Illinois State Board of Education Making CTE Data ... › Documents › cte_data_coll_pres_20110309.pdf · RCDT District Name Total Courses CTE Courses Total Students CTE Students

March 2011

Illinois State Board of Education

Making CTE Data Collection Easy

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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 Out3

ISBE Key Team Members- Connie Wise Assistant Superintendent – SIS Project Manager- Terry Chamberlain Division Administrator – Data Systems- Mark Williams Division Administrator – Career and Technical Education

- Dora Welker Principal Consultant – Career and Technical Education

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SIS Key Team Members- Howard Hammel Project Manager

- Adam Lowery Lead Business Analyst

- Jeremy Schoen Business Analyst

- Keith Goeckner Business Analyst

Welcome/Introductions

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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

Enrollment Size Number of School Districts Greater than 400,000 1Between 45,000 and 20,001 5Between 20,000 and 10,001 17Between 10,000 and 1,001 400Between 1000 and 101 418Less than 100 29

Total 870

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Project History

ISBE SIS Project Student Data Collected School Year

PilotStudent Demographics

2005Student Enrollment

Student Program Indicators

Implementation

Student Demographics

2006

Student Enrollment

Student Program Indicators

Student Assessment (Pre-Identification and Score Data)

ISAT

IMAGE

PSAE

IAA

Implementation ACCESS Test 2007

Implementation English Language Learners (ELL) 2008

Pilot Early Childhood (3-5) 2008

Project History

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ISBE SIS Project Student Data Collected School Year

Implementation

Early Childhood (3-5)

2009

Early Childhood OutcomesPre-K Follow-UpFall Enrollment CountsMissing Persons ReportStudent Discipline

Implementation

Homeless

2010

Fall Enrollment Counts Used to Generate FundingEnd of Year ReportStudent SuspensionsStudent ExpulsionsHigh School DropoutsHigh School Graduates

Implementation

ELL Screener Data

2011LEP Validation upon Enrollment against previous year ACCESS ScoresEnrollment Comparison reportsStudent Course Assignment

ImplementationTeacher Course Assignment

2012Birth to 3

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Functions View Only General User District Admin Superintendent ISBE Admin

Number of Users 1,096 2,815 5,123 1,099 64Grant User Access X

Search SID X X X X X

Request SID X X X

Early Childhood Records X X X

Early Childhood Outcomes X X X

Pre-K Follow-Up X X X

LEP and ELL X X

Discipline X X X

Assessment X X

Exit Enrollment X X X

Upload file X X

Download file X X

Reports X X X X

Request file X X

Overview of the Student Information System

SIS User Access Levels

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Functions View Only General User District Admin Superintendent ISBE Admin

Student Course Assignment X X X X

Birth to 3 X X X X

Teacher Course Assignment X X X X


SIS User Access Levels

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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

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- 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.

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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

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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

Enrollment- Enrollment Type- Enrollment Date- Home School- Serving School- Grade- School Year- FTE

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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

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Architecture

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Architecture

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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

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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)


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

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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

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)

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Example 1 – Student moves within district

- Student moves within same district during the Term (Semester)


Optionally, Student Course Assignments could be entered by the previous school at the end of the enrollment (dependent on local district policy)

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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)


Optionally, Student Course Assignments could be entered by the previous school at the end of the enrollment (dependent on local district policy)

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Student Course Assignment - File Format

SID MandatorySAP ID OptionalStudent Last Name MandatoryStudent First Name MandatoryBirth Date MandatoryHome School RCDTS MandatoryServing School RCDTS MandatorySchool Year Mandatory


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Term (Semester) MandatoryState Course Code MandatoryLocal Course ID OptionalLocal Course Title OptionalStudent Course Start Date MandatorySection Number MandatoryCourse Level MandatoryCourse Credit Mandatory


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Articulated Credit MandatoryDual Credit MandatoryCourse Setting MandatoryActual Attendance (Classes) OptionalTotal Attendance (Classes) OptionalSingle Parent including Single Pregnant Woman (Reported for CTE Courses Only) Optional

Displaced Homemaker (Reported for CTE Courses only) Optional

Course Numeric Grade (Term) Optional


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Maximum Numeric Grade (Term) OptionalStudent Course End Date MandatoryCourse Final Letter Grade/Completion Status (Term) Mandatory

SIS Data Elements- http://www.isbe.net/sis/html/data_elements.htm

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


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Career and Technical Education Total

Courses 5,386 60,978

Students 4,190 10,146

Student Course Assignments

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RCDT District Name Total Courses CTE Courses Total Students CTE Students41057010026 Collinsville CUSD 10 8,927 923 1,523 78808043120022 Galena USD 120 1,949 313 243 19928006502017 Hall HSD 502 2,543 226 387 15138060126026 Havana CUSD 126 741 47 116 4032046002026 Herscher CUSD 2 3,628 505 623 39031045302026 Kaneland CUSD 302 5,615 178 1,298 17128006303026 La Moille CUSD 303 370 82 57 4511015005026 Oakland CUSD 5 468 98 76 5308089203026 Orangeville CUSD 203 1,026 126 145 9210011008026 Pana CUSD 8 3,282 564 409 32411023004026 Paris CUSD 4 613 94 88 6211023095025 Paris-Union SD 95 1,171 194 155 11512017002026 Robinson CUSD 2 4 149081041025 Rock Island SD 41 9,520 966 1,556 80051084186025 Springfield SD 186 20,616 1,061 3,371 95132046302016 St Anne CHSD 302 483 9 94 956099365U26 Valley View CUSD 365U 1 134049121017 Warren Twp HSD 121 6 1

18 Total 60,963 5,386 10,144 4,190

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CTEC Student Course Assignment Reports

Student Course Assignment Reports Course Information Report

Two Systems – Same Report SIS CTEC


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CTEC Reports Screen


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Course Information Criteria Screen

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Key DatesActivity Dates

Last Day to Exit Enrollments for 2010 School Year ELL Data due Pre-K Follow-Up Data due Early Childhood Data due Early Childhood Outcomes Data due 2011 Student Discipline Data due Homeless Data Due

Student Course Assignment data for school year 2011 due

07/31/2011

07/31/2011

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

http://www.isbe.net/sis/html/key_dates11.htm�

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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

http://www.isbe.net/sis/�

Where to Direct Questions ISBE Help Desk

- (217) 558-3600

- [email protected]

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

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mailto:[email protected]�

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Questions and Input Opportunity