ISBE Student Information System · 2016-06-24 · student’s information will only update the captured ACCESS Correction record being submitted to the ACCESS vendor; it does not

1 September 2013

Illinois State Board of Education Student Information System

Annual Fall State Bilingual Program Directors’ Meeting

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Agenda

ISBE SIS Project Team

Capture of Culturally and Linguistically Diverse Student Data in SIS

ELL Screener Changes

Changes to the ACCESS Process for the 2014 School Year Pre-population of the eGMS Ceiling Calculator ELL Reports Key Dates

ISBE Contact Information

Questions and Answers

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Welcome/Introductions

ISBE Key Team Members

- Don Evans Chief Operating Officer and Director of Human Resources - John Shake Division Administrator/Director, Information Technology - Brent Engelman Division Supervisor, Information Technology

- Peter Godard Chief Performance Officer - Deborah Trueblood Division Supervisor, Data Analysis and Accountability

Presenters

- Howard Hammel SIS Project Manager - Adam Lowery SIS Business Analyst

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Home Language Survey - School administers the Home Language Survey from parents and files it locally.

Home Language Native Language

ELL Screener - ELL screener will be mandatory for the following students from the 2014 school year.

LEP Indicator - Students of Limited English Proficiency (LEP) are students in kindergarten or any of

grades 1 through 12 who have achieved a score that is less than the “proficient” score defined by the State Superintendent on their most recent English language proficiency assessment on the ACCESS for ELLs®, W-APT or MODEL administered in accordance with ISBE guidance, policy and rules; and preschool students who are identified as LEP through a prescribed screening process.

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Eligible Immigrant Education Program Indicator - Eligible immigrant student means a student, ages 3-21, who was NOT born in any of

the 50 states, the District of Columbia or Puerto Rico and who has been attending schools in the U.S. for less than three full academic years. Note: Eligible for Immigrant Education Program Indicator for Birth to 3 Students should be set to "No" or left blank

Migrant Indicator - Identifies a student who is a “migratory child” eligible to participate in a Title 1 Migrant

Education Program. This child’s eligibility is documented on file with a current Certificate of Eligibility prepared by a trained migrant recruiter.

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ELL Data - Once a Student is identified as LEP, an ELL record is created and data is collected

from the district before the enrollment is exited.

Assessment data used for ISAT, IAA and PSAE - First Year in U.S.

First Year in United States is an ELL student who has attended schools in the United States for 12 months or less.

- Years In TBE TPI Identifies the number of years an LEP student has been enrolled in a state-approved

Transitional Bilingual Education (TBE) program or Transitional Program of Instruction (TPI), counting this school year as the most recent year. For students identified as LEP for the first time, use 01. If no TBE or TPI program is available or the student's parents refuse services, use 01. Note: Pre-K and K should be excluded.

- Years since Exited TBE TPI Identifies the number of years a student has been exited from a state-approved TBE or TPI

program.

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Mandatory for the 2014 School Year - ELL screener will be mandatory for Limited English Proficiency (LEP) and Non-LEP

students that meet all the following criteria: Home Language or Native Language other than English SID created after August 1, 2013 Enrolled in Grades K-12 No ELL Screener data exists in ISBE SIS

- More than one ELL Screener may be provided if needed.

English Language Learning (ELL) Screener Changes


ELL Screener data can be provided online or through the batch process. A student must be enrolled in your district to provide the ELL Screener data in

SIS; however, the screening test date may be prior to the start of the school enrollment.

School districts receiving a transfer student will be able to review prior ELL Screener data prior to the new enrollment.

Values for ELL Screener Test will include: W-APT, MODEL, PRE-LAS, ELPTS Pre-IPT, Other Test, Other Process, Interview, Observation, Checklist, and Erroneous.

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ELL Screener Link – Student Demographic Tab


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ELL Screener – View


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ELL Screener – Edit


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ELL Screener – Review


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ELL Screener – Update Successful

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ELL Screener Changes – Screener Reports

Bilingual Report Section

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Pre-ID label file sent to testing vendor on November 9, 2013 – All students Kindergarten thru grade 12 identified as LEP

Student scores sent to ISBE from testing vendor Scores are matched to current year ELL records in SIS Scores that are not matched fall into Unassigned Test Results report Automated process runs nightly to match Unassigned Test Results to current

year ELL records Please call help desk (217) 558-3600 for records that are unable to be

matched 2014 School Year 2014 ACCESS for ELLs - 4.8 Overall Composite / 4.2

Literacy Composite will change to 5.0 Overall Composite / 4.2 Reading /4.2 Writing

Changes to the ACCESS Process for School Year 2014

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Changes to the ACCESS Process for School Year 2014 ACCESS Correction Procedures - Demographic, enrollment, and ACCESS details must reflect a student’s

status as of the last day of the district’s ACCESS testing period.

