Tips for Completing ISBE ELL Information. Making Corrections to the ELL File ADDITIONAL TIPS Tips for Completing ISBE ELL Information. Saving the Excel …
Tips for Completing ISBE ELL Information
Always work in the Excel Template/file when making any changes to student information DO NOT use a returned csv file to make any changes to information as the formatting will be lost and errors may result when submitted See the instructions below on how to copy data from a CSV file into the Excel XLS template
Only the Home school is authorized by ISBE SIS to correct the data for students in their districts in the ELL files for submittal to ISBE SIS Row 1
1-A 1-B 1-C
FILE HEADER
File Type Total Number of Records ELL already filled-in Number of student records you entered below
File Name including extension Name of your file ie, xxSchool_10072008_001csv Note: 1-C file name must be same file name used for actual file name when you perform the save as action File Sent Date Date the file is being submitted via SIS to ISBE Note: Date format is mm/dd/yyyy ie, 10/07/2008 Your School Districts 15 digit District RCDTS code Note: Format is 111111111111111 no spaces or hyphens between the digits Note: The RCDTS code must match that of your IWAS login ID You can verify this number by looking at your profile in IWAS
1-D
1-E
RCDTS
EXAMPLES: ELL ELL
ELL 500 1400 241 50082104002_04122008_001csv LanphierHighSchool_04122008_001csv ShadyHillsSD_001csv 04/27/2008 04/20/2008 04/30/2008 5008210400260000 3903031040020000 3903031040020000
Row 2 Row 3
COLUMN NAMES READ ONLY ELL STUDENT RECORD DETAILS
Each student record entered by a school via SIS for ACCESS testing is displayed in the ELL file for review and update The student data includes demographic, enrollment and ELL data from both the SIS demographics file and the ELL file as extracted on the last day of the school year Students must be enrolled for the current school year and the LEP indicator must be 01 yes The code descriptions for the data elements displayed can be found in the ISBE SIS Data Elements Document wwwisbenet/sis
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Tips for Completing ISBE ELL Information
Making Corrections to the ELL File Corrections to the data in the ELL file must be made from this file format Enter the appropriate student demographic and ELL information for each student being submitted to ISBE The descriptions and codes for these data elements can be found in the ISBE SIS Data Elements Document which is located on wwwisbenet/sis Row 3 contains sample row The sample data should
be deleted and replaced with valid student details The students State-Assigned ID SID must be in Column A for each record The following fields must only contain alpha characters with the exception of hyphens - and spaces: Legal First Name Legal Last Name Note: No commas may be included in any of the fields
Cell 3-A 3-B 3-C 3-D 3-E
Column Student ID State SAP ID Local Legal Last Name Legal First Name Birth Date
Value State-assigned SID Local district student identifier Students Legal Last Name Examples: Jones; Smith-Jones; or St John Students Legal First Name Examples: Maryanne or Mary Ann Students Date of Birth Date Format is mm/dd/yyyy Example: 09/20/1994 Type and School code 15 digits Region, County, District, Identifies a students home school Example: 340491160262007 Date Format is mm/dd/yyyy Example: 09/20/1994 01Yes or 02No 01New 02Returning 03Parents Refused
M/O M O M O M
3-F
RCDTS for Home School
M
3-G 3-H 3-I
Date First Enrolled in District/LEA New Arrival to US ELL Placement - TBE/TPI Program Entry Status
M M M
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Tips for Completing ISBE ELL Information
Cell 3-J 3-K 3-L 3-M 3-N 3-O 3-P 3-Q 3-R 3-S 3-T 3-U 3-V 3-W 3-X 3-Y 3-Z Column Date W-APT Test
Taken W-APT Listening Raw Score W-APT Speaking Raw Score W-APT Reading Raw Score W-APT Writing Raw Score W-APT Composite Level Date the Student enrolled or reentered the TBE/TPI Program Date the Student left the TBE/TPI Program TBE/TPI Program Exit Codes Class periods provided per week Title III Status Immigrant Education Program 504 Accommodation Indicator Content Area Tutoring Developmental Bilingual Education Dual Language Two-Way Immersion Heritage Language Value Date Format is mm/dd/yyyy Example: 09/20/1994 Raw Score 0-17 Raw Score 0-15 Raw Score 0-17 Raw Score 0-18 Composite Level Grades 1-12 10 to 60 Date Format is mm/dd/yyyy Example: 09/20/1994 Date Format is mm/dd/yyyy Example: 09/20/1994 Example: 04 Dropped Out See TBE/TPI Program Exit Codes 01 Low 02 Moderate 03 High 01Yes or 02No 01Yes or 02No 01Yes or 02No 01Yes or 02No 01Yes or 02No 01Yes or 02No 01Yes or 02No M/O O O O O O O M O O M M M M M M M M
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Tips for Completing ISBE ELL Information
Cell 3-AA 3-AB 3-AC 3-AD 3-AE 3-AF 3-AG 3-AH 3-AI 3-AJ Column Sheltered English Instruction Transitional Bilingual Content-Based ESL Structured English Immersion or SDAIE Pull-Out ESL Inclusionary Support Pull-Out
for Individualized Support Self-Contained Result Code Result Message Value 01Yes or 02No 01Yes or 02No 01Yes or 02No 01Yes or 02No 01Yes or 02No 01Yes or 02No 01Yes or 02No 01Yes or 02No
Result code returned by SIS after file submitted with corrections Description of the Result code
M/O M M M M M M M M N/A N/A
ADDITIONAL TIPS Note: If student is ELL and taking the ACCESS test LEP indicator must be 01 or yes in Enrollment/Demographic File
Copying Data into the Excel Template
Open the spreadsheet or document ex CSV file that contains the data you wish to copy Open the ELL Excel Template Keep both the source data spreadsheet and the template open In the source data file, highlight the cells that you wish to copy into the ELL Excel Template For example, highlight A2 to AH2 to A150 to AH150 Select Edit Copy Navigate to the ELL Excel Template Click on the cell that you wish to paste the data Example A3 Select Edit Paste Special When the pop-up box opens Select Values and click Ok
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Tips for Completing ISBE ELL Information
Saving the Excel Template as a CSV
Open the ELL Excel Template or if you already have the spreadsheet open save the Excel version XLS extension On the
File menu click File Save As In the File Name box type the same file name as you typed in 1-C Look at the Save in: and either take note of where the file is being saved or change the location to another desired location Keep the Save As type, Microsoft Excel Workbook click Save After saving the backup file, on the File menu click File click Save As a second time In the Save as type list, select CSV Comma delimited Click Save When notified that the file may contain features not compatible with CSV click Yes to keep the workbook in the current format and finish saving the file Close the Excel file When prompted to save your changes to the CSV file click No Making changes to student information 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 Importing the ELL data back into the Excel Template After you have downloaded the file from ISBE SIS open the CSV file Click on the first row of student data Column A, Row 2 AH2 Highlight the cells you wish to copy Example A2 AH2 to A150 to AH150 Note: You will not be able to copy the
Result Code and Result Message back into the template as columns AI and AJ are locked in the template Select Edit Copy Open the Excel Template Keep both the CSV file and the template open Click on the cell that you wish to paste the data Example A3 Select Edit Paste Special When the pop-up box opens Select Values and click Ok
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Source:isbe.state.il.us
