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Teacher Data Warehouse User Guide
For Teacher Data Warehouse v1.0.0
Last update: October 18, 2007
Table of Contents
User Accounts
Log-in procedure page 2
Contact for login/password problems page 3
Creating additional user accounts page 3
Submitting Data
Submitting data using an Excel document page 4
Submitting data using an ASCII document page 11
Generating Reports
Generating a B2 report page 15
Generating a B4 report page 17
Generating a “Where are my Teachers?” report as a map page 19
Generating a “Where are my Teachers?” report as a datatable page 22
Generating an Alumni Certification report page 26
Generating a Program Participation report page 29
Generating a State-wide TSR (Teacher Service Record) Analysis report page 31
Employees and Salary by Experience, Position and ROE page 32
Employees by Ethnicity, Role, and ROE page 35
Employees and Salary by Fiscal Year, Role and Highest Degree Earned page 37
Employees by Ethnicity, Gender, Role and ROE page 40
Teachers by Fiscal Year, Ethnicity and Role page 42
Employees by Role and Type of Degree Institution page 45
Teacher Data Warehouse User Guide https://tdw.pb.uillinois.edu Page 1
User Accounts
Log-in procedure
1. Click on the Login link at the top of the webpage:
2. Enter your Login and Password, then click on the Login button:
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3. You will be at the TDW Main Menu:
Contact for login/password problems
Teacher Data Warehouse User Guide https://tdw.pb.uillinois.edu Page 3
If you experience issues pertaining to your login and/or password (i.e. – lost
login/password, nonfunctioning login/password), please contact Jon Laird at (217) 244-
6733 or jonlaird@uillinois.edu
Creating additional user accounts
If you need an account created for a user other than the keyholder or Title II Coordinator,
please contact Jon Laird at (217) 244-6733 or jonlaird@uillinois.edu
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Submitting Data
Submitting data using an Excel document
1. Download the Excel data template from the link titled “Excel Worksheet for submitting
Institutional Data” on the TDW homepage. Save the file to your computer:
2. Open the downloaded Excel file which was saved to your computer.
3. The Excel document will open on the Data Specification tab of the worksheet. This tab
explains each field on both the Annual Data tab and Program Data tab:
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4. Click on the Annual Data tab to enter annual data for your institution.
Annual Data Field Descriptions
FICE Code – 6 characters – Enter your institution’s FICE Code into this
field for each entry.
SSN – 9 characters – Enter the student’s social security number, without
dashes or spaces.
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Dummy SSN – 9 characters – Use only if the student does not have a social
security number (i.e. students from other countries)
Previous SSN – 9 characters – Use only if the student previously had a
different social security number.
Last Name – 20 characters (maximum) – Enter the student’s last name, up
to 20 characters.
First Name – 15 characters (maximum) – Enter the student’s first name, up
to 15 characters.
Middle Initial – 1 character – Enter the student’s middle initial, if any.
Date of Birth – 8 characters – Enter the student’s date of birth, in the format
YYYYMMDD (i.e. February 15, 1981 would be 19810215)
Gender Code – 1 character – Enter the student’s gender (M=male,
F=female)
Race Code – 1 character – Enter the student’s race:
o 1 – Black
o 2 – American Indian/Alaskan Native
o 3 – White, Non-Hispanic
o 4 – Asian/Pacific Islander
o 5 – Hispanic
o 6 – Non-Resident Alien
o 9 – Not Reported/Unknown/Missing
Fiscal Year – 4 characters – Enter the appropriate Fiscal Year for the data
you are submitting (i.e. Data for students enrolled from July 1, 2006
through June 30, 2007 are in Fiscal Year 2007). Use a separate file for
each Fiscal Year. Do not submit multiple Fiscal Years in the same file.
