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February 19, 2020

Student Information System

2020 Spring Assessment Process Update

Notice – This Webinar Is Being Recorded!

This Webinar is being recorded.

Please do not provide any Student, Personal, or Vendor information.

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Agenda

▪ Welcome / Introductions

▪ ACCESS Correction

▪ DLM-AA

▪ IAR (Illinois Assessments of Readiness)

▪ SAT, PSAT 10 & PSAT 8/9

▪ March 31st Deadline

▪ EL Data due for eGMS Ceiling Calculator Funding Allocation Reports

▪ April 16th Deadline

▪ School Year 2020 Spring Enrollment Counts Deadline

▪ 504 Submissions Due

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Agenda

▪ School Year 2020 Updates

▪ School Year 2021 Changes

▪ Upcoming Key Dates

▪ Districts’ Next Steps

▪ Where to Direct Questions

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Welcome / Introductions

Presenters

▪ Adam LoweryIBM SIS Project Manager

▪ Lindsay DeRosaIBM SIS Business Analyst

▪ Tandi TurnerISBE SIS Business Analyst

▪ Roy WilliamsonISBE SIS Business Analyst

ISBE Key Team Members

▪ Madan DamodaranSupervisor, Software Solutions

▪ Rae ClementzDirector, Accountability

▪ Sean ClaytonDirector, Assessment

▪ Patrick PayneDirector, Data Strategies and Analytics

Other Members of the SIS Team

▪ Preetam PriyadarshyIBM SIS Business Analyst

▪ Don Finch ISBE SIS IT Technical Lead

▪ Neli KelleyIBM SIS Development Team

▪ Amsa EaswaranIBM SIS Development Team

▪ Mike KowalskiIBM SIS Development Team

▪ Mike PflugmacherMSF&W SIS Development Team

▪ Kory SchachtISBE SIS Business Analyst

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ISBE SIS Resources

Resource documents are readily available:▪ Located on the ISBE SIS webpage at

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

▪ ISBE SIS Announcements

▪ User Manual

▪ Data Elements & Validations Document

▪ File Format Layouts

▪ Excel Templates▪ Tips for Completing (Data Collection Name) Template

▪ Steps for Creating and Uploading (Data Collection Name)

▪ Past Webinars and Trainings

▪ Frequently Asked Questions

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

ACCESS Correction

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ACCESS Correction

▪ ISBE will open the ACCESS Correction process on March 4, 2020.▪ Demographic, Home School, and Grade details must reflect a student’s status as of the last day of the ACCESS

testing period.

▪ Changes made to the ACCESS correction data only affect the ACCESS Correction data; they do not update the student demographics information in SIS.

▪ Updates to SIS student demographic, enrollment, and program indicator data (and enrollment exits) must also continue through the end of the school year.

▪ If student demographic errors are identified in the ACCESS Correction file, revisions must be made both via the ACCESS Correction file and within SIS (via the Student Demographic/Enrollment batch file or the available online areas).

▪ An ACCESS Correction record can only be added if the student has an EL record in your district for the 2020 school year.

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ACCESS Correction

The following fields can be added or updated during the ACCESS Correction Window:

- Student Tested - Reason for Not Testing- SAP ID- Legal Last Name- Legal First Name- Legal Middle Name- Birth Date- Race/ Ethnicity Code- Gender Code

- Homeless Indicator- Migrant Indicator- IDEA Services (IEP)- FRL/Low Income Indicator- 21st Century Indicator- Home School RCDTS- Grade Level at Time of

Testing- Test Taken

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ACCESS Correction

▪ List of Not Tested Reasons

▪ 01- Medically Exempt

▪ 02 - Homebound Exempt

▪ 03 - In Jail/Locked Facility

▪ 04 - Out of State/Country

▪ 05 - Not Enrolled/Or Not EL at Time of Testing

▪ 07 - Transferred Out During Testing

▪ 08 - Transferred In During Testing

▪ 09 - Deceased

▪ 10 - Absent from Testing

▪ 15 - Refusal but Present to Test

▪ 20 - Obtained proficiency in a prior year or proficient based on screening tests