- After the last day of the district’s ACCESS testing period, corrections to a student’s information will only update the captured ACCESS Correction record being submitted to the ACCESS vendor; it does not correct student information in SIS. Updates to active SIS student demographic, enrollment, program indicators, and

enrollment exits are to continue through the end of the current school year.

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

- Only Home Schools are permitted to correct and submit ACCESS information to ISBE.

Reasons for Not Tested – will be used from 2013 ACCESS mismatch


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Reason Codes Reasons for not taking 2013 ACCESS for ELLs

01 Medical (student was hospitalized because of medical emergencies or procedures during the time of testing.

03 Jailed 04 Out of State/Country 05 Not enrolled during the time of testing (e.g., Graduated /Dropped out, etc.) 07 Student transferred in or out before/during the testing 09 Deceased 10 Absent (student was absent during the testing) 15 District failed to test the student (student refused to take the test)

20 Test not valid with student’s disability: Student was unable to complete ACCESS (Special Ed.)

21 Obtained proficiency in a prior year or proficient based on screening tests – student was erroneously marked LEP in SIS.

22 Left public school for home schooling or private school. 23 Aged out and no longer eligible to receive services. 24 Test booklets were lost in-transit to vendor. 25 Test results invalid due to testing irregularity. 26 Other (please describe)


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Verify your student ACCESS Correction data - Reports


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ACCESS Correction Summary Criteria Screen


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Summary ACCESS Correction Report


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Verify your student ACCESS Correction data - Select ACCESS Correction - Detail


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ACCESS Correction Criteria Screen (Detail)

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Detail ACCESS Correction Report

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Changes to the ACCESS Process for School Year 2014 How can I correct the ACCESS Records for my District?

- Online via the Assessment link or through the ACCESS Correction batch process (Request File).

Districts may add students who tested and were LEP.

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

Districts may update inaccurate information.

- Note: “Tested” is defaulted to “Y” (YES) for every record in the ACCESS Correction Detail report. After scores are posted, this default value will trigger an Error Code of 1 to appear in the ACCESS Scores Detail report if scores are unable to be assigned to a student record. Districts must check the Unassigned Test Results Detail report for missing scores or enter a not tested reason for any student record with Error Code 1.

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Changes to the ACCESS Process for School Year 2014 How do I indicate in my ACCESS Correction file that a student did not

test?

- The District must modify the Student Tested field (column A) 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 remain marked as “Tested.”

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

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Changes to the ACCESS Process for School Year 2014 How do I add a student to my ACCESS Correction file?

- Online Assessment Link; or

- Batch process using the ACCESS Correction file format (Request File). The Student Tested field should be marked as Yes (01) for any new students

added to the ACCESS Correction file.

How do I submit my updates to the ACCESS correction data?

- Online Assessment link; or

- Batch process using the ACCESS Correction file format (Request File).

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

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Changes to the ACCESS Process for School Year 2014 How do I make additions/updates to ACCESS Correction information

online through IWAS/SIS?

- Login to ISBE SIS via IWAS.

- Click the Assessment link on the ISBE SIS Home Page.

- Select ACCESS

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

- Enter or update the student’s ACCESS information.

- Review the student’s ACCESS information for accuracy.

- Click Submit to complete the update.


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ACCESS Assessment Search


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ACCESS Record Search


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Assessment Correction Test Name/Grade


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Verify your student ACCESS Correction data - Updating Correction


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Verify your student Assessment Correction data - Review/Submit Screen


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Verify your student Assessment Correction data - Successful update

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Changes to the ACCESS Process for School Year 2014 How do I request my District’s Correction file?

- Login to ISBE SIS via IWAS.

- Select Batch files and click the Request File link.

- The ACCESS Correction file will be available for download via the ISBE SIS Download File link.

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


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Request ACCESS Correction File

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Do I have ACCESS scores that are not yet assigned to my students?

To verify Test Results that are not yet assigned to students - Run an Unassigned Test Results Detail Report in the Bilingual

Section of Reports

- The Test Results for the students listed on this report could not be matched to a student record


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Report Screen - Unassigned Test Results


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Unassigned Test Results

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Unassigned Test Results


Pre-population of the eGMS Ceiling Calculator How is the Ceiling calculator populated from SIS to eGMS?

- January 3, 2014 ELL data including below will be populated

Class Periods Provided Per Week (mandatory): Low (01), Medium(02), or High (03)

ELL Placement - Entry Status must be one of the following: - 10 : The student is in a TBE program Full time - 11:The student is in a TBE program Part time - 12 : The student is in a TPI program - 13: Other/Alternatives (228.27 plan)

- * ELL Placement Entry Status “Parents Refused” (14): not eligible for any funding, thus not pre-populated into eGMS.

