State of Illinois Data Reporting Administrator Guide · Synergy SIS provides a seamless process to report the required data to the State of Illinois. Some of the notable features

Volume 01, Edition 02, Revision 00 May 2016 Copyright© 2016 Edupoint Educational Systems, LLC Document Number: SISILUG - 010200

Synergy SIS®

State of Illinois Reporting Guide

Edupoint Educational Systems, LLC

1955 South Val Vista Road, Ste 210 Mesa, AZ 85204

Phone (877) 899-9111 Fax (800) 338-7646


2 Copyright© 2016 Edupoint Educational Systems, LLC

Second Edition, May 2016 This edition applies to Synergy™ Student Information System software and all subsequent releases and modifications until indicated with new editions or revisions. Edupoint’s Synergy Student Information System software and any form of supporting documentation are proprietary and confidential. Unauthorized reproduction or distribution of the software and any form of supporting documentation is strictly prohibited and may result in severe civil and criminal penalties. Information in this document is provided in connection with Edupoint Educational Systems products. No license to any intellectual property rights is granted by this document. The illustrations, procedural steps, and sample reports in this manual may be slightly different from the actual software due to modifications in the software based on state requirements and/or school district customization. The data in this document may include the names of individuals, schools, school districts, companies, brands, and products. Any similarities to actual names and data are entirely coincidental. Synergy is a trademark of Edupoint Educational Systems, LLC. * Other names and brands may be claimed as the property of others. Copyright © 2006-2016, Edupoint Educational Systems, LLC. All rights reserved.


Edupoint Proprietary and Confidential 3

TABLE OF CONTENTS

CHAPTER ONE : OVERVIEW ........................................................ 9

Illinois State Reporting Introduction ........................................................................ 10 Location of the State Data Reporting Screens ........................................................ 11

CHAPTER TWO : DATA SETUP .................................................. 13

Introduction ............................................................................................................. 14 Other Setup Considerations ................................................................................................... 14

View Substitution .................................................................................................... 15 Property Overrides .................................................................................................. 16 Lookup Tables ........................................................................................................ 23

Determine Lookup Table Used on a Field ............................................................................. 23 Lookup Tables for State Reporting ........................................................................................ 23

Organization Setup ................................................................................................ 27 District Number ....................................................................................................................... 27 School Number ....................................................................................................................... 27

District Setup .......................................................................................................... 29 System Settings (District Setup View) .................................................................................... 29 District Calendar Setup .......................................................................................................... 30 Attendance Code Setup ......................................................................................................... 31 Discipline Codes Setup .......................................................................................................... 32 Define Incident Type Codes (aka Discipline Codes, Offense Codes, Violation Codes) ........ 32 Define Disciplinary Action Codes (aka Disposition Codes).................................................... 34 District Discipline Options ...................................................................................................... 36 Courses .................................................................................................................................. 36 Exclude a District Course From State Reporting ................................................................... 40

School Setup .......................................................................................................... 41 Term Code Setup ................................................................................................................... 41 Exclude a School from State Reporting ................................................................................. 42 Section Screen ....................................................................................................................... 42 Exclude a School Course (Section) from State Reporting ..................................................... 44

Staff Setup .............................................................................................................. 45 Fields Used in State Reporting .............................................................................................. 45 Exclude a Staff Member from State Reporting ...................................................................... 45

ELL Screener Setup ............................................................................................... 47 Score Type Setup ................................................................................................................... 47 ELL Screener Test Definitions ............................................................................................... 47 District State Requirements Setup ......................................................................................... 50

State Assessment Code Definition ......................................................................... 54

CHAPTER THREE : DATA ENTRY ............................................... 56

Introduction ............................................................................................................. 57 Student Screen ....................................................................................................... 57

Demographics Tab ................................................................................................................. 57 Other Info Tab ........................................................................................................................ 58 Enrollment Tab ....................................................................................................................... 58



Classes Tab ........................................................................................................................... 58 Illinois Tab .............................................................................................................................. 58 Homeless Tab ........................................................................................................................ 59 Early Childhood Tab ............................................................................................................... 59 Early Childhood Outcomes Tab ............................................................................................. 60

English Language Learners .................................................................................... 61 Navigate to Synergy SIS > Student Programs > English Language Learners ...................... 61 Illinois ELL Tab ....................................................................................................................... 61

Student State Assessments .................................................................................... 62 Accommodations Tab ............................................................................................................ 62 Assessments Tab ................................................................................................................... 62

Free and Reduced Meals ........................................................................................ 64

CHAPTER FOUR : STATE REPORTING ........................................ 65

Introduction ............................................................................................................. 66 Overview of the Data Submission Process ............................................................................ 66

Extract Screen Overview ......................................................................................... 68 Parameters Tab ..................................................................................................................... 68 History Tab ............................................................................................................................. 70 About Tab ............................................................................................................................... 71

Extracts ................................................................................................................... 72 Early Childhood Demographics ............................................................................................. 72 Early Childhood Outcomes File ............................................................................................. 73 ELL Extract File ...................................................................................................................... 74 ELL Screener ......................................................................................................................... 75 Exit Enrollment ....................................................................................................................... 76 Homeless Extract File ............................................................................................................ 77 Immigrant Extract ................................................................................................................... 78 Service Provider Extract......................................................................................................... 79 State Assessments PreID Build ............................................................................................. 80 State Assessments PreID Extract .......................................................................................... 81 Student Address Extract ........................................................................................................ 82 Student Course Assignment .................................................................................................. 83 Student Demographics Enrollment ........................................................................................ 84 Student Discipline .................................................................................................................. 85 Teacher Course Assignment Entry ........................................................................................ 86 Teacher Course Assignment Exit .......................................................................................... 87 Transportation Extract ............................................................................................................ 88

Imports .................................................................................................................... 89 Student State ID Import.......................................................................................................... 89 Student Withdrawal Import ..................................................................................................... 90

Reports.................................................................................................................... 91 End of Year Report ................................................................................................................ 91 School Report Card ................................................................................................................ 92 State Aid Claim Report........................................................................................................... 93

CHAPTER FIVE : TROUBLESHOOTING ........................................ 95

Troubleshooting ...................................................................................................... 96 Missing students or other data ............................................................................................... 96 Program used to work but now ends in error ......................................................................... 96

CHAPTER SIX : SECURITY ......................................................... 97



Hide A Field ............................................................................................................ 99 Secure A Field ...................................................................................................... 100 Hide A Tab ............................................................................................................ 101 Extracts and Reports Security .............................................................................. 101

CHAPTER SEVEN : NEW YEAR ROLLOVER .............................. 102

New Year Rollover ................................................................................................ 103

CHAPTER EIGHT : ISBE FIELD LOCATIONS ............................. 104

ISBE Extract Field Locations in Synergy SIS ........................................................ 105

INDEX .................................................................................... 126



ABOUT THIS MANUAL Edupoint Educational Systems develops software with multiple release dates for the software and related documentation. The documentation is being released in multiple volumes to meet this commitment. The table below lists the release date, software version, documentation volume number, and the content included in each volume of documentation to date. Software and Document History

Date Volume Edition Revision Content

November 2012 1 1 0 Initial release of this document

December 2012 1 1 1 Added the ELL Screener Extract Added the Student Course Assignment Extract Added the Teacher Course Assignment Entry Extract Added the Teacher Course Assignment Exit Extract

May 2016 1 2 0 Major updates by CMT



CONVENTIONS USED IN THIS MANUAL Bold Text

Bold Text - Indicates a button or menu or other text on the screen to click, or text to type.

Tip – Suggests advanced techniques or alternative ways of approaching the subject.

Note – Provides additional information or expands on the topic at hand.

Reference – Refers to another source of information, such as another manual or website

Caution – Warns of potential problems. Take special care when reading these sections.

BEFORE YOU BEGIN Before installing any of the Edupoint family of software products, please be sure to review the system requirements and make sure the district’s computer hardware and software meet the minimum requirements. If there are any questions about the system requirements, please contact an Edupoint representative at (877) 899-9111.

Caution: The Edupoint family of software does not support the use of pop-up blockers or third-party toolbars in the browser used to access Synergy SIS. Please disable any pop-up blockers (also known as pop-up ad blockers) and extra toolbars in the browser before logging into any Edupoint product.

At any point, if there are any technical difficulties, please contact the Edupoint technical support team at [email protected] or by phone at 1-877-899-9111 option 1.

mailto:[email protected]



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Chapter One: OVERVIEW

State of Illinois Reporting Guide Chapter Two


ILLINOIS STATE REPORTING INTRODUCTION This guide has been created for Illinois users as a supplement to the standard Synergy SIS documentation. It describes how data fields and functionality differ from the standard product to accommodate Illinois State Board of Education (ISBE) reporting requirements. It also describes the Synergy SIS processes for reviewing and submitting data to ISBE. Synergy SIS provides a seamless process to report the required data to the State of Illinois. Some of the notable features of the ISBE Data Reporting include:

• Synergy SIS can collect all data at the district level so only one upload is needed for the entire district. Separate uploads for each school are not required.

• Synergy SIS is updated every year to reflect the changes introduced by the ISBE

and to ensure compliance with any state regulations. These updates are provided to the district with an active support and maintenance contract at no additional cost.

How is the data collected? The state requires that data be collected and submitted in the following extracts:

• Early Childhood Demographics • Early Childhood Outcomes Extract • ELL Extract File • ELL Screener • Exit Enrollment • Homeless Extract File • Immigrant Extract • Service Provider Extract • State Assessments PreID Extract • Student Address Extract • Student Course Assignment • Student Demographics Enrollment • Student Discipline • Teacher Course Assignment Entry • Teacher Course Assignment Exit • Transportation Extract

Student enrollment information is entered into the Student screen as part of the normal enrollment process. There are tabs for Illinois custom fields, Early Childhood, Early Childhood Outcomes and Homeless information on the Student screen to collect any data required that is not stored somewhere else in the system. Information regarding the student’s participation in special programs such as ELL (LEP) or Program Participation is recorded in one of the screens available in the Student Programs folder.

Chapter Two State of Illinois Reporting Guide


LOCATION OF THE STATE DATA REPORTING SCREENS The Student screen has been customized to include tabs for Illinois data, Early Childhood data, Early Childhood Outcomes, and Homeless data not found elsewhere in the system. The IL folder of the Synergy SIS menu (also known as the PAD tree) includes extracts, imports and reports. The English Language Learners screen has been customized to include a tab for Illinois data. To access the IL folder:

1. Open the Synergy SIS Navigation Tree by clicking on the Tree button on the left side of the screen.

2. Expand the Synergy SIS folder by clicking on the blue triangle pointing right, next to the word Synergy SIS. Once clicked, the triangle turns green and points downward. Under the Synergy SIS folder, open the IL folder by clicking on the blue triangle pointing right, next to the word IL. Once clicked, the triangle turns green and points downward.

Note: In the rest of the manual, the location of a screen or report in the Navigation Tree (also referred to as the PAD tree is indicated using “>”. The example above would be indicated as Synergy SIS > IL This means go to the Navigation Tree, click on the Synergy SIS folder, and then click on the IL folder.






Chapter Two: DATA SETUP



INTRODUCTION This chapter provides information about setting up Synergy SIS and performing administrative functions to collect and maintain data for Illinois State Board of Education (ISBE) reporting. It is essential to review and perform the required setup prior to entering data as described in the next chapter. Before performing the setup and data entry instructions in this guide, the Synergy system administrator should complete these activities to support a smoother setup process.

• Consult the ISBE website to identify valid codes for state reporting. Helpful information can be found at http://www.isbe.net/.

• Identify the state-assigned District Number and the state assigned School Number

for each school in the district. These are the Region, County, District, Type, and School (RCDTS) Education codes that are used in the upload process to ensure the data is uploaded and credited to the correct district/school.

• Identify a Synergy SIS user with log in access to district and school data.

• Gather Synergy SIS administrator and user guides for reference if needed.