Summer – 1 character – Enter the enrollment status of the student during the
summer at the beginning of the Fiscal Year:
o 0 – Enrollment period not offered at your institution
o 1 – Enrolled full time
o 2 – Enrolled part time
o 3 – Not enrolled
o 9 – Data missing
Fall – 1 character – Enter the enrollment status of the student during the fall
period of that Fiscal Year:
o 0 – Enrollment period not offered at your institution
o 1 – Enrolled full time
o 2 – Enrolled part time
o 3 – Not enrolled
o 9 – Data missing
Winter – 1 character – Enter the enrollment status of the student during the
winter period of that Fiscal Year:
o 0 – Enrollment period not offered at your institution
o 1 – Enrolled full time
o 2 – Enrolled part time
o 3 – Not enrolled
o 9 – Data missing
Spring – 1 character – Enter the enrollment status of the student during the
spring period of that Fiscal Year:
o 0 – Enrollment period not offered at your institution
o 1 – Enrolled full time
o 2 – Enrolled part time
o 3 – Not enrolled
o 9 – Data missing
Class Level – 1 character – Enter the student’s class level upon the 10-day
census date for the first term the student is enrolled in that Fiscal Year:
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o 1 – Freshman
o 2 – Sophomore
o 3 – Junior
o 4 – Senior
o 5 – Non-degree student
o 6 – Graduate
U.S. Citizen – 1 character – Indicate if the student is a U.S. citizen (Y=yes,
N=no).
Degree Type – 1 character – Highest degree awarded during this Fiscal
Year:
o <blank> - No degree awarded this year
o B – Baccalaureate
o M – Master’s
o C – Certificate of Advanced Study/Specialist
o D - Doctorate
Admission Zip Code – 5 characters – Enter the ZIP code from which the
student submitted their application when admitted to your institution.
Notes on the Annual Data tab:
- Each field in the Annual Data tab, except Dummy SSN and Previous SSN, is
required.
- Each student should have only one entry in the Annual Data tab.
5. Click on the Program Data tab to enter program data for your institution.
Program Data Field Descriptions
FICE Code – 6 characters – Enter your institution’s FICE Code into this
field for each entry.
SSN – 9 characters – Enter the student’s social security number, without
dashes or spaces.
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Fiscal Year – 4 characters – Enter the appropriate Fiscal Year for the data
you are submitting (i.e. Data for students enrolled from July 1, 2006
through June 30, 2007 are in Fiscal Year 2007). Use a separate file for
each Fiscal Year. Do not submit multiple Fiscal Years in the same file.
Program Abbr – 6 characters (maximum) – Enter the program abbreviation
for the program in which the student is enrolled for that Fiscal Year. A
comprehensive list of program abbreviations can be found at
https://pbtdw1.ui.uillinois.edu/docs/Certification_codes_final.xls
Program Route – 1 character – Enter the applicable program route for the
program in which the student is enrolled:
o A – Alternative
o L – Alternative Administrative
o T – Traditional
Educational Objective – 1 character – Enter the educational objective for
the program in which the student is enrolled:
o B – Baccalaureate
o M – Master’s
o P – Post Master’s
o D – Doctorate
o T – Teacher Certificate Only
Program Type – 1 character – Enter the program type for the program in
which the student is enrolled:
o I – Initial certificate
o T – Advanced program teacher preparation (with certificate)
o N – Advanced program not leading to a certificate
o O – Advanced program - other
Program Completer – 1 character – Indicate if the student has completed
this program at the end of that Fiscal Year (Y=yes, N=no). Both
completers and non-completers should be included in the data.
Completion Date – 8 characters – Enter the date on which the student
completed this program, in the format YYYYMMDD (i.e. May 15, 2007
would be 20070515). A completion date should only be provided if the
Program Completer field for this record is Y (yes); if the Program
Completer field for this record is N (no), then no completion date
should be given. Only give completion dates with fall within the range
of the indicated Fiscal Year.
Notes on the Program Data tab:
- Since students may be concurrently enrolled in more than one program,
there may be more than one record in the Program Data tab for each entry
in the Annual Data tab.
