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2019 Spring Assessment Process UpdateStudent Information SystemFebruary 20, 2019
Whole Child • Whole School • Whole Community1
Notice – This Webinar Is Being Recorded!
This Webinar is being recorded. Please do not provide any Student, Personal, or
Vendor information.
Whole Child • Whole School • Whole Community
2
Webinar Tips
Whole Child • Whole School • Whole Community
Tips for ListeningComputer speakersHeadset connected to a computerTelephone
Tips for SpeakingMake sure you have a microphone plugged in or the computer you are using has a microphone before raising your hand.Make sure all audio settings in the computer are un-muted and speakers are turned down before talking.
Question & AnswerQuestion & 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 telephone, the audio pin number must be typed in correctly before you can talk.
TroubleshootingIf you are disconnected from the Webinar at any time, you can click the link that was provided to you in your email or you can re-register for the Webinar to gain access.If you are listening via telephone and close out of the Webinar on your computer, you will be disconnected.
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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
Whole Child • Whole School • Whole Community
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Agenda
Student Attendance
SIS Updates
Upcoming Key Dates
Districts’ Next Steps
Where to Direct Questions
Whole Child • Whole School • Whole Community
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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
Whole Child • Whole School • Whole Community
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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
Whole Child • Whole School • Whole Community
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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: lquimby@isbe.net
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
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
SAT, PSAT 10 & PSAT 8/9 Correction
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SAT/PSAT Correction Screens – View
SAT, PSAT 10 & PSAT 8/9 Correction
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SAT/PSAT Correction Screens
SAT, PSAT 10 & PSAT 8/9 Correction
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SAT/PSAT Correction Report
SAT, PSAT 10 & PSAT 8/9 Correction
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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
22 - Reserved for Internal Use-SIS Use Only
50 - Reserved for Internal Use-SIS Use Only
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
SAT, PSAT 10 & PSAT 8/9 Correction
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
EL Data due for eGMS Ceiling Calculator Funding Allocation Reports
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EL - Summary Report
EL Data due for eGMS Ceiling Calculator Funding Allocation Reports
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EL - Detail Report
EL Data due for eGMS Ceiling Calculator Funding Allocation Reports
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Search SID - EL Tab
EL Data due for eGMS Ceiling Calculator Funding Allocation Reports
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eGMS EL Program Placement and Services Reports
EL Data due for eGMS Ceiling Calculator Funding Allocation Reports
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eGMS EL Program Placement and Services – SummaryReport
EL Data due for eGMS Ceiling Calculator Funding Allocation Reports
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eGMS Ceiling Calculator Funding Allocations Reports
EL Data due for eGMS Ceiling Calculator Funding Allocation Reports
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eGMS Ceiling Calculator Funding Allocation - Detail Report
EL Data due for eGMS Ceiling Calculator Funding Allocation Reports
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eGMS EL Attendance Center Enrollment Reports
EL Data due for eGMS Ceiling Calculator Funding Allocation Reports
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eGMS EL Attendance Center Enrollment - Detail Report
EL Data due for eGMS Ceiling Calculator Funding Allocation Reports
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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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School Year 2019 Spring Enrollment Counts
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
School Year 2019 Spring Enrollment Counts
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School Year 2019 Spring Enrollment Counts
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
Student Attendance81
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
Student Attendance82
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
Student Attendance83
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
Student Attendance84
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.
Student Attendance85
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.
86
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 Attendance90
Student Attendance Excel Template
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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
93
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
96
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
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
Upcoming Key Dates
100
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
103
Districts’ Next Steps
104
Districts’ Next Steps
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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Where to Direct Questions
106
Where to Direct Questions
ISBE Help Desk (217) 558-3600 - Option 3
help@isbe.net SIS Policy Questions will be directed to the proper department at
ISBE SIS Technical Questions will be directed to the IBM team
107
Where to Direct Questions
Notice – This Webinar is being Recorded
This webinar is being recorded. Please do not provide any Student, Personal, or Vendor information.
108
Questions
109
Thank You!
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