IL Assessment Pre-ID
Contents
Introduction
Use the IL Assessment Pre-ID report to submit student assessment data to the ISBE SIS to obtain Assessment Pre-Id labels.
The report format is comma-delimited with a .txt extension. If a student field is blank for a mandatory field, the field default is used in the extract. If a student field is blank for an optional field, the field is blank on the extract.
Selection Criteria
Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.
For the Illinois Assessment Pre-ID report, student enrollment records are selected.
School Selection
The report selects which school records to use based on the following criteria:
- The school must be associated with a student included in the report.
- The school must not be excluded from state reporting.
Student Selection
The report selects which student records to use based on the following criteria:
- The student must not be excluded from state reporting.
- The student is assigned an ISBE SIS state student ID number.
- The student has an active enrollment record on the date the report is run.
- The student did not transfer out of the school.
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
Use | If run at the district level, choose one of the following from the pop-up menu:
If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list. |
Students to Include | Indicate which students to include in the report by selecting one of the following options:
Note: If running the report for a single student, or group of students, select the students prior to runningreport. |
Grades (leave blank for all) | Select the grade level(s) to filter the student record selection process by grade level. Leave the checkboxes blank to include all students in the record selection process. |
Processing Options | Choose a time to run the report from the pop-up menu:
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Specific Date/Time | Enter a date using the format mm/dd/yyyyor mm-dd-yyyyin order to run the report on a specific day. The incorrect format displays an alert and the date field is submitted as a blank entry. Use the pop-up menus to schedule the report to be run at a specific hour and minute. Example: 7/29/2011 @ 10:05 AM. |
Select District | (Optional) If this option appears, select the District for which to run the report. |
15–digit RCDTS Number | Enter the 15-digit RCDTS (Region, Country, District, Type, and School) number. The value entered in this field will be used in the file name and the header in the report results. |
Year | Select the school year for the report from the pop-up menu. The school year options available for selection are based on the currently selected term displayed at the top of the page. |
Report Output
Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.
Item # | Data Element | Description | [Table]FieldName | Field Type | Field Length |
1 | Student ID (ISBE SIS) | This field contains the student identification code assigned to each student in your district by the Illinois State Board of Education (ISBE). This field should be blank for students upon their initial submission. This field is extracted from the Pre-ID tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Assessment Pre-ID Information. | [Students]State_StudentNumber | Numeric | 9 |
2 | SAP ID | This field contains the PowerSchool student identification code. This field is extracted from the Pre-ID tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Assessment Pre-ID Information. If this field is blank, the PowerSchool Student Number entered on the ISBE SIS Student Demographic/Enrollment Information page is used. | [Students]Student_Number | Alpha-numeric | 50 |
3 | Legal Last Name | This field contains the legal last name of the student. This field is extracted from the Pre-ID tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Assessment Pre-ID Information. If the Legal Last Name field is left blank, the student’s last name entered on the ISBE SIS Student Demographic/Enrollment Information page is used in this field. | [S_IL_STU_Demographics_X] Legal_Last_Name Or [Students]Last_Name | Alpha-numeric | 30 |
4 | Legal First Name | This field contains the legal first name of the student. This field is extracted from the Pre-ID tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Assessment Pre-ID Information. If the Legal First Name field is left blank, the student’s first name entered on the ISBE SIS Student Demographic/Enrollment Information page is used in this field. | [S_IL_STU_Demographics_X] Legal_First_Name Or [Students]First_Name | Alpha-numeric | 30 |
5 | Date of Birth | This field contains the student’s date of birth. This field is extracted from the Pre-ID tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Assessment Pre-ID Information. | [Students]DOB | Numeric | 10 |
6 | RCDTS Home School | This field contains the code that uniquely identifies the student’s home school. This field is extracted from:
If left blank, the RCDTS Home School entered on the Edit School page is extracted. | [S_IL_STU_X]RCDTS_Home_School OR [S_IL_REN_X]RCDTS_Home_School OR [S_IL_SCH_X]RCDTS_Home_School | Alpha-numeric | 6 |
7 | RCDTS Serving School | This field contains the code that uniquely identifies the student’s serving school. This field is extracted from:
If the RCDTS Serving School field is blank, the student’s RCDTS Home School field value is extracted. | [S_IL_STU_X]RCDTS_Serving_School OR [S_IL_REN_X]RCDTS_Serving_School OR [S_IL_STU_X]RCDTS_Home_School OR [S_IL_SCH_X]RCDTS_Home_School | Alpha-numeric | 6 |
