2019 spring assessment process update 20190220 final v2 · 2019. 2. 20. · sis sent student...

2019 Spring Assessment Process UpdateStudent Information SystemFebruary 20, 2019

Whole Child • Whole School • Whole Community1

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Whole Child • Whole School • Whole Community

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Agenda

Welcome / Introductions

ACCESS Correction

DLM-AA

IAR (Illinois Assessments of Readiness) Pre-ID

SAT, PSAT 10 & PSAT 8/9 Correction

March 29th Deadline EL Data due for eGMS Ceiling Calculator Funding Allocation Reports

April 16th Deadline School Year 2019 Spring Enrollment Counts Deadline

504 Submissions Due


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Agenda

Student Attendance

SIS Updates

Upcoming Key Dates

Districts’ Next Steps

Where to Direct Questions


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Welcome / Introductions

Presenters Adam Lowery

IBM SIS Project Manager

Lindsay DeRosaIBM SIS Business Analyst

Ellie HowardISBE SIS Business Analyst

ISBE Key Team Members Madan Damodaran

Division Supervisor, Information Technology

Rae ClementzDirector, Assessment and Accountability

Patrick PayneDirector, Data Strategies and Analytics

Other Members of the SIS Team Tandi Turner

ISBE SIS Business Analyst

Pavi ShettyISBE SIS Business Analyst

Don Finch ISBE SIS IT Technical Lead

Neli KelleyIBM SIS Development Team

Amsa EaswaranIBM SIS Development Team

Mike PflugmacherMSF&W SIS Development Team


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ISBE SIS Resources

Resource documents are readily available: Located on the ISBE SIS webpage at

https://www.isbe.net/Pages/Student-Information-System.aspx

ISBE SIS Announcements User Manual Validations Document File Format Layouts Excel Templates

Tips for Completing (Data Collection Name) Template Steps for Creating and Uploading (Data Collection Name)

Data Elements Archived Meetings and Presentations Frequently Asked Questions


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ACCESS Correction

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ACCESS Correction

ISBE will open the ACCESS Correction process on March 6, 2019. Demographic, Home School, and Grade details must reflect a student’s status as of the last day of the ACCESS

testing period.

Changes made to the ACCESS correction data only affects the ACCESS Correction data; it does not update the student demographics information in SIS.

Updates to SIS student demographic, enrollment, and program indicator data (and enrollment exits) must also continue through the end of the school year.

If student demographic errors are identified in the ACCESS Correction file, revisions must be made both via the ACCESS Correction file and within SIS (via the Student Demographic/Enrollment batch file or the available online areas).

An ACCESS Correction record can only be added if the student has an EL record in your district for the 2019 school year.

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ACCESS Correction

The following fields can be added or updated during the ACCESS Correction Window:

- Student Tested - Reason for Not Testing- SAP ID- Legal Last Name- Legal First Name- Legal Middle Name- Birth Date- Race/ Ethnicity Code- Gender Code

- Homeless Indicator- Migrant Indicator- IDEA Services (IEP)- FRL/Low Income Indicator- 21st Century Indicator- Home School RCDTS- Grade Level at Time of

Testing- Test Taken

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ACCESS Correction

List of Not Tested Reasons 01- Medically Exempt 02 - Homebound Exempt 03 - In Jail/Locked Facility 04 - Out of State/Country 05 - Not Enrolled/Or Not EL at Time of Testing 07 - Transferred Out During Testing 08 - Transferred In During Testing 09 - Deceased 10 - Absent from Testing 15 - Refusal but Present to Test 20 - Obtained proficiency in a prior year or proficient based on screening tests 21 - Grade 12 Completion

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ACCESS Correction ACCESS Assessment Correction – Reports Screen

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ACCESS Correction SIS ACCESS Correction – Summary Report

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ACCESS Correction ACCESS Assessment Correction – Detail Report

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ACCESS Correction Assessment ACCESS Correction Link

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ACCESS Correction ACCESS Assessment Correction Search

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ACCESS Correction ACCESS Assessment Correction Student Detail

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ACCESS Correction ACCESS Assessment Correction Details

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DLM-AA

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DLM-AA Pre-ID

Data Collection Practices for DLM-AA Student demographic uploads went through the Student

Information System (SIS). SIS sent the last data update to the assessment vendor Friday, February 15, 2019.

