criteria




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Once the school is selected, the user must click the View Report button to view the Student
Discipline (Detail) report. The report will display the Home District RCDTS 15-digit code and
the District Name at the top of the report.

The student information displayed includes the following:
        SID,
        Legal Last Name,
        Legal First Name,
        Date of Birth,
        Home School,
        Serving School,
        Grade,
        Race,
        Gender,
        Incident Date,
        Incident Number,
        Disability Type,
        Incident Type Code,
        Disciplinary Action, and
        Disciplinary Duration.

Following is an illustration of the selection criteria for the Student Discipline (Detail) Report.

                             Figure 111 – Student Discipline (Detail) Report




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    5.12.9 Assessment Pre-ID Reports
There are two Assessment Pre-ID reports available for school districts to view Pre-ID
information for the current assessment period. A summary and a detail Assessment Pre-ID
report are available on SIS.

If a user selects the ISAT, IAA, or PSAE test only those students currently enrolled in a Home
School district will display on the Assessment Pre-ID reports. A student that is being served by a
school that is not their Home School will not display on the Serving School‟s Assessment Pre-ID
report. Any student that has been exited from the Home School district will not display on the
report. The report will identify those students that will receive Pre-ID labels. The data displayed
in the reports is updated as Pre-ID information, as well as when students are enrolled and exited
in SIS.

If a user selects the ACCESS test, only those students marked as LEP in SIS, and actively
enrolled in the Home School district at the time of the data extraction, will display on the
ACCESS Assessment Pre-ID reports.



           5.12.9.1 Assessment Pre-ID (Summary) Report
When selecting the Assessment Pre-ID (Summary) report, an authorized user must select the test
to be displayed on the report. A user may select all tests except ACCESS or a specific test.

Following is an illustration of the test selection criteria for the Assessment Pre-ID (Summary)
report.




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               Figure 112 - Assessment Pre-ID (Summary) Report Test Selection Criteria




Once the Test is selected, the user must click the Next button to display the Assessment Pre-ID
(Summary) report selection criteria.

ISAT, IAA, IMAGE, or PSAE Tests

If the test selected by the user is ISAT, IAA, IMAGE, PSAE, or All except ACCESS the report,
an authorized user must select the school year and Assessment Score Reporting School to be
displayed on the report. A user may select all schools or a specific school.

Following is an illustration of the report selection criteria for the Assessment Pre-ID (Summary)
report for all tests except ACCESS.




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                 Figure 113 - Assessment Pre-ID (Summary) Report Selection Criteria
                                   (All tests except ACCESS)




Once the School Year and the Assessment Score Reporting School are selected, the user must
click the View Report button to display the Assessment Pre-ID (Summary) report. The report
will display the Assessment Score Reporting School RCDTS 15-digit code and the Assessment
Score Reporting School selected. The report will contain all students currently enrolled in the
district.

The student information displayed includes the following:
        Grade,
        Test,
        First Year in U.S.,
        Years in TBE/TPI,
        Years since Exited TBE/TPI,
        Enrolled in Home School on or before May 1,
        Enrolled in Home District on or before May 1, and
        Label to be Printed.

Following is an illustration of the Assessment Pre-ID (Summary) report for all tests except
ACCESS.




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            Figure 114 - Assessment Pre-ID (Summary) Report (All Tests Except ACCESS)




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ACCESS Test

If the test selected by the user is ACCESS, an authorized user must select the school year and
Assessment Score Reporting School to be displayed on the report. A user may select all schools
or a specific school.

Following is an illustration of the report selection criteria for the Assessment Pre-ID (Summary)
report for ACCESS.

            Figure 115 - Assessment Pre-ID (Summary) Report Selection Criteria (ACCESS)




Once the School Year and the Assessment Score Reporting School are selected, the user must
click the View Report button to display the Assessment Pre-ID (Summary) report. The report
will display the Assessment Score Reporting School RCDTS 15-digit code and the Assessment
Score Reporting School Name selected. The report will contain those students identified as
participating in the LEP program at the time of the data extraction.

The student information displayed includes the following:
        Birth date,
        Enrollment Grade,
        Race,
        Native Language,
        Gender,
        Migrant,
        LEP, and

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        IEP.

Following is an illustration of the Assessment Pre-ID (Summary) report for ACCESS.

                   Figure 116 - Assessment Pre-ID (Summary) Report (ACCESS)




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            5.12.9.2 Assessment Pre-ID (Detail) Report
When selecting the Assessment Pre-ID (Detail) report, an authorized user must select the test to
be displayed on the report. A user may select all tests except ACCESS or a specific test.

Following is an illustration of the test selection criteria for the Assessment Pre-ID (Detail) report.

                  Figure 117 - Assessment Pre-ID (Detail) Report Test Selection Criteria




Once the Test is selected, the user must click the Next button to display the Assessment Pre-ID
(Summary) report selection criteria.

ISAT, IAA, IMAGE, or PSAE Tests

If the test selected by the user is ISAT, IAA, IMAGE, PSAE, or All except ACCESS, an
authorized user must select the school year and Assessment Reporting School to be displayed on
the report. A user may select all schools or a specific school. A user also has the opportunity to
filter the report by a specific field, such as valid grade at the time of testing, as well as the ability
to sort the report by a specific field, such as a student‟s name.

The fields available to filter the report include:
         Valid Grade at Time of Testing,
         Years in any IL approved TBE/TPI Program,

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          Years since exited IL approved TBE/TPI Program,
          First Year in U.S.,
          Enrolled in Home School on or before May 1, and
          Enrolled in Home District on or before May 1.

The available „Sort By‟ criteria include:
        Student Name (Default),
        Error,
        Grade,
        Test,
        Home School RCDTS,
        Testing School RCDTS, and
        Serving School RCDTS.

Below is an illustration of the selection criteria for the Assessment Pre-ID (Detail) report for all
tests except ACCESS.

                    Figure 118 - Assessment Pre-ID (Detail) Report Selection Criteria
                                     (All tests except ACCESS)




Once the school is selected, the user must click the View Report button to view the Assessment
Pre-ID Report (Detail). This report displays the Assessment Score Reporting School RCDTS
15-digit code and name. The selection criteria used by the authorized user when selecting the
report is identified at the top along with the column definitions.

The student information which is displayed includes the following:
     Student ID,
     Birth Date,
     Home School or Serving School,

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       Serving RCDTS,
       Testing RCDTS,
       Valid Grade at Time of Testing,
       First Year in U.S.,
       Years in any IL approved TBE/TPI Program,
       Years since exited IL approved TBE/TPI Program,
       Enrolled in Home School on or before May 1, and
       Enrolled in Home District on or before May 1,
       Test to be Taken,
       Label to be Printed, and
       Error Codes.

Below is an illustration of the Assessment Pre-ID (Detail) report for all tests except ACCESS.

               Figure 119 - Assessment Pre-ID (Detail) Report (All Tests Except ACCESS)




ACCESS Test

If the test selected by the user is ACCESS, an authorized user must select the school year and
Assessment Reporting School to be displayed on the report. A user may select all schools or a
specific school. A user also has the ability to sort the report by a specific field, such as test.


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The available „Sort By‟ criteria include:
        Student Name (Default),
        Grade, and
        Home RCDTS.




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Following is an illustration of the selection criteria for the Assessment Pre-ID (Detail) report for
ACCESS.

               Figure 120 - Assessment Pre-ID (Detail) Report Selection Criteria (ACCESS)




Once the school is selected, the user must click the View Report button to view the Assessment
Pre-ID Report (Detail). This report displays the Assessment Score Reporting School RCDTS
15-digit code and name. The selection criteria used by the authorized user when selecting the
report is identified at the top along with the column definitions.

The student information which is displayed includes the following:
     Student ID,
     Legal Last Name,
     Legal First Name,
     Legal Middle Name,
     SIS Home RCDTS,
     Birth Date,
     Gender,
     Enrollment Grade,
     Ethnicity,
     Native Language,
     Migrant Indicator,
     LEP Indicator, and
     IEP Indicator.




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Following is an illustration of the Assessment Pre-ID (Detail) report for ACCESS.

                       Figure 121 - Assessment Pre-ID (Detail) Report (ACCESS)




    5.12.10 Assessment Correction Reports
The Assessment Correction Reports contain student records for those students eligible for
assessment testing (i.e., grades 3-8 and grade 11). The report displays student information
captured in SIS at the end of a district‟s testing window. Districts may submit correction files to
correct information captured at the end of the testing window, including adding and marking
students as not tested. The data displayed in the reports is updated as soon as Assessment
Correction files are processed in SIS or the data is updated online. There are two assessment
reports available for school districts to view regarding current school year assessment data
captured at the closure of an individual school district‟s testing window. A summary and detail
report is available for viewing of Assessment Correction data. A user may select All Tests or a
specific test.


           5.12.10.1 Assessment Correction (Summary) Report
When selecting the Assessment Correction (Summary) report, an authorized user must select the
test to be displayed on the report. A user may select All Tests or a specific test.



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Following is an illustration of the test selection criteria for the Assessment Correction
(Summary) report.

                  Figure 122 - Assessment Correction (Summary) Test Selection Criteria




Once the test is selected, the user must click the Next button to display the Assessment
Correction (Summary) report selection criteria. To see all errors the user must select All under
the Select Test menu.

ISAT, IAA, or PSAE Tests

If the test selected by the user is ISAT, IAA, PSAE, or All Tests, an authorized user must select
the school year and Assessment Reporting School to be displayed on the report. A user may
select all schools or a specific school. A user also has the opportunity to filter the report by a
specific field, such as grade.

The fields available to filter the report include:
         School Year,
         Home School,
         Serving School,
         Testing School,
         Grade,
         Student Tested,
         Race,
         Gender,
         Homeless Indicator,
         Migrant Indicator,
         LEP Indicator,
         IEP Indicator,

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          FRL/Low Income Indicator,
          Century 21 Indicator,
          First Year in U.S.,
          Enrolled in Home School on or before May 1, and
          Enrolled in Home District on or before May 1.

Below is an illustration of the selection criteria for the Assessment Correction (Summary) report
for All Tests.

           Figure 123 - Assessment Correction (Summary) Report Selection Criteria (All Tests)




Once the school is selected, the user must click the View Report button to view the Assessment
Discrepancy Report (Summary). The report will display the Assessment Score Reporting School
RCDTS 15-digit code and the School Name selected. The selection criteria used by the
authorized user when selecting the report is identified at the top along with the column
definitions.

The student information which is displayed includes the following:
        Grade,
        Race,
        Homeless Indicator,
        Migrant Indicator,
        LEP Indicator,
        IEP Indicator,
        FRL/Low Income Indicator,
        Century 21 Indicator,

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          First Year in U.S.,
          Years Since Exited TBE/TPI Program,
          Years in any Illinois Approved TBE/TPI Program,
          Enrolled in Home School on or before May 1,
          Enrolled in Home District on or before May 1,
          Test to be Taken,
          Student Tested, and
          Error.

Below is an illustration of the Assessment Correction (Summary) Report for all tests except
ACCESS.

                   Figure 124 - Assessment Correction (Summary) Report (All Tests)




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ACCESS Test

The ACCESS Test will not have an Assessment Correction report. The ELL Summary and
Detail reports can be used to view the ELL data being corrected. All ACCESS changes should
be made using the (ELL Online in Section 5.3).

ISAT, IAA, or PSAE Tests

If the test selected by the user is ISAT, IAA, PSAE, or All Tests, an authorized user must select
the school year and Assessment Reporting School to be displayed on the report. A user may
select all schools or a specific school. A user also has the opportunity to filter the report by a
specific field, such as gender, as well as the ability to sort the report by a specific field, such as
grade.

The fields available to filter the report include:
         School Year,
         Home School,
         Serving School,
         Testing School,
         Grade,
         Student Tested,
         Race,
         Gender,
         Homeless Indicator,
         Migrant Indicator,
         LEP Indicator,
         IEP Indicator,
         FRL/Low Income Indicator,
         Century 21 Indicator,
         First Year in U.S.,
         Enrolled in Home School on or before May 1, and
         Enrolled in Home District On or Before May 1.

The available „Sort By‟ criteria include:
        Grade (Default),
        Century 21,
        Error Code,
        First Year in U.S.,
        FRL,
        Gender,
        Home School RCDTS,
        Homeless,

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          IEP,
          LEP,
          Migrant,
          Race,
          Reason for Not Testing,
          Student ID,
          Student Name,
          Test Name,
          Years In TBE/TPI Program, and
          Years since Exited TBE/TPI Program.


           5.12.10.2 Assessment Correction (Detail) Report
When selecting the Assessment Correction (Detail) report, an authorized user must select the test
to be displayed on the report. A user may select All Tests or a specific test.


The following is an illustration of the selection criteria for the Assessment Correction Report
(Detail) for All Tests.

             Figure 125 - Assessment Correction (Detail) Report Selection Criteria (All Tests)




Once the school is selected, the user must click the View Report button to view the Assessment
Correction Report (Detail). This report displays the Assessment Score Reporting School
RCDTS 15-digit code and name. The selection criteria used by the authorized user when
selecting the report is identified at the top along with the column definitions.

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The student information which is displayed includes the following:
     Student ID,
     Student Name,
     Birth Date,
     Race,
     Gender,
     Homeless Indicator,
     Migrant Indicator,
     LEP Indicator,
     IEP Indicator,
     FRL/Low Income Indicator,
     Century 21 Indicator,
     Grade,
     First Year in U.S.,
     Year in Any Illinois-Approved TBE/TPI Program,
     Years Since Excited TBE/TPI Program,
     Enrolled in Home School On or Before May,
     Enrolled in Home District On or Before May 1,
     Test to be Taken,
     Tested,
     Reason for Not Testing, and
     Error -- Missing Data.

Below is an illustration of the Assessment Correction (Detail) report for All Tests.




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            Figure 126 - Assessment Correction (Detail) Report (All Tests Except ACCESS)




ACCESS Test

The ACCESS Test will not have an Assessment Correction report. The ELL Summary and
Detail reports can be used to view the ELL data being corrected. All ACCESS changes should
be made using the (ELL Online in Section 5.3).




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    5.12.11 Assessment Score Reports
The Assessment Score Reports contain student score records for those students eligible for
assessment testing (i.e., grades 3-8 and grade 11). The report displays score information
received from the testing vendors. There are two assessment reports available for school districts
to view regarding current school year assessment score data. A summary and detail report is
available for viewing of Assessment Score data. A user may select all tests except ACCESS or a
specific test.


