illinois state board of education · illinois state board of education student information system...

All Schools Meeting April 2009

Illinois State Board of Education

Student Information System (SIS)2009 Assessment Correction and New SIS

Functionality

All Schools Meeting April 2009

Notice – This Webinar is being Recorded

This call is being recorded. Please do not provide any student or personal information.

April 20093

Agenda

Welcome / Introductions

Webinar Tips

Reducing Duplicate State IDs

Student Discipline

Early Childhood Outcomes

Pre-K Follow-Up

Missing Persons

ISAT, PSAE and IAA

Key Assessment Dates

Districts Next Steps

Where to Direct Questions

April 20094

Welcome / Introductions

ISBE Key Team Member

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Connie Wise Assistant Superintendent - Project Manager

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Joyce Zurkowski Division Administrator – Student Assessment-

Terry Chamberlain Division Administrator – Data Systems

IBM Key Team Members

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Howard Hammel Project Manager-

Adam Lowery Support Team Lead-

Jeremy Schoen Support Team-

Keith Goeckner Support Team

April 20095

Webinar Tips

Tips for Listening-

Computer speakers-

Headset connected to a computer-

Telephone

Tips for Speaking-

Make sure you have a microphone plugged in or the computer you are using has a microphone before raising your hand

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Make sure all audio settings in the computer are un-muted and speakers are turned down before talking

Question & Answer-

Question & Answer session will be held at the end of the Webinar-

Raise your hand to ask a question-

All text messages are logged-

Text questions will be posted in a Q&A document after the Webinar-

If you are using a phone the audio pin number must be typed in correctly before you can talk

Troubleshooting-

If you are disconnected from the Webinar at anytime you can click the link that was provided to you in your email or you can re-register for the Webinar to gain access

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If you are listening via phone and close out of the Webinar on your computer, you will be disconnected

April 20096

Reducing Duplicate State IDs

Once the State ID has been assigned to a student, please include the ID in all future submissions to SIS

If you obtain a State ID online or from another district, input the ID into your local Software Administrative Package

If you need to update one or more of the Student Demographic fields, include the State ID in the batch file to ensure that you do not potentially create a new ID for the student

If you use the Request SID function, you must now review all potential matches before requesting a new SID

April 20097

Reducing Duplicate State IDs Request New SID

- New Request New SID - Potential Match Summary Screen

April 20098

Student Discipline

Student Discipline

April 20099

Student Discipline

Student Discipline – Mandatory for 2009 school year-

Online-

Batch

Text (Comma Delimited)

Excel Spreadsheet converted into a Comma-separated Value, CSV format-

Note: An ELL Excel template and tip sheet are available on the SIS website – www.isbe.net/sis

XML

How will Student Discipline data be stored by ISBE?-

The students SID, last name, and first name will be removed from each Student Discipline record on October 1 of school year 2009, August 1 for all future school years.

http://www.isbe.net/sis

April 200910

Student Discipline

What Disciplinary Incidents should be reported to SIS?-

All disciplinary incidents from July 1, 2008 through June 30, 2009 must be entered by October 1 for school year 2009. Starting school year 2010, all discipline data must be reported by August 1. Disciplinary actions that should be reported via SIS include:

Expulsion - Received Educational Services

Expulsion - Did not Receive Educational Services

In-School Suspension

Out-of School Suspension

Transfer to Alternative Program in lieu of another disciplinary action (e.g. suspension or expulsion)

Unilateral Removal to an Interim Alternative Educational Setting by School Personnel

Removal to an Interim Alternative Educational Setting by a Due Process Hearing Officer

Student Discipline data elements can be found at: http://www.isbe.net/sis/html/data_elements.htm

http://www.isbe.net/sis/html/data_elements.htm

April 200911

Student Discipline

Search SID – Student Details Screen

April 200912

Student Discipline

Student Discipline – View Student Discipline Screen

April 200913

Student Discipline

Student Discipline – Add / Edit Student Discipline Screen

April 200914

Student Discipline

Student Discipline – Review Student Discipline Screen

April 200915

Student Discipline

Main Report Screen-

Select Summary or Detail Report

April 200916

Student Discipline

Student Discipline Summary Report-

Criteria Screen

April 200917

Student Discipline

Student Discipline Summary Report

April 200918

Student Discipline

Student Discipline Detail Report-

Criteria Screen

April 200919

Student Discipline

Student Discipline Detail Report

April 200920



April 200921

What is the criteria that determines when Early Childhood Outcomes data needs to be reported?-