Other Setup Considerations Prior to starting the setup process for Illinois in Synergy SIS, become familiar with the ISBE website (available at http://www.ISBE.net) for information on how to access the ISBE Web Application Security (IWAS) system. There are a number of helpful documents and training tools located there. When running Illinois extracts, the job is processed on the designated RT Process Service for state reporting. If processing for a large district, it may be necessary to increase the job execution time defined on the RT Process Service Setup screen to 60 minutes or more. For more information about the setup of the RT Process Service, see the Synergy SIS-System Administrator Guide.

http://www.isbe.net/

http://www.isbe.net/



VIEW SUBSTITUTION When a custom view has been created to replace a basic Synergy view, a view substitution needs to be set up so that users will see the custom view in place of the basic view. Basic instructions for setting up a view substitution follow. For more comprehensive information about setting up view substitutions refer to Synergy® SIS System Administrator Guide.

1. Navigate to Synergy SIS> System> Security> PAD Security.

2. Expand the Synergy SIS node.

3. Expand the node for the appropriate category.

4. Navigate to the Synergy view to be overridden and click on the view name (e.g. Synergy SIS> Student> Student).

5. Scroll up to the top of the screen if necessary.

6. Select the custom view in the View Substitution field (e.g. Student.IL).

7. Click the Save button near the top of the screen.

Location Synergy View Name View Substitution Synergy SIS> Student K12.EnrollmentInfo.Enrollment Detail Enrollment Detail IL Synergy SIS> Student K12.Student Student.IL Synergy SIS> Student Programs K12.ProgramInfo.English Language Learners English Language Learners.IL Synergy SIS> System> Setup K12.Setup.District State Requirments (sic) District State Requirments.IL (sic)



PROPERTY OVERRIDES Property values (such as field labels, lookup table, display length, etc.) can be changed. Following are basic instructions for changing properties. For more comprehensive information about changing properties refer to Synergy® SIS System Administrator Guide.

1. Navigate to Synergy SIS> System> Setup> Property Override.

2. Expand the K12 node.

3. Navigate to the view (location) in which the field is displayed.

4. Click on the field to change.

5. Scroll up to the top of the screen if necessary.

6. Enter the desired field Label in the Override section. Short Label may also be changed. These should both be changed to display the desired label on views, reports, and queries. To have the label display bolded and in a different color, check the 'Property is used in state reporting' box.

7. Click the Save button near the top of the screen.

Follow the above instructions to change properties for the fields listed below: Location Field Name Property K12 > K12.CourseInfo> Course CourseID ‘Property is used in state reporting’ box

should be checked.

ExcludeADAADM ‘Property is used in state reporting’ box

should be checked.

StateCategoryCode Label= State Category / Classroom Setting

Short Label = State Cat / Clsrm Setting

Mandatory = Yes ‘Property is used in state reporting’ box

should be checked.

StateCourseCode ‘Property is used in state reporting’ box

should be checked. Location Field Name Property K12>K12.DisciplineInfo> StudentIncidentDiscipline IncidentRole ‘Property is used in state reporting’ box

should be checked. Location Field Name Property K12>K12.DisciplineInfo> StudentIncidentDisposition

CodeDispGU ‘Property is used in state reporting’ box should be checked.

CodeDispSub1GU ‘Property is used in state reporting’ box should be checked.

CodeDispSub2GU ‘Property is used in state reporting’ box should be checked.

ReassignmentDays ‘Property is used in state reporting’ box should be checked.

Location Field Name Property



K12>K12.DisciplineInfo> StudentIncidentQuickAdd CodeDiscGU ‘Property is used in state reporting’ box should be checked.

CodeDiscSub1GU ‘Property is used in state reporting’ box should be checked.

CodeDiscSub2GU ‘Property is used in state reporting’ box should be checked.

Detail1Sub2GU ‘Property is used in state reporting’ box should be checked.

DispositionAttendanceReasonCode

‘Property is used in state reporting’ box should be checked.

DispositionEndDate ‘Property is used in state reporting’ box should be checked.

DispositionGU ‘Property is used in state reporting’ box should be checked.

DispositionReassignmentDays


IncidateDate ‘Property is used in state reporting’ box should be checked.

ViolationSub1GU ‘Property is used in state reporting’ box should be checked.

Location Field Name Property K12> K12.EnrollmentInfo> StudentEnrollment Access504 ‘Property is used in state reporting’ box

should be checked. DistrictOfResidence Label = Corp of Legal Settlement

Short Label = Corp of Legal Settlement ‘Property is used in state reporting’ box

should be checked. DistrictOfResidenceDD Label = Corp of Legal Settlement


should be checked. EnterCode ‘Property is used in state reporting’ box

should be checked. EnterDate ‘Property is used in state reporting’ box

should be checked. ExcludeADAADM ‘Property is used in state reporting’ box

should be checked. FTE ‘Property is used in state reporting’ box

should be checked. Grade ‘Property is used in state reporting’ box

should be checked. LeaveCode ‘Property is used in state reporting’ box

should be checked. LeaveDate ‘Property is used in state reporting’ box

should be checked. SrEnrText1 Label = Home School RCDTS Override


SrEnrText2 Label = Serving School RCDTS Override


SrEnrText3 Label = Testing School RCDTS Override


SrEnrText4 Label = S.E. Service Provider RCDTS ‘Property is used in state reporting’ box

should be checked.



K12> K12.EnrollmentInfo> StudentEnrollmentActivity

DistrictOfResidence Label = Corp of Legal Settlement Short Label = Corp of Legal Settlement ‘Property is used in state reporting’ box



should be checked. EffectiveDate ‘Property is used in state reporting’ box










should be checked. K12> K12.EnrollmentInfo> StudentSchoolYear BusEstimatedMileage Label = Home To School Distance


BusRouteFromSchool ‘Property is used in state reporting’ box should be checked.

BusRouteToSchool ‘Property is used in state reporting’ box should be checked.




should be checked. DropOffTransportation

Type ‘Property is used in state reporting’ box



should be checked. ExcludeADAADM ‘Property is used in state reporting’ box



should be checked. LeaveCode ‘Property is used in state reporting’ box

should be checked.



LeaveDate ‘Property is used in state reporting’ box should be checked.

PickupTransportationType


SchoolResidenceGU Label = Home School of Residence (ISBE)

Mandatory = Yes Lookup Display Type = Description /

Description ‘Property is used in state reporting’ box








should be checked. TrasnportationStartDat

e ‘Property is used in state reporting’ box

should be checked. TransportEligible ‘Property is used in state reporting’ box

should be checked. UserDate4 Label = Transportation End Date


YearEndStatus Display Length = 30 Lookup Display Type = Code and

Description / Code and Description ‘Property is used in state reporting’ box

should be checked. K12> K12.EnrollmentInfo> StudentSOREnrollment BusEstimatedMileage Label = Home To School Distance


BusRouteFromSchool ‘Property is used in state reporting’ box should be checked.

BusRouteToSchool ‘Property is used in state reporting’ box should be checked.




should be checked. DropOffTransportation

Type ‘Property is used in state reporting’ box



should be checked.



ExcludeADAADM ‘Property is used in state reporting’ box should be checked.

FTE ‘Property is used in state reporting’ box should be checked.

Grade ‘Property is used in state reporting’ box should be checked.

LeaveCode ‘Property is used in state reporting’ box should be checked.

LeaveDate ‘Property is used in state reporting’ box should be checked.

PickupTransportationType


ProgramCode Lookup Display Type = Code and Description / Code and Description

SchoolResidenceGU Label = Home School of Residence (ISBE)

Mandatory = Yes Lookup Display Type = Description /

Description ‘Property is used in state reporting’ box








should be checked. TrasnportationStartDat

e ‘Property is used in state reporting’ box

should be checked. TransportEligible ‘Property is used in state reporting’ box

should be checked. UserDate4 Label = Transportation End Date


YearEndStatus Display Length = 30 Lookup Display Type = Code and

Description / Code and Description ‘Property is used in state reporting’ box

should be checked. Location Field Name Property K12> K12.IL> ELLIL Status Lookup Display Type = Code and

Description / Code and Description

K12> K12.IL> ELLPrograms Program Lookup Display Type = Code and Description / Code and Description

Location Field Name Property K12> K12.ProgramInfo> ELL ExitReason Lookup Display Type = Code and

Description / Code and Description



LanguageToHome Label = NativeLanguage ‘Property is used in state reporting’ box

should be checked. K12> K12.ProgramInfo> StudentFRMHistory EnterDate ‘Property is used in state reporting’ box

should be checked. ExitDate ‘Property is used in state reporting’ box

should be checked. FRMCode ‘Property is used in state reporting’ box

should be checked. Location Field Name Property K12> K12.ScheduleInfo> Section CategoryCodeOverride Label = Instructional Setting

Short Label = Instr Setting Lookup Display Type = Code and

Description / Code and Description Mandatory = Yes ‘Property is used in state reporting’ box

should be checked. Credit Mandatory = Yes


ExcludeFromStateReporting


SectionID ‘Property is used in state reporting’ box should be checked.

StafContrAmt Label = Commitment ‘Property is used in state reporting’ box

should be checked. StafContrRespon Label = Role of Professional


TermCode ‘Property is used in state reporting’ box should be checked.

Location Field Name Property K12>K12.Setup> SchoolSetup SchoolCategory ‘Property is used in state reporting’ box

should be checked. Location Field Name Property K12 > Staff BadgeNum Label= Employee ID

Short Label = Empl Id ‘Property is used in state reporting’ box

should be checked. BirthDate ‘Property is used in state reporting’ box

should be checked. FirstName ‘Property is used in state reporting’ box

should be checked. HomeState Lookup Display Type= Code / Code

LastName ‘Property is used in state reporting’ box

should be checked. StateID ‘Property is used in state reporting’ box

should be checked. Type ‘Property is used in state reporting’ box

should be checked. K12 > StaffSchoolYear JobClass Label = Grade Level / Assignment

Short Label = Grade/Asgnmnt



Display Length = 10

K12 > Student BirthCountry Mandatory=Yes


BirthDate ‘Property is used in state reporting’ box should be checked.

BirthPlace Mandatory=Yes ‘Property is used in state reporting’ box

should be checked. EthnicCode ‘Property is used in state reporting’ box

should be checked. FirstName ‘Property is used in state reporting’ box

should be checked. Gender ‘Property is used in state reporting’ box

should be checked. HispanicIndicator ‘Property is used in state reporting’ box

should be checked. HomeAddress ‘Property is used in state reporting’ box

should be checked. HomeCityStateZIP Mandatory=Yes

. HomeCity ‘Property is used in state reporting’ box

should be checked. HomeState ‘Property is used in state reporting’ box

should be checked. HomeZIP ‘Property is used in state reporting’ box

should be checked. HomeLanguage ‘Property is used in state reporting’ box

should be checked. LastName ‘Property is used in state reporting’ box

should be checked. MiddleName ‘Property is used in state reporting’ box

should be checked. OriginalEntryDate ‘Property is used in state reporting’ box

should be checked. OriginalStateEnterDate Label=Entry to IL Schools


SisNumber Label=Local ID Short Label = Local ID ‘Property is used in state reporting’ box

should be checked. StateStudentNumber Label=State ID

Short Label = State ID ‘Property is used in state reporting’ box

should be checked. Suffix ‘Property is used in state reporting’ box

should be checked. USEntryDateSchool ‘Property is used in state reporting’ box

should be checked.



LOOKUP TABLES A lookup table contains a set of values that appear as options in a Synergy SIS drop-down list. Each value includes a description and one or more codes used for state reporting. This guide addresses lookup table setup for state reporting. For more comprehensive information about setting up lookup tables, see Synergy® SIS System Administrator Guide. Important: A few things to remember when modifying lookup tables:

• Always enter a value in the State Code column if the codes are used for state reporting.

• Do not modify or delete lookup table values that contain outdated state reporting codes which are still used for historical reporting purposes. Instead, deactivate the value by entering an End Year and then add a new lookup table value that contains the updated state reporting codes.

• Never change the value of the “Code” column after data has been imported or entered in Synergy SIS.

Determine Lookup Table Used on a Field If Show BO on Mouse over is checked on the Security Settings tab on the User view, the user can easily see which Lookup Table is used for a field. Hold the mouse pointer over a field and an information box will be displayed with field information. The line starting with LOOKUP indicates the lookup table used for this field.

Lookup Tables for State Reporting These lookup tables are used for state reporting and must have state code values defined.



Table Group Table Description K12 Grade Grade Level

Language School Category Used to indicate a school wide Title I program and also

non-public schools. Need one code with a State Code of ‘11’ (Title I) and one code with a State Code of ‘NP’ (non-public).

