BIE ISEP Instructional Certification Report

Last Modified on 11/18/2024 10:41 am CST

Tool Search: Instructional Certification

ISEP (Indian School Equalization Program ) Verification and Certification is the Education Resource Center (ERC) process that verifies student eligibility. The ISEP Instructional Verification Report collects the required information for verification of student eligibility (e.g., demographics, instructional program enrollments, and Instructional program enrollments). Report information is used in calculating and distributing ISEP funding.

ISEP Certification is a two-step process involving verification and certification of student information. The ISEP Verification Report is generated and printed, then evaluated by the school and ERC. As errors in the data are found and corrected in the District Edition, the Verification Report is re-run and reviewed again. The process of running the Verification Report, evaluating the student information, and correcting errors is repeated until the data is considered accurate. When the school and ERC confirm that the data is accurate in the Verification Report, the Certification Report (a formal roster) is run and the data is printed and signed by the Education Program Administrator, school principal, and the school board chairperson. Certification is the official endorsement of the roster (student list). 

Screenshot of the ISEP Instructional Certification Report Editor.BIE ISEP Instructional Certification Report Editor

















The ISEP Instructional Certification Report has individual tool rights for each type of report generated (CSV / PDF). Users must have Read tool rights for the report type selected as well as rights to any calendar(s) selected. If generating the report for a historical calendar, the user must have modify tool rights for the calendar to generate the report for new data. Please refer to the User Calendar Rights article for more information.

Report Logic

Report can be generated at the state and district levels.

Report is based on the entire instructional calendar. The first day in the calendar marked as 'Instruction' through the last day in the calendar marked 'Instruction'.

Enrollment records with any of the following indicators are excluded from the reports and all calculations:
  • BIE Exclude
  • No Show
  • Not in a BIE Grade Level (01-12) tied to an appropriate BIE Grade Level Code

Report Editor

Report OptionDescription
Type
Run Certification Report on New Data (PDF): Real-time district data reported in PDF format. 
Reprint Certification Report (PDF): Data already existing in the BIEISEPVerInstructional table reported in PDF format. 
Reprint Certification Report (CSV):Data already existing in the BIEISEPVerInstructional table reported in CSV format. 
Select Calendars
The schools available for selection are determined based on the District / School selected in the Campus toolbar. At least one school calendar must be selected in order to generate the report.
Generate Report

To display the results of the report immediately, click the Generate Report button. This is best if the selection criteria is small (one or two calendars, a short date range, a smaller student selection, etc.).

Submit to BatchTo display the results of the report at a later time, click the Submit to Batch button. The Batch Queue tool is used by some districts /states to generate large, system-intense reports. This tool helps prevent report time-out errors and/or system performance issues. See the Batch Queue article for more information.

Report Layout

The following sections describe each section of the ISEP BIE Instructional Certification Report.

Header

The header describes the reporting entity, calendar, ISEP reporting date range, and the number of records for the Program Type, Eligibility status, and grade level listed.

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Screenshot of an example Header Section of the Instructional Certification Report

Header Section of BIE ISEP Instructional Certification Report


FieldDescriptionLocation
Education Resource Center Name and Code
The Code and Name of the Education Resource Center selected on the school’s School History 
at the time of report generation.

System Administration > Resources > School > School History > Education Resource Center (ERC)

school.ercBIE
BIE Region Name and Code
A school’s BIE Region affiliation is determined by the Education Resource Center (ERC) value entered on the School History active at the time of report generation.
  • Returns as Navajo (NAV) if the school’s ERC value is NCHITC, NCHIBO, NCROTC, NCROBO, NSHPTC, NSHPBO, NTUBTC, NTUBBO, NWINTC, or NWINBO
  • Returns as Tribally Controlled (TCS) if the school’s ERC value is ABQTCS, FLATCS, KYLTCS, MINTCS, BISTCS, NASTCS, or SEATCS 
  • Returns as Bureau Operated (BOS) if the school’s ERC value is ABQBOS, BELBOS, PHXBOS, or PINBOS
System Administration > Resources > School > School History > Education Resource Center (ERC)


school.schoolTypeBIE


District NameThe name of the reporting district.System Administration > Resources > District Information > Name

district.name
School Name and BIE School NumberThe school name and BIE School Number of the reporting school.System Administration > Resources > School > Name and BIE School Number