           5.12.11.1 Assessment Score (Summary) Report
The Assessment Score (Summary) Report contains a numerical summary of test scores by
subgroup. The report indicates the number of students that fall into each of the following
categories for Reading, Math, and Science:
     No score
     Warn
     Below
     Meet
     Exceed
The data displayed in the reports is updated as soon as Assessment Correction files are processed
and any other information is updated in SIS.

When selecting the Assessment Scores (Summary) report, an authorized user must select the test
to be displayed on the report. A user may select all tests except ACCESS or a specific test.




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Below is an illustration of the test selection criteria for the Assessment Scores (Summary) report.

                    Figure 127 - Assessment Scores (Summary) Test Selection Criteria




Once the test is selected, the user must click the Next button to display the Assessment
Correction (Summary) report selection criteria.

ISAT, IAA, IMAGE or PSAE Tests

If the test selected by the user is ISAT, IAA, PSAE, IMAGE, or All except ACCESS, an
authorized user must select the school year and Assessment Reporting School to be displayed on
the report. A user may select all schools or a specific school. A user also has the opportunity to
filter the report by a specific field, such as grade.

The fields available to filter the report include:
         School Year,
         Home School,
         Serving School,
         Testing School,
         Grade,
         Student Tested,
         Race,
         Gender,
         Homeless Indicator,
         Migrant Indicator,
         LEP Indicator,
         IEP Indicator,

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          FRL/Low Income Indicator,
          Century 21 Indicator,
          First Year in U.S.,
          Enrolled in Home School on or before May 1, and
          Enrolled in Home District on or before May 1.

Following is an illustration of the report selection criteria for the Assessment Scores (Summary)
report for all tests except ACCESS.

                  Figure 128 - Assessment Scores (Summary) Report Selection Criteria
                                    (All tests except ACCESS)




Once the school is selected, the user must click the View Report button to view the Assessment
Scores Report (Summary). The report will display the Assessment Score Reporting School
RCDTS 15-digit code and the School Name selected. The selection criteria used by the
authorized user when selecting the report is identified at the top along with the column
definitions.

The student information which is displayed includes the following:
        Grade,
        Race,
        Homeless Indicator,
        Migrant Indicator,
        LEP Indicator,
        IEP Indicator,
        FRL/Low Income Indicator,

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           Century 21 Indicator,
           First Year in U.S.,
           Years Since Exited TBE/TPI Program,
           Years in any Illinois Approved TBE/TPI Program,
           Enrolled in Home School on or before May 1,
           Enrolled in Home District on or before May 1,
           Test to be Taken,
           Student Tested, and
           Error.

Following is an illustration of the Assessment Scores (Summary) Report for all tests except
ACCESS.

              Figure 129 - Assessment Scores (Summary) Report (All Tests Except ACCESS)




ACCESS Test

If the test selected by the user is ACCESS, an authorized user must select the school year and
Assessment Reporting School to be displayed on the report. A user may select all schools or a
specific school. A user also has the opportunity to filter the report by a specific field, such as
grade.

The fields available to filter the report include:

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          School year,
          Home School or Serving School,
          Grade,
          Race,
          Gender,
          Title III Indicator,
          Migrant Indicator,
          IEP Special Ed Indicator,
          IEP Immigrant Indicator, and
          504 Accommodation Indicator.

Following is an illustration of the selection criteria for the Assessment Scores (Summary) report
for ACCESS.

             Figure 130 - Assessment Scores (Summary) Report Selection Criteria (ACCESS)




Once the school is selected, the user must click the View Report button to view the Assessment
Discrepancy Report (Summary). The report will display the Assessment Score Reporting School
RCDTS 15-digit code and the School Name selected. The selection criteria used by the
authorized user when selecting the report is identified at the top along with the column
definitions.

The student information which is displayed includes the following:
        Listening Proficiency Level,
        Speaking Proficiency Level,
        Reading Proficiency Level,

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          Writing Proficiency Level,
          Comprehension Proficiency Level,
          Oral Proficiency Level,
          Literacy Proficiency Level, and
          Composite (Overall) Proficiency Level.

Following is an illustration of the Assessment Scores (Summary) Report for ACCESS.




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                      Figure 131 - Assessment Scores (Summary) Report (ACCESS)




           5.12.11.2 Assessment Scores (Detail) Report
The Assessment Score (Detail) Report displays score data received from the testing vendors.
The report displays all active students in eligible testing grades for a specific school district. If

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test results are not available, the information will be displayed as blanks on the report. A user
may identify score records in the report that need to be marked as merged or invalidated. The
data displayed in the reports is updated as soon as Assessment Correction files are processed in
SIS or data is updated online in SIS.

When selecting the Assessment Scores (Detail) report, an authorized user must select the test to
be displayed on the report. A user may select “All except ACCESS” or a specific test.

Following is an illustration of the test selection criteria for the Assessment Scores (Detail) report.

                      Figure 132 - Assessment Scores (Detail) Test Selection Criteria




Once the test is selected, the user must click the Next button to display the Assessment
Correction (Detail) report selection criteria.

ISAT, IAA, IMAGE or PSAE Tests

If the test selected by the user is ISAT, IAA, PSAE, IMAGE or All except ACCESS, an
authorized user must select the school year and Assessment Reporting School to be displayed on
the report. A user may select all schools or a specific school. A user also has the opportunity to
filter the report by a specific field, such as gender, as well as the ability to sort the report by a
specific field, such as test.

The fields available to filter the report include:
         School Year
         Home School

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          Serving School
          Testing School
          Grade,
          Student Tested,
          Race,
          Gender,
          Homeless Indicator,
          Migrant Indicator,
          LEP Indicator,
          IEP Indicator,
          FRL/Low Income Indicator,
          Century 21 Indicator,
          First Year in U.S.,
          Enrolled in Home School on or before May 1, and
          Enrolled in Home District On or Before May 1.

The available „Sort By‟ criteria include:
        Grade (Default),
        Error Code,
        Math Score,
        Reading Score,
        Science Score,
        Student Name, and
        Test Name.

Following is an illustration of the selection criteria for the Assessment Scores Report (Detail) for
“All except ACCESS”.




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                   Figure 133 - Assessment Scores (Detail) Report Selection Criteria
                                      (All tests except ACCESS)




Once the school is selected, the user must click the View Report button to view the Assessment
Correction Report (Detail). This report displays the Assessment Score Reporting School
RCDTS 15-digit code and name. The selection criteria used by the authorized user when
selecting the report is identified at the top along with the column definitions.

The student information which is displayed includes the following:
     Student ID,
     Student name,
     Birth Date,
     Merge Invalidate or Question Score,
     Test Taken,
     Grade of Test Taken,
     Combined Reading Scale Score,
     Combined Reading Performance Level,
     Combined Math Scale Score,
     Combined Math Performance Level,
     Combined Science Scale Score,
     Combined Science Performance Level,
     Day 1 Reading Scale Score,
     Day 1 Math Scale Score,
     Day 1 Science Scale Score,
     Day 1 English Scale Score,
     Day 2 Reading Level Score,

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     Day 2 Math Level Score,
     Day 2 Science Scale Score, and
     Status (A - Active, I - Inactive).

Following is an illustration of the Assessment Scores (Detail) report for all tests except
ACCESS.

               Figure 134 - Assessment Scores (Detail) Report (All Tests Except ACCESS)




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ACCESS Test

If the test selected by the user is ACCESS, an authorized user must select the school year and
Assessment Reporting School to be displayed on the report. A user may select all schools or a
specific school. A user also has the opportunity to filter the report by a specific field, such as
grade, as well as the ability to sort the report by a specific field, such as Student ID.

The fields available to filter the report include:
         School Year,
         Home School and Serving School,
         Tier,
         Grade,
         Race,
         Gender,
         Title III Indicator,
         Migrant Indicator,
         IEP Special Education Indicator,
         IEP Immigrant Indicator, and
         504 Accommodation Indicator.

The available „Sort By‟ criteria include:
        Student ID (Default),
        Grade,
        Student Name, and
        Tier.




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Following is an illustration of the report selection criteria for the Assessment Scores (Detail)
report for ACCESS.

               Figure 135 - Assessment Scores (Detail) Report Selection Criteria (ACCESS)




Once the school is selected, the user must click the View Report button to view the Assessment
Scores (Detail) Report. This report displays the Assessment Score Reporting School RCDTS 15-
digit code and name. The selection criteria used by the authorized user when selecting the report
is identified at the top along with the column definitions.

The student information which is displayed includes the following:
     Grade Level,
     Tier,
     Listening Scale Score,
     Speaking Scale Score,
     Reading Scale Score,
     Writing Scale Score,
     Comprehension Score,
     Oral Scale Score,
     Literacy Scale Score,
     Composite (Overall) Scale Score,
     Listening Proficiency Level,
     Speaking Proficiency Level,
     Reading Proficiency Level,
     Writing Proficiency Level,
     Comprehension Proficiency Level,

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       Oral Proficiency Level,
       Literacy Proficiency Level,
       Composite (Overall) Proficiency Level, and
       Vendor Number.

Below is an illustration of the Assessment Scores (Detail) report for ACCESS.

                      Figure 136 - Assessment Scores (Detail) Report (ACCESS)




    5.12.12 Assessment Subscores Reports
The Assessment Subscores Reports contain student score records for those students eligible for
assessment testing (i.e., grades 3-8 and grade 11). The report displays score information
received from the testing vendors. There are two assessment reports available for school districts
to view regarding current school year assessment score data. A summary and detail report is
available for viewing of Assessment Score data. A user may select all tests or a specific test.
There are no subscore reports for the ACCESS test.



           5.12.12.1 Assessment Subscore (Summary) Report
The Assessment Subscore (Summary) Report contains a numerical summary of test scores by
subject.

The report provides data based on the following subjects:
    Reading,

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     Math,
     Science, and
     Writing.
When selecting the Assessment Subscores (Summary) report, an authorized user must select the
test and the subject to be displayed on the report. A user may select all tests or a specific test.

Below is an illustration of the test and subject selection criteria for the Assessment Subscores
(Summary) report.

            Figure 137 - Assessment Subscores (Summary) Test and Subject Selection Criteria




Once the test and subject is selected, the user must click the Next button to display the
Assessment Subscores (Summary) report selection criteria.

An authorized user must select the school year and Assessment Reporting School to be displayed
on the report. A user may select all schools or a specific school. A user also has the opportunity
to filter the report by a specific field, such as grade.

The fields available to filter the report include:
         School Year,
         Home School
         Serving School,
         Testing School,
         Grade,
         Student Tested,

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          Race,
          Gender,
          Homeless Indicator,
          Migrant Indicator,
          LEP Indicator,
          IEP Indicator,
          FRL/Low Income Indicator,
          Century 21 Indicator,
          First Year in U.S.,
          Enrolled in Home School on or before May 1, and
          Enrolled in Home District on or before May 1.

The following is an illustration of the report selection criteria for the Assessment Subscores
(Summary) report.

                Figure 138 - Assessment Subscores (Summary) Report Selection Criteria




Once the school is selected, the user must click the View Report button to view the Assessment
Scores Report (Summary). The report will display the Assessment Score Reporting School
RCDTS 15-digit code and the School Name selected. The selection criteria used by the
authorized user when selecting the report is identified at the top along with the column
definitions.

The student information which is displayed includes the following:
        Grade,
        Test Taken.

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Mathematics
       Combined Mathematics Scale Score,
       Combined Mathematics Performance Level,
       PSAE Day 2 Mathematics Level Score,
       National Percentile Rank (ISAT only),
       Goal 6 Number Sense,
       Goal 7 Measurement,
       Goal 8 Algebra,
       Goal 9 Geometry,
       Goal 10 Data Analysis, Statistics, and Probability,
       Short Response Score Item 1,
       Short Response Score Item 2,
       Extended Response Mathematical Knowledge,
       Extended Response Strategic Knowledge,
       Extended Response Explanation,
       Standard Set 1: Estimation/Number Sense/Computation,
       Standard Set 2: Algebraic Patterns and Variables,
       Standard Set 3: Algebraic Relationship/Representations,
       Standard Set 4: Geometric Concept,
       Standard Set 5: Geometric Relationships,
       Standard Set 6: Measurement,
       Standard Set 7: Data Organization and Analysis,
       Standard Set 8: Probability.

Reading
         Combined Reading Scale Score,
         Combined Reading Performance Level,
         PSAE Day 1 ACT Reading Scale Score,
         PSAE Day 2 Reading Level Score,
         National Percentile Rank (ISAT only),
         Lexile® Score (ISAT Only),
         Standard 1A: Vocabulary Development,
         Standard 1B: Reading Strategies,
         Standard 1C: Reading Comprehension,
         Standard 2A, 2B: Literature,
         Extended Response Reading,
         Graphic Prompts,
         Narrative Passages,
         Expository Passages,
         Items with Explicit Answers,
         Items with Inferential Answers.

Science

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          Combined Science Scale Score,
          Combined Science Performance Level,
          PSAE Day 2 Science Scale Score,
          National Percentile Rank (ISAT only),
          Standards 11A, 11B: Science Inquiry and Technological Design,
          Standards 12A, 12B: Life Science and Environmental Science,
          Standards 12C, 12D: Matter, Energy and Space Science,
          Standards 12E, 12F: Earth and Space Science,
          Standards 13A, 13B: Safety, Practices of Science, Science/Technology/Society, and
           Measurement,
          Life Science,
          Physical Sciences,
          Earth and Space Sciences,
          Science, Technology & Society.

Writing
          Combined Writing Scale Score
          Combined Writing Performance Level
          PSAE Day 1 ACT English Scale Score
          PSAE Day 1 ACT Writing Scale Score
          ISAT Writing Feature - Focus
          ISAT Writing Feature - Support
          ISAT Writing Feature - Organization
          ISAT Writing Feature - Conventions
          ISAT Writing Feature - Integration
          ISAT Writing Feature - Focus
          ISAT Writing Feature - Support
          ISAT Writing Feature - Organization
          ISAT Writing Feature - Conventions
          ISAT Writing Feature - Integration




Following is an illustration of the Assessment Subscores (Summary) Report.




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                         Figure 139 - Assessment Subscores (Summary) Report




           5.12.12.2 Assessment Subscores (Detail) Report
The Assessment Subscore (Detail) Report contains a numerical summary of test scores by
subject. The report provides data based on the following subjects:
    Reading,
    Math,
    Science, and
    Writing.
When selecting the Assessment Subscores (Detail) report, an authorized user must select the test
and the subject to be displayed on the report. A user may select all tests or a specific test.