School Type Alt Code 3 is used in the End of Year Report. HS = High School, MS = Middle School, etc.

Staff Type State code used in Teacher Course Assignment extracts.

Table Group Table Description K12.CourseHistoryInfo Mark Use on the Student Course History screen Table Group Table Description K12.Demographics Summer

Withdrawal Codes Reported as Exit Code in Exit Enrollment.

Table Group Table Description K12.Enrollment Enter Code Reported as Enrollment Type in

demographics extracts. FTE Full Time Equivalent Leave Code Reported as Exit Code in Exit Enrollment.

Table Group Table Description K12.IL Asmt Admin Used on the State Assessments screens

to indicate when the test was / will be administered.

Asmt Braille Response Used on the Student State Assessments screen.

Asmt Braille Tactile Graphics “ Asmt Color Contrast “ Asmt Extended Time “ Asmt Human Reader “ Asmt Language “ Asmt Response Capture “ Asmt Response Capture EL “ Asmt Screen Reader “ Asmt Test Format “ Asmt Test Subject “ Asmt Text To Speech Math “ Classroom for All Used on the Early Childhood tab on

Student.IL. Reported in the Early Childhood extract.

ECH Program Used on the Early Childhood tab on Student.IL.



ECO Exit Primary Assessment Used on the Early Childhood Outcomes tab in the EC Ratings detail on Student.IL. Reported in the Outcomes extract.

ECO Parent Involve Used on the Early Childhood Outcomes tab in the EC Ratings detail on Student.IL. Reported in the Outcomes extract.

ECO Pos Soc Rel Used on the Early Childhood Outcomes tab in the EC Ratings detail on Student.IL. Reported in the Outcomes extract.

ECO Type Used on the Early Childhood Outcomes tab in the EC Ratings detail on Student.IL. Reported in the Outcomes extract.

ELL Class Periods Used on the Illinois ELL tab on the English Language Learners.IL view. Reported in the ELL Extract.

ELL FP Used on the Illinois ELL tab in the ELL Programs grid on the English Language Learners.IL view. Reported in the ELL Extract.

ELL Level Used on the Illinois ELL tab on the English Language Learners.IL view.

ELL Other Services Used on the Illinois ELL tab in the ELL Programs grid on the English Language Learners.IL view.

ELL Placement Status Used on the Illinois ELL tab in the ELL Programs grid on the English Language Learners.IL view. Reported in the ELL Extract.

ELL Program Used on the Illinois ELL tab in the ELL Programs grid on the English Language Learners.IL view. Reported in the ELL Extract.

ELL Status Used on the Illinois ELL tab on the English Language Learners.IL view.

ELL Teachers Used on the Illinois ELL tab on the English Language Learners.IL view.

Family Structure Used on the Early Childhood tab on Student.IL. Reported in the Early Childhood extract.

IEP ISBE Used on the Illinois tab on Student.IL. Used in the demographics extracts.

Monitor Values

Primary Nighttime Residence Used on the Homeless tab on Student.IL. Used in the Homeless extract.

Reason for Delay Used on the Early Childhood tab on Student.IL. Reported in the Early Childhood extract.

Section Reason for Exit



SE Disability Type Code Used on the Illinois tab on Student.IL. Used in the Discipline extract and School Report Card report.

Staff Exit Code Title I Code Used on the Illinois tab on Student.IL.

Used in the demographics extracts. Table Group Table Description K12.ProgramInfo ELL Exit Reason Used on the Illinois ELL tab in the ELL

Programs grid on the English Language Learners.IL view. Reported in the ELL Extract.

FRM Code Table Group Table Description K12.ScheduleInfo Staff Responsibility Used on the Section view. Used as the "Role

of Professional" codes for Teacher Course Assignment extracts.

Term Codes The State Code column is used in the Teacher Course Assignment extracts.

Table Group Table Description K12.TestInfo Test Type Used on the Test Definition view. Create at

least one record with code = ELL. Test Groups Used on the Test Definition view. Used in

the ELL Screener extract. Must have a code = ELS with a description of ELL Screener.

Table Group Table Description K12.TransportationInfo Transport Eligible Used on the Other Info tab in the

Transportation section on Student.IL. Used in the Transportation extract.

Transport Type Used on the Other Info tab in the Transportation section on Student.IL. Used in the Transportation extract.

Table Group Table Description Revelation Country Ethnicity Gender



ORGANIZATION SETUP This guide addresses organization setup for state reporting. For more comprehensive information about organization setup, see Synergy® SIS System Administrator Guide.

District Number The Organization Detail screen for districts stores the District Number, which is essential for state reporting. Each district is assigned a code known as the RCDT code by the state. This code is used in the upload process to ensure the data is uploaded and credited to the correct district. The District Number might already be recorded in Synergy, but it should be verified for state reporting.

1. Navigate to Synergy SIS> System> Setup> Organization.

2. Click on the highest level in the tree (District).

3. Enter the number assigned by the state to identify this district in the District Number

field. For Illinois districts this is an 11 digit number.

4. Click Save.

NOTE: Some districts have set up ‘virtual districts’ where the top level in the tree includes schools from more than one district. In this case enter the District Number for each node in the tree that is an actual school district.

School Number The Organization Detail screen for schools stores the School Number (State School Code) which is essential for state reporting. The school number might already be recorded in Synergy, but it should be verified for state reporting.

1. Navigate to Synergy SIS> System> Setup> Organization.



2. Expand the District structure by clicking on the blue triangle next to the District name. If there are sub-organizations under the district like Elementary Schools or High Schools, click on the triangle next to the type of school to configure.

3. Click on the name of the school; the school detail screen appears.

~~

4. School Code and Abbr School Name may be entered. Each School Code should be a unique number within the district. Abbr School Name is used in reports that are produced with ISBE extracts. Try to keep this value short (six characters or less).

5. If converting data from another student record system, enter the school code used in the other system in the SIS School Code field.

6. Enter the four digit state school code in the State CTDS Code field. This is the value that will be used in ISBE extracts.

7. Click the Save button at the top of the view.

8. Repeat these steps for each school.



DISTRICT SETUP This guide addresses district setup for state reporting. For more comprehensive information about district setup, see Synergy® SIS System Administrator Guide. There are values that can be set at the District Level that control what users see and how certain things work. Attendance codes and discipline codes are also set up at the district level.

System Settings (District Setup View) Navigate to Synergy SIS> System> Setup> District Setup. On the System tab of the District Setup view, there are many settings that can be set at the district level. Below are some suggested values. The items highlighted in red are required for state reporting.

The "Force one race to be selected even if Hispanic" check box may be checked. If the Hispanic ethnicity is selected, all other selected races are ignored. A race will still be required if Non-Hispanic is selected for Ethnicity.



Following are the suggestions for address options; however, all of these settings should be blank until AFTER conversion.

All Illinois districts should be using Incident Discipline.

District Calendar Setup After setting up the District Calendar, the Report Periods must be defined.

9. Go to Synergy SIS> Attendance> Setup> District Calendar. 10. Click on the Report Periods tab.

11. Click the Add button to add a report period. Districts may set up one or more report periods as long as the first report period starts with the school year begin date and the last report period ends with the school year end date. Be sure the start and end dates are actual school days (no weekends or non-school days).



Your district's report periods may be different. Set them up as needed by your district. One place these reporting periods are used is the State Aid Claim report.

Attendance Code Setup This guide addresses attendance code definitions for state reporting. For more comprehensive information about setting up attendance information, see Synergy® SIS Attendance Administrator Guide. In Synergy SIS, the state-specified attendance codes are associated with attendance reasons defined on the District Attendance Code screen. Attendance codes must be flagged as Report to State to be included in attendance calculations for state extracts and reports.

1. Navigate to Synergy SIS> Attendance> Setup> District Attendance Code.

2. Verify that the codes that should be used for state reporting have the correct Absence type and are flagged as Report To State.



Discipline Codes Setup This guide addresses discipline code setup for state reporting. For more comprehensive information about setting up discipline information, see Synergy® SIS Discipline and Conference Administrator Guide. Discipline and Disposition Codes are setup at the district level. Verify that a State Code is entered and the ‘Report to State’ box is checked for codes that need to be included in state reporting.

Define Incident Type Codes (aka Discipline Codes, Offense Codes, Violation Codes) In Synergy SIS, the state-specified incident type codes are defined at the district level as discipline codes on the District Discipline Code Setup screen. Important: On the District Discipline Code Setup screen, the State Code field must match the state-specified incident type code and the ‘Report to State’ box must be checked. For example:



To setup Discipline Codes:

1. Navigate to Synergy SIS > Discipline Incident > Setup> District Discipline Code Setup.

2. Click Add near the top of the screen to create a level one (aka Category) code. 3. Enter a Code and Description. 4. Enter a State Code if this incident type should be included in state reporting. 5. Enter a Display Order. 6. Check the necessary boxes. 7. Click the Save button near the top of the screen.

Second level and third level codes may be entered as well:

1. Click the Add button on the right near the middle of the screen to add second level (aka Violation) codes. Note: State Code and Report to State are required for this code to be included in state reporting.

2. Repeat for all level two codes related to the level one code. 3. If a third level (aka Detail) code is needed:

a. Click on the line number on a level two code then click Show Detail. b. Click on the Add button on Detail 1 Codes line. c. Enter Code and Description. d. Enter State Code and click Report to State for this code to be included in

state reporting. e. Click the Save button near the top of the screen.



Define Disciplinary Action Codes (aka Disposition Codes) In Synergy SIS, the state-specified disciplinary action codes are defined at the district level as disposition codes on the District Disposition Code Setup screen. Important: On the District Disposition Code Setup screen, the State Code field must match the state-specified disciplinary action code and the ‘Report to State’ box must be checked. For example:

To setup Disposition Codes:

1. Navigate to Synergy SIS > Discipline Incident > Setup> District Disposition Code Setup.

2. Click Add near the top of the screen to create a level one (aka Category) code. 3. Enter a Code and Description. 4. Enter a State Code if this disposition should be included in state reporting. 5. Check the necessary boxes. 6. Click the Save button near the top of the screen.

Second level and third level codes may be entered as well:

1. Click the Add button on the right near the middle of the screen to add second level (aka Subcategory 1) codes.

2. Note: State Code and Report to State are required for this code to be included in state reporting. In order to flag a level two code as ‘Report to State,’ the code must first be added then click on Show Detail and check the box on the detail screen.

3. Repeat for all level two codes related to the level one code. 4. If a third level (aka Subcategory 2) code is needed:

f. Click on the line number on a level two code then click Show Detail. g. Click on the Add button on Detail 1 Codes line. h. Enter Code and Description.



i. Enter State Code and click Report to State for this code to be included in state reporting.

j. Click the Save button near the top of the screen.



District Discipline Options This guide addresses discipline setup for state reporting. For more comprehensive information about setting up discipline information, see Synergy® SIS Discipline and Conference Administrator Guide. Important: Disposition Add Option should be set as in the example below. If it is not, it may result in some disciplinary actions not included in state reporting. If a disposition is added but is not associated with a violation, it will not be reported.

Courses This guide addresses course setup for state reporting. For more comprehensive information about managing course and section data, see Synergy® SIS Scheduling and Course Guide. The ISBE specifies course related information that must be reported. The District Course screen includes fields that have been customized for state reporting. The State Course Classification area allows for definition of state data used in the Student Course Assignment Extract and the Teacher Course Assignment extracts.



District Course Screen—Course Tab



COURSE FIELDS USED IN STATE REPORTING View Section Field Name IL Description Course ID Used in Course Assignment extracts. Course Title Used in Course Assignment extracts. Course Info Credit Used as the Course Credit in the Student

Course Assignment extract. Other Information State Category /

Classroom Setting Used as the Course Setting in the Student Course Assignment extract.

Other Information Exclude from State Reporting

All sections for this course will be excluded from the course assignment extracts if this value is Yes.



District Course Screen—Description Tab



COURSE FIELDS USED IN STATE REPORTING View Section Field Name IL Description State Course Classification

Course Level Used in Course Assignment extracts. The first four levels are used to identify the course level to the state. Only select one of these four. The ‘Dual/concurrent enrollment course’ box should be checked to identify Dual Credit courses. The ‘Articulation agreement course’ box should be checked to identify Articulated courses.

State Course Code Used in Course Assignment extracts. This field needs to contain the 9 character state course code.