February 13, 2018 - Data Lockdown After February 15, 2019, contact Laura Quimby for assistance: [email protected]

March 13, 2019 - DLM-AA Testing – Earliest Start Date May 8, 2019 - DLM-AA Testing – Latest End Date May 9, 2019 – Fist day of the DLM-AA Correction in SIS

DLM-AA Correction will be discussed in the April 25th SIS Webinar

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IAR (Illinois Assessment of Readiness) Pre-ID

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IAR Pre-ID

Data Collection Practices for IAR Pre-ID SIS sent student records to the assessment vendor on Friday, February 15, 2019. Final Pre-ID Transmission to PAN: March 1, 2019 Districts should continue to review and update the IAR Pre-ID data. The file will be based on student records in SIS as of 4:00 p.m., on March 1,

2019. Data from the IAR Pre-ID on March 1, 2019, will be provided to Pearson to:

Auto-create online test sessions for students whose “Session Name” field is populated Load any student data updates since February 15, 2019, into Pearson’s

PearsonAccessnext (PAN) system, based on the Testing RCDTS in the Pre-ID file. Notes on Sessions: If a student is put into a session directly in PAN before March 1,

2019, any “Session Name” transmission from SIS will be ignored. After the “Session Name” is provided to PAN from SIS, it can be updated only directly in PAN.

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Pre-ID for Grades 3-8: An IAR Pre-ID record for both ELA and Mathematics was created for

all Grades 3-8 students who do not have a DLM-AA or IAA record as their most recent assessment.

Both Home and Testing School Districts can enter and edit PNP information on the IAR Pre-ID file.

When a student’s enrollment is exited, the student will be removed from the Pre-ID report. Upon exit, the IAR Pre-ID table will retain the accommodation data. If a

new enrollment is created during this school year, all accommodation data from the prior IAR record will be applied to the new record, but the record can still be edited.

IAR Correction will be discussed in the April 25th SIS Webinar

IAR Pre-ID23

• IAR Pre-ID – Step 1: Define Testing Window IAR Pre-IDIAR Pre-ID

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• IAR Pre-ID – Step 1: Define Online/Paper Test and Testing WindowIAR Pre-ID

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IAR Pre-ID• IAR Pre-ID – Step 2

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• IAR Pre-ID – Step 2• Make to edit both tabs – ELA and Mathematics

IAR Pre-ID

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• IAR Pre-ID ReportIAR Pre-ID

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IAR Pre-ID• SIS Reports – IAR Pre-ID Summary Report

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IAR Pre-ID• IAR Pre-ID Detail Report

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SAT, PSAT 10, & PSAT 8/9 Pre-ID

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32 SAT, PSAT 10 & PSAT 8/9 Pre-ID file was sent to Vendor on February 1, 2019, 4:00 p.m.

All students identified in Grades 9, 10, and 11 in SIS are required to take PSAT 8/9, PSAT 10, or SAT (per grade level), unless DLM-AA is the appropriate state assessment.

SAT will be administered to grade 11 students and to grade 12 students, as required.

Students in grade 10 must take PSAT 10, and students in grade 9 must take PSAT 8/9.

If a student will take DLM-AA instead, use the Assessment link in SIS to move the student from SAT, PSAT 10, & PSAT 8/9 Pre-ID to DLM-AA Pre-ID.

SAT, PSAT 10 & PSAT 8/9 Pre-ID data elements are available in SIS https://www.isbe.net/Pages/Student-Information-System.aspx

For test dates details, visit www.isbe.net/Documents/State_Assessment_Dates_2018_19.pdf

SAT Initial Date: Tuesday, April 9, 2019 PSAT 8/9 and PSAT 10 Initial Date: April 9, 10, 11, 2019

SAT Makeup Date: Tuesday, April 23, 2019 PSAT 8/9 and PSAT 10 Makeup Test Dates: April 10-23, 2019

SAT Accommodated Window: April 9-23, 2019 PSAT 8/9 and PSAT 10 Accommodated Window: April 9-23, 2019

SAT, PSAT 10 & PSAT 8/9 Pre-ID32


http://www.isbe.net/Documents/State_Assessment_Dates_2018_19.pdf

SAT, PSAT 10 & PSAT 8/9 Pre-ID SAT, PSAT 10 & PSAT 8/9 Pre-ID – Online

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SAT, PSAT 10 & PSAT 8/9 Pre-ID SAT, PSAT 10 & PSAT 8/9 Pre-ID – Online

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SAT, PSAT 10 & PSAT 8/9 Pre-ID SIS Reports – SAT, PSAT 10 & PSAT 8/9 Pre-ID

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SAT, PSAT 10 & PSAT 8/9 Pre-ID SIS Reports – SAT, PSAT 10 & PSAT 8/9 Pre-ID Report

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SAT, PSAT 10, & PSAT 8/9 Correction

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Student Tested SAT, PSAT 10 or PSAT 8/9 but NOT in Correction: Enroll the student as of April 9, 2019, in grades 11 or 12 (as required) for SAT.