School.name  
School.groupNumber
CalendarThe calendar used for reporting data.System Administration > Calendar > Calendar > Name

calendar.name
Program TypeAlways reports a value of I: Instructional.System Administration > Calendar > Calendar > BIE Type
ISEP Reporting Date Range
Based on the Calendar(s) selected on the Extract Editor. Reports the earliest and most recent Date marked as Instructional on the Days Editor. Inst. Days returns count of total days marked as instruction in the Calendar selected.

Date format: MM/DD/YYYY
System Administration > Calendar > Calendar > Days > Day Detail > Instruction

Sub header
CalendarThe calendar used for reporting data.System Administration > Calendar > Calendar > Name

calendar.name
Program TypeAlways reports a value of I: Instructional.System Administration > Calendar > Calendar > BIE Type
StatusThe type of status being reported.
  • Reports as Eligible if the student’s Enrollment Type = 1: ISEP
  • Reports as Non-Eligible: if the student’s Enrollment Type does NOT = 1: ISEP
All records of the same status are grouped together.
Student Information > General > 
Enrollments > Bureau of Indian 
Education Reporting > Enrollment 
Type

GradeThe mapped BIE Grade Level code of the students being reported for that page.
Student Information > General > 
Enrollments > General Enrollment 
Information > *Grade


System Administration > Resources 
> Grade Level Definitions > BIE 
Grade Level Definitions > BIE 
Grade Level Definitions Editor > 
BIE Grade Level Definitions Detail > 
*Code
Total Eligible Grade XX Students for Program TypeThe total number of students for the reporting status and within the grade being reported. Each student is only counted once regardless of the number of enrollments.Not dynamically stored.

Body of Report

The body of the report describes detailed information about each eligible student.

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Screenshot of the Body of an example Instructional Certification Report.

Body of BIE ISEP Instructional Certification Report


FieldDescriptionLocation
Student NameThe student's first, middle and last name.





Alphanumeric		Census > People > Demographics > Person Information > First Name, Middle Name, Last Name

Identity.firstName  
Identity.middleName
Identity.lastName
DOBThe student's date of birth.


Date/Time Field, 10 digits		Census > People > Demographics > Person Information > Birth Date

Identity.birthdate
GenderThe student's gender.


Alphanumeric, 2 characters 		Census > People > Demographics > Person Information > Gender

Identity.gender
NASISIDThe student's NASIS ID.


Numeric, 15 digits		Census > Demographics > Person Identifiers > NASIS ID

Person.otherID
TribeThe student's tribe.


Numeric, 3 digits		Student Information > Program Participation > NASIS Programs > NASIS

NASIS.tribalCode
StartThe start date of the student's enrollment record.

Date Format,  MM/DD/YYYY		Student Information > General > Enrollments > Start Date

Enrollment.startDate
EndThe end date of the student's enrollment record.

Date Format,  MM/DD/YYYY		Student Information > General > Enrollments > End Date

Enrollment.endDate
DIS

The student's primary disability.

  • 40 = Mental Retardation
  • 41 = Hearing Impairments / Deafness
  • 42 = Speech or Language Impairments
  • 43 = Visual Impairments
  • 44 = Emotional Disturbance
  • 45 = Orthopedic Impairments
  • 46 = Other Health Impairments
  • 47 = Specific Learning Disabilities
  • 48 = Deaf / Blindness
  • 49 = Multiple Disabilities
  • 50 = Autism
  • 51 = Traumatic Brain Injury
  • 52 = Developmental Delay
Numeric, 2 digits		Student Information > General > Enrollments > Bureau of Indian Education Reporting > Primary Disability


EnrollmentBIE.disability1BIE
SpedPlace

The student's Special Ed Setting.