Exclude a District Course From State Reporting The District Course screen contains an option to exclude a selected course (and all sections of the course) from state reporting.

1. Navigate to Synergy SIS > Course > District Course 2. Find the course record. 3. On the Course tab in the Other Information area, select the Exclude From State

Reporting checkbox. Note: Clear the checkbox to include the course and its sections in state reporting.

4. Click Save.



SCHOOL SETUP This guide addresses school setup for state reporting. For more comprehensive information, see Synergy® SIS System Administrator Guide.

Term Code Setup For more comprehensive information regarding term definition, see Synergy® SIS Scheduling Guide. The Term Codes are setup in the K12.ScheduleInfo> Term Codes lookup table. Terms include quarters, semesters, trimesters and yearlong classes and are used in the course assignment extracts. The State Code field must match one of the state-specified term codes.

Term Definitions are defined on the School Setup view. Navigate to Synergy SIS> System> Setup> School Setup. Slide down to find Term Definitions.



Exclude a School from State Reporting The School Setup screen contains an option to exclude a school from state reporting.

1. Change the focus to the school to be excluded from state reporting. 2. Navigate to Synergy SIS> System> Setup> School Setup. 3. On the Basic Info tab in the Other Info area, check the Exclude from State

Reporting box. NOTE: Clear the check box to include the school in state reporting. 4. Click Save.

Section Screen

1. Navigate to Synergy SIS > Schedule > Section. 2. Make necessary changes. 3. Click on the Save button at the top of the screen.



SECTION FIELD USED IN STATE REPORTING View Section Field Name IL Description Section Info Term Code Used in Course Assignment extracts. Category Code Override Used as the Course Setting in the Student

Course Assignment extract. State Reporting Exclude from State

Reporting Section will be excluded from the course assignment extracts if this value is Yes.

Restrictions Credit Used as the Course Credit in the Student Course Assignment extract.

Staff Contributions Role of Professional Used in Teacher Course Assignment extracts

Commitment Used in Teacher Course Assignment extracts



Exclude a School Course (Section) from State Reporting The Section screen contains an option to exclude a selected section of a course from state reporting.

1. Navigate to Synergy SIS > Schedule > Section. 2. Find the section record. 3. On the Current Students tab in the State Reporting area, select Yes in the

Exclude from State Reporting field. Note: If the entire course has been excluded, the course Excluded From State Reporting box will be checked and the section will be not included in state reporting.

4. Click Save.



STAFF SETUP This guide addresses staff setup for state reporting. For more comprehensive information, see Synergy® SIS System Administrator Guide.

Fields Used in State Reporting Navigate to Synergy SIS> Staff> Staff. The following fields are used in state reporting.

All highlighted fields are used in the Teacher Course Assignment extracts.

Exclude a Staff Member from State Reporting The Staff screen includes an option to exclude a staff member from state reporting.

1. Navigate to Synergy SIS > Staff > Staff.



2. Find the staff record. 3. On the General tab in the Other Info area, select the Exclude from State

Reporting checkbox. Note: Clear the checkbox to include the staff member in state reporting.

4. Click Save.



ELL SCREENER SETUP The ELL Screener extract uses data entered in Test History. This guide addresses test setup for state reporting. For more comprehensive information, see Synergy® SIS Test History Administrator Guide and Synergy® SIS Test History User Guide.

Score Type Setup Define the Score Type state code values for the following score descriptions:

• Raw Score Alpha

• Raw Score

• Proficiency Level

Navigate to Synergy SIS> Test History> Setup> Score Type Setup.

The Score Description and State Score Code are user-defined. Assign the Alpha Numeric value exactly as displayed in the Score Type Setup screen illustration.

ELL Screener Test Definitions Define the following test definitions for the ELL Screener tests administered by the state of Illinois.

• Pre-IPT (Pre-Idea Proficiency Test for PreK only) • PRE-LAS 2000 (Pre-Language Assessment Scale for PreK Only) • EL TPS (Early Language Proficiency Test Series for PreK Only) • Other English Language Proficiency Test (for PreK Only) • Checklist Process (for PreK only) • Interview Process (for PreK Only) • Observation Process (for PreK Only) • Other Process (for PreK Only) • MODEL • W-APT



1. Navigate to Synergy SIS> Test History> Setup> Test Definition.

2. Click the Add button.

3. Enter the following fields with the appropriate state values.

• Select Parts for the Test Definition code.

• Select ELL Screener for the Test Group. Value should have already been set up in the K12.TestInfo.Test Groups lookup table.

4. Click the Save button to save the test definition.

5. Click the Scores tab to define the state score codes for this ELL Screener test definition. Define the score descriptions as needed.



6. Click the Save button to save the changes.

7. Click the Parts tab.

8. Click the Add button on the Test Parts grid to add Test Parts that apply to this test definition.

9. Click the Save button to save the test parts.

10. Click on a Part Description to select then click the Show Detail button.

11. Type the user-defined State Part Code for the selected Part Description. NOTE: It is important that the State Part Codes are consistent for all ELL Screener tests.



12. Click the Save button to save the change.

13. Repeat steps 10 through 12 for each Part Description.

14. When finished, close the form.

District State Requirements Setup The District State Requirements screen defines the ELL Screener tests administered by the district. The values used in Test Definition need to be entered on the District State Requirements Setup screen. Go to Synergy SIS> IL> Views> District State Requirements. In each of the Test Definition fields, select the Test Definition Code set up for the current year. Note: New test definitions can be set up each year but is not required.



In each of the Test Parts fields, enter the State Part Code value used on Test Definitions. This is where it is imperative that the State Part Codes are name consistently.





In each of the Score Type fields, enter the State Score Code value used on Score Type Setup.



STATE ASSESSMENT CODE DEFINITION State Assessment Codes must be defined here before they can be used in the Student State Assessments PreID Build program. Navigate to Synergy SIS> IL> Views> State Assessment Code Definition. Click the Add button at the top of the screen to create a new assessment code.

State Code, Description, and Subject are required. Once the code is added, the Grade Level, Year Start, and Year End fields can be updated if necessary.

Grade Level should be populated if an assessment is for a certain grade level only. An Assessment Codes should not be deleted if it has been used at any time. Enter a Year End to inactivate the code. Below is a list of the assessment codes used in the 2015-2016 school year.



State of Illinois Reporting Guide Chapter Three


Chapter Three: DATA ENTRY

Chapter Three State of Illinois Reporting Guide


INTRODUCTION This guide addresses custom Illinois views for ISBE reporting. For more comprehensive information about maintaining student data, refer to Synergy® SIS Student Information Administrator Guide and Synergy® SIS Student Information User Guide. Before performing the data entry activities described in this chapter, consult Chapter One: Data Setup for important setup information.

STUDENT SCREEN The Synergy SIS Student view has been revised for Illinois users to include additional fields needed for state reporting. State specific fields not found elsewhere in the system can be found on the Illinois tab of the Student screen. Property Overrides can be used to display the field label on fields used for state reporting bolded and in a different color. Fields on tabs where all fields are used in state reporting may or may not have been updated to display differently. Navigate to Synergy SIS> Student> Student.

Demographics Tab The Demographics tab contains a student’s basic information such as name, birth date, and address information. If property overrides have been set up, the labels on fields used in state reporting will appear bold and in a different color (e.g. Local ID and State ID).



Other Info Tab The Other Info tab contains additional student information. Graduation and transportation information is found on this tab.

Enrollment Tab The Enrollment tab contains many fields used for state reporting.

Caution – When entering an Effective date for changes to enrollment information: If fixing incorrect data, use the Last Activity Date. If there is truly a change (e.g. Grade Level change), enter the effective date of the change.

Classes Tab The Classes tab contains the data used for the course assignment extracts.

Illinois Tab The Illinois tab has data for the student enrollment demographics extract as well as information which reflects the student’s current status with IWAS. Since most of the fields on this tab are used in state reporting, the field labels may or may not be bolded. Select DO NOT REPORT to prevent a student from being included in state reporting extract files.



Homeless Tab The Homeless tab is where information is entered to be submitted in the Homeless extract.

Early Childhood Tab The Early Childhood tab is where information for preschoolers is entered that will be sent to the state along with the enrollment information. Early childhood program information can also be entered here.



Early Childhood Outcomes Tab The Early Childhood Outcomes tab displays Entry and Exit ratings on knowledge, skills, social relationships and social workers participation in these listed outcomes. This information is included in the Early Childhood Outcomes extract.



ENGLISH LANGUAGE LEARNERS Navigate to Synergy SIS > Student Programs > English Language Learners

Illinois ELL Tab The Illinois ELL tab of the English Language Learners screen is where the ELL data is entered to be submitted to the state in the English Language Learners extract. A student is reported as LEP when the ELL (active) box is checked.

Fields on the other tabs on this view can be maintained; however, none of those fields are used for state reporting.



STUDENT STATE ASSESSMENTS Navigate to Synergy SIS> IL> Views> Student State Assessments.

Accommodations Tab Use this tab to enter accommodations by test subject. There can be only one record for each subject per student. When the State Assessments PreID Build is run, the accommodations information is pulled from this screen. Click on the Add button at the top of the grid to add a new accommodations record. Click on a line number then click Show Detail to view and maintain accommodations.

Assessments Tab The information on this screen comes from the Student State Assessments PreID Build. Once records are created in the build, they can be maintained here. This information is used in the Student State Assessments Extract. Assessment records are unique by student, school year, test admin, and (test) State Code. Click on a line number then click on Show Detail to view and maintain the assessment information.





FREE AND REDUCED MEALS The Free and Reduced Meals screen records the student’s participation in the Free and Reduced Meals program. Navigate to Synergy SIS> Student Programs> Free and Reduced Meals.

Chapter Four State of Illinois Reporting Guide


Chapter Four: STATE REPORTING

State of Illinois Reporting Guide Chapter Four


INTRODUCTION This chapter describes how to create, review, and submit extracts for Illinois State Board of Education (ISBE) reporting. How is the Data Verified and Checked? Synergy SIS is capable of making every data entry field mandatory and checking the data at the time it is entered. However, this approach is not practical for most districts because all data may not be available at the moment a student is enrolled or whenever some other data entry occurs. Instead, validation is performed when the extract file is created based on the ISBE validation rules from the state. If any errors or invalid data are encountered in the data when the extract file is created, the errors found are summarized in a PDF report that is available for viewing when the file creation process is complete.

Overview of the Data Submission Process ISBE reporting in Synergy SIS consists of the following steps:

1. Create: The first step in the reporting process is the creation of the file that is to be sent to the state. When completed, this step generates a report of all students included and a report of any errors that need to be fixed in the data. It also creates the final file to be sent to the state. The file created is in CSV format as required by ISBE.

2. Review: Review the Error Report and correct any errors. Review the Process Log and verify that the students included look correct.

3. Upload to IWAS: Once the results are verified, save the CSV file created in step 1

to a folder on the hard drive (or network drive.) Log onto the IWAS system and manually upload the file.

4. Download from IWAS: Download the CSV file returned from the state. This file includes the result codes and messages.

5. Upload to Synergy SIS: The returned result files for enrollments and withdrawals need to be uploaded to Synergy SIS using the appropriate import program. A report will be generated listing the results codes. Enrollment or withdrawal information accepted by the state will be recorded in the student’s record.

6. Error Review: Any CSV files from the state that are not uploaded into Synergy SIS will need to be opened in Excel. Review the result codes. Make any necessary error corrections.



GETTING STARTED Before submitting extracts, verify that specific types of data have been included or excluded as required for state reporting.

• Exclude a School from State Reporting Schools are included in state reporting unless marked for exclusion.

• Include an Attendance Code in State Reporting

Attendance codes are not included in state reporting unless marked for inclusion.

• Include an Incident Type Code (Violation) in State Reporting Incident Types (and their associated disciplinary actions) are not included in state reporting unless marked for inclusion.

• Include a Disciplinary Action Code (Disposition) in State Reporting Disciplinary actions are not included in state reporting unless marked for inclusion.

• Exclude a District Course from State Reporting District courses are included in state reporting unless marked for exclusion.

• Exclude a School Course (Section) from State Reporting Sections are included in state reporting unless marked for exclusion.

• Exclude a Staff Member from State Reporting Staff members are included in state reporting unless marked for exclusion.