Enroll the student during test window of April 9-11, 2019, in grades 9 or 10 for PSAT 8/9 or PSAT 10. An overnight process will add the student to SAT/PSAT Correction.

Student Exited before Test If a student appears on the SAT/PSAT Correction report but had transferred out before the test, make sure their

SIS Exit date is prior to April 9, 2019. An overnight process will remove the student from SAT/PSAT Correction.

DLM-AA Pre-ID Student tested SAT/PSAT: Go to DLM-AA Pre-ID online screen, search for the student and move the student to SAT/PSAT. An overnight

process will remove the student from DLM-AA Correction and add to SAT/PSAT Correction.

SAT, PSAT 10 & PSAT 8/9 Correction38

SAT/PSAT Correction Screens – Edit


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SAT/PSAT Correction Screens – View


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SAT/PSAT Correction Screens


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SAT/PSAT Correction Report


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Reason For No Valid Test Attempt: 01 - Medically Exempt

02 - Homebound

03 - In Jail/Locked Facility

04 - Out of State/Country

05 - Not Enrolled

06 - Not In Valid Grade or Course

07 - Transferred Out During Testing

08 - Transferred In During Testing

09 - Deceased

10 - Absent from Testing

15 - Refusal but Present to Test

16 - Part-Time Enrollment

17 - Student Not Required to Participate in State Assessment

18 - PSS-SIS Use Only

19 - Reserved for Internal Use-SIS Use Only

20 - Reserved for Internal Use-Multiple Scale Scores for Same Content Area

21 - Reserved for Internal Use-SIS Use Only Scale Score for Content Area exists in another school



51 - Reserved for Internal Use-Assessment Use Only (Grade 12 Exempt- SIS Evidence)

52 - Reserved for Internal Use-Assessment Use Only (Grade 12 Exempt- District Submission)

Link to SIS Data Elements and Validations https://www.isbe.net/Pages/SIS-Data-Elements-approved-codes-and-indicators.aspx


https://www.isbe.net/Pages/SIS-Data-Elements-approved-codes-and-indicators.aspx

March 29th DeadlineEL Data due for eGMS Ceiling Calculator Funding Allocation Reports

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EL Data due for eGMS Ceiling Calculator Funding Allocation Reports

eGMS uses the EL data in SIS to allocate funding SIS Dashboard - Current Enrollment Data Completion Status* EL data should be 100% complete by the March 29, 2019, 4:00 p.m. Deadline

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EL Report – SIS Reports


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EL - Summary Report


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EL - Detail Report


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Search SID - EL Tab


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eGMS EL Program Placement and Services Reports


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eGMS EL Program Placement and Services – SummaryReport


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eGMS Ceiling Calculator Funding Allocations Reports


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eGMS Ceiling Calculator Funding Allocation - Detail Report


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eGMS EL Attendance Center Enrollment Reports


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eGMS EL Attendance Center Enrollment - Detail Report


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April 16th DeadlineSchool Year 2019 Spring Enrollment Counts

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Enrollment Guidelines Submit Enrollment as soon as possible

Enrollment Date: The month, day, and year of the first FULL day the student was scheduled to receive educational services for a continuous period during the CURRENT school year, regardless of whether the student was in attendance or absent that day.

Exit Students as soon as they leave your district Exit Date: The month, day, and year of the last FULL day the student was

scheduled to receive educational services during the CURRENT school year, regardless of whether the student was in attendance or absent that day.

What reports should I review? Student Demographic (Summary/Detail)

School Year 2019 Spring Enrollment Counts

School Year 2019 Spring Enrollment Counts SIS Status Panel

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School Year 2019 Spring Enrollment Counts SIS Reports - Demographics (Summary)

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School Year 2019 Spring Enrollment Counts Demographics (Summary) – Criteria Enrolled As Of Date = 03/01/2019

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School Year 2019 Spring Enrollment Counts Demographics Summary Report

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School Year 2019 Spring Enrollment Counts SIS Reports - Demographics (Detail)

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School Year 2019 Spring Enrollment Counts Demographics (Detail) - Criteria

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Demographics Detail Report

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What reports to review before the April 16, 2019 Spring Enrollment deadline? Spring Enrollment Counts (Summary)