Pre-K-

IEP

Early Childhood Outcomes-

Online-

Batch-

Text (Comma Delimited)-



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XML

Early Childhood Outcomes Data Elements can be found at: http://www.isbe.net/sis/html/data_elements.htm




April 200922


Search SID – Student Details Screen

April 200923


Early Childhood Outcomes – View Early Childhood Outcomes Record

April 200924


Early Childhood Outcomes – Add/Edit Early Childhood Outcomes Record

April 200925


Early Childhood Outcomes – Review Early Childhood Outcomes Record

April 200926


Main Report Screen-


April 200927


Early Childhood Outcomes Summary Report

April 200928


Early Childhood Outcomes Detail Report

April 200929


How do I request my District’s Early Childhood Outcomes file?-

Login to ISBE SIS via IWAS-

Click the Request File link on the ISBE SIS Home Page-

Select Early Childhood Outcomes from the drop down -

The Early Childhood Outcomes file will be available for download via the ISBE SIS Download File link

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A user may only place one request for each file type within a one hour time frame

April 200930


Early Childhood Outcomes Request File

April 200931

Pre-K Follow-Up

Pre-K Follow-Up

April 200932

Pre-K Follow-Up

What is the criteria that determines when Pre-K Follow-Up data needs to be reported?-

Kindergarten, Grade 1, or Grade 2-

Student has a Pre-K record in SIS-

Student is included on the Pre-K Follow-Up request file in SIS

Pre-K Follow-Up-

Batch Only-

Text (Comma Delimited)-



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XML


April 200933

Pre-K Follow-Up

Data Elements Mandatory/Optional1 State Student ID Mandatory2 Local SAP ID Optional3 Legal Last Name Mandatory4 Legal First Name Mandatory5 Birth Date Mandatory

6 Home School RCDTS Code Mandatory7 Serving School/Program RCDTS Code Mandatory8 Grade Level Mandatory9 School Year Mandatory10 Reading Activities Mandatory

Pre-K Follow-Up – File Layout

April 200934

Pre-K Follow-Up

Data Elements Mandatory/Optional11 Mathematics Activities Mandatory

12 Language Activities Mandatory

Pre-K Follow-UP data elements can be found at: http://www.isbe.net/sis/html/data_elements.htm


April 200935

Pre-K Follow-Up

Main Report Screen-


April 200936

Pre-K Follow-Up

Pre-K Follow-Up Summary Report -

Criteria Screen

April 200937

Pre-K Follow-Up

Pre-K Follow-Up Summary Report

April 200938

Pre-K Follow-Up

Pre-K Follow-Up Detail Report-

Criteria Screen

April 200939

Pre-K Follow-Up

Pre-K Follow-Up Detail Report

April 200940

Pre-K Follow-Up

How do I request my District’s Pre-K Follow-Up file?-

Login to ISBE SIS via IWAS-

Click the Request File link on the ISBE SIS Home Page-

Select Pre-K Follow-Up from the drop down -

The Pre-K Follow-Up file will be available for download via the ISBE SIS Download File link

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April 200941

Pre-K Follow-Up

Pre-K Follow-Up Request File

April 200942

Missing Persons

Missing Persons

April 200943

Missing Persons

The Illinois State Police will periodically provide ISBE with an updated Missing Children's list

School officials should compare the names on the Missing Persons Report - Potential SIS Matches to the names of all students presently enrolled in the district

If a Matching student is found the district must notify the law enforcement agency having jurisdiction in the area where the missing child resides or attends school

Data currently posted was provided to ISBE by the Illinois State Police on February 1, 2009

April 200944

Missing Persons

Missing Person Reports-

Missing Persons – All-

Missing Persons – Potential SIS Matches

April 200945

Missing Persons

Missing Persons-

Missing Persons Report - All

April 200946

Missing Persons

Missing Persons-

Missing Persons Report – Potential SIS matches

April 200947

ISAT, PSAE, and IAA

ISAT, PSAE, and IAA

April 200948

ISAT, PSAE, and IAA

Steps to Follow Prior to the Assessment Correction Period-

Continue To:

Update and provide assessment pre-id data

Update and provide demographic data

Enroll new students

Exit students from SIS as they transfer out of your school or district

Note- If student begins testing, do not exit the student until after the last day of testing

If you follow the above steps, you will reduce or eliminate your work during the Assessment Correction period.