EXTRACT SCREEN OVERVIEW The IL extracts, imports, and reports are located in the Synergy SIS> IL node on the PAD Tree. The programs located under Synergy SIS> IL> Extracts are used to create the files for uploading to the state. All extract screens work basically the same way. Below is an example of an extract screen using Student Demographics Enrollment.

Parameters Tab

The Parameters tab shows all of the options available when running an extract. To run an extract job, fill in all necessary parameters then click Generate Extract. A Job Status window is displayed while the job is running.



Once the job completes, a Job Results window will be displayed

1. The first result file should be ignored.

2. The Process Log lists the students included in the extract. Click on the icon to the left to view / print the report.

3. The Error Report lists any errors and warnings found during processing. Click on the icon to the left to view / print the report. Errors and warnings may need to be corrected and the extract rerun if necessary.

4. Click on the icon to the left of the extract file to open the file that needs to be sent to the state. This file is in csv format as required by the state but the file extension is .txt so that it will not automatically open in Excel when you click on it. On the window that opens, click on File, Save As, then save in a folder of your choosing with a descriptive name. Make a note of the file name and the location where the file is saved. This information will be needed when the file is uploaded to the IWAS website.



History Tab

The History tab shows a list of extract jobs run by the current user in descending date/time order. To view the job results, click on a line number then click Show Detail. The detail screen is displayed. The Parameters tab shows some of the parameters used to run the report. The Files tab lists the result files. Click on the icon in the Result column to view the result file. Users may enter a note in the Label field to identify the job. The Locked box can be checked to keep the record from being deleted when the Clear Report History button is clicked. If changes are made to Label and/or Locked, the Save History Changes button should be clicked. The user may delete history as needed. Individual records can be deleted by checking the box in the first column then clicking on Save History Changes. History records can also be deleted by clicking on the Clear Report History button. All records with a blank Locked box will be deleted.

Note – It is recommended that history is deleted on a regular basis to reduce the amount of storage needed for the database.

While it is possible, it is not recommended that the historical extract data be kept here. It is recommended that a network drive be created where the result files from the final version of each run can be saved.



About Tab

The About tab provides information about the current version and instructions on how to use the prompt screen. It also contains information on what data is pulled for the extract and how it works. Users should refer to the information on this screen often.



EXTRACTS

Early Childhood Demographics Use Early Childhood Demographics to create the extract file required by the State of Illinois for early childhood students. Navigate to Synergy SIS> IL> Extract> Early Childhood Demographics.

Reference – Refer to the Extract Screen Overview for basic information on how to use the IL extract screens.

Reference – Read the About tab for the most up-to-date detailed information on what this extract does and how to run it.

This extract is normally run on a regular basis (i.e. weekly, monthly, etc.) throughout the school year. It uses School Category on the School Setup view to define a school-wide Title I program. Most of the information for this extract comes from the Demographic Info section on the Illinois tab on the Student.IL view and also from the Early Childhood Info section on the Early Childhood tab on the Student.IL view. The program uses the ELL record to determine Limited English Proficiency and FRM information to determine FRL/Low Income. After uploading this extract on the state website, download the results file and import the file to Synergy using the Student State ID Import program.



Early Childhood Outcomes File Use Early Childhood Outcomes File to create an extract file required by the State of Illinois for early childhood students. Navigate to Synergy SIS> IL> Extract> Early Childhood Outcomes File.



This extract is normally run on a regular basis (i.e. weekly, monthly, etc.) to report EC Ratings in a timely manner.



ELL Extract File Use ELL Extract File to create the extract file required by the State of Illinois for ELL students. All currently enrolled students with an active ELL record will be included. Navigate to Synergy SIS> IL> Extract> ELL Extract.



This extract is normally run at the beginning of the school year and regularly throughout the school year to report any new ELL students.



ELL Screener Use ELL Screener screen to generate the extract file required by the State of Illinois. The ELL Screener extract includes students with an active ELL record that were administered an ELL Screener test within the Semester One or Semester Two date ranges. Navigate to Synergy SIS> SIS> IL> Extract> ELL Screener.



Review the set up requirements in this manual and on the About tab before running this extract. This extract is normally run at the end of the spring term but can be run throughout the school year as needed.



Exit Enrollment Use Exit Enrollment to generate the extract file required by the State of Illinois. During the school year the program gathers students with an 'E' in the 'Enr/WD At State' field on the Illinois tab on the Student.IL view and an enrollment Leave Date within the date range entered on the prompt screen. At the end of the school year, all active students are included. Navigate to Synergy SIS> SIS> IL> Extract> Exit Enrollment.



This extract is normally run on a regular basis (i.e. weekly, monthly, etc.) and at the end of the school year. During the school year this extract should be run then sent to the state. The results file should be downloaded and imported into Synergy using the Student Withdrawal Import before running the Student Demographics Enrollment extract. At the end of the school year, if you plan to import the results file, make sure all other extracts are run first.



Homeless Extract File Use the Homeless Extract File to create the Homeless extract file required by the State of Illinois for Homeless students. Most of the information pulled for this extract can be found on the Homeless tab on the Student.IL view. Navigate to Synergy SIS> IL> Extract> Homeless Extract.



This extract is normally run at the end of the spring term but can be run throughout the school year as needed.



Immigrant Extract Use the Immigrant Extract to create the Immigrant extract file required by the State of Illinois. All currently enrolled students are included in this extract. Navigate to Synergy SIS> IL> Extract> Immigrant Extract.



This extract is normally run at the end of the spring term but can be run throughout the school year as needed.



Service Provider Extract Use the Service Provider Extract to create the Service Provider extract file required by the State of Illinois. All currently enrolled students that have a SE IEP Date on the Illinois tab and no SE Exit Date or an SE Exit Date greater than the End Date are included in this extract. Navigate to Synergy SIS> IL> Extract> Service Provider Extract.



This extract is normally run in the Fall and again at the end of the Spring term but can be run throughout the school year as needed.



State Assessments PreID Build Use the State Assessments PreID Build to create assessment pre-identification records for selected students. Test codes must have been created in State Assessment Code Definition. Students’ accommodations should be updated prior to running this program. Students are selected based on the Test Code(s) and grade level(s) selected. A student must be actively enrolled to be included. Navigate to Synergy SIS> IL> Extract> State Assessments PreID Build.


Reference – Refer to the State of Illinois Assessments Pre-ID Guide for more information on setup and processing.


This extract is normally run for the Fall and the Spring administration periods. After pre-id records are created, they can be viewed and/or maintained on the Student State Assessments view. After all pre-id records are created for the administration period, run the State Assessments Pre_ID Extract to create the file needed to send to the state.



State Assessments PreID Extract Use the State Assessments PreID Extract to create the extract file required by the State of Illinois. Data for this extract will be pulled from the Assessments tab on the Student State Assessments view. Records must be created using the State Assessments PreID Build prior to running this extract. Navigate to Synergy SIS> IL> Extract> State Assessment PreID Extract.


Reference – Refer to the State of Illinois Assessments Pre-ID Guide for more information on setup and processing.


This extract is normally run for the Fall and the Spring administration periods.



Student Address Extract Use the Student Address Extract to create the extract file required by the State of Illinois. Students are selected based on the selection criteria entered on the prompt screen. Students must have an 'E' in the Enr/WD At State field on the Illinois tab on the Student.IL view to be included. Navigate to Synergy SIS> IL> Extract> Student Address Extract.



This extract is normally run in the Fall and again at the end of the Spring term but can be run throughout the school year as needed.



Student Course Assignment Use the Student Course Assignment to create the extract file required by the State of Illinois. Navigate to Synergy SIS> IL> Extract> Student Course Assignment Extract File.



This extract is normally run at the beginning and end of each term.



Student Demographics Enrollment Use the Student Demographics Enrollment to create the extract file required by the State of Illinois. All students enrolled on the As Of Date will be included. Navigate to Synergy SIS> IL> Extract> Student Demographics Enrollment.



This extract is normally run on a regular basis (i.e. weekly, monthly, etc.) throughout the school year. Before creating this extract file, process the Exit Enrollment extract file. After uploading this extract on the state website, download the results file and import the file to Synergy using the Student State ID Import program.



Student Discipline Use the Student Discipline extract to create the extract file required by the State of Illinois. Navigate to Synergy SIS> IL> Extract> Student Discipline.



This extract is normally run at the end of the school year but can be run throughout the school year as needed.



Teacher Course Assignment Entry Use the Teacher Course Assignment Entry to create the extract file required by the State of Illinois. Navigate to Synergy SIS> IL> Extract> Teacher Course Assignment Entry.



This extract is normally run at the beginning of each term and can be run throughout the school year as needed.



Teacher Course Assignment Exit Use the Teacher Course Assignment Exit to create the extract file required by the State of Illinois. Navigate to Synergy SIS> IL> Extract> Teacher Course Assignment Exit.



This extract is normally run at the end of each term and can be run throughout the school year as needed.



Transportation Extract Use the Transportation Extract to create the Resident Pupils Transported Worksheet and the transportation extract file. Navigate to Synergy SIS> IL> Extract> Transportation Extract.



This extract is normally run at the end of the school year.



IMPORTS Student State ID Import After submitting an enrollment file (Early Childhood Demographics or Student Demographics Enrollment), the results file must be imported into Synergy using the Student State ID Import screen. Download the result file from the state and make a note of where the file is saved. Navigate to Synergy SIS> IL> Imports> Student State ID Import.

Reference – Read the About tab for the most up-to-date detailed information on what this import does and how to run it.

This import is normally run after uploading an Early Childhood Demographics file or a Student Demographics Enrollment file to the state.



Student Withdrawal Import After submitting an Exit Enrollment file, the results file must be imported into Synergy using Student Withdrawal Import. Download the result file from the state and make a note of where the file is saved. Navigate to Synergy SIS> IL> Imports> Student Withdrawal Import.

Reference – Read the About tab for the most up-to-date detailed information on what this import does and how to run it.

This import is normally run after uploading an Exit Enrollment file to the state.



REPORTS

End of Year Report This program generates the End Of Year Report. The information on this report can be used to complete the End Of Year form on the state website. Navigate to Synergy SIS> IL> Reports> End Of Year Report.


Reference – Read the About tab for the most up-to-date detailed information on what this report does and how to run it.

This report is normally run at the end of the school year. The information from this report must be manually entered on the state website.



School Report Card This program generates the School Report Card report. The information on this report can be used to complete the School Report Card form on the state website. Navigate to Synergy SIS> IL> Reports> School Report Card.






State Aid Claim Report This program creates a report showing average daily attendance. Navigate to Synergy SIS> IL> Reports> State Aid Claim.







Chapter Five State of Illinois Reporting Guide


Chapter Five: TROUBLESHOOTING

State of Illinois Reporting Guide Chapter Five


TROUBLESHOOTING

Missing students or other data If something does not seem correct when running a state reporting extract / report (e.g. students are not included on an extract as expected), try adding students to the Students To Process grid on the prompt screen and run the extract for just those selected students. The program adds more information to the Warnings / Errors Report when running for selected students. If running the extract / report for selected students does not offer any insight to the problem, users can choose to produce the Debug Log. Debugging options are at the very bottom of the About tab. The ‘Debugging Enabled’ and ‘General Information’ boxes must be checked and one or more of the other Debugging Log Types may also be checked. The more Debug Log Types options that are checked, the more information on the Debug Log.

Program used to work but now ends in error If an extract is ending in error that used to run without error, bad data is most likely the culprit. First, determine which building by running the extract / report for each building individually using Organizations To Process. Once the building is determined, run the extract / report with debugging turned on. Debugging options are at the very bottom of the About tab. The ‘Debugging Enabled’ and ‘General Information’ boxes must be checked and one or more of the other Debugging Log Types may also be checked. The more Debug Log Types options that are checked, the more information on the Debug Log. The last student listed on the Debug Log is most likely the cause of the error. Check Enrollment and Enrollment Activity. There must be one Enrollment Activity record with an Effective Date equal to the Enrollment Enter Date. Check that Class Enter Dates match the Enrollment Enter Date where applicable. Check that Class Leave Dates match the Enrollment Leave Date where applicable.