What are Spring Enrollment Counts used for? Evidence Based Funding

School Report Card

Ed 360

School Year 2019 Spring Enrollment Counts65

School Year 2019 Spring Enrollment Counts SIS Reports – Spring Enrollment Counts

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Spring Enrollment Counts Criteria


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Spring Enrollment Counts Report

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School Year 2019 Spring Enrollment Counts Superintendent Verification for Spring Enrollment Counts

Confirmation should be done no later than May 1, 2019

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April 16th Deadline504 Submissions Due

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504 Submissions Due71

504 Plans are due by April 16, 2019, 4:00 p.m. To add or to update a 504 Plan record, the student

must have a valid district enrollment record in SIS. To add a 504 Plan, the following conditions must be

met: Enrollment record Home RCDT matches 504 Plan record’s

Home RCDT Enrollment record School Year matches 504 Plan record’s

School Year - New Enrollment Exit/Withdrawal Type code does not equal

Code 99 Erroneous Enrollment

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504 Submissions Due To add a 504 Plan Record online select Student Enrollment

504 Plan – View Details

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504 Submissions Due 504 Plan – Add Record

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504 Submissions Due Enter 504 Plan Start Date (Mandatory) and 504 Plan End Date (Optional)

Then select ‘Next’

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504 Submissions Due Verify 504 Plan data and then select ‘Submit’

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504 Submissions Due 504 Plan added successfully

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504 Submissions Due SIS Reports - 504 Plan

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504 Submissions Due 504 Plan Detail Report

Student Attendance

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Student Attendance80

Student Attendance is now available for submitting for SY 2019 enrollments

It is now collected by Month The home, serving, and services provider RCDTS can all

submit data on students enrolled with them for the school year

Student Attendance data should be submitted for active and exited enrollments for the year

The data will be used to populate Best 3 months ADA and 9 month ADA


To add or update attendance data, student has a valid district enrollment in SIS by following: Enrollment record Home RCDTS matches attendance Home RCDTS Enrollment record Serving RCDTS matches attendance Serving RCDTS SIS Enrollment Date matches the Enrollment Date in the Student Attendance file Enrollment School Year matches the School Year in the Student Attendance file

To add or update Student Attendance data via batch, provided data must match to an enrollment record in SIS: SID First Name and Last Name of student Birth Date of student Home RCDTS and Serving RCDTS of the Student Attendance File must match a SIS Enrollment Home

RCDTS, Serving RCDTS, and Service Provider RCDTS. School Year

Enrollment Date


Monthly attendance data must be provided for Pre-K and K-12 enrollments where your district is the Home, Serving, or Service Provider. Data may be provided at any time

For a partial month of enrollment, total days cannot exceed days enrolled in that month

Attendance data (batch) can include multiple past months for the student Attendance data is not accepted for Birth to 3 or Evaluation enrollments Attendance data is not accepted for an enrollment that was exited

erroneously Attendance data is optional for Private School Students Attendance data cannot be provided for enrollments prior to July 1, 2018 Attendance should be NOT be submitted for Summer School or ESY

enrollments


Month of Attendance: The month of student attendance reporting. Student must be enrolled at least one day during the month of attendance

reported. Cannot provide more days of attendance than the enrollment day

01 January 02 February 03 March 04 April 05 May 06 June 07 July 08 August 09 September 10 October 11 November 12 December


Year of Attendance: The calendar school year of attendance reporting. Note: This is not necessarily the same as School Year. Ex. Reporting attendance for October 10, 2018. Use 2018 for the calendar

school year, NOT the School year it falls in of 2019.

Days Present: The full day or partial days represented as a decimal that the student was present. The precision will be 3 decimal points. Sum of Days Present, Days Absent – Excused and Days Absent - Unexcused

must be equal to or less than the number of days in that month (includes weekends)

0’s are valid data within any attendance field for counting purposes.


Days Absent – Excused: The number of days or partial days represented as a decimal that the student was absent with cause (excused absence) by month. The precision will be 3 decimal points. "Valid cause" for absence shall be illness, observance of a religious holiday, death in the

immediate family, family emergency, and shall include such other situations beyond the control of the student as determined by the board of education in each district, or such other circumstances which cause reasonable concern to the parent for the mental, emotional, or physical health or safety of the student

Sum of Days Present, Days Absent – Excused and Days Absent - Unexcused must be equal to or less than the number of days in that month (includes weekends)

0’s are valid data within any attendance field for counting purposes.