Following is an illustration of the test and subject selection criteria for the Assessment Subscores
(Detail) report.




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              Figure 140 - Assessment Subscores (Detail) Test and Subject Selection Criteria




Once the test and subject is selected, the user must click the Next button to display the
Assessment Subscores (Detail) report selection criteria.

An authorized user must select the school year and Assessment Reporting School to be displayed
on the report. A user may select all schools or a specific school. A user also has the opportunity
to filter the report by a specific field, such as grade.

The fields available to filter the report include:
         School Year,
         Home School,
         Serving School,
         Testing School,
         Grade,
         Student Tested,
         Race,
         Gender,
         Homeless Indicator,
         Migrant Indicator,
         LEP Indicator,
         IEP Indicator,
         FRL/Low Income Indicator,
         Century 21 Indicator,
         First Year in U.S.,
         Enrolled in Home School on or before May 1, and
         Enrolled in Home District on or before May 1.

Following is an illustration of the selection criteria for the Assessment Subscores (Detail) report.


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                 Figure 141 - Assessment Subscores (Detail) Report Selection Criteria




Once the school is selected, the user must click the View Report button to view the Assessment
Scores Report (Summary). The report will display the Assessment Score Reporting School
RCDTS 15-digit code and the School Name selected. The selection criteria used by the
authorized user when selecting the report is identified at the top along with the column
definitions.

The student information which is displayed includes the following:
        Student ID,
        Student Name,
        Birth Date,
        Grade of Test Taken,
        Test Taken.

Mathematics
       Combined Mathematics Scale Score,
       Combined Mathematics Performance Level,
       PSAE Day 1 ACT Mathematics Scale Score,
       PSAE Day 2 Mathematics Level Score,
       National Percentile Rank (ISAT only),
       ISAT Grade 3-8 Only,
         o Goal 6 Number Sense,
         o Goal 7 Measurement,
         o Goal 8 Algebra,
         o Goal 9 Geometry,
         o Goal 10 Data Analysis, Statistics, and Probability,
         o Short Response Score Item 1 (Score 2, 1, 0),
         o Short Response Score Item 2 (Score 2, 1, 0),
         o Extended Response Mathematics Knowledge (Score 4, 3, 2, 1, 0),

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           o Extended Response Strategic Knowledge (Score 4, 3, 2, 1, 0),
           o Extended Response Explanation (Score 4, 3, 2, 1, 0)

Reading
          Combined Reading Scale Score,
          Combined Reading Performance Level,
          PSAE Day 1 ACT Reading Scale Score,
          PSAE Day 2 Reading Level Score,
          National Percentile Rank (ISAT only),
          Lexile® Score (ISAT only),
          Standard 1A: Vocabulary Development,
          Standard 1B: Reading Strategies,
          Standard 1C: Reading Comprehension,
          Standard 2A, 2B: Literature,
          Extended Response Reading (Score 4, 3, 2, 1, 0),

Science
       Combined Science Scale Score,
       Combined Science Performance Level,
       PSAE Day 1 ACT Science Scale Score,
       PSAE Day 2 Science Scale Score,
       National Percentile Rank (ISAT only),
       ISAT Science Subscores,
        o Standards 11A, 11B: Science Inquiry and Technological Design,
        o Standards 12A, 12B: Life Science and Environmental Science,
        o Standards 12C, 12D: Matter, Energy, and Forces,
        o Standards 12E, 12F: Earth and Space Sciences,
        o Standards 13A, 13B: Safety, Practices of Science, Science/Technology/Society,
           and Measurement,
       PSAE Day 2 Science Subscores,
        o Life Sciences,
        o Physical Sciences,
        o Earth and Space Sciences,
        o Science, Technology & Society.

Writing
          Combined Writing Scale Score
          Combined Writing Performance Level
          PSAE Day 1 ACT English Scale Score
          PSAE Day 1 ACT Writing Scale Score
          ISAT Writing Feature - Focus
          ISAT Writing Feature - Support
          ISAT Writing Feature - Organization
          ISAT Writing Feature - Conventions
          ISAT Writing Feature - Integration
          ISAT Writing Feature - Focus (Narrative)

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          ISAT Writing Feature - Support (Narrative)
          ISAT Writing Feature - Organization (Narrative)
          ISAT Writing Feature - Conventions (Narrative)
          ISAT Writing Feature - Integration (Narrative)




The following is an illustration of the Assessment Subscores (Detail) Report.

                          Figure 142 - Assessment Subscores (Detail) Report




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    5.12.13 Unassigned Test Results Reports
The Unassigned Test Results Report contains students with scores who are not on the
Assessment Correction detail report, or students who are on the report with information that does
not match the information on a test that was returned to ISBE. These records could appear on
the Unassigned Test Results report for two reasons. The testing booklet was bubbled incorrectly,
or incorrect data has been submitted to SIS. There is one detail report available for school
districts to view regarding unassigned test results.

Authorized users are instructed to add or update the Unassigned Student records found on the
Unassigned Test Results report to the Assessment Correction Data. This can be done via the
Assessment Correction Online or thru the batch process. A nightly process will be executed to
link students listed on the Unassigned Test Results Report to the district‟s assessment correction
records. Districts are instructed to review the Unassigned Test Results and the Assessment Score
Reports the following morning.



           5.12.13.1 Unassigned Test Results (Detail) Report
After an authorized user selects the Unassigned Test Results (Detail) report link, an instruction
screen is displayed.

Below is an illustration of the instruction screen for the Unassigned Test Results (Detail) report.

                 Figure 143 - Unassigned Test Results (Detail) Report Instruction Screen




An authorized user must click the View Report button to display the Unassigned Test Results
(Detail) report.

Following is an illustration of the Unassigned Test Results (Detail) Report.

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                         Figure 144 - Unassigned Test Results (Detail) Report




    5.12.14 Individual Student Reports
The Individual Student Reports will display data specific to a student by school year. These
reports can be located in the Student Information System (SIS) under the Reports Link. The
Individual Student reports can only be viewed by authorized users in a district where the student
has at least one active enrollment.



           5.12.14.1 Individual Student Assessment Data and Scores Report
The Individual Student Assessment Data and Scores Report will display a history of Assessment
data for an individual student. Only authorized users may run the report and the student must be
currently enrolled with the district that is viewing the report. Students are identified using the
State Identification number. Demographic data related to the year tested and all scores will be
displayed.

After an authorized user selects the Individual Student Assessment Data and Scores report link, a
screen is displayed allowing the user to input a state ID.




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Below is an illustration of the interface where an Authorized user can input a state ID to select a
student.

           Figure 145 - Individual Student Assessment Data and Scores State ID Search Screen




After a state ID has been entered an authorized user must click the Next button to continue to the
student review screen.




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Following is an illustration of the Student Assessment Data and Scores report student review
screen.

           Figure 146 - Individual Student Assessment Data and Scores Student Review Screen




The authorized user can verify the state ID entered matches the student requested. If the student
displayed is correct the user can click the View Report button to display the Individual Student
Assessment Data and Scores report.




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Following is an illustration of the Individual Student Assessment Data and Scores Report.

                  Figure 147 - Individual Student Assessment Data and Scores Report




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           5.12.14.2 Individual Student Demographics and Enrollment Report
The Individual Student Demographics and Enrollment Report will display a history of
Demographic and Enrollment data for an individual student. Only authorized users may run the
report and the student must be currently enrolled with the district that is viewing the report.
Students are identified using the State Identification number.

After an authorized user selects the Individual Student Demographics and Enrollment report link,
a screen is displayed allowing the user to input a state ID.

Below is an illustration of the interface where an Authorized user can input a state ID to run the
report.

       Figure 148 - Individual Student Demographics and Enrollment Report State ID Search Screen




After a state ID has been entered an authorized user must click the Next button to continue to the
student review screen.




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Following is an illustration of the Student Demographics and Enrollment report student review
screen.

          Figure 149 - Individual Student Demographics and Enrollment Report Review Screen




The authorized user can verify the state ID entered matches the student requested. If the student
displayed is correct the user can click the View Report button to display the Individual Student
Demographics and Enrollment report.




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Following is an illustration of the Individual Student Demographics and Enrollment report.

                 Figure 150 - Individual Student Demographics and Enrollment Report




    5.12.15 State Reporting
The State Reporting is a category added to display district reports for aggregate data collections
reported to the State. These reports can be located in the Student Information System (SIS)
under the Reports Link. The State Reporting category can only be viewed by authorized users in
a district where the student has at least one active enrollment.




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           5.12.15.1 Fall Enrollment Counts
The Fall Enrollment Counts are taken from the districts SIS data by ISBE in the fall of every
school year. This report identifies students that were enrolled in the home district on or before
September 30 of the current school year.

Following is an illustration of the Fall Enrollment Counts Criteria screen

                         Figure 151 - Fall Enrollment Counts Criteria Screen




When selecting the Fall Enrollment Counts report, an authorized user must first select the school
year. A user may select to run the report by Region, Category, District or specific School. A
user also has the opportunity to filter the report by a specific field, such as race.

          School Year,
          Region, Category, District, or School,
          Grade,
          Native Language,
          Race,
          Gender,
          Reading First,
          Reading Improvement,
          Title I,
          Homeless,
          Migrant,
          Career/Tech Ed,
          SES,

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          LEP,
          IEP,
          FRL, and
          Century 21.



Once the Home School and other related criteria are selected, the user must click the View
Report button to display the Student Discipline (Summary) report. The report will display the
Home School RCDTS 15-digit code and the Home School Name selected.




Following is an illustration of the Fall Enrollment Counts Report




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                           Figure 152 - Fall Enrollment Counts Report




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           5.12.15.2 End of the Year Report
The End of the Year report is data collected at the end of every school year and include Student
Discipline information, Graduation Counts, and Dropout counts. Demographics are taken from
the student‟s record as of July 31 of the current school year. The Student Discipline information
included on the reports is no longer linked to students in the SIS system.

               5.12.15.2.1     End of the Year Report – Student Discipline


Following is an illustration of the End of the Year - Student Discipline Report – Criteria Screen
(Summary)

             Figure 153 – End of the Year – Student Discipline Report - Criteria (Summary)




Once the school is selected, the user must click the View Report button to view the End of the
Year – Student Discipline Report (Summary). The report will display the End of the Year –
Student Discipline Reporting School RCDTS 15-digit code and the School Name selected. The
selection criteria used by the authorized user when selecting the report is identified at the top
along with the column definitions.

Following is an illustration of the End of the Year - Student Discipline Report - Summary




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                Figure 154 – End of the Year – Student Discipline Report (Summary)




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The End of the Year - Student Discipline report can also be displayed in a detailed view.
Student‟s information has been replaced with unique numbers that tie multiple discipline records
together, but do not link to the original student in the Student Information System.

Following is an illustration of the End of the Year Student Discipline Report – Criteria Screen
(Detail)

               Figure 155 – End of the Year – Student Discipline Report - Criteria (Detail)




Once the school is selected, the user must click the View Report button to view the End of the
Year – Student Discipline Report (Detail). The report will display the End of the Year – Student
Discipline Reporting School RCDTS 15-digit code and the School Name selected. The selection
criteria used by the authorized user when selecting the report is identified at the top along with
the column definitions.

Following is an illustration of the End of the Year Student Discipline Report (Detail)




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                   Figure 156 – End of the Year – Student Discipline Report (Detail)




              5.12.15.2.2     End of the Year Report – High school Dropouts

The End of the Year - High school Dropouts report contains the total number of students that
indicated Exit type Code 09 “Drop Out” when exiting the previous year enrollments.

Following is an illustration of the End of the Year – High School Dropouts Report – Criteria
Screen (Summary)




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         Figure 157 – End of the Year – High school Dropouts Report - Criteria Screen (Summary)




Once the school is selected, the user must click the View Report button to view the End of the
Year – High school Dropouts Report (Summary). The report will display the End of the Year –
High School Dropouts Reporting School RCDTS 15-digit code and the School Name selected.
The selection criteria used by the authorized user when selecting the report is identified at the top
along with the column definitions.

Following is an illustration of the End of the Year High School Dropouts Report (Summary)




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                Figure 158 – End of the Year – High school Dropouts Report (Summary)




              5.12.15.2.3     End of the Year Report – High school Graduates

The End of the Year - High school Graduates report contains the total number of students that
indicated Exit type Code 06 “Graduated” when exiting the previous year enrollments.

Following is an illustration of the End of the Year – High School Graduates Report – Criteria
Screen (Summary)




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        Figure 159 – End of the Year – High school Graduates Report - Criteria Screen (Summary)




Once the school is selected, the user must click the View Report button to view the End of the
Year – High school Dropouts Report (Summary). The report will display the End of the Year –
High School Dropouts Reporting School RCDTS 15-digit code and the School Name selected.
The selection criteria used by the authorized user when selecting the report is identified at the top
along with the column definitions.

Following is an illustration of the End of the Year - High School Graduates Report (Summary)

                Figure 160 – End of the Year – High school Graduates Report (Summary)




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    5.12.16 Other Reporting

           5.12.16.1 Missing Persons Reports
The Illinois State Police will periodically send a file to ISBE regarding Missing persons. The
entire file can be viewed by selecting the Missing Persons – All (Detail) report. Once the
Missing Persons – All (Detail) report is selected the Missing Persons – All Criteria screen will
be displayed.

Following is an illustration of the Missing Persons – All Criteria Screen

                          Figure 161 - Missing Persons – All Criteria Screen




The user can then select the View Report button and the Missing Persons – All report will be
displayed.




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Following is an Illustration of the Missing Persons – All (Detail) Report.

                              Figure 162 - Missing Persons – All Report




ISBE has matched the file sent by the Illinois State Police with students in the SIS system. The
results are displayed back to the school districts where matches were found. These possible
match results can be accessed by running the Missing Persons - Possible SIS Matches (Detail)
Report. Once the report is selected the Missing Persons – Possible SIS Matches Criteria screen
is displayed.




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Following is an Illustration of the Missing Persons – Possible SIS Matches Criteria Screen.

                  Figure 163 - Missing Persons – Possible SIS Matches Criteria Screen




The user can then select the View Report button and the Missing Persons – SIS Possible Matches
(Detail) Report will be displayed.



Following is an Illustration of the Missing Persons – Possible SIS Matches (Detail) Report.

