Tool Search: ISBE Extracts
The ISBE Demographics and Early Childhood Extract reports data on students 0-3 years of age receiving services.
ISBE Demographics and Early Childhood
Report Logic
The following report logic is enforced:
- All students in State Grade Level 14: Preschool who have an active primary enrollment within the Start and End Dates entered on the report editor are included:
- Enrollment Start Date can be before or equal to the Start Date entered on the report editor. Enrollment End Date can be on or before the End Date entered on the report editor, if the enrollment began before the entered start date.
- If the student does not have an active primary enrollment, but does has an active enrollment with a type of S or N, the student is included on the report.
- If the student has multiple enrollments, the primary enrollment reports.
The generated State file format is EC RCDT or District Name + _ + Date(MMDDYYYY)_File Identifier.txt (e.g., EC_500821040020000_06222005_001.txt or Chatham_06222005_001.txt).
Eligibility Determination Date
The Eligibility Determination Date reports from the student's locked evaluation. If the student has Early Intervention AND Referral by CFC = 01 marked on their enrollment record, the student's locked initial evaluation is referenced, as follows:
- For evaluations using the Campus (IL) ESR Print format, the evaluation date reports from the Initial Evaluation field.
- For evaluations using the IL Evaluation 2011 (Historical) Print Format, the evaluation date reports from the date of evaluation on the evaluation that is marked as Initial Eligibility.
- For evaluations using the IL Evaluation 2013 Print Format, the evaluation date reports from the Initial Eligibility field on that locked evaluation.
- For evaluations using the IL Evaluation 2015 Print Format, the evaluation date reports from the Initial Eligibility field on that locked evaluation.
If more than one locked evaluation meets the above requirements, the earliest date of evaluation reports.
If student does not have Early Intervention AND Referral by CFC marked or if student has no evaluation that meets the above requirements then no Eligibility Determination Date reports.
Gender Reporting
Schools can assign students a gender of M: Male, F: Female or N: Non-binary. This is done on the Identities and/or the Demographics tools. While Illinois accepts a Non-binary gender for state reporting, federal reporting standards do not. Keep this in mind for any federal reporting pulled from Infinite Campus data.
The Illinois State Board of Education provides the following definitions:
| Term | State Definition |
|---|---|
| Sex | A label a person is given at birth, often based on a medical professional’s interpretation of the newborn’s physical characteristics. This is typically the sex reflected on one’s original birth certificate. Sex is distinct from gender identity. |
| Male | A man or a boy. |
| Female | A woman or a girl. |
| Non-Binary | A term used to describe people whose gender identity is not exclusively male or female, including those who identify as a gender other than male or female, as more than one gender, or as no gender |
State Reporting Extracts use the Legal Gender field included in the Protected Identity Information to report student identity information.
To properly record a Non-binary value for a student on the Identities tab:
- Assign the Sex (previously labeled Gender) of N: Non-binary in the standard identify fields.
- Assign the Protected Identity Information Legal Gender field of either M: Male or F: Female.
- Save the record when finished.
Sex and Legal Gender Assignment
Report Editor
The following fields are available for selection.
| Field | Description |
|---|---|
| Extract Type | Selection indicates what extract generated. For this extract, the Demographics and Early Childhood option should be selected. |
| Start Date, End Date | Entered dates determine the students who are returned in the report. Dates are entered in mmddyy format or can be chosen by using the calendar icon. Students who have an active primary enrollment within the Start and End Dates entered on the report editor are included. Enrollment Start Date can be before or equal to the Start Date entered on the report editor. Enrollment End Date can be on or before the End Date entered on the report editor, if the enrollment began before the entered start date. |
| File Identifier | A numeric field that notes the number of times the report has been generated. This field is used in the File Naming Convention of the extract to be used when submitting the extract in the State Format (EC + RCDT or District Name + __ + MMDDYYY_File Identifier). |
| Students without State IDs | When marked, the report returned students who do not have state IDs assigned. |
| Strip Apostrophes | When marked, the following marks are removed from student names and other reported data:
When not marked, these marks are not removed. |
| Report Protected Identities | When marked, student identity information (last name, first name, etc.) reports from the Protected Identity Information fields. |
| Format | Determines how the report generates. Use the State Format (Comma Delimited) when submitting the report to the state. Use the HTML or Tab Delimited option when reviewing data prior to state submission. |
| Ad hoc | Select a saved ad hoc filter to use when generating this report. Only those students included in the filter will be returned on the report if they meet the reporting requirements. |
| Calendar Selection | At least one calendar needs to be selected for the report to generate. Calendars can be chosen by Active Year, by School or by Year. If a calendar is selected in the Campus toolbar, that calendar is automatically selected. |
| Report Generation | The report can be generated immediately using the Generate Extract button. When there is a larger amount of data chosen (several calendars, large date range, etc.), use the Submit to Batch button, which allows the user to choose when the report is generated. See the Batch Queue article for more information. |
Generate the Report
- Select Demographics and Early Childhood from the Extract Type dropdown list.