Days Absent – Unexcused: The number of days or partial days represented as a decimal that the student was absent without a cause by month. The precision will be 3 decimal points. Sum of Days Present, Days Absent – Excused and Days Absent - Unexcused must be

equal to or less than the number of days in that month (includes weekends). 0’s are valid data within any attendance field for counting purposes.

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Student Attendance To add/update Student Attendance online select Student Enrollment

Student Attendance – View Details

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Student Attendance Enter Student Attendance for Months Provided – Days Present, Excused Absences, and

Unexcused Absences Then select “Submit” button

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Student Attendance Student Attendance Record successfully updated

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Student Attendance To remove or erroneous out Student Attendance data, either delete the data or enter

“0.000” Then select the “Submit” button


Student Attendance Excel Template

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123456789 Legal Last Name Sample Legal First Name Sample 01/01/1990 123456789123456 123456789123456 01/01/1990 2019 08 2018 1.000 1.000 0.000

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Student Attendance SIS Reports - Student Attendance Reports

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Student Attendance Total Student Attendance Summary Report Shows Total Student Attendance for the School Year by Serving School

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Student Attendance Total Student Attendance Detail Report Shows Total Student Attendance for the School Year

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Student Attendance Student Attendance By Month Summary Report

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Student Attendance Student Attendance By Month Detail Report

SIS Updates

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SIS Updates97

New Language Added Code 187 – Chuukese or Trukese

New EIS Positon Added Code 310 – Paraprofessional (Proctor)

New IPEDS Codes Added 143118 – Aurora University 148584 – University of St Francis 240365 – University of Wisconsin Oshkosh

SIS Updates98

SIS Data Elements and Validations Document

New document with the SIS Data Elements and SIS Validations combined

Link to SIS Data Elements and Validations https://www.isbe.net/Pages/SIS-Data-Elements-approved-

codes-and-indicators.aspx

https://www.isbe.net/Pages/SIS-Data-Elements-approved-codes-and-indicators.aspx

SIS Updates99

Early Childhood Transitions Can now search by SID or name

College and Career Ready Indicator NOT Available until the end of the school year SIS will start collecting data SY 2019 for students enrolled in

grades 9-12 ISBE will not use the data for accountability reports until SY

2021 https://www.isbe.net/Documents/College-Career-Ready-

Indicator.pdf

https://www.isbe.net/Documents/College-Career-Ready-Indicator.pdf

Upcoming Key Dates

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Upcoming Key Dates 101

Activity Dates

Last SIS Upload sent to IAR VendorMarch 1, 2019

4:00 p.m. Deadline

Last Day of ACCESS Testing March 5, 2019

First Day of ACCESS Correction Window (No Test Results) March 6, 2019

IAR Testing – Earliest Start Date March 11.2019

DLM-AA Testing – Earliest Start Date March 13, 2019

EL Data due for Population of eGMS Ceiling Calculator Funding Allocation Report

March 29, 20194:00 p.m.Deadline

PSAT 8/9 and 10 Initial Test DateApril 9, 2019

SAT Test Date

Upcoming Key Dates 102

Activity Dates

First Day of SAT Correction Window (No Test Results)April 10, 2019

PSAT 8/9 and 10 Initial Test Date

PSAT 8/9 and 10 Initial Test Date April 11, 2019

School Year 2019 Spring Enrollment Counts April 16, 20194:00 p.m.Deadline504 Plan Submissions due

Upcoming Key Dates

End of SY 2019 and Planning for SY 2020: April 25, 2019, at 1:30 p.m.

End of Year eReport Card Data Verification: May 22, 2019, at 1:30pm

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Run SIS reports to verify the following student data are accurate and complete:

Verify Fall Enrollment Counts.

Verify Student Service Provider.

Verify Student Addresses.

Verify Program Indicators are marked correctly in SIS (e.g., IDEA Services, EL Indicator)

Review Assessment Pre-ID

Verify “First Year in U.S. School” is marked correctly in SIS

Verify Testing School code is set correctly

Clean up Multiple SID’s ahead of time

Sign up for the April 25, 2019 End of SY 2019, Planning for SY 2020 Webinar

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ISBE Help Desk (217) 558-3600 - Option 3

[email protected] SIS Policy Questions will be directed to the proper department at

ISBE SIS Technical Questions will be directed to the IBM team

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mailto:[email protected]


Notice – This Webinar is being Recorded

This webinar is being recorded. Please do not provide any Student, Personal, or Vendor information.

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Questions

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Thank You!

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