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IL Teacher Course Assignment

Contents

Introduction

The IL Teacher Course Assignment creates a data file for submission to the ISBE SIS. The report is used to track the length of time a teacher is teaching a class and other information associated with the teacher during the time they are teaching the section. The report supports Co-Teacher Tracking and Lead Teacher Tracking Override functionality.

  • The TCA Entry report includes current and previous teachers who entered the section within the report date range or term.
  • The TCA Exit report includes current and previous teachers who exited the section within the report date range or term.

The Extract Viewer link is available on the State Reports page in the description area for the IL Teacher Course Assignment report. The Extract Viewer can be used as a troubleshooting tool.

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.

School Selection

The report selects which school records to use based on the following criteria:

  • The school must not be excluded from state reporting.

Staff Selection

The report selects which staff records to use based on the following criteria:

  • The staff must not be excluded from state reporting.
  • The staff taught the section at any time between the report start and end dates.

Sections Selection

The report selects which sections records to use based on the following criteria:

  • The section must not be excluded from state reporting.

Required Data Setup

You must map the following data prior to running the reports:

  • Teacher Course Assignment Tracking is used for multiple teachers per section or to record teacher changes throughout the year, or to specify non-default Teacher Commitment, Roles of Professional, or Reason for Exit values. Teacher Course Assignment Tracking is found on the Sections page. If there is only one teacher per section and the default values of 1.00 for Teacher Commitment and 01-Teacher of Record is the appropriate Role of Professional, no Tracking records are needed for the section.
  • Term Grade Mapping is used to map, for each school, the State Term which correlates to the district’s term. Term Grade Mapping is found on the District > District Setup page in the Illinois State Information area at the bottom of the page. For each school, define which Store Code to be reported per term.  For year-long terms, define term end dates.

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:

  • Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria.
  • Current School Only – Includes all records associated with the current school that meet the selection criteria.
  • District Wide – Includes all records on the PowerSchool server that meet the selection criteria.

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.

Records to Include

Indicate which records to include in the report by selecting one of the following options:

  • The selected [number] records only – Run the report for the records in the current selection.
  • All records – Run the report for all records in the current school or district that meet the selection criteria.

Note: If running the report for a single teacher, or group of teachers, select the teachers prior to runningreport.

Grades (leave blank for all)

Select the grade level(s) to filter the section record selection process by grade level.

Leave the checkboxes blank to include all sections in the record selection process.

Note: If a section is not identified for a specific grade on the Sections page, it is not includedif any grade level is selected.

Processing Options

Choose a time to run the report from the pop-up menu:

  • In Background Now (Recommended) – Execute the report immediately in the background.
  • ASAP – Execute the report in the order it is received in the Report Queue.
  • At Night – Execute the report during the next evening.
  • On Weekend – Execute the report during the next weekend.
  • On Specific Time – Execute the report on the date and time specified.

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.

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.

Mode

Choose the report mode from the pop-up menu:

  • Teacher Entry – Teachers who entered the section within the report date range.
  • Teacher Exit – Teachers who exited the section within the report date range.

Start Date

Enter the start date for the reporting period.

Format: MM/DD/YYYY

End Date

Enter the end date for the reporting period.

Format: MM/DD/YYYY

Extract Section From:

Choose the source of the Section Number to extract from the pop-up menu:

  • SectionID – The internally assigned numeric number which is unique tocourse, section, and teacher. An example SectionID may be viewed at the bottom of the Edit Section page.
  • Section Number – The PowerSchool Section Number which you assign to each course section.
  • Course + Section – This is a derived value. When the report runs it will append the Section Number to the Course Number.  For example, if Course is MAT100 and Section Number is 1, a value of MAT1001 will extract for the Section field of this report.

When selecting which option to use, consider other reports such as the IL Course Assignment which contain a Section number that needs to match the Section number submitted via this report; be consistent. 

The Override Section Number field on the Historical Grades page will extract; if blank, the section will extract based on the option selected here.

Run from Extract Viewer

Choose one of the following:

  • Yes – This processes the extract from the extract viewer.
  • No – Select No when running any extract for the first time.

Note: If you select No, the data in the extract viewer is replaced with the data from the extract.

Report Output – Teacher Course Assignment Entry

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

IEIN (Illinois Educator Identifying Number)

The teacher’s IL Educator Identification Number.

[S_IL_USR_X]IEIN

Numeric

12

2

Local Teacher ID

The teacher’s ID.

[Users]TeacherNumber

Numeric

50

3

Teacher Last Name

The last name of the teacher who teaches this course section.

[Users]Last_Name

Alpha-numeric

20

4

Teacher First Name

The first name of the teacher who teaches this course section.

[Users]First_Name

Alpha-numeric

20

5

Teacher Birth Date

The teacher’s date of birth.

[UsersCoreFields]DOB

Numeric

10

6

School Year

The school year of the enrollment for this course.

[Terms]YearID+1990

Numeric

4

7

Teacher Serving Location RCDTS

The RCDTS of the school at which the teacher is teaching.

