Illinois State Board of Education

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Illinois State Board of Education

• SIS Early Childhood Pilot

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Agenda

• Welcome / Introductions
• Overview of the Early Childhood Pilot
• Overview of the Student Information System (SIS)
• Batch Submission of Early Childhood Data
• Overview of SIS Data Validations
• Online Submission of Early Childhood Data
• Early Childhood Reports
• Request Early Childhood File
• Next Steps
• Who Do I Contact for Help
• Discussion and Questions

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Welcome / Introductions

• ISBE Key Team Members
• Connie Wise Assistant Superintendent /
  ISBE SIS User Project Manager
• Terry Chamberlain Division Administrator Data
  Systems
• Kay Henderson Division Administrator Early
  Childhood
• Jodi Fleck Division Administrator Special
  Education
• IBM Key Team Members
• Howard Hammel Project Manager
• Adam Lowery Support Team
• Diana Delgado Support Team
• Jason Bell Support Team

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Overview of the Early Childhood Pilot

• Purpose of the Early Childhood Pilot
• The purpose of the pilot is to ensure the
  collection of Early Childhood Data is a seamless
  process for ISBE and the users reporting the
  data.
• Pilot Objectives
• The pilot allows ISBE to assess the collection
  process before the final implementation to ensure
  all the required data is collected.
• The pilot also ensures the entities participating
  in the pilot will be able to provide the data
  that ISBE is requesting.

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Overview of the Early Childhood Pilot

• Levels of Participation in the Early Childhood
  Pilot
• Participate in Conference Calls
• Attend Training
• Create and Provide Test Data
• Create and Provide Production Data
• Provide Feedback

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Overview of the Student Information System (SIS)

• SIS Functions
• Assigns a unique student identifier (SID)
• 9 digit numeric
• No leading zeros
• No 3 numbers repeating consecutively (777)
• Never reused or reassigned
• Collects demographic, enrollment, performance,
  and program participation data for each student
• Interfaces with internal ISBE Systems
• Tracks students from school/facility to
  school/facility and district to district within
  the state
• Provides schools, districts and facilities the
  ability to report timely and accurate
  data/information through standardized reporting
  capabilities

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Overview of the Student Information System (SIS)

• Provide Better Quality Data to Drive More
  Enlightened Policy Decisions Resulting in
  Enhanced Educational Opportunities for All
  Children
• Reduce Data Collection Burden on Schools,
  Districts and Facilities
• Enhance the Use and Relevance of State Data by
  Districts and Schools
• Respond to the Accountability and Reporting
  Requirements of NCLB and Other Federal and State
  Education Programs

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Overview of the Student Information System (SIS)
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Overview of the Student Information System (SIS)

• Reducing Duplicate SIDs
• Once a State Student ID is assigned to a student,
  include the SID in all future submissions to SIS
• If you obtain a State Student ID online or from
  another district, enter the SID into your local
  Software Administrative Package (SAP)
• If you need to update one or more of the Student
  Demographic fields, include the State Student ID
  in the batch file to prevent creation of a new
  SID for the student

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Overview of the Student Information System (SIS)

• ISBE SIS Terminology
• Home School RCDTS
• The Region-County-District-Type-School Code that
  uniquely identifies the elementary, middle /
  junior, or high school a student attends, or
  would attend if not placed / transferred to
  another school / program to receive needed
  services
• Serving School RCDTS
• The Region-County-District-Type-School Code that
  uniquely identifies the school / program where a
  student is being educated

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Overview of the Student Information System (SIS)

• Only Home School/Facility Districts Submit
  Student Data
• Home School/Facility RCDTS Codes cannot end in
  0000
• Private facilities with only one RCDTS Code
  ending in 0000, please call the ISBE Help Desk
  for assistance to obtain a valid ISBE SIS Home
  School/Facility Code
• RCDTS Breakdown
• RCDTS
• R Region Code 2 Characters
• C County Code 3 Characters
• D District/Serving Entity Code 4 Characters
• T Type Code 2 Characters
• S School Code 4 Characters

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Overview of the Student Information System (SIS)

• RCDT/ROE Administrator
• All functions of RCDT General user, plus
• Upload File
• Download File
• Assessment
• Reports
• Request File
• Test Site

• RCDT General User
• Request New SID
• Search SID
• Add Enrollment
• Exit Enrollment
• Add Early Childhood
• Help

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Overview of the Student Information System (SIS)