  • A01 = EC/KG age 3-5 Regular at least 80%
  • A02 = EC/KG age 3-5 Regular 40% - 79%
  • A03 = EC/KG age 3-5 Regular less than 40%
  • B01 = EC/KG age 3-5 Separate class
  • B02 = EC/KG age 3-5 Separate school
  • B03 = EC/KG age 3-5 Residential facility
  • B04 = EC/KG age 3-5 Home
  • B05 = EC/KG age 3-5 Service Provider Location
  • A = Inside regular class 80% or more of day
  • B = Inside regular class 40% - 79% of day
  • C = Inside regular class less than 40% of day
  • D = Separate School
  • E = Residential Facility
  • F = Homebound/Hospital
  • G = Correctional Facility
  • H = Parentally Placed in Private Schools
Alphanumeric, 3 characters		Student Information > General > Enrollments > Bureau of Indian Education Reporting > Special Ed Setting


EnrollmentBIE.specialEdSettingBIE
G/T

The student's gifted/talented code.

  • A = Intellectual Ability
  • B = Creativity/Divergent Thinking
  • C = Academic Aptitude/Achievement
  • D = Leadership
  • E = Aptitude in Visual and Performing Arts
Alpha, 1 character		Student Information > General > Enrollments > Bureau of Indian Education Reporting > Gifted/Talented


EnrollmentBIE.giftedTalentedBIE
LEP

Indicates if the student is considered and counted as an English Learner (EL).


A student will be counted as EL if they meet the following criteria:

  • The student has an EL Status = EL and the EL Start Date is on or before the last instructional day of the calendar where the student is enrolled. 
  • The student has an EL Status = Exited EL and the Program Exit Date, First Year Monitoring or Second Year Monitoring data is on or between the calendar start and end dates where the student has a qualifying enrollment record. 
Alpha, 1 character		Student Information > Program Participation > English Learner (EL) > EL

Lep.programStatus

Lep.exitDate

Lep.identifiedDate


NLL

Indicates if the student is considered and counted as a Native Language Learner for Maintenance or Restoration (NLL).



Alpha, 1 character		Student Information > General > Enrollments > Bureau of Indian Education Reporting > NLL for Maint or Resto

EnrollmentBIE.mllMaintResto
ProgProgram Type for the report. Always reports a value of "I".
MemDaysTotal number of days marked as "Instruction" during the student's enrollment record period. See the Attendance Calculations section below for more information.

Numeric, 3 digits		Calculated, not dynamically stored
ADMStudent membership days divided by total instructional days in calendar. This number is rounded to two decimal places (#.##). See the Attendance Calculations section below for more information.

Numeric, 3 digits #.##		Calculated, not dynamically stored
F/H/L

Indicates the student's Percent Enrolled.

F = 100%
H = 99-50%
L = 49% or below



Alphanumeric, 1 character

Student Information > General > Enrollments > Bureau of Indian Education Reporting > Percent Enrolled


enrollmentBIE.percentEnrolledBIE
% EnrollThe student's Percent Enrolled.




Decimal, 6 digits XXX.XXX 		Student Information > General > Enrollments > Bureau of Indian Education Reporting > Percent Enrolled


enrollmentBIE.percentEnrolledBIE
Min % EnrollIndicates if the student does not meet minimum Percent Enrolled criteria.

X = If student Grade Level is 1-6 and Percent Enrolled is not 100% or if student Grade Level is KG or 7-12 and Percent Enrolled is equal to or less than 50%.