Chapter Six State of Illinois Reporting Guide


Chapter Six: SECURITY

State of Illinois Reporting Guide Chapter Six


Security for each of the views discussed throughout this manual is defined by two options: the PAD Security view and the Security Definition view. Both of these views are found under Synergy SIS> System> Security. How each of these views works and how security is defined is covered in detail in the Synergy - Security Administrator Guide. Following is a brief description of a few of the security steps you may want to take.



HIDE A FIELD There may be fields displayed on a view that the district does not plan to use. These fields may be hidden from all users to avoid confusion and to keep users from entering data in the wrong field. If a field is a "user" field, it can be hidden without any consequences. If a field is not a "user" field, be careful; it may be needed for normal processing. If Show BO on Mouse over is checked on the Security Settings tab on the User view, the user can easily see the field name by holding the pointer over the field label to display the field name.

Figure 1 - Hide a Field

1. Go to Synergy SIS> System> Security> Security Definition.

2. Click on the Business Object name (in this case K12> Student.)

3. Click on the Group Property Access tab.

4. Click on the line number of one of the groups, and then click Show Detail. 5. All property (field) names are listed in alphabetical order. Find the field name in the

list (in this case UserCode3) and click on the line number.

6. Click on the dropdown and select the None option to hide the field from the selected group of users.

7. Click Save at the top of the screen.

8. Repeat for all groups from which the field should be hidden.

State of Illinois Reporting Guide Chapter Six


SECURE A FIELD There may be fields on a view that the administrator may want to allow certain groups to maintain and other groups to view only. If Show BO on Mouse over is checked on the Security Settings tab on the User view, the user can easily see the field name by holding the pointer over the field label to display the field name.

1. Go to Synergy SIS> System> Security> Security Definition.

2. Click on the Business Object name (in this case K12> ProgramInfo> ELL.)

3. Click on the Group Property Access tab.

4. Click on the line number of one of the groups, and then click Show Detail. 5. All property (field) names are listed in alphabetical order. Find the field name in the

list (in this case LanguageToHome) and click on the line number.

6. Click on the dropdown and select the Update option to allow the selected group of users to maintain the field. Select the View option to allow the selected group of users to view the field only.


8. Repeat for all groups from which the field should be update or view.



HIDE A TAB The Illinois fields were placed on separate tabs so the information could be secured and shown only to the personnel that need to maintain it.

1. Go to Synergy SIS> System> Security> PAD Security.

2. Click on the view name (in this case Synergy SIS> Student> Student) then scroll back up to the top.

3. Click on the line number of one of the groups, and then click Show Detail. 4. All menu items, tabs, and buttons are listed. Find the tab you want hidden from this

group and click on the line number.

5. Click on the dropdown and select No to hide the tab from the selected group of users.


7. Repeat for all groups from which the tab should be hidden.

EXTRACTS AND REPORTS SECURITY It is recommended to only use the PAD tree security to control access to extracts and reports.

State of Illinois Reporting Guide Chapter Seven


Chapter Seven: NEW YEAR ROLLOVER

Chapter Seven State of Illinois Reporting Guide


NEW YEAR ROLLOVER When rolling students over to the new year, users have the option of setting the values for Enrollment properties. Below is a chart of how the state reporting fields should be handled.

Enrollment Field Field Label Same School/ Different School

Action Value to Set SREnrText1 Home School RCDTS Override Keep Existing Value SREnrText2 Serving School RCDTS Override Keep Existing Value SREnrText3 Testing School RCDTS Override Keep Existing Value SREnrText4 SE Service Provider RCDTS Keep Existing Value UserDate4 Transportation End Date Clear Value TransportationStartDate Transportation Start Date Clear Value

State of Illinois Reporting Guide Chapter Seven


Chapter Eight: ISBE FIELD LOCATIONS

Chapter Eight State of Illinois Reporting Guide


ISBE EXTRACT FIELD LOCATIONS IN SYNERGY SIS This section provides the Synergy SIS field locations for data elements in ISBE extracts. Early Childhood Demographics ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Student ID Student.IL/Demographics State ID (State_Student_Number) SAP ID Student.IL/Demographics Local ID (SIS_Number) Legal Last Name Student.IL/Demographics Last Name Legal First Name Student.IL/Demographics First Name Legal Middle Name Student.IL/Demographics Middle Name Lineage Code Student.IL/Demographics Suffix Mothers Maiden Name Student.IL/Illinois Mothers Maiden Name Race Code Student.IL/Demographics Race and Ethnicity Gender Code Student.IL/Demographics Gender Birth Date Student.IL/Demographics Birth Date Birth Place Name Student.IL/Demographics Birth Place Reading 1st Indicator Student.IL/Illinois Reading 1st Reading Improvement Block Grant Program Indicator

Student.IL/Illinois Reading Improvement

Title 1 Indicator Student.IL/Illinois Title 1 Eligible for Immigrant Education Program

Student.IL/Illinois Eligible for Immigrant Ed Pgm

Home Language Student.IL/Demographics Home Language Native Language Student.IL/Demographics Native Language Homeless Indicator Student.IL/Illinois Homeless Migrant Indicator Student.IL/Illinois Migrant Privately Schooled Student.IL/Illinois Privately Schooled SES Indicator Student.IL/Illinois SES Indicator LEP Indicator English Language Learners.IL/Illinois

Info ELL (Active) check box

IEP Indicator Student.IL/Illinois IEP FRL/Low Income Indicator Free and Reduced Meals/FRM FRM Code

State of Illinois Reporting Guide Chapter Eight


21st Century Indicator Student.IL/Illinois Century 21 Enrollment Type Student.IL/Enrollment Enter Code Enrollment Date Student.IL/Enrollment Enrollment Date RCDTS for Home School Student.IL/Enrollment

Student.IL/Demographics Home School RCTDS Override --OR-- Home School of Residence --OR-- Enrolled School

RCDTS for Serving School Student.IL/Enrollment Serving School RCTDS Override --OR-- Enrolled School

Entry/Grade Level Student.IL/Enrollment Grade School Year Focus School Year Full time Equivalent Student.IL/Enrollment FTE Preschool for All Student.IL/Early Childhood Preschool for All Classroom Head Start Student.IL/Early Childhood Head Start Pre-K Title I 01 Yes Local/Other Student.IL/Early Childhood Local Funding Early Head Start (Birth to 3)

Student.IL/Early Childhood Enrollment Leave Date OR Mass Withdrawal Date

Prevention Initiative (Birth to 3)

Student.IL/Early Childhood Prevention Init

Early Intervention (Birth to 3)

Student.IL/Early Childhood Early Intervention

Referral by CFC Student.IL/Early Childhood Referral by CFC EI Number Student.IL/Early Childhood EI Number Eligibility Determination Date Student.IL/Early Childhood Eligibility Date Reason for Delay in Transition

Student.IL/Early Childhood Reason for Delay

IEP Completion Date Student.IL/Early Childhood IEP Completion Date Services Began Student.IL/Early Childhood Date Service Began Meets At Risk Criteria Student.IL/Early Childhood Meets At Risk Meets PFA Household Income Criteria

Student.IL/Early Childhood Meets Income Criteria

Family Structure Student.IL/Early Childhood Family Structure



Early Childhood Outcomes Extract ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Student ID Student.IL/Demographics State ID (State_Student_Number) Local SAP ID Student.IL/Demographics Local ID (SIS_Number) Legal Last Name Student.IL/Demographics Last Name Legal First Name Student.IL/Demographics First Name Birth Date Student.IL/Demographics Birth Date Entry Rating-Home RCDTS Student.IL/Early Childhood Outcomes Entry Rating Home RCDTS Entry Rating-Date Student.IL/Early Childhood Outcomes Entry Rating Date Entry Rating-Positive Social Relationships

Student.IL/Early Childhood Outcomes Positive Social Relationships Ratings

Entry Rating-Acquire Use and Knowledge Skills

Student.IL/Early Childhood Outcomes Acquire Use and Knowledge Skills Rating

Entry Rating-Take Appropriate Action to Meet Own Needs

Student.IL/Early Childhood Outcomes Take Appropriate Action to Meet Own Needs Rating

Entry Rating-How Was Parent Involved in the Rating

Student.IL/Early Childhood Outcomes Parent Involvement Ratings

Entry Rating-Did a Coordinator, LEA Representative or Administrator Participate in the Ratings?

Student.IL/Early Childhood Outcomes Coordinator Rep. or Administrator Participated in Ratings

Entry Rating-Did An Early Childhood Teacher Participate in the Ratings?

Student.IL/Early Childhood Outcomes EC Teacher Participated in Ratings

Entry Rating-Did a Psychologist or Social Worker Participate in the Ratings?

Student.IL/Early Childhood Outcomes Psychologist or Social Worker Participated in Ratings

Entry Rating-Did a Speech Language Pathologist Participate in the Ratings?

Student.IL/Early Childhood Outcomes Speech/Language Pathologist Participated in Ratings

Entry Rating-Did Another Related Service Provider Participate in the Ratings?

Student.IL/Early Childhood Outcomes Other Related Service Provider Participated in Ratings

Exit Rating- Home RCDTS Student.IL/Early Childhood Outcomes Exit Rating Home RCDTS Exit Rating Date Student.IL/Early Childhood Outcomes Exit Rating Date Exit Rating-Positive Social Relationships

Student.IL/Early Childhood Outcomes Positive Social Relationship Rating

Exit Rating- Made Progress Positive Social Relationships

Student.IL/Early Childhood Outcomes Made Progress in Positive Social Relationships?



Exit Rating- Acquire Use and Knowledge Skills

Student.IL/Early Childhood Outcomes Acquire Use and Knowledge Skills Rating

Exit Rating- Made Progress Acquire Use and Knowledge Skills

Student.IL/Early Childhood Outcomes Made Progress in Acq Use and Knowledge Skills?

Exit Rating- Take Appropriate Action to Meet Own Needs

Student.IL/Early Childhood Outcomes Take Appropriate Action to Meet Own Needs Rating

Exit Ratings-Made Progress to Take Appropriate Action to Meet Own Needs

Student.IL/Early Childhood Outcomes Made Progress in Taking appr Action to Meet Own Needs?

Exit Rating- Primary Assessment Student.IL/Early Childhood Outcomes Primary Assessment Rating Exit Rating- How was Parent Involved in Ratings

Student.IL/Early Childhood Outcomes Parent Involvement in Ratings

Exit Rating- Did a Coordinator, LEA Representative or Administrator Participate in the Ratings?

Student.IL/Early Childhood Outcomes Coordinator Rep or Administrator Participated in Ratings

Exit Rating- Did the Child’s Teacher Participate in the Ratings?

Student.IL/Early Childhood Outcomes EC Teacher Participated in Ratings

Exit Rating- Did a Psychologist or Social Worker Participate in The Ratings?

Student.IL/Early Childhood Outcomes Psychologist or Social Worker Participated in Ratings

Exit Rating- Did a Speech Language Pathologist Participate in the Ratings?

Student.IL/Early Childhood Outcomes Speech.Language Pathologist Participated in Ratings

Exit Rating- Did Another Related Service Provider (E.G. OT/PT) Participate in the Ratings?