6. Click the “Click to check all sheets” button to provide basic error-checking of the
document prior to uploading. Formatting errors will be highlighted in yellow. Be sure to
save all changes to the file.
7. Click the “Upload Files” link on the TDW Main Menu:
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8. You will arrive at the Upload page:
9. Click the “Browse…” button to locate the saved data file. Select the file and click
“Open”:
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10. The directory location of your file should appear in the “Select the file to upload” field.
Click the “Upload” button to send the file to the Teacher Data Warehouse staff. Once the
file is uploaded and the Upload page refreshed, the file you just uploaded should appear
under Current Contents:
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Submitting data using an ASCII document
1. Download and open the Excel ASCII template from the link titled “ASCII file layout for
data submission” on the TDW homepage.
2. You will see an Excel spreadsheet outlining the fields which need to be included in the
file, the number of character spaces which should be allotted for each field, and the valid
characters for each field.
3. Enter student data into a suitable ASCII program, such as Microsoft Text. One ASCII
file should be submitted for Annual Data (all students admitted during that Fiscal
Year), and a separate ASCII file should be submitted for Program Data (all students
enrolled in each program offered by your teacher education program).
4. Annual Data – Example: John A. Smith is a Hispanic male from Waukegan, IL who is
enrolled in the teacher education program at the University of Illinois –
Urbana/Champaign for the 2007 Fiscal Year. He was enrolled full-time in the fall of
2006, receiving his Baccalaureate in December, and began work full-time on his Master’s
degree at UIUC in the spring of 2007. The correct ASCII-formatted data would be:
001775111991111 Smith John A19810215M5200731014YB60085
It is important to note that all characters must be accounted for when submitting an
ASCII file. If you will not use all of the characters allotted for a particular field (i.e. a
student’s last name is shorter than 20 character), use spaces for the remaining characters.
5. Program Data – Example: John A. Smith is a Hispanic male from Waukegan, IL who is
enrolled in the teacher education program at the University of Illinois –
Urbana/Champaign for the 2007 Fiscal Year. He was enrolled full-time in the fall of
Teacher Data Warehouse User Guide https://tdw.pb.uillinois.edu Page 13
2006, receiving his Baccalaureate in December (an initial certificate in Sociology), and
began work full-time on his Master’s degree at UIUC in the spring of 2007 in order to
become a Principal. The correct ASCII-formatted data would be:
0017751119911112007SSSA TBIY20061215
0017751119911112007GADM TMON
Notice there are two entries in the Program Data file for this one student this Fiscal Year:
one entry for the completed Baccalaureate degree in Sociology, and one for the in-
progress Type 75 certificate. Data should be included whether the student has completed
the program or not, and a separate line should be used for each program.
6. Save both text files to your hard drive. Please include your institution’s FICE Code and
the relevant Fiscal Year in the file name.
7. Click the “Upload Files” link on the TDW Main Menu:
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8. You will arrive at the Upload page:
9. Click the “Browse…” button to locate the saved data file. Select the file and click
“Open”:
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10. The directory location of your file should appear in the “Select the file to upload” field.
Click the “Upload” button to send the file to the Teacher Data Warehouse staff. Once the
file is uploaded and the Upload page refreshed, the file you just uploaded should appear
under Current Contents:
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Generating Reports
Generating a B2 report
A B2 report analyzes the gender and race/ethnicity of candidates who have been formally accepted
into programs which prepare them to work in P-12 schools. The report is generated by analyzing
the Annual Data files submitted by participating institutions.
1. Click on the Reports link at the top of the page:
2. You will arrive at the Reports page:
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3. Using the drop-down menu under B2 Reports, select the academic year and semester you
wish to view. Click the “go” button:
4. A table will be generated detailing the number of male and female candidates in both
graduate and undergraduate programs for each race/ethnicity gathered by the Teacher
Data Warehouse. A bar graph representing these data will also be generated.