• Batch and/or Online Processes for Data
  Submissions
• Request New SID
• Add and/or Edit Student Enrollments
• Exit Enrollments
• Add and/or Edit Assessment Data
• Add and/or Edit ELL Data
• Add and/or Edit Early Childhood Data
• Batch and/or Online Processes for Data Retrieval
• Search SID
• Reports
• Request Files from ISBE SIS
• Download Previously Submitted Files

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Overview of the Student Information System (SIS)

• File Formats
• Demographic / Enrollment
• Exit Enrollment
• Assessment Pre-ID
• Assessment Correction
• ELL
• Early Childhood
• Combined Demographic / Enrollment with Early
  Childhood
• File Types
• XML
• Text (TXT) (Comma Delimited)
• Excel Spreadsheet converted into a Comma
  Separated Value (CSV)

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Batch Submission of Early Childhood Data

• Options for Submitting Early Childhood Batch
  Files
• Two Separate File Formats
• Demographic / Enrollment
• Early Childhood
• One File Format
• Demographic / Enrollment / Early Childhood Format
• Templates for uploading data by batch submission
  can be located at www.ISBE.net/sis.

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Batch Submission of Early Childhood Data

• SIS Templates, Tips, and Steps at
  www.isbe.net/sis

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Batch Submission of Early Childhood Data

• Demographic / Enrollment Batch File Data Elements

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Batch Submission of Early Childhood Data

• Demographic / Enrollment Batch File Data Elements

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Batch Submission of Early Childhood Data

• Demographic / Enrollment Batch File Data Elements

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Batch Submission of Early Childhood Data

• Demographic / Enrollment Batch File Data Elements

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Batch Submission of Early Childhood Data

• Early Childhood Batch File Data Elements

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Batch Submission of Early Childhood Data

• Early Childhood Batch File Data Elements

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Batch Submission of Early Childhood Data

• Early Childhood Batch File Data Elements

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Batch Submission of Early Childhood Data

• Batch Submission Return File
• After processing each record, the system places a
  Result Code(s) and Result Message(s) at the end
  of the record
• When the submitted Batch File processing is
  complete, the system returns a file for the user
  to download and to check if each record processed
  successfully or failed and why
• The table of Result Codes and Result Messages is
  located in both the User Manual and the File
  Format Layouts document
• The ISBE SIS User Manual and File Format Layouts
  document are located under Hot Links on the ISBE
  SIS Webpage at http//www.isbe.net/sis/default.htm

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Overview of SIS Data Validations

• Date Format
• Format mm/dd/yyyy
• Students must be between 0 and 25 years old
• Name Fields
• May only contain alpha characters with the
  exception of hyphens and spaces
• Exception Example some Hispanic students Legal
  Last Names are hyphenated in the following
  manner
• MothersMaidenLastName - FathersLastName
• Additional Exception the Legal Middle Name
  field accepts an asterisk for students who do not
  have a Legal Middle Name
• Periods, commas, and apostrophes are not accepted
• Remove the space or apostrophe in names such as
  OBrien and submit the name as OBrien

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Overview of SIS Data Validations

• SIS Data Elements at www.isbe.net/sis

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Overview of SIS Data Validations

• Pre-K Enrollment Validations
• Full Time Equivalent (FTE)
• A student may only have one active enrollment
• FTE must equal 1.0
• School Year
• May only be the current year
• School Year is defined by the end year such as
  Fall 2007 to Spring 2008 is the 2008 School Year
• Program Indicator Validation
• A Native Language Code must be provided, and if
  the student has Limited English Proficiency (LEP)
  the code cannot be English

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Overview of SIS Data Validations

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

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Online Submission of Early Childhood Data

• Accessing ISBE SIS
• Access ISBE SIS through IWAS, ISBEs Web
  Application Security System
• Link to IWAS from the ISBE Homepage at
  www.isbe.net
• An IWAS User Guide is available on the IWAS Login
  Screen

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Online Submission of Early Childhood Data

• Accessing ISBE SIS

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Online Submission of Early Childhood Data

• ISBE SIS Homepage

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Online Submission of Early Childhood Data

• Request New SID Screen Paths

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Online Submission of Early Childhood Data

• Request New SID

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Online Submission of Early Childhood Data

• Request New SID Confirmation No Match Result

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Online Submission of Early Childhood Data

• Request New SID New Enrollment Information

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Online Submission of Early Childhood Data

• Request New SID - Early Childhood Information

Note This is a mock screen only, there may be
errors on this screen and there may be
modifications on the final screen.
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Online Submission of Early Childhood Data

• Request New SID - Program Indicator Information

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Online Submission of Early Childhood Data

• Request New SID - Review

Early Childhood
Note This is a mock screen only, there may be
errors on this screen and there may be
modifications on the final screen.
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Online Submission of Early Childhood Data