                  Figure 164 - Missing Persons – Possible SIS Matches (Detail) Report




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           5.12.16.2 Closed School with Students and Open School with No
                  Students
Schools that have changed RCDTS codes for any reason may still have students actively
enrolled. The Closed School with Students and Open Schools with No Students report gives a
user the ability to see students that are currently enrolled in closed schools within the district. A
user may still request an Exit Enrolment file and exit students from the RCDTS code that has
closed. This report will also show users all schools with-in the district that do not have students
enrolled.
If the Users clicks the Reports link on the SIS homepage the Reports screen is displayed. The
Closed School with Students and Open School with No Students report Detail, can then be
selected . The Closed School with Students and Open School with No Students report report is
located under “Other Reporting”.

Following is an Illustration of the Closed School with Students and Open School with No
Students Criteria screen:

         Figure 165 – Closed School with Students and Open School with No Students Criteria screen




The user can then select the View Report button and the Closed School with Students and Open
School with No Students report will be displayed.


Following is an Illustration of the Closed School with Students and Open School with No
Students Report.

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           Figure 166 – Closed School with Students and Open School with No Students Report




5.13 Request File
Authorized users may request district-wide data files for review of assessment data for students,
help with exiting students, entering Early Childhood data or entering ELL data. Files may be
requested for all students or only grades 3-8 or grade 11 students when requesting Assessment
data.

If the user clicks the Request File link on the SIS Home Page, the Request File screen is
displayed. This screen provides a user access to request files to Exit Enrollments, Update ELL
Data, Update Early Childhood Data, Update Demographics and Early Childhood Data, Update
Assessment Pre-ID Data prior to end of testing window, Update Assessment Correction Data
after end of testing window, and to view Assessment Score Data.

The following are the types of files a user may request from ISBE SIS:
      Exit Enrollment
      ELL
      Early Childhood
      Demographics and Early Childhood
      Early Childhood Outcomes
      Pre-K Follow-Up
      Assessment Pre-ID
      Assessment Correction

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          Assessment Score

The Exit Enrollment, ELL, Early Childhood, Demographics and Early Childhood, Early
Childhood Outcomes, and Pre-K Follow-Up Request Files are district-wide files containing the
records of students currently enrolled in the user‟s district.

The Assessment Pre-ID file should only be used to update assessment data prior to the end of a
district‟s testing window. The Assessment Correction file should be used to update assessment
data after the district‟s testing window has closed. The Assessment Score file is for district‟s to
view student details only. SIS will not accept an Assessment Score batch file upload.

When an authorized user selects the request file type (Assessment Pre-ID, Assessment
Correction or Assessment Scores) from ISBE SIS, the grade level (3-8, 11, or all grades) must
also be selected for the system to generate a file with the appropriate records. File requests are
limited to one request for each file type within a one hour time frame. After the hour has
elapsed, a user may place another request for the same file type.




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Below is an illustration of the Request File Screen.

                                   Figure 167 - Request File Screen




After the request for the file is submitted, the file will be generated overnight or, when possible,
generated earlier. Once the file is created, the file will be placed in the user‟s download file
directory. A user may access the file from the Download File link on the SIS website. The
person that requested the file is the only individual that may download the file from SIS.




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Below is an illustration of the Download File Screen.

                                 Figure 168 - Download File Screen




    5.13.1 Assessment Pre-ID File
A user may request an Assessment Pre-ID file to make corrections to the student Assessment
Pre-ID information. Once a user selects the Request for Assessment Pre-ID button, a file for
the requesting user‟s RCDTS district is generated and available for download via the
IWAS/SIS/Download file screen. The user may then make changes to the data, create a new
.CSV file, and upload the corrected file to IWAS/SIS/Upload file.

The Assessment Correction file contains the following information:

       Student ID (SID),
       SAP ID,
       Legal Last Name,
       Legal First Name,
       Date of Birth,
       RCDTS for Home School,
       RCDTS for Serving School,
       RCDTS for Testing School,
       Grade Level at Time of Testing,
       First Year in U.S.,
       Years in any TBE/TPI Program,
       Years since exited TBE/PTI Program,
       Enrolled in Home School on or before May 1,

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     Enrolled in Home District on or before May 1, and
     Test to be taken.



    5.13.2 Assessment Correction File
A user may request the Assessment Correction file to make corrections to the captured student
assessment data - demographic, enrollment, and program information. Once a user selects the
Request for Assessment Correction button, a file for the requesting user‟s RCDTS district is
generated and available for download via the IWAS/SIS/Download file screen. The user may
then make changes to the data, create a new .CSV file, and upload the corrected file to
IWAS/SIS/Upload file.

The Assessment Correction file contains the following information:
    Student Tested,
    SAP ID,
    Reason for not Testing Student (Mandatory Student did not Test),
    Student ID (SID),
    Legal Last Name,
    Legal First Name,
    Legal Middle Name,
    Date of Birth,
    Race Codes,
    Gender Codes,
    Homeless Indicator,
    Migrant Indicator,
    LEP Indicator,
    IEP Indicator,
    FRL/Low Income Indicator,
    Century 21 Indicator,
    RCDTS for Home School,
    RCDTS for Serving School,
    RCDTS for Testing School,
    Grade Level at Time of Testing,
    First Year in U.S.,
    Years in any TBE/TPI Program,
    Years since exited TBE/PTI Program,
    Enrolled in Home School on or before May 1,
    Enrolled in Home District on or before May 1, and
    Test to be taken.



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    5.13.3 Exit Enrollment File
A user may request the district-wide exit file to exit student enrollments. Once a user selects the
Request for Exit File button, a file for the requesting user‟s RCDTS district is generated and
available for download via the IWAS/SIS/Download file screen. The user may then make
changes to the data, create a new . CSV file, and upload the corrected file to IWAS/SIS/Upload
file.

The Exit File contains the following information:

       Student ID (SID),
       SAP ID,
       Legal Last Name,
       Legal First Name,
       Date of Birth,
       RCDTS for Home School,
       RCDTS for Serving School,
       RCDTS for Testing School,
       Enrollment Exit Status.



    5.13.4 Early Childhood File
A user may request the district-wide Early Childhood file to add or update Early Childhood data.
Once a user selects the Request for Early Childhood File button, a file for the requesting user‟s
RCDTS is generated with records of students who have active enrollments in the district. The
system generated file will be available for download via the ISBE SIS Download File screen.
The user should follow the appropriate tips and steps to make any necessary additions and/or
updates to a student‟s Early Childhood data, create a new CSV file, and upload the file with the
new additions and/or updates via the ISBE SIS Upload File screen. Refer to the appropriate Tips
for Completing the ISBE Excel Templates and/or appropriate Steps for Completing the ISBE
Excel Templates on the ISBE SIS webpage (http://www.isbe.net/sis/default.htm) for further
instructions.

    Note:
       The system will only add and/or update the Early Childhood data elements in this
       batch file. If one or more Student Demographics data elements need to be updated, a
       different batch file should be utilized.

The Early Childhood file contains the following student data elements:
    Student ID (State)
    SAP ID (Local)
    Legal Last Name
    Legal First Name
    Birth Date

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       RCDTS for Home School
       Pre-K at Risk
       Preschool for All
       Head Start
       Pre-K Title I
       Local / Other Funding
       Early Head Start (Birth to 3)
       Prevention Initiative (Birth to 3)
       Early Intervention (Birth to 3)
       Referral by CFC
       EI Number
       Eligibility Determination Date
       Reason for Delay in Transition
       IEP Completion Date
       Date Services Began
       Meets at Risk Criteria
       Meets PFA Household Income Criteria
       Family Structure



    5.13.5 Demographics and Early Childhood File
A user may request the district-wide Demographics and Early Childhood file to either Request
New SID or to Search SID, to add a new enrollment record, and/or to add or update a student‟s
demographic, program, enrollment, and Early Childhood data.

Once a user selects the Request for Demographics and Early Childhood File button, a file for
the requesting user‟s RCDTS is generated with records of students who have active enrollments
in the district. The system generated file will be available for download via the ISBE SIS
Download File screen. The user should follow the appropriate tips and steps to make any
necessary additions and/or updates to a student‟s demographic, program, enrollment, and/or
Early Childhood data, create a new CSV file, and upload the file with the new additions and/or
updates via the ISBE SIS Upload File screen. Refer to the appropriate Tips for Completing the
ISBE Excel Templates and/or appropriate Steps for Completing the ISBE Excel Templates on the
ISBE SIS webpage (http://www.isbe.net/sis/default.htm) for further instructions.

    Note:
       With the exception of the unique SID, the system will add and/or update all the
       appropriate demographic, program, enrollment, and Early Childhood data
       elements submitted in this batch file.

The Demographics and Early Childhood file contains the following student data elements:

     Student ID (State)

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       SAP ID (Local)
       Legal Last Name
       Legal First Name
       Legal Middle Name
       Lineage (suffix)
       Mother's Maiden Name
       Race
       Gender
       Birth Date
       Birth Place Name
       Reading 1st Indicator
       Reading Improvement Block Grant Program
       Title I Indicator
       Native Language
       Homeless Indicator
       Migrant Indicator
       Career/Tech Ed Indicator
       SES Indicator
       LEP Indicator
       IEP Indicator
       FRL/Low Income Indicator
       Century 21 Indicator
       Enrollment Type Code
       Enrollment Date
       RCDTS for Home School
       RCDTS for Serving School
       Entry / Grade Level Code
       School Year
       Full Time Equivalent (FTE)
       Pre-K at Risk
       Preschool for All
       Head Start
       Pre-K Title I
       Local / Other Funding
       Early Head Start (Birth to 3)
       Prevention Initiative (Birth to 3)
       Early Intervention (Birth to 3)
       Referral by CFC
       EI Number
       Eligibility Determination Date
       Reason for Delay in Transition
       IEP Completion Date

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       Date Services Began
       Meets at Risk Criteria
       Meets PFA Household Income Criteria
       Family Structure



    5.13.6 Early Childhood Outcomes File
A user may request the district-wide Early Childhood Outcomes file to add or update Early
Childhood Outcomes data. Once a user selects the Request for Early Childhood Outcomes
File button, a file for the requesting user‟s RCDTS is generated with records of students who
have active enrollments in the district. The system generated file will be available for download
via the ISBE SIS Download File screen. The user should follow the appropriate tips and steps to
make any necessary additions and/or updates to a student‟s Early Childhood Outcomes data,
create a new CSV file, and upload the file with the new additions and/or updates via the ISBE
SIS Upload File screen. Refer to the appropriate Tips for Completing the ISBE Excel Templates
and/or appropriate Steps for Completing the ISBE Excel Templates on the ISBE SIS webpage
(http://www.isbe.net/sis/default.htm) for further instructions.

    Note:
       The system will only add and/or update the Early Childhood Outcomes data
       elements in this batch file. If one or more Student Demographics data elements need to
       be updated, a different batch file should be utilized.

The Early Childhood Outcomes file contains the following student data elements:
       SID
       Legal Last Name
       Legal First Name
       Date of Birth
       Entry Rating - Home RCDTS
       Entry Rating Date Entry Rating - Positive Social Relationships
       Entry Rating - Acquire Use and Knowledge Skills
       Entry Rating - Take Appropriate Action to Meet Own Needs
       Entry Rating - How was Parent Involved in the Ratings?
       Entry Rating - Did a Coordinator/ LEA Representative or Administrator Participate in
          the Ratings?
       Entry Rating - Did an Early Childhood Teacher Participate in the Ratings?
       Entry Rating - Did a Psychologist or Social Worker Participate in the Ratings?
       Entry Rating - Did a Speech/ Language Pathologist Participate in the Ratings?
       Entry Rating - Did another Related Service Provider (e.g. OT/PT) Participate in the
          Ratings?
       Exit Rating - Home RCDTS
       Exit Rating Date
       Exit Rating - Positive Social Relationships
       Exit Rating - Made Progress Positive Social Relationships
       Exit Rating - Acquire Use and Knowledge Skills

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          Exit Rating - Made Progress Acquire use and Knowledge Skills
          Exit Rating - Take Appropriate Action to Meet Own Needs
          Exit Rating - Made Progress Take Appropriate Action to Meet Own Needs
          Exit Rating - Primary Assessment
          Exit Rating - How was Parent Involved in Ratings
          Exit Rating - Did a Coordinator/ LEA Representative or Administrator Participate in
           the Ratings?
          Exit Rating - Did the Child's Teacher Participate in the Ratings?
          Exit Rating - Did a Psychologist or Social Worker Participate in the Ratings?
          Exit Rating - Did a Speech/ Language Pathologist Participate in the Ratings?
          Exit Rating - Did another Related Service Provider (e.g. OT/PT) Participate in the
           Ratings?

    5.13.7 Pre-K Follow-Up File
A user may request the district-wide Pre-K Follow-Up file to add or update Pre-K Follow-Up
data. Once a user selects the Request for Pre-K Follow-Up File, a file for the requesting user‟s
RCDTS is generated with records of students who have active enrollments in the district. The
system generated file will be available for download via the ISBE SIS Download File screen.
The user should follow the appropriate tips and steps to make any necessary additions and/or
updates to a student‟s Pre-K Follow-Up data, create a new CSV file, and upload the file with the
new additions and/or updates via the ISBE SIS Upload File screen. Refer to the appropriate Tips
for Completing the ISBE Excel Templates and/or appropriate Steps for Completing the ISBE
Excel Templates on the ISBE SIS webpage (http://www.isbe.net/sis/default.htm) for further
instructions.

    Note:
       The system will only add and/or update the Pre-K Follow-Up data elements in this
       batch file. If one or more Student Demographics data elements need to be updated, a
       different batch file should be utilized.

The Pre-K Follow-Up file contains the following student data elements:
        SID
        SAP ID (Local)
        Legal Last Name
        Legal First Name
        Birth Date
        RCDTS for Home School
        RCDTS for Serving School
        Grade Level
        School Year
        Reading Activities
        Mathematics Activities
        Language Activities




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    5.13.8 ELL File
A user may request the district-wide ELL file to add or update ELL data. Once a user selects the
Request for ELL File button, a file for the requesting user‟s RCDTS district is generated and
available for download via the IWAS/SIS/Download file screen. The user may then make
changes to the data, create a new . CSV file, and upload the corrected file to IWAS/SIS/Upload
file.