Student.IL/Early Childhood Outcomes Other Related Service Provider Participated in Ratings



ELL Extract File ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Student ID Student.IL/Demographics State ID (State_Student_Number) Local SAP ID Student.IL/Demographics Local ID (SIS_Number) Legal Last Name Student.IL/Demographics Last Name Legal First Name Student.IL/Demographics First Name Birth Date Student.IL/Demographics Birth Date RCDTS for Home School Student.IL/Enrollment

Student.IL/Demographics OR Organization

Home School RCTDS Override --OR-- Home School of Residence --OR-- Enrolled School (District Number on District tab plus State CTDS code on School)

Yes

Date First Enrolled in District/LEA Student.IL/Other Info Original Enter Date New Arrival to US English Language Learners.IL/Illinois ELL ELL Placement-Status English Language Learners.IL/Illinois ELL Placement Entry Status Date Student Enrolled/ReEntered To Receive ELL Services

English Language Learners.IL/Illinois ELL Entry Date

Date ELL Services Ended English Language Learners.IL/Illinois ELL Exit Date Reason Ending ELL Services English Language Learners.IL/Illinois ELL Exit Code Class Periods Provided Per Week English Language Learners.IL/Illinois ELL Class Periods Per Week Title III Status English Language Learners.IL/Illinois ELL Title III 504 Accommodation Indicator English Language Learners.IL/Illinois ELL 504 Accommodations Developmental Bilingual Education English Language Learners.IL/Illinois ELL Developmental Bil Ed Dual Bilingual & Two-Way Immersion English Language Learners.IL/Illinois ELL Dual 2 Way Sheltered English Instruction English Language Learners.IL/Illinois ELL Sheltered English Pgm Transitional Bilingual English Language Learners.IL/Illinois ELL Transitional Bilingual English as a Second Language English Language Learners.IL/Illinois ELL English As a Second Lang Push In Services English Language Learners.IL/Illinois ELL Push In Services Pull Out Services English Language Learners.IL/Illinois ELL Pull Out Services Self-Contained English Language Learners.IL/Illinois ELL Self Contained



ELL Screener ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Student ID Student.IL/Demographics State ID Local SAP ID Student.IL/Demographics Local ID Legal Last Name Student.IL/Demographics Last Name Legal First Name Student.IL/Demographics First Name Birth Date Student.IL/Demographics Birth Date RCDTS for Home School Student.IL/Enrollment

Student.IL/Demographics OR Organization

Home School RCTDS Override --OR-- Home School of Residence --OR-- Enrolled School (District Number on District tab plus State CTDS code on School)

Grade Level at Time of Screener Student Test/Sutdent Test_Tests Grade Semester Student Test/Tests Admin Date Yes ELL Screener Test Taken Student Test/Tests Test Name Date ELL Screener Test Taken Student Test/Tests Admin Date Listening- Raw Score/Level Student Test Detail/Parts Part Name - Raw Score Listening-Proficiency Level Student Test Detail/Parts Part Name - PL Level Speaking-Raw Score/Level Student Test Detail/Parts Part Name - Raw Score Speaking-Proficiency Level Student Test Detail/Parts Part Name - PL Level Reading- Raw Score/Level Student Test Detail/Parts Part Name - Raw Score Reading-Proficiency Level Student Test Detail/Parts Part Name - PL Level Writing- Raw Score/Level Student Test Detail/Parts Part Name - Raw Score Writing- Proficiency Level Student Test Detail/Parts Part Name - PL Level Literacy Proficiency Level Student Test Detail/Parts Part Name - PL Level Oral Proficiency Level Student Test Detail/Parts Part Name - PL Level Overall or Composite Proficiency Level Student Test Detail/Parts Part Name - PL Level Final Determination of LEP Status English Language Learners.IL/ELL

Programs Entry / Exit Date Yes



Exit Enrollment ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Student ID Student.IL/Demographics State ID (State_Student_Number) SAP ID Student.IL/Demographics Local ID (SIS_Number) Legal Last Name Student.IL/Demographics Last Name Legal First Name Student.IL/Demographics First Name Birth Date Student.IL/Demographics Birth Date Home RCDTS Student.IL/Illinois Home RCTDS At State Serving RCDTS Student.IL/Illinois Serving RCTDS At State Enrollment Exit Date Student.IL/Enrollment Enrollment Leave Date OR

Mass Withdrawal Date

Enrollment Exit Status Yes ‘01’ Enrollment Exit / Withdrawal Type

Student.IL/Enrollment OR Student.IL/Other Info

Enrollment Leave Code OR Year End Status OR Calculated



Homeless Extract File ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Student ID Student.IL/ Demographics State ID SAP ID Student.IL/ Demographics Local ID Legal Last Name Student.IL/ Demographics Last Name Legal First Name Student.IL/ Demographics First Name Birth Date Student.IL/ Demographics Birth Date RCDTS Home School Student.IL/Illinois_General ISBE Home RCDTS At State RCDTS Serving School Student.IL/Illinois_General ISBE Serving RCDTS At State Unaccompanied Youth Status Student.IL/ Homeless Unaccompanied Youth Status Primary Nighttime Residence Student.IL/ Homeless Primary Nighttime Residence Tutoring and Other Instructional Support

Student.IL/ Homeless Tutoring/Other Instruct Support

Expedited Evaluations Student.IL/ Homeless Expedited Evaluations Staff Professionals Development and Awareness

Student.IL/ Homeless Staff Professionals

Referrals for Medical, Dental, and other Health Services

Student.IL/ Homeless Referrals Health Services

Early Childhood Programs Student.IL/ Homeless ECH Programs Assistance with Participation in School Programs

Student.IL/ Homeless Assist with Participation

Before-School and After-School, Mentoring, Summer Programs

Student.IL/ Homeless Before and After School Pgm

Obtaining or Transferring Records Necessary for Enrollment

Student.IL/ Homeless Obtaining Records

Parent Education Related to Rights and Resources for Children

Student.IL/ Homeless Parent Education

Coordination between Schools and Agencies

Student.IL/ Homeless Coordination Between Agencies

Counseling Student.IL/ Homeless Counseling Addressing Needs Related Student.IL/ Homeless Address Needs Clothing to Meet a School Requirement Student.IL/ Homeless Basic Needs School Supplies Student.IL/ Homeless School Supplies Referral to Other Programs and Services

Student.IL/ Homeless Referral Other Programs



Emergency Assistance Related to School Attendance

Student.IL/ Homeless Emergency Assistance

Other (Services and Activities Provided byu the McKinney-Vento Subgrant Program

Student.IL/ Homeless Other Services

Eligibility for Homeless Services Student.IL/ Homeless Elig Homeless Services School Selection Student.IL/ Homeless School Selection Transportation Student.IL/ Homeless Transportation School Records Student.IL/ Homeless School Records Immunizations or Other Medical Records

Student.IL/ Homeless Immunizations

Other ( Barriers to the Education of Homeless Children and Youths)

Student.IL/ Homeless Other Barriers

Immigrant Extract ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Student ID Student.IL/Demographics State ID (State_Student_Number) SAP ID Student.IL/Demographics Local ID (SIS_Number) Legal Last Name Student.IL/Demographics Last Name Legal First Name Student.IL/Demographics First Name Birth Date Student.IL/Demographics Birth Date RCDTS for Home School Student.IL/Illinois_General ISBE Home RCDTS At State RCDTS for Serving School Student.IL/Illinois_General ISBE Serving RCDTS At State Country of Birth Student.IL/Demographics Birth Country First Date of Entry into a US School Student.IL/Demographics

English Language Learners.IL/Illinois ELL US School Entry Date



Service Provider Extract ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Student ID Student.IL/Demographics State ID (State_Student_Number) SAP ID Student.IL/Demographics Local ID (SIS_Number) Legal Last Name Student.IL/Demographics Last Name Legal First Name Student.IL/Demographics First Name Birth Date Student.IL/Demographics Birth Date RCDTS for Home School Student.IL/Illinois_General ISBE Home RCDTS At State RCDTS for Serving School Student.IL/Illinois_General ISBE Serving RCDTS At State Service Provider RCDTS Student.IL/Enrollment Service Provider RCDTS

OR Serving RCDTS at State

State Assessment PreID Build ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated School Year focus School Year Test Admin PreID Build prompt screen Test Code PreID Build prompt screen Test Format Student State Assessments/Accommodations_

Accommodations Details Test Format

Assessment Session Location calculated based on selection on PreID Build prompt screen

Y

Class Name blank Enrolled in Home School On or Before May 1

calculated based on prior year enrollment records Y

Enrolled in Home District On or Before May 1

calculated based on prior year enrollment records Y

First Year in U.S. English Language Learners.IL/Illinois ELL_ Illinois Info

New to US

RCDTS for Home School Student.IL/Enrollment Student.IL/Demographics

Home School RCTDS Override --OR-- Home School of Residence --OR-- Enrolled School

RCDTS for Serving School Student.IL/Enrollment Testing School RCTDS Override --OR-- Enrolled School

RCDTS for Testing School Student.IL/Enrollment Testing School RCTDS Override --OR-- Enrolled School



Accommodation ELL English Language Learners.IL/ Illinois ELL_Illinois Info

Active

Accommodation 504 Student.IL/Illinois_Misc State Reporting 504 Accommodation Accommodation IEP Student.IL/Illinois_Special Ed Accom IEP Answer Masking Student State Assessments/Accommodations_

Accommodations Details Answer Masking

Color Contrast Student State Assessments/Accommodations_ Accommodations Details

Color Contrast

Text-to-Speech Student State Assessments/Accommodations_ Accommodations Details

Text To Speech

Human Reader or Human Signer Student State Assessments/Accommodations_ Accommodations Details

Human Reader / Signer

ASL Video Student State Assessments/Accommodations_ Accommodations Details

ASL Video

Assistive Technology Student State Assessments/Accommodations_ Accommodations Details

Assistive Technology

Closed Captioning for ELA/L Student State Assessments/Accommodations_ Accommodations Details

Closed Captioning ELA

Refreshable Braille Display for ELA/L

Student State Assessments/Accommodations_ Accommodations Details


Braille Response Student State Assessments/Accommodations_ Accommodations Details

Braille Response.

Braille with Tactile Graphics Student State Assessments/Accommodations_ Accommodations Details

Braille with Tactile Graphics

Answers Recorded in Test Book Student State Assessments/Accommodations_ Accommodations Details

Answers Recorded in Test Book

Calculation Device and Mathematics Tools



ELA Constructed Response Student State Assessments/Accommodations_ Accommodations Details

ELA Constructed Response

ELA Selected Response or Technology Enhanced Items



Math Response Student State Assessments/Accommodations_ Accommodations Details

Math Response

Monitor Test Response Student State Assessments/Accommodations_ Accommodations Details

Monitor Test Response



Word Prediction Student State Assessments/Accommodations_ Accommodations Details

Word Prediction

Math Response EL Student State Assessments/Accommodations_ Accommodations Details

Math Response EL

Word to Word Dictionary (English/Native Language)


Word to Word Dictionary

Extended Time Student State Assessments/Accommodations_ Accommodations Details

Extended Time

Alternate Representation Paper Test



Translation of the Mathematics Assessment in Spanish


Mathematics Assessment Language

Large Print Student State Assessments/Accommodations_ Accommodations Details

Large Print

State Assessment PreID Extract ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Student ID Student.IL/Demographics State ID (State_Student_Number) SAP ID Student.IL/Demographics Local ID (SIS_Number) Legal Last Name Student.IL/Demographics Last Name Legal First Name Student.IL/Demographics First Name Birth Date Student.IL/Demographics Birth Date RCDTS for Home School Student.IL/Enrollment



RCDTS for Testing School Student.IL/Enrollment Testing School RCTDS Override --OR-- Enrolled School

School Year Student State Assessments/Assessments_ Assessment Details

School Year

Test Code Student State Assessments/Assessments_ Assessment Details

State Code

Test Format Student State Assessments/Assessments_ Assessment Details

Test Format

Assessment Session Location Student State Assessments/Assessments_ Assessment Details

Assessment Session Location



Class Name Student State Assessments/Assessments_ Assessment Details

Class Name

Accommodation ELL Student State Assessments/Assessments_ Assessment Details

ELL

Accommodation 504 Student State Assessments/Assessments_ Assessment Details

504

Accommodation IEP Student State Assessments/Assessments_ Assessment Details

IEP

Alternate Representation Paper Test Student State Assessments/Assessments_ Assessment Details


Translation of the Mathematics Assessment in Spanish

Student State Assessments/Assessments_ Assessment Details

Mathematics Assessment Language

Large Print Student State Assessments/Assessments_ Assessment Details

Large Print

Answer Masking Student State Assessments/Assessments_ Assessment Details

Answer Masking

Color Contrast Student State Assessments/Assessments_ Assessment Details

Color Contrast

Text-to-Speech Student State Assessments/Assessments_ Assessment Details

Text To Speech

Human Reader or Human Signer Student State Assessments/Assessments_ Assessment Details

Human Reader / Signer

ASL Video Student State Assessments/Assessments_ Assessment Details

ASL Video

Assistive Technology (AT) Screen Reader Application


Assistive Technology

Closed Captioning for ELA/L Student State Assessments/Assessments_ Assessment Details

Closed Captioning ELA




Braille Response Student State Assessments/Assessments_ Assessment Details

Braille Response.