Alphanumeric, 1 character 		Student Information > General > Enrollments > Bureau of Indian Education Reporting > Percent Enrolled


enrollmentBIE.percentEnrolledBIE
No TribeIndicates if the student is not a tribal member.
X = If Tribe is null or 999: Non Tribal Member


Alphanumeric, 1 character
Student Information > Program Participation > NASIS Programs > NASIS


NASIS.tribalCode
No DOB

Indicates if the student has no date of birth entered within Campus.
X = No date of birth     

Null = Date of birth exists within Campus


Alphanumeric, 1 character 		Census > People > Demographics > Person Information > Birth Date


Identity.birthdate
Non-ISEPIndicates if the student's enrollment record Enrollment Type is not ISEP.
X = Enrollment Type is 2: Non-ISEP or 3: Public Enrolled

Alphanumeric, 1 character
Student Information > General>Enrollments > Bureau of Indian Education Reporting > Enrollment Type


enrollmentBIE.stateAidBIE
Entry Age

Indicates if the student does not satisfy report age requirements.
 
A value of X is reported if any of the following are true:

  • Student is in KG and less than 5 years old as of 12/31 of the start year of the reporting calendar.
  • Student is in 1st grade and is less than 6 as of 12/31 of the start year of the reporting calendar.
  • Student is a Special Education student who is 22 years old or over as of the first day of the student's first enrollment in the reporting school year.
  • Student is a non-Special Education student who is 21 years or older as of the first day of the student's first enrollment in the reporting school year.
Alphanumeric, 1 character		Census > People > Demographics > Person Information > Birth Date


Identity.birthDate

Exceptions and Totals

The Exceptions section describes all students for whom the report could not determine eligibility. See the Eligibility Calculation section for more information.

The Verification Summary for Qualified Students table provides a breakdown of how many students per grade qualified for each category (ADM, SPED, Lang, GT).

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Screenshot of the Exceptions and Totals Section.

Exceptions and Totals Section of BIE ISEP Instructional Certification Report


Column

Description

Total Exceptions

Total number of students who have eligibility exceptions.

Name

The name of each student with an eligibility exception.

Grade

The grade of each student with an eligibility exception.

Exception Type

The type of exception tied to the student.

Verification Summary for Qualified Students

The Verification Summary for Qualified Students section lists totals for each of the following categories:

  • Grade: The reporting grade level.
  • Total Students: Total number of students eligible per grade.
  • ADM: Sum of eligible individual student's ADM per grade.
  • SPED: Total number of eligible students in the grade that have a primary disability and/or special education setting.
  • LEP: Total number of eligible students considered and counted as an English Learner (EL).
  • NLL: Total number of eligible students considered and counted as a Native Language Learner for Maintenance or Restoration.
  • GT: Total number of eligible students in the grade with a Gifted/Talented code.

School Total

The School Totals section lists a school-wide count of the following categories:

  • Total Students: Total number of students eligible within the school.
  • ADM: Sum of eligible individual student's ADM in the school.
  • SPED: Total number of eligible students in the school that have a primary disability and/or special education setting.
  • Language: Total number of eligible students in the school in Language Program.
  • GT: Total number of eligible students in the school with a Gifted/Talented code.

Signature Page

Screenshot of the Signature Page.BIE ISEP Instructional Certification Report-Signature Page

Eligibility Calculation

ISEP funding is distributed to schools and dormitories based on membership eligibility. If a student’s membership / enrollment meets all of the required eligibility criteria, that student’s record receives a status of Eligible. In cases where a record fails to meet one or more of the eligibility criteria, that record is listed as Non-Eligible. Each enrollment is analyzed individually to determine eligibility status; therefore, the same student may have enrollment records that appear under both sections.

Click here to expand...