A user may request the district-wide ELL file to add or update ELL data. Once a user selects the
Request for ELL File button, a file for the requesting user‟s RCDTS is generated with records
of students who have active enrollments in the district. The system generated file will be
available for download via the ISBE SIS Download File screen. The user should follow the
appropriate tips and steps to make any necessary additions and/or updates to a student‟s ELL
data, create a new CSV file, and upload the file with the new additions and/or updates via the
ISBE SIS Upload File screen. Refer to the appropriate Tips for Completing the ISBE Excel
Templates and/or appropriate Steps for Completing the ISBE Excel Templates on the ISBE SIS
webpage (http://www.isbe.net/sis/default.htm) for further instructions.

    Note:
       The system will only add and/or update the ELL data elements in this batch file. If
       one or more Student Demographics data elements need to be updated, a different batch
       file should be utilized.

The ELL file contains the following student data elements:
    Student ID (State)
    SAP ID (Local)
    Legal Last Name
    Legal First Name
    Birth Date
    RCDTS for Home School
    Date First Enrolled in District/LEA
    New Arrival to U.S.
    ELL Placement- Entry Status
    Date W-APT Test Taken
    W-APT Listening Raw Score
    W-APT Speaking Raw Score
    W-APT Reading Raw Score
    W-APT Writing Raw Score,
    W-APT Composite Level
    Date Student Enrolled or Re-entered to Receive ELL Services
    Date ELL Services Ended
    Reason for Ending ELL Services
    Class Periods Provided per Week
    Title III Status
    Immigrant Education Program
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       504 Accommodation Indicator
       Content Area Tutoring
       Developmental Bilingual Education
       Dual Language & Two-Way Immersion
       Heritage Language
       Sheltered English Instruction
       Transitional Bilingual
       Content-Based ESL
       Structured English Immersion or SDAIE
       Pull-Out ESL
       Inclusionary Support
       Pull-Out for Individualized Support
       Self-Contained



    5.13.9 Assessment Score File
A user may request the district-wide score file for district use only. Once a user selects the
Request for Score File button, a file for the requesting user‟s RCDTS district is generated and
available for download via the IWAS/SIS/Download file screen. This file is for district use only
and should not be uploaded to IWAS/SIS.


The Assessment Score file contains the following information:
    Student ID,
    SAP ID (Local ID),
    Legal Last Name,
    Legal First Name,
    Legal Middle Name,
    Date of Birth,
    Race Codes,
    Gender Codes,
    Homeless Indicator,
    Migrant Indicator,
    LEP Indicator,
    IEP Indicator,
    Race Codes,
    FRL/Low Income Indicator,
    Century 21 Indicator,
    First Year in U.S.,
    Year in Any Illinois-Approved TBE/TPI Program,
    Year Since Exited TBE/TPI Program,
    Enrolled in Home School On or Before May 1,

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       Enrolled in Home District On or Before May 1,
       Did the Student Test ("01" Yes, "02" No),
       Reason for not Testing,
       RCDTS for Home School,
       RCDTS for Serving School,
       RCDTS for Testing School,
       Test Taken,
       Grade of Test Taken,
       Invalid or Merge Score Indicator,
       Combined Reading Scale Score,
       Combined Reading Performance Level,
       National Percentile Rank (ISAT only) (NPR based only on SAT 10 items),
       Lexile® Score (ISAT only),
       Standard 1A: Vocabulary Development,
       Standard 1B: Reading Strategies,
       Standard 1C: Reading Comprehension,
       Standard 2A, 2B: Literature,
       Extended Response Reading (Score 4, 3, 2, 1, 0),
       Graphic Prompts,
       Narrative Passages,
       Expository Passages,
       Items with Explicit Answers,
       Items with Inferential Answers,
       PSAE Day 1 ACT Reading Scale Score,
       PSAE Day 2 Reading Level Score,
       Combined Mathematics Scale Score,
       Combined Mathematics Performance Level,
       National Percentile Rank (ISAT only) (NPR based only on SAT 10 items),
       Goal 6 Number Sense,
       Goal 7 Measurement,
       Goal 8 Algebra,
       Goal 9 Geometry,
       Goal 10 Data Analysis, Statistics, and Probability,
       Short Response Score Item 1 (Score 2, 1, 0),
       Short Response Score Item 2 (Score 2, 1, 0),
       Extended Response Mathematics Knowledge (Score 4, 3, 2, 1, 0),
       Extended Response Strategic Knowledge (Score 4, 3, 2, 1, 0),
       Extended Response Explanation (Score 4, 3, 2, 1, 0),
       Standard Set 1: Estimation/Number Sense/Computation,
       Standard Set 2: Algebraic Patterns and Variables,
       Standard Set 3: Algebraic Relationships/Representations,
       Standard Set 4: Geometric Concepts,

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       Standard Set 5: Geometric Relationships,
       Standard Set 6: Measurement,
       Standard Set7: Data Organization and Analysis,
       Standard Set 8: Probability,
       PSAE Day 1 ACT Mathematics Scale Score,
       PSAE Day 2 Mathematics Level Score,
       Combined Science Scale Score,
       Combined Science Performance Level,
       National Percentile Rank (ISAT only) (NPR based only on SAT 10 items),
       Standards 11A, 11B: Science Inquiry and Technological Design,
       Standards 12A, 12B: Life Science and Environmental Science,
       Standards 12C, 12D: Matter, Energy, and Forces,
       Standards 12E, 12F: Earth and Space Sciences,
       Standards 13A, 13B: Safety, Practices of Science, Science/Technology/Society, and
        Measurement,
       PSAE Day 1 ACT Science Scale Score,
       PSAE Day 2 Science Scale Score,
       PSAE Day 2 Life Sciences,
       PSAE Day 2 Physical Sciences,
       PSAE Day 2 Earth and Space Sciences,
       PSAE Day 2 Science, Technology & Society,
       Combined Writing Scale Score
       Combined Writing Performance Level
       PSAE Day 1 ACT English Scale Score
       PSAE Day 1 ACT Writing Scale Score
       ISAT Writing Feature - Focus
       ISAT Writing Feature - Support
       ISAT Writing Feature - Organization
       ISAT Writing Feature - Conventions
       ISAT Writing Feature - Integration
       ISAT Writing Feature - Focus (Narrative)
       ISAT Writing Feature - Support (Narrative)
       ISAT Writing Feature - Organization (Narrative)
       ISAT Writing Feature - Conventions (Narrative)
       ISAT Writing Feature - Integration (Narrative)




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                                                                           6
6 Batch Process                                                            Section
The ISBE SIS Batch Process facilitates:
    Mass assignment of unique Student IDs (SID)
    Mass addition of Student Demographics, program and
      enrollment records
    Updates to Student Demographics, program and enrollment
      records
    Mass exiting of student enrollments
    Addition/Updates of Assessment Pre-ID label data
    Correction of Assessment data
    Addition/Updates of ELL Data
    Addition/Updates of Early Childhood Data
    Addition/Updates of Pre-K Follow-Up Data
    Removal of Multiple SIDs
    Addition/Updates of the Early Childhood Outcomes Data
    Addition/Updates of Student Discipline Data

A standard file format must be followed to import/export data to the batch process. The import
and export files must conform to the following requirements:
     File must conform to the order and data type of the file layout in ISBE SIS File Format
       Layouts document.
     Data must conform to the codes and definitions in the ISBE SIS Data Elements
       document.
     Note: A field named SAP ID is included in the data elements. The SAP ID is the
       Student Administrative Package ID or local student ID number used by schools to
       identify a student in the local system. The district may choose to submit the SAP ID or
       local student ID to provide a link of the state SID to the local student ID.
     File (except for the Assessment Correction file) must be in either a XML file format, Text
       (comma delimited file format), or an Excel Spreadsheet converted into a Comma-
       separated Value, CSV format. The Assessment Correction file must be in either a Text
       (comma delimited file format), or an Excel Spreadsheet converted into a Comma-
       separated Value, CSV format. Note: See the ISBE File Format Layouts document for
       further assistance.
     Each import file must contain a header row.
     Each type of data submitted to ISBE SIS (e.g., Student Demographics/Enrollment, Exit
       Enrollment, ELL, Early Childhood (Planned for 2009), Assessment Pre-ID, Assessment
       Correction and Student Discipline) is to have a separate file format layout that collects a
       unique set of information.




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The data will be collected based on file type, e.g., Student Demographics, exit student
enrollment, etc… Formats for XML and comma delimited files TXT, and CSV (Comma
Separated Value) are provided for each file type. The six file types currently accepted include:
    Student Demographics Enrollment
    Exit Enrollment
    Student Discipline
    Assessment Pre-ID
    Assessment Correction
    Assessment Score
    ELL
    Early Childhood
    Pre-K Follow-Up
    Multiple SID
    Demographics and Early Childhood
    Early Childhood Outcomes

The student management software vendors involved with Illinois school districts have worked
closely with ISBE to develop file export and import programs that meet the standards of the file
format layouts. The file format layouts, data elements, and data validations performed in ISBE
SIS have been communicated to the software vendors. If a school district does not have a
student management package, or chooses to submit data without the involvement of the vendor,
downloading existing data from local packages or inputting data into an Excel spreadsheet
template and converting the file to a CSV file for submission to ISBE, could be an alternative.

Excel spreadsheet templates are available on the ISBE SIS webpage at www.isbe.net/sis. The
template contains a header row, column name row, and rows to input student data. The template
provides simple data type validations and limits and allows the entry of data to only the
appropriate columns and cells. If an Excel spreadsheet is used to submit data, the ISBE SIS
template should be utilized. Once the data has been inputted and is ready to be submitted, the
user must save the file as a CSV file; the file name is entered and the file type must be changed
to CSV (Comma Separated Value).

For detailed tips and steps on how to create, upload, and convert an Excel spreadsheet to a CSV
file, refer to the appropriate documents under the Tips for Completing the ISBE SIS Excel
Templates and the Steps for Completing the ISBE SIS at the ISBE SIS webpage at
www.isbe.net/sis.

6.1    Process Overview
The SIS system only allows RCDT/ROE Administrators to submit batch files. In order to submit
a batch file, the user must login to IWAS and access the ISBE SIS System. Each authorized user
can submit as many batch files as desired. An authorized user may choose to consolidate the
student information from multiple schools and districts and submit one batch file with all of the
data to be processed, which is the preferred method by the ISBE. However, only one file type,
such as Student Demographics and Enrollment, may be included per batch file.


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A batch file may be submitted as frequently as required to meet the individual needs of the
school district to report student activity to ISBE. The Student Demographics batch file type may
contain both new and existing students. This means that students without a SID, a new student,
may be submitted in the same batch file as existing students already assigned a SID. It is
acceptable to submit a batch file with all student records, as well as just the new students, or
students that need updated or corrected. All other file types must include the SID for the student.

If the user desires to update information, the data elements verified before an update occurs are
the SID, and at least one of the three mandatory elements (Legal Last Name, Legal First Name,
and Date of Birth), remaining in the original state. All updates to data must be made through the
batch process. Updates to student information are not allowed through the online web
application.

The SIS batch process is initiated by an online upload by the RCDT/ROE Administrator through
logging into IWAS and accessing the SIS application. During the upload, the format of the file
is validated (e.g., TXT, CSV, or XML). If the file is not in the correct format, an error message
is displayed and the file is not uploaded.

If the file format validations pass, the file is uploaded. The file is placed into the batch queue for
processing. The system automatically selects the next available file for processing and validates
the identifying student attributes contained in the Batch Import File. If all edit checks are
successful, the system performs the following actions associated with the file type:
      Student Demographics Enrollment - The system searches for any existing records that
         match the identifying attributes, creates new SIDs, adds or updates demographic,
         program, and enrollment data.
      Exit Enrollment - Exits a student enrollment.
      Assessment Pre-ID - Adds or updates assessment data.
      Assessment Correction - Corrects assessment data.
      Student Discipline - Provides student discipline information or updates existing data.
      ELL- adds or updates ELL data.
      Early Childhood - Adds or updates Early Childhood data.
      Demographics and Early Childhood - The system searches for any existing records that
         match the identifying attributes, creates new SIDs, adds or updates demographics,
         program, enrollment, and Early Childhood data.
      Pre-K Follow-Up – Adds or Updates the Pre-K Follow-Up Data
      Multiple SID – Requests the removal of Multiple SIDs. Once file is uploaded it will be
         reviewed by an SIS tech before processing. If it is rejected by the SIS tech, the IWAS
         user that uploaded the file will be contacted. The SID submitted to Keep must be
         actively enrolled and the SID to be Deleted must be exited in order for the file to process
         successfully.
      Early Childhood Outcomes – Adds or updates the Early Childhood Outcomes Data
      Student Discipline - Adds or updates Student Discipline data.


After a record is processed, a code is assigned and returned at the end of each record indicating
the result of the batching process (Created SID, Updated, Invalid, etc.).

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After all the records in the file have processed, the User is notified via an email to their IWAS
account when the file is ready for download. The Download File webpage displays the date and
time the file was processed for each file the school district submitted that is ready for
downloading. The user who uploaded the initial file is the only person who may retrieve the
processed file on the Download File webpage.

The ISBE SIS export file is returned in the same format with the same data provided, plus the
following for each record:
     New or Returned (Existing) SIDs (for Student Demographics File Type)
     Result Code
     Result Message

The Result Codes and Result Messages table is included in the following section.