April 200949

ISAT, PSAE, and IAA

Demographic, enrollment and assessment details must reflect a student’s status as of the last day of the district’s assessment testing period.

After the last day of the district’s assessment testing period, corrections to a student’s information will only update the captured assessment record being submitted to the assessment vendors; it does not correct student information in SIS.-

Updates to SIS student demographic, enrollment, program indicators, and enrollment exits are to continue through the end of the current school year.

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If student demographic errors are identified in the Assessment Correction file, revisions must be made to both the Assessment Correction file as well as in SIS via the Student Demographic/Enrollment.

Only Home Schools are permitted to correct and submit Assessment information to ISBE

April 200950

ISAT, PSAE, and IAA

Data Elements Mandatory/Optional1 Student Tested Mandatory2 Reason for not Testing Mandatory, if Student did not test;

otherwise, optional

3 State Student ID Mandatory4 Local SAP ID Optional5 Legal Last Name Mandatory6 Legal First Name Mandatory

7 Legal Middle Name Optional8 Birth Date Mandatory9 Race Mandatory10 Gender Mandatory

Assessment Correction File Layout

April 200951

ISAT, PSAE, and IAA

Data Elements Mandatory/Optional11 Homeless Indicator Mandatory12 Migrant Indicator Mandatory13 LEP Indicator Mandatory14 IEP Indicator Mandatory15 FRL/Low Income Indicator Mandatory16 Century 21 Indicator Mandatory17 RCDTS for Home School Mandatory18 RCDTS for Serving School Mandatory19 RCDTS for Testing School Mandatory20 Valid Grade at Time of Testing Mandatory21 First Year in U.S. Mandatory

Assessment Correction Data Elements

April 200952

ISAT, PSAE, and IAA

Data Elements Mandatory/Optional22 Year in Any Illinois-Approved TBE/TPI

Program (excluding Pre-K and K)Mandatory

23 Year Since Exited TBE/TPI Program Mandatory24 Enrolled in Home School On or Before May 1 Mandatory25 Enrolled in Home District On or Before May 1 Mandatory26 Test To Be Taken Mandatory

The ISBE SIS Export file is returned in the same format with the same data that was provided plus the following for each record:-

Result Code-

Result Message

Assessment Correction Data Elements

April 200953

ISAT, PSAE, and IAA

How do I verify the Assessment Correction information for my District in ISBE SIS?

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View the Assessment Correction Summary and Detail reports in ISBE SIS

Login to ISBE SIS via IWAS

Click the Reports link on the ISBE SIS Home Page

Select Assessment Correction Summary or Detail on the main report page

Select Test

Select Search Criteria

Click View Report to display report

April 200954

ISAT, PSAE, and IAA

Main Report Screen-


April 200955

ISAT, PSAE, and IAA

Select Test

April 200956

ISAT, PSAE, and IAA

Summary Selection Criteria

April 200957

ISAT, PSAE, and IAA

Summary Assessment Correction Report

April 200958

ISAT, PSAE, and IAA

Detail Report Selection Criteria

April 200959

ISAT, PSAE, and IAA

Detail Assessment Correction Report

April 200960

ISAT, PSAE, and IAA

How can I correct the Assessment Records for my District?

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Online via the Assessment Correction functionality or through the batch process (Request File)

Districts may add students who tested

Districts may mark students as ‘Not Tested’ who did not test.

Districts may add missing assessment information as well as update inaccurate information.

April 200961

ISAT, PSAE, and IAA

How do I indicate that a student did not test in my Assessment Correction file?

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The District must modify the Student Tested field from Yes (01) to No (02)

Note: If Student Tested is No (02), a Reason for Not Testing must be provided or that record will fail and the student record will not be marked as not tested.

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Update the Student Tested field using the online Assessment functionality or the batch process using the Assessment Correction file format (Request File)

April 200962

ISAT, PSAE, and IAA

Code Value01 Medically Exempt02 Homebound Exempt03 In Jail/Locked Facility04 Out of State/Country05 Not Enrolled06 Not In Valid Grade07 Transferred Out During Testing08 Transferred In During Testing09 Deceased10 Absent

What are the Reasons for not Testing Codes?

April 200963

ISAT, PSAE, and IAA

How do I add a student to my Assessment Correction file?

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Online Assessment functionality; or

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Batch process using the Assessment Correction file format (Request File)

The Student Tested field should be marked as Yes (01) for any new students added to the Assessment Correction file

How do I submit my changes to SIS?