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Generating a B4 report
A B4 report analyzes enrollment by gender, ethnicity and program pursued. The generated table
depicts data for the academic year, semester, and enrollment type indicated. The report is
generated in real time.
1. Click on the Reports link at the top of the page:
2. You will arrive at the Reports page:
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3. Using the drop-down menu under B4 Reports, select the academic year you wish to view.
Click the “go” button:
4. A table will be generated detailing the number of male and female candidates in both
initial and advanced programs for each race/ethnicity gathered by the Teacher Data
Warehouse. A bar graph representing these data will also be generated.
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Generating a “Where are my Teachers?” report as a map
The “Where are my Teachers?” report details each graduate’s enrollment history, state
certifications, certificate endorsements, region of issue for certificates, and teaching assignments
in Illinois public schools.
1. Click on the Reports link at the top of the page:
2. You will arrive at the Reports page:
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3. Under Where are my Teachers?, click the radio button next to Map:
4. Using the drop-down menu, select the enrollment year you wish to view:
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5. Next, use the second drop-down menu to select the teaching year you wish to view:
6. Check the box below the drop-down menus to show only completers from that
enrollment year, or uncheck it for all. When finished, press the “go” button.
7. A map showing employment by county and a table showing county totals will be
displayed:
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8. By checking the empty check-box on this page, you can normalize the map for county
population:
Generating a “Where are my Teachers?” map as a datatable
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The “Where are my Teachers?” report details each graduate’s enrollment history, state
certifications, certificate endorsements, region of issue for certificates, and teaching assignments
in Illinois public schools.
1. Click on the Reports link at the top of the page:
2. You will arrive at the Reports page:
3. Under Where are my Teachers?, click the radio button next to Datatable:
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4. Using the drop-down menu, select the enrollment year you wish to view:
5. Next, use the second drop-down menu to select the teaching year you wish to view:
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6. Check the box below the drop-down menus to show only completers from that
enrollment year, or uncheck it for all. When finished, press the “go” button.
7. A table will be displayed for the data selected, showing the student’s name, their position
title, the school code for the school at which they are employed, the school name, the
school address, the school city, the school county, and the school zip code:
8. By clicking on a student’s name, you can obtain more detailed information about the
student:
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9. You can also save the datatable as an Excel file. From the generated datatable, click on
the link titled “Export this table as an Excel file (.csv)”:
10. Click the “Open” button to open the file in Excel, or click the “Save” button to save the
Excel file to your computer.
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11. The generated Excel file while look like this (personal student information has been
blacked out for the purposes of this user guide):
Generating an Alumni Certification report
The Alumni Certification report shows what Illinois Teaching Certificates your students have
earned, by enrollment year at your institution.
1. Click on the Reports link at the top of the page:
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2. You will arrive at the Reports page:
3. Under Alumni Certification, use the drop-down menu to select the enrollment year you
wish to view:
4. Check the box below the drop-down menus to show only completers from that
enrollment year, or uncheck it for all. When finished, press the “go” button
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5. A table will be displayed for the data selected, showing the number of matching alumni,
the number of certificates issued, the teacher’s name, the teacher’s date of birth, the type
of certification issued, the certificate level, the issuance date, the region of issuance, and
the issuing institution:
6. You can also save the datatable as an Excel file. From the generated datatable, click on
the link titled “Export this table as an Excel file (.csv)”:
7. Click the “Open” button to open the file in Excel, or click the “Save” button to save the
Excel file to your computer.
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8. The generated Excel file while look like this (personal student information has been
blacked out for the purposes of this user guide):
Generating a Program Participation report
A Program Participation report shows which ISBE programs your students are pursuing, what
your program profile is by class (Freshman – Senior), and how it compares to state-wide averages.