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6.2     Batch Result Codes and Messages
Based on the results of the batch processing, a result code and result message is assigned to each
record at the end of the row. The ISBE SIS Result Codes and Result Messages table is below:

    Result Code      Result Message                        Possible Reason for Outcome
        A            New SID Assigned                      Student attributes provided do not
                                                           match existing ISBE SIS record.
        B1           Existing SID Returned; New            Student attributes provided match one
                     Enrollment Created                    existing record and new enrollment
                                                           passes validations.
        B2           Existing SID Returned; No New         1. Student attributes provided match
                     Enrollment Created (SID was not          one existing record but new
                     Provided on Upload)                      enrollment fails validations.
                                                           2. (Enrollment Dates can not
                                                              overlap)
        B3           Existing SID Returned; No New         Student attributes provided match one
                     Enrollment Created; Another           existing record the student is actively
                     Active Enrollment Exists              enrolled at another Home RCDTS.
        C            Multiple Matches Exist; No SID        Student attributes provided match two
                     Assigned                              or more existing records and
                                                           uniqueness cannot be determined.
        D1           Student Discipline Record             SID exists and student discipline
                     Accepted                              record is created for the student.
        D2           Student Discipline Record             SID exists and existing student
                     Updated                               discipline record is updated.
                                                           No enrollment records found that
                     Student Discipline Record Not
        D3                                                 matching the Home and Serving
                     Updated
                                                           RCDTS.
                                                           Student does not have an enrollment
                     Student Discipline record not
        D4                                                 record at the time the incident
                     updated
                                                           occurred.
        D5           Existing Enrollment Found, Exit       SID and enrollment exists but the Exit
                     Date before Incident Date-No          Date is prior to the Incident Date.
                     Record Updated
        D6           Existing Enrollment Found, Exit       SID and enrollment exists but the Exit
                     Type Invalid-No Record Updated        Enrollment/ Withdrawal Type Code is
                                                           invalid because a Student Discipline
                                                           record is associated with this
                                                           enrollment.
                     Duplicate Record – Student            Student Discipline Record Duplicated
        D7           already updated in file for same      within file. SID, Incident Date, and
                     incident date and incident number     Incident Number already processed

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                                                     within the file.
       E1          Enrollment Exited                 SID exists and student is exited from
                                                     existing active enrollment.
       E2          Enrollment Not Found or Already   SID exists but enrollment for the
                   Exited- No Record Updated         Home RCDTS and Serving RCDTS
                                                     does not exist or enrollment has
                                                     already been exited.
       E3          Existing Enrollment Found,        SID and enrollment exists but the Exit
                   Invalid Exit Date-No Record       Date is prior to the Enrollment Date.
                   Updated
                   Existing Enrollment Found, only   SID and enrollment exists but the Exit
                   11 and 12 grade students can be   Code can not be “06” graduated. Only
       E4
                   graduate – No Record Updated      11 and 12 grade students can graduate
                                                     from high school.
       E5          Existing Enrollment Found, 12     SID and enrollment exists but the Exit
                   grade students can not be         Code can not be “05” promoted. 12
                   promoted – No Record Updated      grade students can be promoted.
                                                     One or more edit check failures.
        F          Missing or Invalid Data
                                                     (Specific error codes will be returned)
                                                     SID exists and existing student ELL
       G1          Student ELL Record Updated
                                                     record is updated.
                   SID Exists but No Record          SID exists however ELL record not
       G2
                   Updated                           found.
                                                     User attempted to exit a student
                   Missing mandatory ELL data;
       G3                                            designated as LEP without first
                   Enrollment Not Exited
                                                     submitting the Mandatory ELL data.
                                                     User attempted to change a student‟s
                   Missing mandatory ELL data
                                                     LEP status but mandatory ELL data is
       G4          and/or Date ELL Services Ended;
                                                     missing or the Date ELL Services
                   LEP indicator not updated
                                                     Ended is blank.
                   Student Early Childhood Record    SID exists and existing student Early
       H1
                   Updated (Planned for 2009)        Childhood record is updated.
                   SID Exists but No Record
                                                     SID exists however Early Childhood
       H2          Updated; (Reason)(Planned for
                                                     record not found.
                   2009)
                                                     User attempted to exit a student
                   Missing Mandatory Early
                                                     designated as Pre-K without first
       H3          Childhood Data; Enrollment Not
                                                     submitting the mandatory Early
                   Exited
                                                     Childhood data.
                   Enrollment Not Created; Home      IEP students must be enrolled in a
       H4          School RCDTS must be Public       Public Home School (applies to Pre-
                   School                            K only).
                   SID does not exist or SID and     SID does not exist or SID and First
        I
                   First Name, Last Name, or DOB     Name, Last Name, or DOB does not

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                   do not match existing record        match existing record.
                                                       User was successful in updating the
                   Entry Rating in the ECO record
       J1                                              Entry Rating of an Early Childhood
                   has been successfully updated
                                                       Outcomes Record.
                                                       User was successful in updating the
                   Exit Rating in the ECO record
       J2                                              Exit Rating of an Early Childhood
                   has been successfully updated
                                                       Outcomes Record.
                   Entry and Exit Rating in the ECO    User was successful in updating the
       J3          record has been successfully        Entry Rating and Exit Rating of an
                   updated                             Early Childhood Outcomes Record.
                                                       User attempted to update the
                                                       Student‟s Early Childhood Outcomes
                   Student must be actively enrolled
                                                       record but could not. The Early
                   in Pre-K and IEP to receive an
       J4                                              Childhood Outcomes record was
                   Early Childhood Outcomes
                                                       never created. Student Must be
                   Record
                                                       enrolled as Pre-K and IEP to create
                                                       an Early Childhood Outcomes record.
                                                       User attempted to update the
                                                       Student‟s Early Childhood Outcomes
                   No ECO record exists, Student
       J5                                              record but could not. The student is
                   never identified as IEP.
                                                       in the Pre-K grade level, but was
                                                       never marked as IEP.
                                                       User attempted to update the
                                                       Student‟s Early Childhood Outcomes
                   Home RCDT of active enrollment
       J6                                              record but could not. The Home
                   does not match Entry RCDT
                                                       RCDTS of the active enrollment does
                                                       not match the Entry Home RCDTS.
                                                       User attempted to update the
                                                       Student‟s Early Childhood Outcomes
                   Home RCDT of active enrollment
       J7                                              record but could not. The Home
                   does not match Exit RCDT
                                                       RCDTS of the active enrollment does
                                                       not match the Exit Home RCDTS.
                                                       User attempted to Promote a Pre-K
                   Missing Mandatory ECO Exit
                                                       IEP student without providing the
       J8          Rating data; Enrollment Not
                                                       Early Childhood Outcomes Exit
                   Exited
                                                       Record.
                   Pre-K Follow-Up Record              SID exists and Pre-K Follow-Up data
       K1
                   Accepted                            pass the validations.
                   Pre-K Follow-Up Record              SID exists and updates to Pre-K
       K2
                   Updated                             Follow-Up data pass the validations.
                                                       User attempted to update the Pre-K
                   Student must be actively enrolled
                                                       Follow-Up record but could not. The
       K3          in your district to submit Pre-K
                                                       Home RCDTS of the active
                   Follow-Up data
                                                       enrollment does not match the IWAS

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                                                         user submitting the file.
                   Record Not Accepted for
                   Assessment Pre-ID Generation:         Student is not enrolled in the current
       P1
                   No Current Enrollment Exists for      school year.
                   Student
                   Updated Assessment Pre-Id            SID exists and updates to Assessment
       P2
                   Information                          data pass validations.
                   Accepted Update Post                 SID exists and student Assessment
       P3
                   Assessment Correction                information is updated for the district.
                                                        SID exists and student is added to
                   Record Added Post Assessment
       P4                                               Assessment information for the
                   Correction
                                                        district.
                                                        SID exists and student is marked as
                   Record Marked as Not Tested
       P5                                               Not Tested in Assessment
                   Post Assessment Correction
                                                        information for the district.
                   Assessment Record Not               Assessment Correction record not
                   Updated: Correction record          accepted. Students Assessment
                   cannot be updated until after the   Correction cannot be updated until
       P6
                   last day of testing. Please update after the last day of testing. The
                   the students Pre-ID record          student‟s Assessment Pre-ID should be
                   instead.                            updated instead.
                                                        Assessment Pre-ID record not
                   Assessment Pre-Id Record Not
                                                        accepted. Students Assessment Pre-
                   Updated: Pre-Id record cannot be
                                                        ID cannot be updated after the last
       P7          updated after the last day of
                                                        day of testing. The student‟s
                   testing. Please update the students
                                                        Assessment Correction information
                   Correction record instead.
                                                        should be updated instead.
                   Assessment Correction Record         Assessment Correction record not
                   Not Updated: Correction record       accepted. Students Assessment
       P8
                   cannot be updated after the last     Correction cannot be updated after the
                   day of the correction window..       last day of the Correction winsdow.
                                                        SID exists and enrollment for Home
                   Updated Student Demographics
                                                        RCDTS and Serving RCDTS exists.
       U1          Information; Updated Enrollment
                                                        Updates to enrollment data pass
                   Information
                                                        validations.
                                                        SID exists but enrollment for the
                   Updated Student Demographics
                                                        Home RCDTS and Serving RCDTS
       U2          Information; New Enrollment
                                                        does not exist. New enrollment
                   Created
                                                        passes validations.
                                                        1.(SID exists however enrollment fails
                                                          validations (FTE greater than 1.00
                   SID Exists but No Record
       U3                                                 or Home RCDTS different)).
                   Updated; (Reason)
                                                        2.(SID Exists - Enrollment Dates
                                                          cannot overlap)

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                     SID exists; No New Enrollment
                                                            SID exists but the student is actively
        U4           Created; Another Active
                                                            enrolled at another Home RCDTS.
                     Enrollment Exists
                                                            SID to Keep must have an Active
                     Student to Keep must be actively
        X1                                                  enrollment in the Home District of the
                     enrolled
                                                            IWAS user submitting the file.
                                                            SID to Delete still has Active
                     Not all Enrollments Exited for
        X2                                                  Enrollments – All Enrollments for the
                     Student to Delete ID
                                                            Bad SID must be exited
                     Enrollments moved and Bad ID           All Enrollments moved to SID to
        X3
                     Deleted                                Keep and Bad SID removed
                                                            All Enrollments moved to SID to
                     Enrollments moved. Assessments
        X4                                                  Keep. Assessments were left
                     unchanged and Bad ID Deleted
                                                            unchanged and Bad SID removed
                                                            All Enrollments moved to SID to
                     Enrollments moved. Assessments
        X5                                                  Keep. Assessments moved to SID to
                     moved and Bad ID Deleted
                                                            Keep and Bad SID removed
                                                            All Enrollments moved to SID to
                     Enrollments moved. Assessments
        X6                                                  Keep. Assessments were merged and
                     merged and Bad ID Deleted
                                                            Bad SID Removed
                     Student to Keep ID exists more
                                                            SID to Keep is in the file multiple
        X7           than once in the file. No record
                                                            times
                     created or updated


Student IDs will be returned when records are assigned a Result Code of „A‟, „B1‟, „B2‟, or
„B3‟. The SIDs may be imported into the local Student Information System. Records with the
Result Codes of „A‟ or „B1‟ do not require resolution. This means that a new SID was created,
or an existing SID was returned, and an enrollment record created. However, records with
Result Codes of „B2‟, „B3‟, „C‟, „F‟, „E2‟, „E3‟, „G3‟, „G4‟, „H4‟ , „H3‟ , „H2‟ , „I‟, „J4‟, „J5‟,
„J6‟, „J7‟,‟K3‟, „P1‟, „P6‟, „P7‟, U3‟, „U4‟, „X1‟, „X2‟, and „X7‟ need to be resolved by the
district to create the enrollment record, and/or assign a SID, and/or to complete the desired
process successfully.

All other Result Codes, „D1‟, „D2‟, „E1‟, „J1‟, „J2‟,‟K1‟,‟K2‟, „J3‟, „P2‟, „P3‟, „P4‟, „P5‟,‟H1‟,
„G1‟, „U1‟, „U2,‟, „X3‟, „X4‟ , „X5‟ and „X6‟ indicate the transaction successfully processed in
the ISBE SIS and no further action is needed at the local student management system.

Note: A „B3‟ or „U4‟ Result Code is assigned if a student transfers to another district and the
losing school district has not exited the student in ISBE SIS. The gaining school district is not
able to actively enroll the student in SIS until the prior school exits the student‟s enrollment.
When a „B3‟ or „U4‟ is assigned, the system generates and sends emails to both school districts.
The gaining school district email informs the user the student has an active enrollment in another
school district which must be exited first and provides the contact information of the losing
school district. The losing school district email informs the user another school is attempting to

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enroll a student with an active enrollment in their district, requests the school district to exit the
student, and provides the gaining school contact information.

Although the enrollment is not reflected at the state level until the losing school district releases
the student, the gaining school district should still enroll the student in their local student
management system based on the school district‟s current enrollment process.

Additional Note: The Legal Last Name, Legal First Name, Date of Birth, and Gender uniquely
identify a student over 90% of the time. If two or more matches still exist, after all Student
Demographics information is evaluated, a „C‟ Result Code is assigned. The user may either
submit additional student attributes to narrow the search or go to the system to review the
potential matches.

6.3     Data Review Prior to File Submittal
Prior to the Batch Job submission, the RCDT/ROE Administrator should review the data for the
following edit checks and data cleanup:
    Research potentially duplicate records (run a query using First Name, Last Name, Date of
        Birth, and Gender, at a minimum, and then add optional attributes such as Middle Name)
        before submitting the records to ISBE SIS.
    Provide as many Optional Student Attributes (Native Language, Mother‟s Maiden Name, and
        Birth Place Name) as possible to minimize the number of duplicate records.
    Check that all Mandatory fields are populated.
    Ensure that Gender is coded correctly, i.e., Female is 01 or F and Male is 02 or M.
    Validate all code fields which include: Race, Native Language, and RCDTS.
    Ensure that all date data type fields contain data that are valid.
    Verify that the Date of Birth is between a defined reasonable age range (between 0 and 25
        years old).
    Replace any period in names with a space.
    Remove any space or apostrophe in names such as OBrien and McDonald and MacDonald as
        SoundEX does not identify as the same name.
    In the case of Hispanic children whose mother‟s maiden name may appear on the birth
        certificate and whose father‟s last name may appear on the social security card, it is
        recommended that the last name be submitted with the Mother‟s Maiden Name, followed
        by a hyphen (-), followed by the Father‟s Last Name.
    Remove any junk, dummy, or test data prior to creating the Batch file.




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                                                                          7
                                                                          Section
7 RCDT/ROE Administrator
  Functions



T         his section provides information related to the functions available to the RCDT/ROE
Administrator. Illustrated are the ISBE SIS screen views along with the supporting information
necessary for the RCDT/ROE Administrator to perform the online batch process functions. The
RCDT/ROE Administrator role includes, at minimum, all of the attributes of the RCDT General
User role plus the ability to conduct the Batch Process, view the online reports, request
assessment data files, and correct assessment data. The online “Request New SID” and “Search
SID” functions are discussed in Section 4 RCDT General User Functions. This section details
the Batch Process functions available for an RCDT/ROE Administrator Role.


7.1 ISBE Internal
The ISBE SIS Internal function allows an authorized ISBE user to support the districts during the
annual assessment process. After the scores are received from the test vendors, authorized users
may use the internal management functions in SIS to complete the following tasks:
 Invalidate/Merge Scores,
 Reassign Scores, and
 Process Orphan Records.

Below is an illustration of the ISBE Internal Management and Tools Screen.




