sd meeting 20051207

Illinois State Board of Education: 

Illinois State Board of Education ISBE Student Information System Development Project

Agenda: 

Agenda ISBE SIS Project Team Collection of Information for Assessment Pre-ID Labels ISBE SIS Key Assessment Pre-ID Dates Assessment Pre-ID Data Elements File Format Requirements Excel Template Tips Expected Result Codes Districts Next Steps Where Do I Direct My Questions? Questions andamp; Answers

ISBE SIS Project Team: 

ISBE SIS Project Team ISBE Key Team Members Becky McCabe Division Administrator -- Assessment Connie Wise ISBE User Project Manager Dennis Powell ISBE Technical Project Manager Terry Chamberlain Data Systems Administrator IBM Key Team Members Howard Hammel Project Manager Jaimie McQuirt Support Team Lead Annette Boxman Support Team

Collection of Information for Assessment Pre-ID Labels: 

Collection of Information for Assessment Pre-ID Labels Only applies to those students assigned State IDs in the Student Information System Additional information required for Assessment and generating Pre-ID labels will be collected via ISBE SIS Assessment data will only be accepted via batch. No on-line functionality will be available. Student Demographic, additional Assessment information, and the State ID will be sent to the Assessment Vendor for the generation of Pre-ID labels

Collection of Information for Assessment Pre-ID Labels, cont.: 

Collection of Information for Assessment Pre-ID Labels, cont. Only Home Schools are permitted to submit Assessment Pre-ID information to ISBE. Pre-ID Assessment information for students not assigned a State ID in the Student Information System must be submitted directly to the Assessment Vendor by the District.

ISBE SIS Key Assessment Pre-ID Dates: 

ISBE SIS Key Assessment Pre-ID Dates

Assessment Pre-ID Data Elements: 

Assessment Pre-ID Data Elements

Assessment Pre-ID Data Elements, cont.: 

Assessment Pre-ID Data Elements, cont. The ISBE SIS Export file is returned in the same format with the same data that was provided plus the following for each record: Result Code, and Result Message.

File Format Requirements: 

File Format Requirements File Formats Supported XML Text (Comma Delimited) Excel Spreadsheet converted into a Comma-separated Value, CSV format Note: An Assessment Pre-ID Excel template and tip sheet are available on the SIS website – www.isbe.net/sis File Must contain a Header Row File must conform to the ISBE SIS File Format Layouts dated 12/07/2005

Excel Template Tips: 

Excel Template Tips Row # 1 – Header Row (Update with District specific information) Column A, Row 1 (A1) – File type (Assessment Pre-ID) Column B, Row 1 (B1) – Number of Student Records Column C, Row 1 (C1) – File Name Ensure the file name in this cell is the same file name used for actual file name when you perform the ‘save as action Column D, Row 1 (D1) – File Sent Date Column E, Row 1 (E1) – RCDTS of user submitting file (15 digits) Row #2 – Column Names Row #3 – Student Records Note: Row 3 in the template contains sample data and should be deleted and replaced with valid student details.

Excel Template Tips, cont.: 

Excel Template Tips, cont. The student’s State-assigned ID must be in Column A for each record. The Legal First and Last Name fields must only contain alpha characters with the exception of hyphens ('-') and spaces. No commas may be included in any of the fields. If pasting data into the spreadsheet use the Paste Special  Values option. File must be saved as CSV (Comma Delimited) for submission. Always work in the Excel Template/file when making any changes to student information. Do not make any changes to information in the CSV format as the formatting will be lost and errors may result when submitted.

Expected Result Codes: 

Expected Result Codes ‘P1’ – Record Accepted for Assessment Pre-ID Generation ‘P2’ – Updated Assessment Pre-Id information ‘I’ – SID does not exist or SID and First Name, Last Name, or DOB do not match existing record ‘F’ – Missing or Invalid Data Note: Records assigned a Result Code of ‘I’ and ‘F’ will not generate a Pre-ID label and require resolution. Note: In the spreadsheet the Result Code and Result Message will be returned in Columns P and Q. In all other file formats the Result Code and Result Message will be appended to the end of the record.

Districts Next Steps: 

Districts Next Steps Collect additional Assessment Pre-ID information Develop Assessment Pre-ID files for submission to ISBE SIS for generation of Pre-ID labels by the Assessment Vendor.

Where Do I Direct My Questions?: 

Where Do I Direct My Questions? ISBE Help Desk (217) 558-3600 helpdesk@isbe.net Assessment Policy Questions will be directed to the Assessment Division SIS Assessment Pre-ID Technical Questions will be directed to the IBM team Other Technical Assessment Questions will be directed to Harcourt

Questions & Answers: 

Questions andamp; Answers Discussion / Questions

ISBE Contact Information: 

ISBE Contact Information Connie Wise 217.782.3950 cwise@isbe.net Terry Chamberlain 217.782.4313 tchamber@isbe.net Dennis Powell 217.782.4313 dpowell@isbe.net Becky McCabe 217-782-4823 rmccabe@isbe.net