[S_IL_SEC_X]RCDTS_Serving_School

If blank, [S_IL_SCH_X]RCTDS_Home_School

Numeric

15

8

Employer RCDTS

The RCDTS of the teachers’ employer. A blank value in this field signifies that the school’s RCTDS is to be used.

[S_IL_USR_X]Employer_RCDTS

If blank, derived by substituting the rightmost 4 digits of [S_IL_SCH_X]RCTDS_Home_School with  0000.

Numeric

15

9

Term

The term in which the teacher was assigned to the section.

See the Appendix for Term Codes.

Notes:

  • The TermID of the Section is translated to the ISBE Term via the Term Grade Mapping.
  • The term Q5, Quarterly Summer is supported and districts can report on their summer school course data before or after the end of year rollover.

[Sections]TermID

If blank, [S_IL_Term_Grade_Mapping_S]termPeriod

Numeric

2

10

State Course Code

The unique code assigned to this course by the ISBE.

[S_IL_CRS_X]State_Course_Code

Alpha-numeric

9

11

Local Course ID

The unique course code assigned by the school district.

[Courses]Course_Number

Alpha-numeric

50

12

Local Course Title

This field contains the course name assigned by the school district.

 [Courses]Course_Name

Alpha-numeric

100

13

Section Number

The number identifying the course section.

[Sections]Section_Number

[Sections]SectionID

or

[Course]CourseNumber+[Sections]SectionNumber

Alpha-numeric

16

14

Teacher Course Start Date

The teacher’s first day of attendance.

Note: The date is evaluated to ensure it is an active in session date. If not, the first in session date after this date is extracted.

[S_IL_STC_X]Override_STC_Start_Date

If Tracking records exist,
[S_IL_SEC_Teacher_Tracking_C]StartDate

Alpha-numeric

10

15

Role of Professional

The role of the teacher of the section.

The default is 200 - Teacher

If Override Role_of_Professional [S_IL_STC_X]Role_of_Professional does not exist, then, [S_IL_SEC_Teacher_Tracking_C]Role_of_Professional

If blank or no Tracking records, then [S_IL_USR_X]Role_Of_Professional

Or, default value of 200

Numeric

3

16

Teacher to Course Commitment

The teacher’s course commitment during the duration of the course.

[Teachers]Allocation in %

Or

Default value of 1.00

Numeric

4

Report Output – Teacher Course Assignment Exit

Each of the fields displayed in the output of the report are described below. 

Item #

Data Element

Description

[Table]FieldName

Field Type

Field Length

1

IEIN (Illinois Educator Identifying Number)

The teacher’s IL Educator Identification Number.

[S_IL_USR_X]IEIN

Numeric

12

2

Local Teacher ID

The teacher’s ID.

[Users]TeacherNumber

Numeric

50

3

Teacher Last Name

The last name of the teacher who teaches this course section.

[Users]Last_Name

Alpha-numeric

20

4

Teacher First Name

The first name of the teacher who teaches this course section.

[Users]First_Name

Alpha-numeric

20

5

Teacher Birth Date

The teacher’s date of birth.

[UsersCoreFields]DOB

Numeric

10

6

School Year

The school year of the enrollment for this course.

[Terms]YearID+1990

Numeric

4

7

Teacher Serving Location RCDTS

The RCDTS of the school at which the teacher is teaching.

[S_IL_SEC_X]RCDTS_Serving_School

If blank, [S_IL_SCH_X]RCTDS_Home_School

Numeric

15

8

Employer RCDTS

The RCDTS of the teachers’ employer. A blank value in this field signifies that the school’s RCTDS is to be used.

[S_IL_USR_X]Employer_RCDTS

If blank, [S_IL_SCH_X]RCDTS_Home_School

Numeric

15

9

Term (Semester)

The term in which the teacher was assigned to the section.

See the Appendix for a list of Term Codes

Note: The TermID of the Section is translated to the ISBE Term via the Term Grade Mapping.

[Sections]TermID

If blank, [S_IL_Term_Grade_Mapping_S]termPeriod

Numeric

2

10

State Course Code

The unique code assigned to this course by the ISBE.

[S_IL_CRS_X]State_Course_Code

Alpha-numeric

9

11

Section Number

The number identifying the course section.

[Sections]Section_Number

[StoredGrades]SectionID

Alpha-numeric

16

12

Actual Attendance (Classes)

The actual number of class periods of attendance the teacher attended per course during the term.

N/A

Numeric

N/A

13

Total Attendance (Classes)

The total number of class periods of attendance available for the teacher for this course during the term.

N/A

Numeric

N/A

14

Teacher Course End Date

The teacher’s last day of attendance.

Note: The date is evaluated to ensure it is an active in session date. If not, the last in session date prior to this date is extracted.

[S_IL_STC_X]Override_STC_End_Date

If Tracking records exist, [S_IL_SEC_Teacher_Tracking_C]EndDate

Alpha-numeric

10

15

Reason for Exit

The reason the teacher exited the course.

[S_IL_STC_X]Reason_for_Exit

[S_IL_SEC_Teacher_Tracking_C]Reason_for_Exit

If blank, [S_IL_USR_X]Reason_For_Exit

Numeric

2

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