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                      Figure 169 - ISBE Internal Management and Tools Screen




7.2 Invalidate/Merge Scores
The ISBE SIS application allows an ISBE Administrator User to invalidate or merge scores. A
user may request a score be “Invalidated” for one of the following reasons:
 Student took more than one test.
 Student took the incorrect type of test.
 Student took the incorrect grade level test.

A user may request a score be “Merged” if there is more than one score record for the test the
student took. For example, a student may have a separate Day 1 and Day 2 PSAE score that
should be merged into one score record.



Below is an illustration of the ISBE SIS Invalidate/Merge Scores Search screen.




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                          Figure 170 - Invalidate/Merge Scores Search Screen




The user must enter the student ID and one of the following:
       1. Last Name (Legal), or
       2. First Name (Legal), or
       3. Date of Birth (mm/dd/yyyy), or
       4. School Year.

Once the “Search” button is pressed, the system will perform the edit checks on the student
attributes input. If all validations pass, the system will then check for any existing records that
match the mandatory elements input before displaying the ISBE Internal Invalidate/Merge Score
Results Screen.

These are the possible outcomes that could occur:
       1. No Match
       2. One Exact Match



    7.2.1 No Matching Records
If there are no existing student records that match the mandatory elements, the user will be
prompted that no matching records were located. The user may correct information or enter
different student attributes to perform a new search.

Below is an illustration of the ISBE Internal Invalidate/Merge Score Results screen with the
message, “No search results found for such criteria.”


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              Figure 171 - ISBE Internal Invalidate/Merge Score Results Screen - No Match




    7.2.2 One (1) Exact Matching Record

When there is an exact match found based on the SID input and the attribute(s) entered, the
matching assessment score record for that student is displayed.




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The following is an illustration of the ISBE Internal Invalidate/Merge Score Results screen.

                      Figure 172 - Internal Invalidate/Merge Score Results Screen




The authorized user may select the record they wish to “Edit”. After the user clicks the Edit link
the Internal Invalidate/Merge Score screen will be displayed.




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Below is an illustration of the ISBE Internal Invalidate/Merge Score screen.

                          Figure 173 - ISBE Internal Invalidate/Merge Score




The User may select the “Action” - Invalidate or Merge. If the User selects Invalidate, they must
provide a Reason Code from the drop down. The user may click update to proceed or cancel to
return to the previous screen. After the user merges or invalidates the record they must press the
Update link to submit the change to SIS. If the user wishes to cancel the change they may press
the Cancel link.


7.3 Reassign Scores
The ISBE SIS application allows an ISBE Administrator User to reassign assessment scores
from one student or SID to another student or SID. A user may request a score be reassigned for
one of the following reasons:
 Student has multiple test scores and one score belongs to another student such as a twin, or
 Student had multiple SIDs and the score should be assigned to the other SID.

Below is an illustration of the ISBE Internal Reassign Assessment Scores Search screen.




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                  Figure 174 - ISBE Internal Reassign Assessment Scores Search Screen




The user must enter the student ID and one of the following:
       1. Last Name (Legal), or
       2. First Name (Legal), or
       3. Date of Birth (mm/dd/yyyy), or
       4. School Year.

Once the „Search‟ button is pressed, the system will perform the edit checks on the student
attributes input. If all validations pass, the system will then check for any existing records that
match the mandatory elements input before displaying the ISBE Internal Reassign Assessment
Scores Results Screen.

These are the possible outcomes that could occur:
   1. No Match
   2. One or More Matches

    7.3.1 No Matching Records - Reassign Score Search

If there are no existing student records that match the mandatory elements, the user will be
prompted that no matching records were located. The user may correct information or enter
different student attributes to perform a new search.

Below is an illustration of the ISBE Internal Reassign Assessment Scores Results screen with the
message, “No search results found for such criteria.”

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           Figure 175 - ISBE Internal Reassign Assessment Scores Results Screen - No Match




    7.3.2 One or More Matching Records - Reassign Score Search

When there is one or more matching records found based on the SID input and the attribute(s)
entered, the matching assessment score record(s) for that student is displayed.




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The following is an illustration of the ISBE Internal Reassign Assessment Scores Results screen.

                 Figure 176 - ISBE Internal Reassign Assessment Scores Results Screen




The authorized user may select the score record they wish to reassign. After the user clicks the
Select link, the ISBE Internal Assessment Correction Reassign Score Search screen will be
displayed.




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The following is an illustration of the ISBE Internal Assessment Correction Reassign Score
Search screen.

             Figure 177 - ISBE Internal Assessment Correction Reassign Score Search Screen




The ISBE SIS application will allow an authorized ISBE user to search for the associated
Assessment Correction Record. The user must input one of the following search criteria:
      1. SID
      2. Home RCDT
      3. Last Name
      4. First Name
      5. Date of Birth
      6. Gender

Once the “Search” button is pressed, the system will perform the edit checks on the student
attributes input. If all validations pass, the system will then check for any existing records that
match the attributes input before displaying the ISBE Internal Assessment Correction Reassign
Score Results Screen.

These are the possible outcomes that could occur:
   1. No Match

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    2. One or More Matching Records



    7.3.3 No Matching Records - Assessment Correction Search
If there are no existing student records that match the mandatory elements, the user will be
prompted that no matching records were located. The system will display the message on the
ISBE Internal Assessment Correction Reassign Score Results screen.

Below is an illustration of the ISBE Internal Assessment Correction Reassign Score Results
screen with the message, “No search results found for search criteria.”

         Figure 178 - ISBE Internal Assessment Correction Orphan Adoption Results - No Match




    7.3.4 One (1) Exact Matching Record - Assessment Correction Search
If one or more matching assessment corrections records are located based on the search criteria,
the ISBE Internal Assessment Correction Reassign Scores Results screen will be displayed.




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Following is an illustration of the ISBE Internal Assessment Correction Reassign Scores Results
screen.


          Figure 179 - ISBE Internal Assessment Correction Orphan Adoption Results - Match




The authorized user may select the Assessment Correction record they wish to reassign the score.
After the user clicks the Select link the ISBE Internal Reassign Score Association Screen will be
displayed.




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Following is an illustration of the ISBE Internal Reassign Score Association screen.

                     Figure 180 - ISBE Internal Reassign Score Association Screen




The user may select the Submit button to associate the records. The user may also click cancel
to terminate the transaction. Once the user clicks the Submit button, the ISBE Internal Reassign
Score Confirmation Screen is displayed.




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Following is an illustration of the Internal Reassign Score Confirmation screen.

                      Figure 181 - Internal Reassign Score Confirmation Screen




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7.4 ISBE Internal Process Orphan Records
The ISBE SIS application will allow an authorized ISBE user to associate unassigned score
records to an Assessment Correction Record.

Below is an illustration of the ISBE Internal Orphan Adoption Search screen.

                      Figure 182 - ISBE Internal Orphan Adoption Search Screen.




The user must enter the School Year. The following are additional optional search criteria:
       1. Last Name (Legal), or
       2. First Name (Legal), or
       3. Date of Birth (mm/dd/yyyy), or
       4. Gender,
       5. Home RCDT, or
       6. Test RCDT.

Once the “Search” button is pressed, the system will perform the edit checks on the student
attributes input. If all validations pass, the system will then check for any existing records that
match the attributes input before displaying the Internal ISBE Process Orphan Results Screen.

These are the possible outcomes that could occur:
   1. No Match
   2. One or More Matching Records



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    7.4.1 No Matching Records - Orphan Search

If there are no existing student records that match the mandatory elements, the user will be
prompted that no matching records were located. The system will display the message on the
Internal ISBE Process Orphan Results Screen.

Below is an illustration of the ISBE Internal Orphan Adoption Results screen with the message,
“No search results found for such criteria.”

                     Figure 183 - ISBE Internal Orphan Adoption Results Screen




    7.4.2 One (1) Exact Matching Record - Orphan Search
If one or more matching records are located based on the mandatory attributes, the ISBE Internal
Process Orphan Records Results screen will be displayed.




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Following is an illustration of the ISBE Internal Process Orphan Records Results screen.

                  Figure 184 - ISBE Internal Process Orphan Records Results Screen




The authorized user may select the record they wish to match to an Assessment Correction
Record. After the user clicks the Select link the ISBE Internal Assessment Correction Orphan
Adoption Search screen will be displayed.




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Following is an illustration of the ISBE Internal Assessment Correction Orphan Adoption Search
screen.

            Figure 185 - ISBE Internal Assessment Correction Orphan Adoption Search Screen




The ISBE SIS application will allow an authorized ISBE user to search for the associated
Assessment Correction Record. The user must enter one or more of the following to search
elements to locate possible matching records in the Assessment Correction table:
       1.   SID
       2.   Home RCDT
       3.   Last Name
       4.   First Name
       5.   Date of Birth
       6.   Gender

Once the “Search” button is pressed, the system will perform the edit checks on the student
attributes input. If all validations pass, the system will then check for any existing records that
match the attributes input before displaying the ISBE Internal Assessment Correction Orphan
Adoption Results Screen.

These are the possible outcomes that could occur:

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    1. No Match
    2. One or More Matching Records



    7.4.3 No Matching Records - Assessment Correction Search
If there are no existing student records that match the mandatory elements, the user will be
prompted that no matching records were located. The system will display the message on the
ISBE Internal Assessment Correction Orphan Adoption Results screen.

Below is an illustration of the ISBE Internal Assessment Correction Orphan Adoption Results
screen with the message, “No search results found for search criteria.”

         Figure 186 - ISBE Internal Assessment Correction Orphan Adoption Results - No Match




    7.4.4 One (1) Exact Matching Record - Assessment Correction Search
If one or more matching assessment corrections records are located based on the search criteria,
the ISBE Internal Assessment Correction Orphan Adoption Results screen will be displayed.




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The following is an illustration of the ISBE Internal Assessment Correction Orphan Adoption
Results screen.


          Figure 187 - ISBE Internal Assessment Correction Orphan Adoption Results - Match




The authorized user may select the Assessment Correction record they wish to match to the
Orphan Record. After the user clicks the Select link the ISBE Internal Orphan Adoption
Association Screen will be displayed.




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The following is an illustration of the ISBE Internal Orphan Adoption Association screen.

         Figure 188 - ISBE Internal Assessment Correction Orphan Adoption Association Screen




The User may select the Submit button to associate the records. The user may also click cancel
to terminate the transaction. Once the user clicks the Submit button, the Internal ISBE Orphan
Association Confirmation Screen is displayed.




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The following is an illustration of the ISBE Internal Assessment Correction-Orphan Adoption
Confirmation screen.

        Figure 189 - ISBE Internal Assessment Correction Orphan Adoption Confirmation Screen




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                                                                            8
                                                                            Section
8 Interfaces




T          his section provides information on ISBE SIS interfaces.
The ISBE SIS system contains student information that is common to other ISBE programs.
Where feasible, ISBE SIS will interface with these systems to exchange the SID for those
students that are matched within the SIS database.

SIS will also interface with external assessment vendors to provide assessment Pre-ID label
information and to receive assessment test results for each student taking a test. The student data
elements that are transmitted between ISBE and the specific assessment vendor are described in
Section 7.2.

Currently, SIS interfaces include two programs and multiple vendors:
 FACTS and ISIS Programs
 Assessment Vendors

As the interface activity expands to meet ISBE needs, this section will be updated to include any
new functionality.

8.1 FACTS and ISIS
The Special Education Funding and Child Tracking System (FACTS) is a Special Education
student information system also in production in the state of Illinois. The Illinois Student
Information System (ISIS) is a Career and Technical Education (CTE) student information
system currently in production in the state of Illinois. ISBE SIS will interface with FACTS and
ISIS to provide the SID assigned to individual students found within FACTS and ISIS.

FACTS/ISIS personnel are not authorized to request ISBE SIS to assign a SID; however,
authorization may be granted to FACTS/ISIS personnel for the Search SID functionality to
identify duplicate records within their respective systems.

FACTS/ISIS designated personnel have access to the Search for SIDs within the SIS System.
The Search SID functionality provided through the online process is found in Section 4.2 -
Search SID.


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8.2 The Assessment Process Overview
The ISBE SIS will provide Student Demographics information to the designated assessment test
vendors for the printing of Assessment Pre-ID labels on an annual basis. As school districts
make updates to the Student Demographics data captured at the end of their testing window,
updated files will be provided to the vendors. Additionally, the assessment test results will be
provided by the assessment test vendors to ISBE for inclusion in SIS for each student‟s record.

    8.2.1 Submission of Assessment Pre-ID Information
The ISBE SIS will provide a file transfer to designated ISBE assessment test vendors for their
creation of assessment Pre-ID labels. Student Demographics information for the Assessment
Pre-ID label transmission file will be collected by SIS from School Districts through a batch file
upload. The file will be uploaded using the same process as used for submitting Student
Demographics files and Exit Enrollment files.

Additionally, two view-only reports are available online for authorized district personnel to
review to confirm the Assessment Pre-ID data that will be sent to the assessment vendors is
accurate.
    8.2.2 Collection of Student Assessment Pre-ID label data
ISBE SIS‟s standard file format must be followed to import/export student assessment data
through the SIS batch process (See Section 5.1 Batch Process). The Assessment Pre-ID file must
conform to the following requirements:
    File must conform to the order and data type of the file layout in ISBE SIS File Format
        Layouts document, Section 5 Assessment Pre-ID File Format.
    Data must conform to the codes and definitions in the ISBE SIS Data Elements document.
    File must be in either a XML file format, Text (comma delimited file format), or an Excel
        Spreadsheet converted into a Comma-separated Value, CSV format.
    See ISBE File Format Layouts document, Section 5.3.
    Each import file must contain a header row.

The Assessment Pre-ID file format layout, data elements, and data validations performed in
ISBE SIS have been communicated to the software vendors involved with Illinois school
districts. If a school district does not have a student management package, or chooses to submit
data without the involvement of the vendor, downloading existing data from local packages, or
inputting data into an EXCEL spreadsheet template and converting the file to a CSV file for
submission to ISBE, is an alternative.

Only the Home School is authorized to submit student Assessment Pre-ID label information
through the SIS batch process to ISBE. The student‟s SID, demographic information, and
additional assessment information (collected through the Assessment Pre-ID file), are sent to the
ISBE designated assessment test vendor for the generation of Pre-ID labels.

Note: There is no ISBE SIS online functionality available to capture the additional student
assessment information.

