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March 2011 Illinois State Board of Education Making CTE Data Collection Easy.

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Presentation on theme: "March 2011 Illinois State Board of Education Making CTE Data Collection Easy."— Presentation transcript:

1 March 2011 Illinois State Board of Education Making CTE Data Collection Easy

2 2 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

3 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 3

4  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 4  SIS Key Team Members - Howard Hammel Project Manager - Adam Lowery Lead Business Analyst - Jeremy Schoen Business Analyst - Keith Goeckner Business Analyst Welcome/Introductions

5 5 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

6 6 Project History ISBE SIS ProjectStudent Data CollectedSchool Year Pilot ● Student Demographics 2005 ● Student 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

7 Project History 7 ISBE SIS ProjectStudent Data CollectedSchool Year Implementation ● Early Childhood (3-5) 2009 ● Early Childhood Outcomes ● Pre-K Follow-Up ● Fall Enrollment Counts ● Missing Persons Report ● Student Discipline Implementation ● Homeless 2010 ● Fall Enrollment Counts Used to Generate Funding ● End of Year Report ◦ Student Suspensions ◦ Student Expulsions ◦ High School Dropouts ◦ High School Graduates Implementation ● ELL Screener Data 2011 ● LEP Validation upon Enrollment against previous year ACCESS Scores ● Enrollment Comparison reports ● Student Course Assignment Implementation ● Teacher Course Assignment 2012 ● Birth to 3

8 8 FunctionsView OnlyGeneral UserDistrict AdminSuperintendentISBE Admin Number of Users 1,0962,8155,1231,09964 Grant User Access X Search SIDXXXXX Request SID XXX Early Childhood Records XXX Early Childhood Outcomes XXX Pre-K Follow-Up XXX LEP and ELL XX Discipline XXX Assessment XX Exit Enrollment XXX Upload file XX Download file XX ReportsX XXX Request file XX Overview of the Student Information System SIS User Access Levels

9 9 FunctionsView OnlyGeneral UserDistrict AdminSuperintendentISBE Admin Student Course AssignmentX X X X Birth to 3XXXX Teacher Course Assignment XXXX Overview of the Student Information System SIS User Access Levels

10 10 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

11 11 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.

12 12 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 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

13 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 13

14 14 Overview of the Student Information System  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

15 15 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 1 st - Reading Improvement Block Grant Program - Title 1

16 Architecture 16

17 17 Architecture

18 18 Architecture

19 19 Architecture  Databases - SIS Staging Database (Batch Processing)  Up to 1,600 files per day average 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

20 20 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)

21 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 21

22 22 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 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

23  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) 23 SIS Student Course Assignment Submission

24  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) 24 Student Course Assignment Submission

25  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) 25 SIS Student Course Assignment Submission

26 26 Student Course Assignment - File Format SIDMandatory SAP IDOptional Student Last NameMandatory Student First NameMandatory Birth DateMandatory Home School RCDTSMandatory Serving School RCDTSMandatory School YearMandatory

27 SIS Student Course Assignment Submission 27 Student Course Assignment - File Format Term (Semester)Mandatory State Course CodeMandatory Local Course IDOptional Local Course TitleOptional Student Course Start DateMandatory Section NumberMandatory Course LevelMandatory Course CreditMandatory

28 SIS Student Course Assignment Submission 28 Student Course Assignment - File Format Articulated CreditMandatory Dual CreditMandatory Course SettingMandatory Actual Attendance (Classes)Optional Total Attendance (Classes)Optional Single Parent including Single Pregnant Woman (Reported for CTE Courses Only) Optional Displaced Homemaker (Reported for CTE Courses only) Optional Course Numeric Grade (Term)Optional

29 SIS Student Course Assignment Submission 29 Student Course Assignment - File Format Maximum Numeric Grade (Term)Optional Student Course End DateMandatory Course Final Letter Grade/Completion Status (Term)Mandatory  SIS Data Elements -

30 SIS Student Course Assignment Submission 30 Career and Technical EducationTotal Courses5,38660,978 Students4,19010,146

31 SIS Student Course Assignment Submission 31

32 32 CTEC Student Course Assignment Reports  Student Course Assignment Reports  Course Information Report  Two Systems – Same Report  SIS  CTEC

33 CTEC Student Course Assignment Reports 33

34 CTEC Student Course Assignment Reports 34

35 CTEC Student Course Assignment Reports 35  CTEC Reports Screen

36 CTEC Student Course Assignment Reports 36  Course Information Criteria Screen

37 37

38 38

39 39

40 40 Key Dates ActivityDates 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  List of SIS Key Dates can be found at the following link: 

41 41 ISBE Resource Materials  Located on the ISBE SIS webpage at  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

42 Where to Direct Questions  ISBE Help Desk - (217)  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 42

43 43 Questions and Input Opportunity


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