▪ 21 - Grade 12 Completion

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ACCESS Correction▪ ACCESS Assessment Correction – Reports Screen

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ACCESS Correction▪ ACCESS Correction – Summary Report

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ACCESS Correction▪ ACCESS Assessment Correction – Detail Report

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ACCESS Correction▪ Assessment Correction→ ACCESS Link

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ACCESS Correction▪ ACCESS Assessment Correction Search

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ACCESS Correction▪ ACCESS Assessment Correction Student Detail

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ACCESS Correction▪ ACCESS Assessment Correction Details

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DLM-AA Pre - ID

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DLM-AA Pre-ID

▪ Data Collection Practices for DLM-AA▪ Student demographic uploads went through the Student

Information System (SIS). SIS sent the last data update to the assessment vendor Friday, February 14, 2020.

▪ February 12, 2020 - Data Lockdown▪ After February 14, 2020, contact Pam Hartwig for assistance:

▪ [email protected]

▪ March 11, 2020 - DLM-AA Testing – Earliest Start Date▪ May 6, 2020 - DLM-AA Testing – Latest End Date ▪ May 7, 2020 – First day of the DLM-AA Correction in SIS

▪ DLM-AA Correction will be discussed in the April 21st Webinar

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mailto:[email protected]

IAR (Illinois Assessment of Readiness) Pre-ID

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IAR Pre-ID

▪ Data Collection Practices for IAR Pre-ID

▪ NEW for SY 2020, all accommodations and accessibility features are now entered directly into PearsonAccessNext (PAN).

▪ The most recent transmission of student records from SIS to the assessment vendor was on February 10, 2020.

▪ Districts can send Pre-ID updates to PAN as needed through SIS.

▪ SIS will send updates on the following dates:

▪ February 21, 2020

▪ March 6, 2020

▪ March 27, 2020

▪ Districts should continue to review and update the IAR Pre-ID data.

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▪ Pre-ID for Grades 3-8:

▪ An IAR Pre-ID record for both ELA and Mathematics was created for all Grades 3-8 students who do not have a DLM-AA or IAA record as their most recent assessment.

▪ Only Home School Districts can enter or update Testing RCDTS.

▪ IAR Correction will be discussed in the April 21st

SIS Webinar

IAR Pre-ID23

• IAR Pre-ID – Step 1: Define Testing Window IAR Pre-IDIAR Pre-ID

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• IAR Pre-ID – Step 1: Define Online Test and Testing Window

IAR Pre-ID

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IAR Pre-ID• IAR Pre-ID – Step 2

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• IAR Pre-ID – Step 2

• Update Testing School as needed

IAR Pre-ID

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• IAR Pre-ID – Step 3

• Transmit Pre-ID to Vendor

IAR Pre-ID

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• IAR Pre-ID – Generate Report

• Enroll students in grades 3-8, verify Alternate Assessment is set to “No” on Program Indicators page, and Update Testing RCDTS if it differs from Serving RCDTS.

• Select Generate Report Button to verify Pre-ID is correct.

IAR Pre-ID

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• IAR Pre-ID – Transmit File

• If the Generate Report is correct, select Transmit File.

• The file will be uploaded to PearsonAccessNext.

• An email will be sent if there are any errors in the data file.

IAR Pre-ID

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IAR Pre-ID31

▪ IAR Pre-ID transmission to PAN allows district/school staff to send enrollment updates/changes.

▪ Accommodations that are listed for a student in PAN will move with the student records.

▪ This tool will assist district/school staff with enrollment changes and create permanent student records in PAN at the new district/school.

• IAR Pre-ID Report

IAR Pre-ID

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IAR Pre-ID• SIS Reports – IAR Pre-ID Summary Report

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IAR Pre-ID• IAR Pre-ID Detail Report

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SAT, PSAT 10, & PSAT 8/9 Pre-ID

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SAT, PSAT 10 & PSAT 8/9 Pre-ID

▪ SAT, PSAT 10 & PSAT 8/9 Pre-ID file was sent to Vendor on January 31, 2020, 4:00 p.m.

▪ All students identified in Grades 9, 10, and 11 in SIS are required to take PSAT 8/9, PSAT 10, or SAT (per grade level), unless DLM-AA is the appropriate state assessment.