1. Click on the Reports link at the top of the page:
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2. You will arrive at the Reports page:
3. Under Program Participation, click on the link titled “View Report”:
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4. You will be presented with six tables detailing program participation: two tables detailing
program participation for your institution, two tables detailing program participation for
public institutions, and two tables detailing program participation for all institutions:
5. The Program Participation report defaults to Fiscal Years 2001 – 2004. To change the
range of years, select the starting year from the Start Year drop-down menu, the ending
year from the End Year drop-down menu, and click the “Generate Report” button.
Currently, 2000 is the earliest starting Fiscal Year, and 2004 is the most recent ending
Fiscal Year.
Generating a State-wide TSR (Teacher Service Record) Analysis report
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The TSR Analysis reports provide aggregate analysis of TSR data, which includes information
about ethnicity, gender, education level and type, and assignments throughout the state of Illinois.
Currently, there are six TSR Summary reports provided by the Teacher Data Warehouse:
Employees and Salary by Experience, Position and ROE
Employees by Ethnicity, Role, and ROE
Employees and Salary by Fiscal Year, Role and Highest Degree Earned
Employees by Ethnicity, Gender, Role and ROE
Teachers by Fiscal Year, Ethnicity and Role
Employees by Role and Type of Degree Institution
Generating a Employees and Salary by Experience, Position and ROE report
1. Click on the Reports link at the top of the page:
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2. You will arrive at the Reports page:
3. Under State-wide TSR Analyses, click on the link titled “View Report”:
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4. You will be at the TSR Summary Reports menu:
5. Click the link for the year you wish to view under Employees and Salary by
Experience, Position and ROE.
6. A table will be displayed detailing positions by regional office, giving counts and
salaries based on the number of years of experience:
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Generating a Employees by Ethnicity, Role, and ROE report
1. Click on the Reports link at the top of the page:
2. You will arrive at the Reports page:
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3. Under State-wide TSR Analyses, click on the link titled “View Report”:
4. You will be at the TSR Summary Reports menu:
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5. Click the link for the year you wish to view under Employees by Ethnicity, Role, and
ROE.
6. A table will be displayed detailing positions by regional office, giving counts and
percentages based on self-reported race/ethnicity:
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Generating a Employees and Salary by Fiscal Year, Role and Highest Degree report
1. Click on the Reports link at the top of the page:
2. You will arrive at the Reports page:
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3. Under State-wide TSR Analyses, click on the link titled “View Report”:
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4. You will be at the TSR Summary Reports menu:
5. Click the link titled “1999-2006” under Employees and Salary by Fiscal Year, Role
and Highest Degree Earned.
6. A table will be displayed detailing highest education level by position, giving counts
and salaries based on the Fiscal Year:
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Generating a Employees by Ethnicity, Role, and ROE report
1. Click on the Reports link at the top of the page:
2. You will arrive at the Reports page:
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3. Under State-wide TSR Analyses, click on the link titled “View Report”:
4. You will be at the TSR Summary Reports menu:
5. Click the link under Employees by Ethnicity, Gender, Role and ROE for the year
you wish to view.
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6. A table will be displayed detailing self-reported race/ethnicity counts, arranged by
regional office, then position, then gender.
Generating a Employees and Salary by Fiscal Year, Role and Highest Degree report
1. Click on the Reports link at the top of the page:
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2. You will arrive at the Reports page:
3. Under State-wide TSR Analyses, click on the link titled “View Report”:
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4. You will be at the TSR Summary Reports menu:
5. Click the link titled “1999-2006” under Employees by Fiscal Year, Ethnicity and
Position.
6. A table will be displayed detailing race/ethnicity counts for each type of position,
sorted by Fiscal Year:
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Generating a Employees by Role and Type of Degree-Granting Institution report
1. Click on the Reports link at the top of the page:
2. You will arrive at the Reports page:
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3. Under State-wide TSR Analyses, click on the link titled “View Report”:
4. You will be at the TSR Summary Reports menu:
5. Click the link titled “1999-2006” under Employees by Role and Type of Degree-
Granting Institution
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6. A table will be displayed detailing position and in-state education, sorted by Fiscal
Year:
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