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The mandatory Assessment Pre-ID label data elements for each student include the following:
 Student ID,
 Legal Last Name,
 Legal First Name,
 Birth Date,
 RCDTS Home School,
 RCDTS Serving School,
 RCDTS Testing School,
 Grade Level at Time of Testing,
 First Year in U.S.,
 Years in any TBE/TPI Program,
 Years since exited TBE/TPI Program,
 Enrolled in Home School on or before May 1,
 Enrolled in Home School/District on or before May 1, and
 Test to be taken.

Note: The SAP ID (the student ID number used in a school‟s local system) is an optional data
element that may be included in the Assessment Pre-ID file format.



    8.2.3 Assessment Pre-ID File Batch Result Codes and Messages
The ISBE SIS export file is returned in the same format with the same data that was provided,
plus result codes and messages to the school/district for their review (and action, where
appropriate). School/district staff review of the returned files will indicate if each student‟s data
was successfully uploaded or if inaccuracies were found that require action by the local school
district staff. All ISBE SIS Result Codes and Result Messages are found in Section 5.1.2. The
specific Assessment Pre-ID result codes and result messages assigned to processed student
record are listed below:

    Result Code      Result Message                          Possible Reason for Outcome
        P1           Record Not Accepted for                Student is not enrolled in the current
                     Assessment Pre-ID Generation: No       school year.
                     Current Enrollment Exists for
                     Student
        P2           Updated Assessment Pre-Id              SID exists and updates to assessment
                     Information                            data pass validations.

The „P2‟ result codes indicate that the transaction successfully processed in the ISBE SIS system
and no further action is needed at the local student information management system. A result
code of „P1‟, „F‟, or „I‟ requires further action by the local school district staff.




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    8.2.4 Assessment Pre-ID Reports
Two online view-only reports with Assessment Pre-ID information are available SIS.
Authorized users may use the reports functionality to select the Assessment Report of choice for
viewing. The Assessment Pre-ID (Summary) contains summary information of the data captured
for Assessment Pre-ID labels. The Assessment Pre-ID Report (Detail) contains student records
for those students eligible for assessment testing (i.e., grades 3-8 and grade 11). Refer to section
5.2.3 for details of these reports.



    8.2.5 Correction of Assessment Information
ISBE SIS provides authorized users at a school district with the capability to request Assessment
Correction Files on an as needed basis. Refer to Section 6.3 for detailed information on
Requesting a File.

The purpose of this file is to enable districts to review the assessment student record information
- demographic, enrollment, and assessment - which will be provided to the assessment vendor for
the assessment scoring process. Additionally, two view-only reports are available online for
authorized district personnel to review to confirm that the assessment data that is sent to the
assessment vendors for the scoring process is accurate as of the last day of their testing period.

ISBE SIS provides an online Assessment Correction function to update captured student
assessment information. Refer to Section 6.4 for detailed information on the online Assessment
Correction process.



    8.2.6 Assessment Correction File
The district is to review the student record information and correct invalid data, add missing
student records, and mark those student records as “Not Tested” for students who did not test at
their district. A corrected Assessment Correction file is to be submitted to ISBE via IWAS/SIS
for processing or the changes must be made online. A revised Assessment file is sent to the
testing vendor on an agreed upon date that is used by the testing vendor for assessment test
scoring.

Only the Home School is authorized to submit the Assessment Correction file through the SIS
batch process to ISBE. The Assessment Correction file data may either be input into an Excel
spreadsheet template and converted to a CSV file for submission to ISBE or it may be submitted
as a TEXT (.txt) file.

The mandatory Assessment Correction data elements for each student include the following:
 Student Tested,
 SAP ID,
 Reason for not Testing Student (Mandatory Student did not Test),
 Student ID (SID),
 Legal Last Name,

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   Legal First Name,
   Legal Middle Name,
   Date of Birth,
   Race Codes,
   Gender Codes,
   Homeless Indicator,
   Migrant Indicator,
   LEP Indicator,
   IEP Indicator,
   FRL/Low Income Indicator,
   Century 21 Indicator,
   RCDTS for Home School,
   RCDTS for Serving School,
   RCDTS for Testing School,
   Grade Level at Time of Testing,
   First Year in U.S.,
   Years in any TBE/TPI Program,
   Years since exited TBE/PTI Program,
   Enrolled in Home School on or before May 1,
   Enrolled in Home District on or before May 1, and
   Test to be taken.

Note: The SAP ID (the student ID number used in a school‟s local system) is an optional data
element. The SAP ID may be included in the Assessment Correction file format.

In the initial Assessment Correction file, the Result Code, and Result message are displayed to
identify discrepancies that the Districts are to review and correct. Any discrepancies will be
identified with a Result Code of „F‟ and the associated error message. Additionally, the Student
Test Code field is defaulted to “Yes” in the initial downloaded file. A user may change the
Student Tested Code to “No” on subsequent submissions. If a Student Tested Code of “No” is
submitted, a Reason for Not Testing Student must be provided.

Corrections to the student assessment data updates the “captured” point-in-time assessment data
and does not update student records in SIS. The point-in-time is the “last day of the district‟s
testing period.”

    8.2.7 Assessment Correction File Batch Result Codes and Messages
Both the ISBE SIS initial Assessment Correction file and subsequent export files, are returned in
the same format with the same data that was provided, include result codes and messages to the
school/district for their review (and action, where appropriate). School/district staff review of
the returned files result code/messages will indicate if each student‟s data was successfully
uploaded or if inaccuracies were found that require action by the school/district staff. All ISBE
SIS Result Codes and Result Messages are found in Section 5.1.2. The specific Assessment
Correction result codes and result messages assigned to processed student records are:



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    Result Code      Result Message                         Possible Reason for Outcome
                                                              SID exists and student Assessment
                       Accepted Update Post
        P3                                                    information is updated for the
                       Assessment Correction
                                                              district.
                                                              SID exists and student is added to
                       Record Added Post Assessment
        P4                                                    Assessment information for the
                       Correction
                                                              district.
                                                              SID exists and student is marked as
                       Record Marked as Not Tested
        P5                                                    Not Tested in Assessment
                       Post Assessment Correction
                                                              information for the district.

The „P3‟, „P4‟, and „P5‟ result codes indicate that the transaction successfully processed in the
ISBE SIS system and no further action is needed at the local student information management
system. A result code of „F‟ or „I‟ requires further action by the local student information
management system staff.



    8.2.8 Assessment Correction Reports
Two online view-only reports with assessment information are available through SIS.
Authorized users may use the reports functionality to select the Assessment Report of choice for
viewing. The Assessment Correction Report (Summary) contains summary information of
student information captured in SIS at the end of a district‟s testing window. The Assessment
Correction Report (Detail) contains student records for those students eligible for assessment
testing (i.e., grades 3-8 and grade 11). The report displays student information captured in SIS at
the end of a district‟s testing window, and information submitted in the Assessment Pre-ID file
(information transferred to the testing vendor), at the end of the testing window. Refer to section
5.2.3 for details of these reports.

    8.2.9 Assessment Test Results
The Assessment Test vendor(s) provide student assessment test score results to ISBE for those
students tested in a district, ROE, and/or school. SIS will validate the above information along
with the RCDTS codes for each student record before the assessment details are stored. Student
enrollment is not a pre-condition for an assessment test score.

SIS will store each occurrence of an assessment test result for a student provided it has a specific
assessment test type and assessment test date combination. SIS will replace the set of assessment
test score results for a student for a given assessment test type if the new assessment test date is
the same as the existing assessment test date (Rescoring).




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                                                                         9
                                                                         Section
9 Other Functions




T          he ISBE SIS application also offers users a “Help” section
that provides users with troubleshooting tips and answers to Frequently Asked Questions
(FAQs). This system function is described in further detail in this section.




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9.1 Help
Online help will be available for all fields and will include information on all edit rules the field
must pass to be considered valid. The ISBE SIS application will provide online help for all
system functions to explain the purpose of the functions and how to use the functions.

Additionally, an online ISBE SIS User manual will be provided, as well as a link to the SIS
Home Page and SIS Training Videos.

Below is an illustration of the Help Screen that displays the links to the user manual and SIS
Home Page while the online Help Page is under construction.

                                       Figure 190 - Help Screen




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                                                                           Section



                                                                        10
10 Data Quality




I     SBE believes in the importance of collecting quality data about
Illinois students and agrees with the National Forum on Education Statistics‟ (NFES),
recommendations for creating a “Culture of Quality Data” which is explained in their
publication, “Forum Guide to Building a Culture of Quality Data”. This guide expresses the
need for school and district personnel to focus on the quality of the data being collected on
student information that has many uses - statistics, school budget planning, a child‟s placement
in a class, and instructional plan development.

To help your schools and districts move toward a “Culture of Quality Data”, a brief overview of
NFES‟s “Forum Guide to Building a Culture of Quality Data” is provided below.

“The intent of this [NFES] guide is to point out some common principles that can help increase
the likelihood that data will be secure, accurate, and useful.”

Individual copies of the Guide may be printed from the Forum website at:
http://nces.ed.gov/forum/pub_2005801.asp. Tip sheets on the Roles of Key Players may also be
found and duplicated so that each person can retain a copy of the appropriate suggestions for
their role in the collection of Quality Data student information.




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10.1 Introduction
Quality data, like quality students, come from schools. While it is undeniably harder to teach a
student than it is to collect statistics, there are procedures that can help us achieve our goals in
both cases. Recently, there has been a growing awareness that effective teaching, efficient
schools, and quality data are linked. The quality of information used to develop an instruction
plan, run a school, plan a budget, or place a student in a class depends upon the school data
clerk, teacher, counselor, and/or school secretary who enter data into a computer. With that in
mind, the focus of this guide is on data entry - getting things right at the source.

    10.1.1 Orderly Information from Disorderly Setting
Data often enter electronic systems from a school or school district office, which may not be an
optimal setting for paying careful attention to numbers. Office staff members are expected to
perform many tasks, from greeting parents to answering the phone, sorting the mail, producing
memos, and bandaging wounded knees. While all these things are going on, often
simultaneously, staff members are expected to fill out forms and enter data into computers.
During conference periods in classrooms when teachers are trying to enter attendance
information or grades into computers, the situation can be just as busy.

We want trained data entry personnel who work in an environment that assists, not hinders, data
entry. When people are doing important work, we want them to concentrate on the task. We do
not expect, for example, the person preparing our tax returns to be eating lunch or talking on the
phone with clients while entering our itemized deductions into a computer. However, those may
be the conditions of a school secretary’s life. And remember, bad data about a student or school
can cause bigger problems than a lost tax refund.

It is important to understand that “quality data” is not something that just occurs when an office
clerk hits the right number on a keyboard. It is a process. We need to pay attention to the
process involved because the information derived from school data is vital. The intent of data
entry and collection is to produce information that reflects reality - that lets us know what is
actually happening in a school. It is important for all staff members to understand the issues
involved in data collection and data entry and to recognize that those issues reflect the values of
the organization. Based on an analysis of these processes, we can work toward developing a
“Culture of Quality Data” that will result in good information.

    10.1.2 What is a Culture of Quality Data?
A Culture of Quality Data is the belief that good data are an integral part of teaching, learning,
and managing the school enterprise. Everyone who has a role in student outcomes - teachers,
administrators, counselors, office support staff, school board members, and others - shares this
belief. Because good data are as much a resource as staff, books, and computers, a wise
education system is willing to invest time and money in achieving useful information and
respects the effort taken to produce it.


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    10.1.3 NCES Components of a Culture of Quality Data
According to the Forum, “everyone whose job touches students has a role in ensuring data
quality. When a school or district embraces a Culture of Quality Data, it shows its concern in
the following major areas:
     Accuracy. The information must be correct and complete. Data entry procedures must
        be reliable to ensure that a report will have the same information regardless of who fills
        it out.
     Security. The confidentiality of student and staff records must be ensured, and data must
        be safe.
     Utility. The data have to provide the right information to answer the question that is
        asked.
     Timeliness. Deadlines are discussed and data are entered in a timely manner.”


10.2 Key Elements to Achieving Quality Data
       Clear standards and guidelines for data quality:
            Policies and Regulations
            Standards and Guidelines
       School staff with the needed skills and information to enter data correctly:
            Training and Professional Development
       Workable calendars and timelines to make sure the data are available when needed:
            Timelines
            Calendars
       Technology and technology support in place to support these efforts:
            Technology (Hardware + Software + Network)
            Data Entry Environment




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10.3 Summary
Effective policies, guidelines, professional development, and efficient environments are all
earmarks of a school or district that values data quality. It is understandable that these
conditions will not develop overnight. Like the creation of any other successful program, the
creation of a quality data system takes time and requires the development of a systematic
process.

When an effective data entry and collection environment exists, staff will spend less time and
money correcting data errors and more time on other tasks, such as the instructional program.
This can happen when all those involved in the collection and use of data are communicating,
when all those involved respect the contributions of the staff who enter the data, and when all
staff understand how the data are used.




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11 Glossary
Acronym                       Definition
AYP                           Adequate Yearly Progress
CFC                           Child and Family Connections
CSV                           Comma-Separated Value
CTE                           Career and Technical Education
EI                            Early Intervention
ELL                           English Language Learners
ESL                           English as a Second Language
ECO                           Early Childhood Outcomes
FACTS                         Funding and Child Tracking System
FAQ                           Frequently Asked Questions
FERPA                         Federal Educational Rights and Privacy Act
FRL                           Free or Reduced Lunch
FTE                           Full Time Equivalent
GED                           General Education Development
IAA                           Illinois Alternate Assessment
IEP                           Individualized Education Program
IEP                           Immigrant Education Program
ISBE                          Illinois State Board of Education
ISAT                          Illinois Standards Achievement Test
ISIS                          Illinois Student Information System
IWAS                          ISBE Web Application Security System
LEA                           Local Education Agency
LEP                           Limited English Proficiency
NCES                          National Center for Education Statistics
NCLB                          No Child Left Behind Act of 2001
NFES                          National Forum of Education Statistics
PSAE                          Prairie State Achievement Examination
RCDT                          Region, County, District, Type
RCDTS                         Region, County, District, Type, School
ROE                           Regional Offices of Education
SAP                           Student Assistance Program
SES                           Supplemental Educational Services/Socio-Economic Status
SID                           Student Identifier
SIF                           Schools Interoperability Framework
SIFA                          Schools Interoperability Framework Association
SIS                           Student Information System
TBE                           Transitional Bilingual Education
TPI                           Transitional Program of Instruction
TXT                           Text
XML                           eXtensible Markup Language

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