▪ SAT will be administered to grade 11 students and also to some grade 12 students, as described in this flow chart.

▪ Students in grade 10 must take PSAT 10, and students in grade 9 must take PSAT 8/9.

▪ If a student will take DLM-AA instead, adjust the alternate assessment indicator in the “Program Indicators” tab in the SIS enrollment.

▪ For test dates details, visit www.isbe.net/Documents/State-Assessment-Dates-2019-20.pdf

▪ Assessment Correction will be covered in our the April 21st webinar.

SAT Initial Date: Tuesday, April 14, 2020 PSAT 8/9 and PSAT 10 Initial Date: April 14, 15, or 16, 2020

SAT Makeup Date: Tuesday, April 28, 2020 PSAT 8/9 and PSAT 10 Makeup Test Date: April 28, 2020

SAT Accommodated Window: April 14-28, 2020 PSAT 8/9 and PSAT 10 Accommodated Window: April 14-28, 2020

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https://www.isbe.net/Documents/Grade_12_Testers_Flow_Chart.pdf

http://www.isbe.net/Documents/State-Assessment-Dates-2019-20.pdf

SAT, PSAT 10 & PSAT 8/9 Pre-ID▪ SAT, PSAT 10 & PSAT 8/9 Pre-ID – Online

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▪ SAT, PSAT 10 & PSAT 8/9 Pre-ID – Online

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SAT, PSAT 10 & PSAT 8/9 Pre-ID▪ SIS Reports – SAT, PSAT 10 & PSAT 8/9 Pre-ID

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▪ SIS Reports – SAT, PSAT 10 & PSAT 8/9 Pre-ID Report

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March 31st DeadlineEL Data due for eGMS Ceiling Calculator Funding Allocation Reports

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EL Data due for eGMS Ceiling Calculator Funding Allocation Reports

▪ eGMS uses the EL data in SIS to allocate federal funding (LIEPs)▪ SIS Dashboard - Current Enrollment Data Completion Status*▪ EL data should be 100% complete by the March 31, 2020, 4:00 p.m. Deadline

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▪ EL Report – SIS Reports


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▪ EL - Summary Report


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▪ EL - Detail Report


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▪ Search SID - EL Tab


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▪ eGMS EL Program Placement and Services Reports


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▪ eGMS EL Program Placement and Services – Summary Report


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▪ eGMS Ceiling Calculator Funding Allocations Reports


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▪ eGMS Ceiling Calculator Funding Allocation - Detail Report▪ LIEPs amount was updated to $85.00 for FY2021


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▪ eGMS EL Attendance Center Enrollment Reports


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▪ eGMS EL Attendance Center Enrollment - Detail Report


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April 16th DeadlineSchool Year 2020 Spring Enrollment Counts

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▪ Enrollment Guidelines▪ Submit Enrollment as soon as possible

▪ Enrollment Date: The begin date of a student’s enrollment would be the first day the school expected that student to attend. If the student did not attend on the expected day due to an excused absence, the student should be enrolled on the expected date and the student is marked absence. If the school has no contact with the student or family then the first day of enrollment would be the first day the student attends. Do not submit an enrollment record until the student has attended at least one day.

▪ Exit Students as soon as they leave your district▪ Exit Date: The last day of enrollment is the last day the student attended school. If the student

transfers to another district and delays for a period of time before enrolling the missed school days are not recorded at either school unless the school has knowledge of the situation and knows the student is absent from their school. In any event if the student enrolls at a new school the prior school’s enrollment should be exited on the day prior to enrolling in the new school. If a student attends in part of the day the school can enroll them on that day and a new school cannot begin the enrollment until the next day.

▪ What reports should I review?▪ Student Demographic (Summary/Detail)

School Year 2020 Spring Enrollment Counts

School Year 2020 Spring Enrollment Counts▪ SIS Status Panel

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School Year 2020 Spring Enrollment Counts▪ SIS Reports - Demographics (Summary)

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School Year 2020 Spring Enrollment Counts▪ Demographics (Summary) – Criteria

▪ Enrolled As Of Date = 03/01/2020

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▪ Demographics Summary Report

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School Year 2020 Spring Enrollment Counts▪ SIS Reports - Demographics (Detail)

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School Year 2020 Spring Enrollment Counts▪ Demographics (Detail) – Criteria

▪ Enrolled As Of Date = 03/01/2020

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▪ Demographics Detail Report

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▪ What reports to review before the April 16, 2020 Spring Enrollment deadline?