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Online Assessment functionality; or

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Batch process using the Assessment Correction file format (Request File)

Districts must upload their Assessment Correction (.csv or .txt) file with their changes via IWAS/SIS. Existing SIS Upload and Download functions will be utilized

April 200964

ISAT, PSAE, and IAA

How do I make additions/updates to Assessment Correction information online through IWAS/SIS?

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Click the Assessment link on the ISBE SIS Home Page

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Enter the student’s SID and one of the following – Last Name, First Name, or Date of Birth

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Enter or update the student’s assessment information

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Review the student’s assessment information for accuracy

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Click Submit to complete the update.

April 200965

ISAT, PSAE, and IAA

Assessment Record Search

April 200966

ISAT, PSAE, and IAA

Assessment Record Test/Grade

April 200967

ISAT, PSAE, and IAA

Assessment Correction Record

April 200968

ISAT, PSAE, and IAA

Assessment Correction Record

April 200969

ISAT, PSAE, and IAA

Assessment Correction Review

April 200970

ISAT, PSAE, and IAA

How do I request my District’s Correction file?

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Click the Request File link on the ISBE SIS Home Page

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Select the grade level to be included in the file (3-8, 11th, or all grades)

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The Assessment Correction file will be available for download via the ISBE SIS Download File link

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April 200971

ISAT, PSAE, and IAA

Request Assessment Correction File

April 200972

ISAT, PSAE, and IAA

What File Formats are supported?-

Text (Comma Delimited)

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Excel Spreadsheet converted into a Comma-separated Value, CSV format

An Assessment Correction Excel template and tip sheet are available on the SIS website – www.isbe.net/sis

Note: XML formatted Assessment Correction files will not be accepted

After the file is processed what data are returned in the file?-

Result Code-

Result Message


April 200973

ISAT, PSAE, and IAA

What are the Result codes that will be returned in the Assessment Correction File?-

‘P3’ – Accepted Update Post Assessment Correction

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‘P4’ – Record Added Post Assessment Correction

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‘P5’ – Record Marked as Not Tested Post Assessment Correction

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‘P6’ – Assessment Record Not Updated: Correction record cannot be updated until after the last day of testing. Please update the students Pre-ID record instead

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‘P7’ – Assessment Pre-Id Record Not Updated: Pre-Id record cannot be updated after the last day of testing. Please update the students Correction record instead

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‘I’ – SID does not exist or SID and First Name, Last Name, or DOB do not match existing record

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‘F’ – Missing or Invalid Data

Note: Records assigned a Result Code of ‘I’ and ‘F’ will not update the Assessment Correction data and require resolution.

April 200974

ISBE SIS Key Assessment Correction Dates

Activity Dates

Last Day to send revisions to Pre-ID data via IWAS/SIS (last day of testing)

ISAT – Grades 3-8 Past

IAA – Grades 3-8 & 11 Past

PSAE 05/08/2009

April 200975


Activity Dates

First Day to Request, Upload and View Reports for Assessment Correction Files via IWAS/SIS

ISAT – Grades 3-8 Now

IAA – Grades 3-8 & 11 Now

PSAE 05/09/2009

April 200976


Activity DatesPosting of Assessment Scores in SIS

ISAT & IAA - Grades 3-8 06/01/2009

PSAE - Grade 11 07/08/2009

Last Day to send revisions to Assessment Correction file data via IWAS/SIS

ISAT & IAA - Grades 3-8 06/22/2009

PSAE - Grade 11 07/21/2009

April 200977

Districts Next Steps

Submit Discipline data

Submit Early Childhood Outcomes data

Submit Pre-K Follow-Up data

Review Missing Persons report

Review Assessment Data via

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Assessment Correction Reports or Pre-ID Reports

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Downloaded Assessment Correction File or Pre-ID File

Make corrections (online or Batch), if needed, to the Assessment Pre-ID or Correction data for submission to ISBE SIS

Reduce Duplicate State IDs by including the State ID on uploads if State ID is known

April 200978

Notice – This Webinar is being Recorded

This call is being recorded. Please do not provide any student or personal information.

April 200979

Where to Direct Questions

ISBE SIS Help Desk

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(217) 558-3600-

[email protected]

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SIS Policy Questions will be directed to the Standards and Assessment Center

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SIS Technical Questions will be directed to the IBM Team

mailto:[email protected]

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