8 | RCDTS Testing School | This field contains the code identifying where a student in a tested grade is taking a state assessment during the current school year. This field is extracted from:
If the RCDTS Testing School field is blank, the student’s RCDTS Home School field value is extracted. | [S_IL_STU_X]RCDTS_Testing_School OR [S_IL_REN_X]RCDTS_Testing_School OR [S_IL_STU_X]RCDTS_Home_School OR [S_IL_SCH_X]RCDTS_Home_School | Alpha-numeric | 15 |
9 | Grade Level at Time of Testing | This field contains the student’s grade classification at the time of testing on a state assessment during the current school year. This field is extracted from the Pre-ID tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Assessment Pre-ID Information. If this field is left blank on the ISBE SIS Assessment Pre-ID Information page, this field contains the grade level entered on the Edit Current Enrollment page for this student. | [S_IL_STU_X]Testing_Grade_Level OR [Students]Grade_Level [S_IL_STU_ELL_X]Grade_Level OR [ReEnrollments]Grade_Level | Numeric | 2 |
10 | First Year in U.S. | This field identifies the amount of time a student has been in the United States. Yes displays if the First Year in United States field on the Pre-ID tab is set to Yes—Student in US less than a year (01). No displays if the First Year in United States field on the Pre-ID tab is set to No—Student in the US for more than a year (02). This field is extracted from the Pre-ID tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Assessment Pre-ID Information. | [S_IL_STU_ELL_X]New_To_US Database value: 1 (checked) | Numeric | 1 |
11 | Years in any TBE/TPI Program | If applicable, this field contains the year a student 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 (excluding Pre-K and K). This field is extracted from the Pre-ID tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Assessment Pre-ID Information. If left blank, this field defaults to 07 – Not in TPE/TBI program. | [S_IL_STU_PreID_X]TBE_TPI_Year | Numeric | 2 |
12 | Years since exited TBE/TPI Program | If applicable, this field contains the year a student exited from a state-approved TBE or TPI program. This field is extracted from the Pre-ID tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Assessment Pre-ID Information. If left blank, this field defaults to 03 – Not in TPE/TBI program. | [S_IL_STU_PreID_X]TBE_TPI_Exit_Year | Numeric | 2 |
13 | Enrolled in Home School On or Before May 1st | This field is calculated automatically by PowerSchool State Reports unless one of the following scenarios applies: An override value is extracted if that value was entered in the Enrolled in Home School On or Before May 1st field on the ISBE SIS Assessment Pre-ID Information page (Pre-ID tab). A value of 01 is extracted if the student’s RCDTS Home School Number (at student or school level) matches any school in the district; the student was enrolled at a school in the district between the start of school last year and May 1 of last year; and the Moved By Parent Within District field equals No on the ISBE SIS Assessment Pre-ID Information page (Pre-ID tab). A value of 02 is extracted if the student’s RCDTS Home School Number (at student or school Level) matches any school in the district; the student was enrolled at a school in the district between the start of school last year and May 1 of last year; and the Moved By Parent Within District field equals Yes on the ISBE SIS Assessment Pre-ID Information page (Pre-ID tab). Note: The value for this field can be overridden by a pre-defined value. This field is extracted from the Pre-ID tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Assessment Pre-ID Information. | Field for overriding PowerSchool calculations: [S_IL_STU_PreID_X] Enrolled_Home_School | Numeric | 2 |
14 | Enrolled in Home District On or Before May 1st | This field is calculated automatically by PowerSchool State Reports unless one of the following scenarios applies: An override value is extracted if that value was entered in the Enrolled in Home District On or Before May 1st field on the ISBE SIS Assessment Pre-ID Information page (Pre-ID tab). A value of 01 is extracted if the student’s RCDTS Home School Number (at student or school Level) matches any school in the district; the student was enrolled at a school in the district between the start of school last year and May 1st of last year; and the Moved By Parent Within District field equals No on the ISBE SIS Assessment Pre-ID Information page (Pre-ID tab). A value of 02 is extracted if the student’s RCDTS Home School Number (at student or school Level) matches any school in the district; the student was enrolled at a school in the district between the start of school last year and May 1st of last year; and the Moved By Parent Within District field equals Yes on the ISBE SIS Assessment Pre-ID Information page (Pre-ID tab). Note: The value for this field can be overridden by a pre-defined value. This field is extracted from the Pre-ID tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Assessment Pre-ID Information. | Field for overriding PowerSchool calculations: [S_IL_STU_PreID_X] Enrolled_Home_District | Numeric | 2 |
15 | Test Taken | This field contains the state assessment a student in a tested grade is scheduled to take, if applicable. This field is extracted from the Pre-ID tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Assessment Pre-ID Information. | [S_IL_STU_PreID_X]Test_Taken | Numeric | 2 |