• Existing Student Add Enrollment Screen Paths

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Online Submission of Early Childhood Data

• Search SID

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Online Submission of Early Childhood Data

• Search SID - Potential Match Summary

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Online Submission of Early Childhood Data

• Search SID - Student Details

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Online Submission of Early Childhood Data

• Search SID New Enrollment Information

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Online Submission of Early Childhood Data

• Search SID - Early Childhood Information

Search SID
Note This is a mock screen only, there may be
errors on this screen and there may be
modifications on the final screen.
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Online Submission of Early Childhood Data

• Search SID - Review

Note This is a mock screen only, there may be
errors on this screen and there may be
modifications on the final screen.
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Online Submission of Early Childhood Data

• Existing Student with Existing Enrollment Screen
  Paths

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Online Submission of Early Childhood Data

• Search SID

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Online Submission of Early Childhood Data

• Search SID - Potential Match Summary

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Online Submission of Early Childhood Data

• Search SID Student Details

Note This is a mock screen only, there may be
errors on this screen and there may be
modifications on the final screen.
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Online Submission of Early Childhood Data

• Search SID - Early Childhood Information

Search SID
Note This is a mock screen only, there may be
errors on this screen and there may be
modifications on the final screen.
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Online Submission of Early Childhood Data

• Search SID - Review

Note This is a mock screen only, there may be
errors on this screen and there may be
modifications on the final screen.
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Early Childhood Reports

• View Early Childhood Data Online
• Summary Reports contain totals of a facilities
  Early Childhood Data
• Detail Reports contain a compilation of
  individual students Early Childhood Records
• The search criteria allows users to select which
  students data or records to include in either
  report
• The following specifications are necessary to
  view and to print Early Childhood Reports
• User is an RCDT/ROE Administrator
• Students must have active enrollments in the
  users Home School/Facility
• Adobe Acrobat Reader to print (free software may
  be downloaded from either the ISBE or Adobe
  Websites)

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Early Childhood Reports

• View Report

Early Childhood
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Early Childhood Reports

• Example of an Enrollment Detail Report

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Request Early Childhood File

• Request Early Childhood Data Online
• A user may only make one request for each file
  type within an hour timeframe
• The system will generate the file in a CSV format
• The following specifications are necessary to
  request and to download Early Childhood Files
• User must be an RCDT/ROE Administrator
• Students must have actively enrolled in the
  users Home School/Facility for their records to
  appear in file

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Request Early Childhood File

• Request File

Request for Early Childhood
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Next Steps

• Determine if you are a Home School/Facility or a
  Serving School/Facility
• Determine what your RCDTS code is all 15
  characters
• If you are a Home School/Facility and only have
  an RCDTS that ends in 0000 call the ISBE Help
  Desk
• Sign up for an IWAS Account if you are a Home
  School/ Facility, and do not currently have one
• Review the Early Childhood documentation on the
  ISBE SIS Webpage http//www.isbe.net/sis
• Download essential documents the data elements,
  templates, tips, and steps if needed

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Next Steps

• Signup for SIS Training
• Early Childhood Pilot Training
• Monday, April 7, 2008
• 100 p.m. to 400 p.m.
• Prairie State College
• Wednesday, April 9, 2008
• 100 p.m. to 400 p.m.
• Mt. Vernon City Schools, District 80
• Friday, April 11, 2008
• 900 a.m. to Noon
• Illinois State Board of Education
• Summer ISBE SIS Training
• Three Locations North, Central, South - 8
  sessions at each location
• Tentatively Scheduled 08/04/2008 to 08/22/2008
• Create Early Childhood Test Data

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Next Steps

• Send an email to SISPilot_at_ISBE.net when you are
  ready to submit Early Childhood Test Data
• Provide Pilot Feedback
• ----- End Early Childhood Pilot -----
• School Year 2009
• Collection of Early Childhood Data is mandatory
• Early Childhood Data may be submitted anytime
  after August 1, 2008 and after students are
  enrolled
• Early Childhood Data must be added to the Early
  Childhood Record before a students Pre-K
  Enrollment may be exited

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Who Do I Contact for Help

• ISBE Help Desk
• [phone]
• helpdesk_at_isbe.net
• If Duplicate State Student IDs are identified
• Send an email to SISPilot_at_isbe.net
• Include the following
• Duplicate ID to be removed
• Valid SID that will remain
• Students Legal Last Name, Legal First Name,
  Legal Middle Name, and Date of Birth
• ISBE SIS Information Website
• www.isbe.net/sis

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Discussion and Questions

• Thank you!