Braille with Tactile Graphics Student State Assessments/Assessments_ Assessment Details

Braille with Tactile Graphics

Answers Recorded in Test Book Student State Assessments/Assessments_ Assessment Details

Answers Recorded in Test Book






ELA/L Constructed Response Student State Assessments/Assessments_ Assessment Details

ELA Constructed Response

ELA/L Selected Response or Technology Enhanced Items



Mathematics Response Student State Assessments/Assessments_ Assessment Details

Math Response

Monitor Test Response Student State Assessments/Assessments_ Assessment Details

Monitor Test Response

Word Prediction Student State Assessments/Assessments_ Assessment Details

Word Prediction

Mathematics Response - EL Student State Assessments/Assessments_ Assessment Details

Math Response EL

Word to Word Dictionary (English/Native Language)


Word to Word Dictionary

Extended Time Student State Assessments/Assessments_ Assessment Details

Extended Time

Administration Student State Assessments/Assessments_ Assessment Details

Test Admin

Enrolled in Home School On or Before May 1


Enrolled in Home School on May 1st

Enrolled in Home District On or Before May 1


Enrolled in Home District on May 1st

First Year in U.S. Student State Assessments/Assessments_ Assessment Details

First Year In US



Student Address Extract ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Address Status Y Address Type Y Student ID Student.IL/Demographics State ID (State_Student_Number) SAP ID Student.IL/Demographics Local ID (SIS_Number) Legal Last Name Student.IL/Demographics Last Name Legal First Name Student.IL/Demographics First Name Birth Date Student.IL/Demographics Birth Date RCDTS for Home School Student.IL/Illinois_General ISBE Home RCDTS At State RCDTS for Serving School Student.IL/Illinois_General ISBE Serving RCDTS At State Street Address 1 Student.IL/Demographics Home Address Street Address 2 Student.IL/Demographics Home Address Suite/Apt Student.IL/Demographics Home Address City Student.IL/Demographics Home Address State Student.IL/Demographics Home Address Zip Student.IL/Demographics Home Address Student Course Assignment ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Student ID Student.IL/Demographics State ID (State_Student_Number) SAP ID Student.IL/Demographics Local ID (SIS_Number) Legal Last Name Student.IL/Demographics Last Name Legal First Name Student.IL/Demographics First Name Legal Middle Name Student.IL/Demographics Middle Name Birth Date Student.IL/Demographics Birth Date RCDTS Home School Student.IL/Enrollment Home School RCTDS Override

OR School of Residence OR Enrolled School

RCDTS Serving School Student.IL/Enrollment Serving School RCDTS Override OR Enrolled School



School Year Current focus school year. Use second year (e.g. school year is 2013-2014, use 2014).

Yes

Term (Semester) Student.IL/Classes Term (lookup table state code) State Course Code District Course/Description_State Course

Classification State Course Code

Local Course ID Student.IL/Classes Course ID Local Course Title Student.IL/Classes Course Title Student Course Start Date Student.IL/Classes Enter Date Section Number Student.IL/Classes Section ID Course Level District Course/Description_State Course

Classification Course Level Yes

Course Credit Student Course History/Course History_Courses

Credit Completed

Articulated Credit District Course/Description_State Course Classification

Course Level (looking for code 'A') Yes

Dual Credit District Course/Description_State Course Classification

Course Level (looking for code 'D') Yes

Course Setting Section/Current Students_Section Info Course Setting (Category Code Override) Actual Attendance Not reporting at this time Total Attendance-Classes Not reporting at this time Single Parent Not reporting at this time Displaced Homemaker Not reporting at this time Course Numeric Grade Not reporting at this time Maximum Numeric Grade Not reporting at this time End Date Student.IL/Classes Leave Date

OR Term End Date

Yes

Course Final Letter Grade Student Course History/Course History_Courses

Mark



Student Demographics Enrollment ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Student ID Student.IL/Demographics State ID (State_Student_Number) SAP ID Student.IL/Demographics Local ID (SIS_Number) Legal Last Name Student.IL/Demographics Last Name Legal First Name Student.IL/Demographics First Name Legal Middle Name Student.IL/Demographics Middle Name Lineage Student.IL/Demographics Suffix Mothers Maiden Name Student.IL/Illinois Mothers Maiden Name Race Code Student.IL/Demographics Race and Ethnicity Gender Code Student.IL/Demographics Gender Birth Date Student.IL/Demographics Birth Date Birth Place Name Student.IL/Demographics Birth Place Reading 1st Indicator Student.IL/Illinois Reading 1st Reading Improvement Block Grant Program Indicator

Student.IL/Illinois Reading Improvement

Title 1 Indicator Student.IL/Illinois Title 1 Eligible for Immigrant Education Program

Student.IL/Illinois Eligible for Immigrant Ed Pgm

Home Language Student.IL/Demographics Home Language Native Language Student.IL/Demographics Native Language Homeless Indicator Student.IL/Illinois Homeless Migrant Indicator Student.IL/Illinois Migrant Privately Schooled Student.IL/Illinois Privately Schooled SES Indicator Student.IL/Illinois SES Indicator LEP Indicator English Language Learners.IL/Illinois

ELL/Illinois Info ELL (Active) check box

IEP Indicator Student.IL/Illinois IEP FRL/Low Income Indicator Free and Reduced Meals/FRM FRM Code 21st Century Indicator Student.IL/Illinois Century 21 Enrollment Type Student.IL/Enrollment Enter Code Enrollment Date Student.IL/Enrollment Enrollment Date RCDTS for Home School Student.IL/Enrollment





Entry/Grade Level Student.IL/Enrollment Grade School Year Focus School Year Full time Equivalent Student.IL/Enrollment FTE Student Discipline ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Student ID Student IL-Demographics State ID Local SAP ID Student IL-Demographics Local ID Legal Last Name Student IL-Demographics Last Name Legal First Name Student IL-Demographics First Name Birth Date Student IL-Demographics Birth Date RCDTS Home School K12.IL.Student / Enrollment

Home RCDTS Override --OR-- School of Residence (district number plus state school code) --OR-- Enrolled School (district number plus state school code)

RCDTS Serving School K12.IL.Student / Enrollment

Serving RCDTS Override --OR-- Enrolled School (district number plus state school code)

School Year Current focus school year. Use second year (e.g. school year is 2013-2014, use 2014).

Yes

Incident Date Student Incident/Discipline_Discipline Incidents

Incident Date

Incident Case ID Student Incident/Discipline_Discipline Incidents

Incident ID

Incident Number Yes usually 01

Disability Type Student.IL/Illinois_Special Ed SE Disability Type Code (state code) Incident Type Code Student Incident/Discipline_Discipline

Incidents Violation (state code)

Disciplinary Action Student Incident/Discipline_Discipline Incidents

Disposition (state code)

Disciplinary Duration Student Disposition/Information_Dates Reassignment Days



Teacher Course Assignment Entry ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated IEIN Staff/General State ID Local Teacher ID Staff/General Badge Number Teacher Last Name Staff/General Last Name Teacher First Name Staff/General First Name Teacher Birth Date Staff/General Birth Date School Year Yes

Current focus Teacher Serving Location RCDTS Organization/School District Number + State School Code Yes Employer RCDTS Organization/District District Number + '0000' Yes Term (Semester) Section/Current Students Term Code State Course Code District Course/Description_State Course


Local Course ID Section/Current Students Course ID Local Course Title Section/Current Students Course Title Section Number Section/Current Students Section ID Teacher course Start Date Section/Current Students Term Code Yes Role of Professional Section/Current Students_Staff Contributions

OR Staff/General

Responsibility (StafContrRespon) OR Type

Teacher to Course Commitment Section/Current Students_Staff Contributions Staff Contribution Amount (dft=1.00) Teacher Course Assignment Exit ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated IEIN Staff/General State ID Local Teacher ID Staff/General Badge Number Teacher Last Name Staff/General Last Name Teacher First Name Staff/General First Name Teacher Birth Date Staff/General Birth Date School Year Yes

Current focus

Teacher Serving Location RCDTS Organization/School District Number + State School Code Yes



Employer RCDTS Organization/District District Number + '0000' Yes Term (Semester) Section/Current Students Term Code State Course Code District Course/Description_State Course


Section Number Section/Current Students Section ID Actual Attendance N/A N/A Total Attendance N/A N/A Course End Date Section/Current Students Term Code Yes Reason for Exit If there is an end date,

01 otherwise 02. Yes

Transportation Extract ISBE Extract Field View/Tab_Section Field Label (Synergy Field Name) Calculated Route Number K12.IL.Student / Other Info_ Transportation Bus Route Distance K12.IL.Student / Other Info_ Transportation Home-To-School Distance Organization Name K12.IL.Student / Enrollment Enrolled school Yes Grade K12.IL.Student / Enrollment Grade SIS Number K12.IL.Student / Demographics Local ID (SisNumber) Pupil Name K12.IL.Student / Demographics Last Name, First Name

The following fields are a calculated based on enrollment and home-to-school distance: K12-Public – 1.5 Miles or > Yes K12-Public – <1.5 Miles w/o SSH Yes K12-Public – <1.5 Miles w/ SSH Yes K12-NonPublic – 1.5 Miles or > Yes K12-NonPublic – <1.5 Miles w/o SSH Yes K12-NonPublic – <1.5 Miles w/ SSH Yes Reg PreK – 1.5 Miles or > Yes Reg PreK – <1.5 Miles w/o SSH Yes Reg PreK – <1.5 Miles w/ SSH Yes Days Enrolled – 1.5 Miles or > Yes Days Enrolled – <1.5 Miles w/o SSH Yes Days Enrolled – <1.5 Miles w/ SSH Yes





INDEX About This Manual, 6 action codes, 33, 35, 63 administrator, 14, 95 attendance, 29, 31, 88 Before You Begin, 7 Caution, 7, 55 Conventions Used in This Manuel, 7 course, 36, 39, 42, 116 disciplinary action, 33, 63 discipline, 29, 32, 35, 36, 44, 45 discipline code, 32 disposition code, 32, 33 district, 2, 7, 10, 14, 27, 28, 29, 31, 32,

33, 49, 94 Early Childhood, 10, 11, 56, 57, 68, 69,

85, 100, 102, 103, 106 ELL, 6, 10, 20, 25, 26, 49, 57, 70, 71, 95,

103, 104, 105, 107 ELL Screener, 104

Test Definition, 45 Error Report, 65 exclude, 39, 40, 42, 44 Exclude From State Reporting, 39 extract, 55, 56, 57, 62, 64, 66, 67, 69, 70,

73, 74, 75, 77, 78, 79, 80, 81, 82, 83 guide, 10, 14, 15, 23, 27, 29, 31, 32, 35,

36, 39, 44, 45, 54, 76, 77, 94 Homeless, 10, 11, 56, 73, 74, 106, 107 import, 62, 68, 72, 80, 85, 86 Important, 23, 32, 33, 35 incident type codes, 32, 33 ISBE, 10, 14, 18, 19, 25, 28, 54, 62, 100,

107 IWAS, 14, 55, 62, 65

lookup table, 15, 23 Note, 7, 11, 27, 33, 34, 39, 41, 42, 45, 48,

49, 66 ORGANIZATION, 27 PAD Security, 15, 94, 96 PAD tree, 11, 63, 96 Process Log, 65 RCDTS, 14, 17, 18, 19, 20, 102, 103,

104, 105, 106, 107, 108, 113, 115, 116, 117

Reference, 7, 68, 69, 70, 71, 72, 73, 74, 75, 76, 77, 78, 79, 80, 81, 82, 83, 84, 85, 86, 87, 88, 89

report periods, 30, 31 Report to State, 31, 32, 33, 34 school, 2, 10, 14, 27, 28, 30, 40, 41 school setup, 39 Score Type Setup, 45 section, 15, 36, 41, 42, 100 security, 23, 94, 95, 96 Security Definition, 94, 95 Service Provider, 75, 77, 78 Synergy SIS, 7, 10, 11, 14, 15, 23, 27, 30,

31, 32, 33, 34, 39, 40, 41, 42, 44, 49, 54, 62, 63, 68, 69, 70, 71, 72, 73, 74, 75, 76, 77, 78, 79, 80, 81, 82, 83, 84, 85, 86, 87, 88, 94, 95, 96, 100

term codes, 40 Test Definition

ELL Screener, 45 Tip, 7 user, 14, 23, 62, 66, 94, 95 XML, 65

Documents

State of Illinois Data Reporting Administrator Guide · Synergy SIS provides a seamless process to report the required data to the State of Illinois. Some of the notable features