▪ Spring Enrollment Counts (Summary)

▪ What are Spring Enrollment Counts used for?

▪ Evidence Based Funding

▪ School Report Card

▪ Ed 360

▪ EL Funding

School Year 2020 Spring Enrollment Counts62

School Year 2020 Spring Enrollment Counts▪ SIS Reports – Spring Enrollment Counts

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▪ Spring Enrollment Counts Criteria


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▪ Spring Enrollment Counts Report

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School Year 2020 Spring Enrollment Counts▪ Superintendent Verification for Spring Enrollment Counts Confirmation should

be done no later than May 1, 2020

▪ ISTAR with a fund code of L or P, they are considered a private student or a home schooled student and will be excluded from the count.

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April 16th Deadline504 Submissions Due

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504 Submissions Due68

▪ 504 Plans are due by April 16, 2020, 4:00 p.m.

▪ To add or to update a 504 Plan record, the student must have a valid district enrollment record in SIS.

▪ To add a 504 Plan, the following conditions must be met: ▪ Enrollment record Home RCDT matches 504 Plan record’s

Home RCDT

▪ Enrollment record School Year matches 504 Plan record’s School Year - New

▪ Enrollment Exit/Withdrawal Type code does not equal Code 99 Erroneous Enrollment

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504 Submissions Due▪ To add a 504 Plan Record online select Student Enrollment

▪ 504 Plan – View Details

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504 Submissions Due▪ 504 Plan – Add Record

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504 Submissions Due▪ Enter 504 Plan Start Date (Mandatory) and 504 Plan End Date (Optional)

▪ Then select ‘Next’

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504 Submissions Due▪ Verify 504 Plan data and then select ‘Submit’

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504 Submissions Due▪ 504 Plan added successfully

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504 Submissions Due▪ SIS Reports - 504 Plan

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504 Submissions Due▪ 504 Plan Detail Report

School Year 2020 Updates

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School Year 2020 Updates77

New Language Added

▪ Code 193 - Fulah (Fula/Fulani)

New IPEDS Codes Added

▪ 143288 - Blackburn College

▪ 146481 - Lake Forest College

▪ 240453 - University of Wisconsin-Milwaukee


ACCESS Score Request File▪ Added the option to request the scores from previous

year.

▪ This will include scores for actively enrolled students that were tested in another district.

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School Year 2020 Updates▪ ACCESS Score Request File


Gifted and Accelerated▪ New Collection for SY 2020 students that finish the year with your district.

▪ Needed to meet an ESSA requirement.

▪ To add or to update a Gifted and Accelerated record the student has a valid district enrollment record in SIS by the following:

▪ Enrollment record Home RCDT matches Gifted and Accelerated record’s Home RCDT

▪ Enrollment record School Year matches Gifted and Accelerated record’s School Year

▪ Only Home RCDT can add/edit a Gifted and Accelerated record for a student enrolled in their district.

▪ Only students in grades K – 12 can have a Gifted and Accelerated record.

▪ Only for enrollments in SY 2020 or Later.

▪ Can only add/edit records for current or previous school, when valid enrollment exists.

▪ It is available via batch or online, templates can be found here.

https://www.isbe.net/Pages/Excel-Templates-for-student-data-input-into-SIS.aspx


Gifted and Accelerated

Accelerated Placement ▪ Means the practice of assigning a student to a specific content area

at a higher instructional level than is typical, given the student's grade for the purpose of providing access to appropriately challenging learning opportunities in one or more subject areas.

▪ 00 - Student not in accelerated program

▪ 01 - Student is accelerated for ELA Only.

▪ 02 - Student is accelerated for Math Only.

▪ 03 - Student is accelerated for Single Subject other than ELA/Math.