Student enrollment records are considered eligible if they meet all of the following criteria:

  • Enrolled in an Instructional program for the selected calendar (Calendar.calendarID matches enrollment.calendarID and calendar.type = I)
  • Enrollment record has an Enrollment Type = 1: ISEP.
  • Student has a valid birth date.
  • Student has a Tribal Code not null or 999: Non-Tribal Member.
  • Student is enrolled in a recognized BIE grade level of 01-12. The grade level should be mapped to a BIE Grade Mapping. If not, logic looks at the State and Local Grade level to determine if it matches a BIE Grade Mapping value.
  • Student has a gender of Male or Female.
  • The student meets ISEP age requirements:
    • Kindergarten: At least 5 years old by December 31 of the start year of the reporting calendar.
    • First Grade: At least 6 years old by December 31 of the start year of the reporting calendar.
    • Special Education student (with a Special Ed Status = 03: Receiving Services or 04: Terminated from Services), must be under 22 years old as of the first day of the student's enrollment for the reporting school year.
    • Non-Special Education students must be under 21 years old as of the first day of the student's first enrollment record for the reporting school year.
  • The student must meet the minimum percent enrolled. 
    • If student is in BIE grades KG or 7-12, Percent Enrolled must be equal to or greater than 50%.
    • If student is in BIE grades 1-6, Percent Enrolled must equal 100%.

Student enrollment records are considered Non-eligible if they meet any of the following criteria:

Student enrollment records that fail to meet one or more of the following eligibility criteria will receive a status of Non-Eligible and will appear after all Eligible enrollments are listed. If a student has multiple enrollments, they may have non-eligible enrollments and an eligible enrollment. Students who do not have any eligible enrollments will report in the Non-Eligible section of the report will not be eligible for ISEP funding.

  • Enrollment record has a Enrollment Type = null or any value other than 1: ISEP.
  • Student has a Tribal Code = null or 999: Non-Tribal Member.
  • Student is in BIE grades KG or 7-12 with a Percent Enrolled less than 50%.
  • Student is in BIE grades 1-6 with a Percent Enrolled less than 100%.
  • Student is in Kindergarten and is less than 5 years old as of December 31st of the start year of the reporting calendar.
  • Student is in First Grade and is less than 6 years old as of December 31st of the start year of the reporting calendar.
  • Student is a Special Education student who is 22 years old or over as of the first day of the student's first enrollment in the reporting school year.
  • Student is a non-Special Education student who is 21 years or older as of the first day of the student's first enrollment in the reporting school year.

Student enrollment records are considered Exceptions when any of the following data inconsistencies are identified:

Students are listed in the Exceptions section of the report when their eligibility or non-eligibility requires further investigation. Students who are listed with Exceptions are listed in the Eligible or Non-Eligible section of the report.

  • Student is enrolled in more than one instructional program. (Exception Code: MultiCal)
  • Student has enrollment records in different grade levels within the same calendar. In most cases, a student should not be enrolled in two different grade levels at the same time. If this exception is identified the enrollment records are flagged for further investigation by the school and ELO. (Exception Code: MultGrade)

Attendance Calculations

Only calendars meeting the following criteria report data:

  • Flagged as Instructional.
  • Does NOT have the Exclude checkbox marked.

Click here to expand...

Membership Days Calculation

The total number of days marked as Instruction during the student's enrollment period.

  • If a student's enrollment starts or stops during the first 10 day instructional days of the calendar, adjustment may be necessary. To determine the adjustment, you must look at the student's attendance.
  • If the student was present for 5 or more of the first 10 instructional days, the student gets credit for the full 10 days. These adjustment days must be added on to the student's total membership count.
  • If a student has more than 5 instructional days in membership over the first 10 days but less than 10, and there is another enrollment during those first 10 days, the sum of membership days between the two enrollments should not equal more than 10.
  • If the student qualifies for the adjustment, the membership days of the most recent enrollment should be calculated as (10 - membership days of other enrollment) so that the total membership days during those first 10 days is equal to 10.

Instructional Days Calculation

The total number of days marked Instruction for the calendar being reported. The number:

  • Is not tied to the student's enrollment. 
  • Should be the same for all students on the report. 
  • Is displayed in the header and used for student ADM calculations.

ADM Calculation

Student membership days divided by total instructional days in the calendar multiplied by the student's percent enrolled. This number is rounded to two decimal places (#.##).

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