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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
3
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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Capture of Culturally and Linguistically Diverse Student Data in SIS
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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Capture of Culturally and Linguistically Diverse Student Data in SIS
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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Capture of Culturally and Linguistically Diverse Student Data in SIS
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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Capture of Culturally and Linguistically Diverse Student Data in SIS
ELL Screener Changes
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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 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 Changes
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ELL Screener Link – Student Demographic Tab
ELL Screener Changes
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ELL Screener – View
ELL Screener Changes
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ELL Screener – Edit
ELL Screener Changes
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ELL Screener – Review
ELL Screener Changes
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ELL Screener – Update Successful
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ELL Screener Changes – Screener Reports
Bilingual Report Section
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ELL Screener Changes – Screener Reports
Bilingual Report Section
ELL Screener Changes – Screener Reports
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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
Changes to the ACCESS Process for School Year 2014
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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)
Changes to the ACCESS Process for School Year 2014
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Verify your student ACCESS Correction data - Reports
Changes to the ACCESS Process for School Year 2014
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ACCESS Correction Summary Criteria Screen
Changes to the ACCESS Process for School Year 2014
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Summary ACCESS Correction Report
Changes to the ACCESS Process for School Year 2014
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Verify your student ACCESS Correction data - Select ACCESS Correction - Detail
Changes to the ACCESS Process for School Year 2014
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ACCESS Correction Criteria Screen (Detail)
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Changes to the ACCESS Process for School Year 2014
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.
Changes to the ACCESS Process for School Year 2014
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ACCESS Assessment Search
Changes to the ACCESS Process for School Year 2014
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ACCESS Record Search
Changes to the ACCESS Process for School Year 2014
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Assessment Correction Test Name/Grade
Changes to the ACCESS Process for School Year 2014
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Verify your student ACCESS Correction data - Updating Correction
Changes to the ACCESS Process for School Year 2014
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Verify your student Assessment Correction data - Review/Submit Screen
Changes to the ACCESS Process for School Year 2014
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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.
Changes to the ACCESS Process for School Year 2014
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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
Changes to the ACCESS Process for School Year 2014
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Report Screen - Unassigned Test Results
Changes to the ACCESS Process for School Year 2014
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Changes to the ACCESS Process for School Year 2014
Unassigned Test Results
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Unassigned Test Results
Changes to the ACCESS Process for School Year 2014
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
Pre-population of the eGMS Ceiling Calculator
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eGMS Worksheet
Pre-population of the eGMS Ceiling Calculator
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Course Offering (TBD)
ELL Reports
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Bilingual Report Section
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
Bilingual Report Section
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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
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
Questions and Answers
Questions
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