▪ 04 - Student is accelerated for Multiple Subjects, but not Whole Grade



Gifted Test▪ Gifted Children: "Children who give evidence of high performance

capability in areas such as intellectual, creative, artistic, leadership capacity, or specific academic fields, and who require services or activities not ordinarily provided by the school in order to fully develop such capabilities”.

▪ 01 - Student tested as gifted

▪ 02 - Student tested as not-gifted

▪ 03 - Student was not tested - District does have an assessment for gifted.

▪ 04 - Student was not tested - District does NOT have an assessment for gifted.

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Gifted and Accelerated▪ Student Demographic page – select Gifted and

Accelerated link

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▪ Add Record

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School Year 2020 UpdatesGifted and Accelerated

▪ Provide School Year, Gifted Tested and Accelerated Placement and then Submit.

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School Year 2020 UpdatesGifted and Accelerated

▪ Record successfully updated!

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School Year 2020 UpdatesGifted and Accelerated Summary Report

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School Year 2020 UpdatesGifted and Accelerated Detail Report

School Year 2021 Changes

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School Year 2021 Changes90

Early Childhood Changes▪ Simplify data collection for Early Childhood (3 – 5) programs

▪ Remove student/teacher course assignment for Pre-K

▪ Create new Early Childhood Funding format that will include IEIN and Funding

▪ Align Early Childhood data to support policy and research initiatives

▪ More information will be available in the April 21st webinar

School Year 2021 Changes 91

State Course Catalog

▪ The updated course catalog for School Year 2021 will be available by February 24th, 2020.

▪ The catalog will be available in the following link under “Course Catalogs”:

▪ https://www.isbe.net/Pages/Illinois-State-Course-System.aspx

https://www.isbe.net/Pages/Illinois-State-Course-System.aspx

Upcoming Key Dates

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Upcoming Key Dates 93

Activity Dates

Last Day of ACCESS Testing March 3, 2020

First Day of ACCESS Correction Window (No Test Results) March 4, 2020

IAR Testing – Earliest Start DateMarch 11, 2020

DLM-AA Testing – Earliest Start Date

SAT Primary Test Date (for schools testing in March) March 25, 2020

EL Data due for Population of eGMS Ceiling Calculator Funding Allocation ReportMarch 31, 2020

4:00 p.m.Deadline

SAT Primary Test Date (for schools testing in April) April 14, 2020

PSAT 8/9 and PSAT 10 Primary Test Date April 14, 15, or 16, 2020

Upcoming Key Dates 94

Activity Dates

School Year 2020 Spring Enrollment Counts April 16, 20204:00 p.m.Deadline504 Plan Submissions due

IAR Testing – Latest End Date for Paper Testing April 17, 2020

IAR Testing – Latest End Date for Online Testing April 24, 2020

Makeup Test Date for SAT, PSAT 10, and PSAT 8/9 April 28, 2020

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Activity Date & Time

End of SY 2020 and Planning for SY 2021 April 21, 2020 at 1:30 p.m.

End of Year 2020 Report Card Data Verification May 20, 2020 at 1:30 p.m.

Upcoming Key Dates

Upcoming SIS Webinars

Districts’ Next Steps

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Districts’ Next Steps

▪ Run SIS reports to verify the following student data are accurate and complete:

▪ Verify Spring Enrollment Counts.

▪ Verify 504 Plan submissions.

▪ Verify Program Indicators are marked correctly in SIS (e.g., IDEA Services, EL Indicator)

▪ Review Assessment Pre-ID

▪ Verify Grade Level and Alternate Assessment Indicator are correct in SIS

▪ Verify Testing School code is set correctly

▪ Clean up Multiple SID’s ahead of time

▪ Sign up for the April 21, 2020, End of SY 2020 and Planning for SY 2021 Webinar

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Where to Direct Questions

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ISBE Help Desk

▪ (217) 558-3600 - Option 3

▪ [email protected]▪ SIS Policy Questions will be directed to the proper department at

ISBE

▪ SIS Technical Questions will be directed to the IBM team

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mailto:[email protected]


Notice – This Webinar is being Recorded

This webinar is being recorded. Please do not provide any Student, Personal, or Vendor information.

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Questions

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Thank You!

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