PowerSchool University2011

Illinois State Reporting

101

Topics

• Resources

• District Set-up

• School Set-up

• Student & Staff Pages

• State Reports

• Reporting Tools

Follow along on your own server

PowerSchool State ReportingOnline Documentation

https://docs.powerschool.com/USAIL

ISBE SIS Web Site

https://www.isbe.net/Pages/Student-Information-System.aspx

Documentation, Data Elements, Templates

District and School Setup

District Setup

District SetupSet up according to IL state requirements: Calendar Membership Types

Courses

District Info

Districts of Residence

Entry Codes

Exit Codes

Federal Ethnicity and Race Settings

Log Entry Fields

Log Types

Schools/School Info

Letter Grade Mapping

Term Grade Mapping

Calendar Membership Types

Enter calendar membership types

District > District InfoUsed in IL Attendance Audit, IL GSA Claim, IL EOY reports.

Courses Student Course Assignment/Teacher Course

Assignment

District > District Infoin IL Attendance Audit, IL GSA Claim, IL EOY reports.

District Info

District information must match state requirements, such as District Number

District > District InfoUsed in IL Attendance Audit, GSA Claim reports.

Districts of Residence

District > Districts of Residence

Other districts that have students attending your district

Use in IL Fall Housing report.

Defined by ISBE

Entry Codes

District > Entry Codes

IL Student Demographic/Enrollment ReportUse in IL School Report Card, IL Student Demographic/Enrollment File

Exit Codes

District > Exit CodesUsed in IL Attendance Audit, IL Exiting Students, IL School Report Card reports.

Federal Ethnicity and Race Settings

District > Schools/School Info > Select School

Log Entry SetupSet up log entries for IL Discipline reporting

District > Log Entry Setup

Log Types

Set up log entries for IL Discipline reporting

District > Log Types

Schools/School Info

District > Schools/School Info > Select School

Schools/School Info

Check to exclude school from State Reporting

District > Schools/School Info > Select School

State Information For Each School

Complete for each school

District > Schools/School Info > Select School

Letter Grade Mapping

Map your District grade scales to the IL State-required grades

You must map each gradescale

District > Letter Grade Mapping

Term Grade Mapping

Map your District grading terms to IL State-required Term Periods

You must map for EACH school

District > Term Grade Mapping

School Set-up

School Set-up The following areas must be populated for IL

State Reporting for each school:

School > School Info

• Attendance Codes

• Attendance Code Categories

• Attendance Conversions

• Full-Time Equivalencies (FTE)

• Preferences

• Bell Schedules

• Calendar Setup

• Courses

• Sections

• Years & Terms

Attendance Preferences

School > Preferences

Data Element Additional InformationAttendance Recording Methods Select the Meeting checkbox to enable meeting

attendance.

Select the Daily checkbox to enable daily attendance.

Note: Closed campus schools should use Daily mode and open campus schools should use Meeting mode. Enable both modes if the school uses open and closed campus schedules.

Count these codes for period conversion Choose Presents from the count these codes for period conversion pop-up menu

Attendance Preferences

School > Preferences

FTEs

School > Full-Time Equivalencies (FTE)

Attendance Conversions

Period Attendance Conversions

School > Attendance Conversions

Attendance Conversions

Time Attendance Conversions

School > Attendance Conversions

Bell Schedules

School > Bell Schedules

Calendar Setup

School > Calendar Setup

Attendance Codes IL State Attendance Code Mapping

School > Attendance Codes > Select a Code

Sections Section settings override Course settings

School > Sections > Select a Course

Sections Teacher Course Assignment Tracking Records

School > Sections > Select a Course

Years & Terms

School > Years & Terms

Staff Setup

Edit Information

Select Teacher > Information (bottom of screen) Used for Teacher Course Assignment

Student Pages

Student Pages

Demographics

Modify Info

State/Province – IL

Historical Grades

Log Entries

Transfer Info

Demographics

The following fields need to be populated:

DOB

Federal Ethnicity and Race

Gender

Grade Level

IL Race Ethnicity (calculates when you click Submit after entering Federal Ethnicity and Race OR run “Refresh ISBE Race Ethnicity Value” report)

Student > Demographics

Modify Info

District Entry Date

Student > Modify Info

State/Province – IL

Student> State/Province - IL

Divided into several tabs that contain information for specific IL State Reports

General Tab

Demo Tab This screen populates the IL Student Demographics/ Enrollment

and Early Childhood reports

Exiting TabThis screen populates the IL Exiting Students report

Pre-ID and Correct Tabs These screens populate the various Assessment Pre-ID reports

and corresponding Assessment Corrections reports

ELL/Screener This screen populates the EL – School Year 20XX report

ELL/Screener Located at bottom of EL/Screener screen

This screen populates the IL EL Screener report

Early Child, EC Outcome, and FollowUp Tabs These screens populate the IL Early Childhood, IL Early Childhood

Outcome, and the IL Pre-K Follow-Up reports

Multiple SID

This screen populates the Multiple SID and Homeless reports.

Homeless

This screen populates the Homeless report

Historical Grades

Student > Historical Grades

Log Entries Create log entries for discipline incidents

Complete IL State Reporting fields if required

Student > Log Entries

Transfer Info

Entry Date, Entry Code, Exit Date, Exit Code

Student > Transfer Info

Transfer Info Edit Current Enrollment

Student > Transfer Info > Edit

State Reports

Accessing Illinois State Reports From the Start Page, click on System Reports

Click on the State tab

Illinois State Reporting Guide, Pages 225

The screen is divided into the following sections:

• Civil Rights Data Collection (2015-2016)

• Student Demographics

• Illinois State Reports

• Validation Reports

• State Report Validation Reports

• Obsolete Reports

IL State Reports

IL State Reports

Reports > State

Validation Reports

Reports > State

• The state reporting version is listed at thebottom of the reports screen

IL State Reporting Version

Best Practice Reminder

Special Functions > Attendance Functions

Refresh Attendance Views Data before running reports

Reporting Tools

System Reports

Reports > System Reports

Use DDE/DDA to Compose Searches

Must be used wisely and carefully

System > Direct Database Export (DDE)