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Eligible for TBE/TPI funding Medium (5-9 class periods) and High (more than 10 class periods) ONLY

Eligible for Title III, LIPLEPs funding Low (1- 4 class periods), Medium, and High

Pre-population of the eGMS Ceiling Calculator

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Search Results


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eGMS Worksheet


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Course Offering (TBD)

ELL Reports

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School Year 2013 48,155

Bilingual Summary Detail ELL Screener 342 1,696

ELL 2,215 11,440

ACCESS Pre-ID 506 3,844

ACCESS Score 2,569 20,152 Student ELL History 1,784 Former ELL Students 762

Student ACCESS Scores History 2,845

Total 5,632 42,523

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ELL Reports


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ELL Reports

Student ELL History Report – Criteria Screen

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ELL Reports

Student ELL History Report

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ELL Reports

Former ELL Students Report – Criteria Screen

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ELL Reports

Former ELL Students Report

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ELL Reports

Student ACCESS Scores History Report – Criteria Screen

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ELL Reports

Student ACCESS Scores History Report

Key Dates

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SIS Webinar Schedule for School Year 2014 Dates

SIS Kindergarten Individual Development Survey (KIDS) Pilot

9/10/2013 - 1:30 p.m.

SIS Planning for School Year 2014 9/11/2013 - 1:30 p.m.

Regional Safe Schools Program (RSSP) 9/12/2013 - 1:30 p.m.

SIS 2014 Assessment Process Webinar 12/4/2013 – 1:30 p.m.

SIS 2014 Assessment Correction and Update 4/10/2014 - 1:30 p.m.

End of School Year 2014 and Planning for School Year 2015

5/8/2014 - 1:30 p.m.

Key Dates

Activity Dates First Day for School Year 2014 Enrollments Start submitting ELL data Start Submitting ELL Screener data Start submitting Birth to 3 data Start submitting Caregiver Demographic (Birth to 3) data Start submitting Early Childhood data Start submitting Early Childhood Outcomes data Start submitting Homeless data Start submitting Student Discipline data Start correcting Pre-ID Label data Start of Student Course Assignments Start of Teacher Course Assignments Start of College Course Assignment data Start of Regional Safe Schools Program data

08/01/2013

2014 School Year Fall Enrollment Count Deadline

10/17/2013 - 4:00 p.m.

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Key Dates

Activity Dates

ACCESS File to Vendor for Printing Labels 11/08/2013 - 4:00 p.m.

ELL Data Due for Population of eGMS Ceiling Calculator

01/03/2014 - 4:00 p.m.

ISAT and Illinois Alternative Assessment (IAA) file to Vendor for Printing Labels

01/03/2014 - 4:00 p.m.

ACCESS Last Day of Testing 02/14/2014

PSAE File to Vendor for Printing Labels 02/22/2014 - 4:00 p.m.

Eligible for Immigrant Education Program Data Extracted from SIS

03/01/2014 - 4:00 p.m.

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Key Dates

Activity Dates

ISAT Last Day of Testing (Regular Window) 03/14/2014

IAA Last Day of Testing 03/28/2014

ISAT First Day of Assessment Correction 03/17/2014

IAA First Day of Assessment Correction 03/31/2014

ACCESS Scores Posted on SIS 05/05/2014

PSAE Last Day of Testing 05/08/2014

PSAE First Day of Assessment Correction 05/09/2014

ACCESS Last Day of Assessment Corrections 05/23/2014 - 4:00 p.m.

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Key Dates

Activity Dates

ISAT and IAA Scores Posted on SIS 06/02/2014

ISAT and IAA Last Day for Assessment Corrections 06/16/2014 - 4:00 p.m.

PSAE Scores Posted on SIS 07/09/2014

PSAE Last Day of Assessment Corrections 07/16/2014 - 4:00 p.m.

ACCESS Posting of Final Scores Mid – July 2014

IAA and ISAT Posting of Final Scores 07/21/2014

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Key Dates

Activity Dates Last Day to Exit Enrollments for 2014 School Year ELL data due ELL Screener data due Birth to 3 data due Caregiver Demographic (Birth to 3) data due Early Childhood data due Early Childhood Outcomes data due Homeless data due Student Discipline data due Student Course Assignments data due Teacher Course Assignments data due College Course Assignment data due Regional Safe Schools Program data due

07/31/2014 - 4:00 p.m.

PSAE Posting of final Scores 08/02/2014

Adjusted Cohort Graduation Rates Finalized 08/15/2014 - 4:00 p.m.

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ISBE Contact Information

ISBE Help Desk - (217) 558-3600

- [email protected]

SIS Policy Questions will be directed to the Division of English Language Learners

SIS Technical Questions will be directed to the SIS team

ISBE SIS Information Website - www.isbe.net/sis

mailto:[email protected]

http://www.isbe.net/sis

Questions and Answers

Questions

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Documents

ISBE Student Information System · 2016-06-24 · student’s information will only update the captured ACCESS Correction record being submitted to the ACCESS vendor; it does not