Illinois State Board of Education

Illinois State Board of Education Making CTE Data Collection Easy

Agenda • Welcome / Introductions • Background • Project History • Overview of the Student Information System • Architecture • SIS Student Course Assignment Submission • Key Dates • ISBE Resource Materials • Questions and Input Opportunity

Welcome/Introductions Expectation Activity 1. Find a Partner 2. Introduce Yourself and Tell Where You Are From 3. Share What You Want to Learn From This Presentation Time Limit: 2 Minutes 4. Report Out

Welcome/Introductions

Background • Over 2.15 Million Students • 870 School Districts • Over 4000 Schools • 48 Regional Offices of Education • 400 Private Early Childhood Center • 4 Intermediate Service Centers

Project History

Overview of the Student Information System SIS User Access Levels

Overview of the Student Information System • Student Information System Functions • Assigns a unique student identifier (SID) • 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

Overview of the Student Information System • 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, Perkins, state education programs, Eden, EDFacts and other federal data inquiries.

Overview of the Student Information System • SIS is the central collection point for student level data at ISBE • Once a SID is assigned to a student • Must be provided on all data transfers between the school districts and the state. • Must be included on all student level data transfers within ISBE or to third party vendors • Must be provided on all state assessments and transcripts • A student can only be enrolled in one home school, but may have several serving schools, with the sum of the Full Time Equivalence (FTE) equal or less than 1.00. • No Future Enrollment or Exit Dates • All schools and private facilities have a unique alpha numeric code • The Home district is responsible for providing all student data and for the accuracy of that data

Overview of the Student Information System Student data received from schools (approx. 450 data elements) Demographic Enrollment Program Indicator Early Childhood ELL Homeless Discipline Pre-K Follow-Up ELL Screener Birth to 3 Student Course Assignment Teacher Course Assignment Assessment data received from vendors (approx. 200 data elements) ACCESS IAA ISAT PSAE

Overview of the Student Information System • Enrollment • Enrollment Type • Enrollment Date • Home School • Serving School • Grade • School Year • FTE • Student Demographics • SID • SAP ID • Legal Last Name • Legal First Name • Legal Middle Name • Lineage (Suffix – Jr., III) • Mother’s Maiden Name • Race / Ethnicity • Gender • Date of Birth • Birth Place Name • Native Language • Home Language

Overview of the Student Information System • Program Indicators • Homeless • Migrant • Career/Tech Ed • SES – Supplemental Educational Services • LEP – Limited English Proficient • IEP – Individualized Education Program • FRL/Low Income • Century 21 • Eligible for Immigrant Education Program • Reading 1st • Reading Improvement Block Grant Program • Title 1

Architecture

Architecture • Databases • SIS Staging Database (Batch Processing) • Up to 1,600 files per day average 250 • SIS Staging Archive Database • 6 months of data online • SIS Database • 3.4 Million Student IDs • Over 13.7 Million Enrollments • Assessment Database • Over 7 Million Assessment Scores • SIS Data Warehouse • Transaction Logging

SIS Student Course Assignment Submission • Student Course Assignments can be added or updated via the following: • Online • Batch • Only the Home District can submit Student Course Assignment data • Student does not need to be actively enrolled at the time of submission • Submission of Student course assignment data began in school year 2011 (February 1, 2011) • No student course assignments prior to school year 2011 (Earliest Student Course Start Date 07/01/2010)

SIS Student Course Assignment Submission • Home school can view all Student Course Assignment data for the enrollment where they are identified as the Home School • The current Home School (Active Enrollment) can view all Student Course Assignments • Once the student is enrolled all past assignments can be viewed • Serving school can only see courses on students for which they are serving

SIS Student Course Assignment Submission • Student Course Assignment Validations • The student must have a valid Enrollment record with the following matching elements for a Student Course Assignment record to be added or updated: • Home RCDTS • Serving RCDTS • School Year • Grades 9 -12 • The Student Course Start Date must be equal to or greater than the student’s Enrollment Date • The Student Course End Date must be equal to or less than the student’s Exit Enrollment Date

SIS Student Course Assignment Submission • When to report Student Course Assignments • Student Course Assignment must be entered by school that has student enrolled at end of Term (Semester) • Student Course Assignment could be entered if the student ends a course prior to the end of Term – (dependent on local district policy)

Student Course Assignment Submission • Example 1 – Student moves within district • Student moves within same district during the Term (Semester) • Student Course Assignment must be entered by school that has student enrolled at end of Term (Semester) • Optionally, Student Course Assignments could be entered by the previous school at the end of the enrollment (dependent on local district policy)

SIS Student Course Assignment Submission • Example 2 – Student moves from one district to another • Student moves from one Illinois public district to another Illinois public district during the term (Semester) • Student Course Assignment must be entered by school that has student enrolled at end of Term (Semester) • Optionally, Student Course Assignments could be entered by the previous school at the end of the enrollment (dependent on local district policy)

SIS Student Course Assignment Submission Student Course Assignment - File Format

SIS Student Course Assignment Submission Student Course Assignment - File Format • SIS Data Elements • http://www.isbe.net/sis/html/data_elements.htm

SIS Student Course Assignment Submission

CTEC Student Course Assignment Reports • Student Course Assignment Reports • Course Information Report • Two Systems – Same Report • SIS • CTEC

CTEC Student Course Assignment Reports

CTEC Student Course Assignment Reports • CTEC Reports Screen

CTEC Student Course Assignment Reports • Course Information Criteria Screen

Key Dates • List of SIS Key Dates can be found at the following link: • http://www.isbe.net/sis/html/key_dates11.htm

ISBE Resource Materials • Located on the ISBE SIS webpage at www.isbe.net/sis/ • ISBE SIS Announcements • User Manual • 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

Where to Direct Questions • ISBE Help Desk • (217) 558-3600 • help@isbe.net • Career and Technical Education (CTE) Course Related Questions will be directed to the CTE Division • Course Alignment Technical Questions will be directed to the IBM team

Questions and Input Opportunity

Illinois State Board of Education