- Enter the desired Start Date and End Date in mmddyyyy format or by clicking the calendar icon and selecting a date.
- Enter the File Identifier.
- Check the Students w/o stateIDs checkbox, if desired, to include students without assigned state IDs within the report.
- If desired, mark the Strip Apostrophes checkbox.
- If desired, mark the Report Protected Identities checkbox.
- Select the Format. To review data prior to submission, use the HTML format. When submitting data to the state, use the State Format (Comma Delimited).
- Select an Ad hoc Filter to use as the student set in the report.
- Select which Calendar(s) to include within the report.
- Select the Generate Extract button or use the Submit to Batch option. The report will appear in a separate window in the designated format.
ISBE Demographics and Early Childhood - HTML Format, Report Protected Identities NOT Marked
ISBE Demographics and Early Childhood - HTML Format, Report Protected Identities Marked
Report Layout
Header Layout
Element | Description | Location |
|---|---|---|
FileType | The name of the extract being generated. Always report a value of Demographics and Early Childhood. | N/A |
Total Records | The total amount of records generated. Numeric | N/A |
File Name | Demographics_and_Early_Childhood_WIN.csv | N/A |
SentDate | The date the extract was generated. MMDDYYYY | N/A |
RCDTS | The Region-County-District-Type-School code that uniquely identifies the school generating the extract. RRCCCDDDDD | District Information > Region Number District.regionNumber District Information > County District.county District Information > State District Number District.number District Information > Type District.type School Information > State School Number School.number |
Extract Layout
Element | Description | Location |
|---|---|---|
State ID | The student identifier assigned in the ISBE SIS. Numeric, 9 digits | Demographics > Person Identifiers > State ID Person.stateID |
Local SAP ID | The Student ID number used by the school to identify the student within their local system. Numeric, 50 digits | Demographics > Person Identifiers > Student Number Person.studentNumber |
Last Name | The student's legal last name. When the Report Protected Identities checkbox is marked on the report editor, the student's last name reports from the Legal Last Name field if populated. Alphanumeric, 30 characters | Demographics > Person Information > Last Name Identity.lastName Identities > Protected Identity Information > Legal Last Name Identity.legalLastName |
First Name | The student's legal first name. When the Report Protected Identities checkbox is marked on the report editor, the student's first name reports from the Legal First Name field if populated. Alphanumeric, 30 characters | Demographics > Person Information > First Name Identity.firstName Identities > Protected Identity Information > Legal First Name Identity.LegalfirstName |
Middle Name | The student's middle name. When the Report Protected Identities checkbox is marked on the report editor, the student's middle name reports from the Legal Middle Name field if populated. Alphabetical, 30 characters | Demographics > Person Information > Middle Name Identity.middleName Identities > Protected Identity Information > Legal Middle Name Identity.legalMiddleName |
Lineage Code | The abbreviation following a person's naming containing information specific to that person. (i.e., Sr, Jr, III). When the Report Protected Identities checkbox is marked on the report editor, the student's suffix reports from the Legal Suffix field if populated. Numeric, 2 digits | Demographics > Person Information > Suffix Identity.suffix Identities > Protected Identity Information > Legal Suffix Identity.legalSuffix |
Mother's Maiden Name | The student's mother's maiden name. Alphanumeric, 30 characters | Demographics > Person Information > Mother Maiden Name Identity.motherMaidenName |
Race Code | The student's race ethnicity.
If the Is the Individual Hispanic/Latino? = No and only one other race ethnicity checkbox is selected, the following is reported:
Numeric, 2 digits | Demographics > Person Information > Race Ethnicity Identity.raceEthnicity |
Gender | The student's chosen sex designation - M: Male, F: Female or N: Non-binary. When the Report Protected Identities checkbox is marked on the report editor, the student's gender reports from the Legal Gender field if populated. Alphabetic, 1 character | Demographics > Person Information > Gender Identity.gender Identities > Protected Identity Information > Legal Gender Identity.legalGender |
Birth Date | The student's date of birth. Date field, 10 characters (MM/DD/YYYY) | Demographics > Person Information > Birth Date Identity.birthdate |
Birth Place Name | The geographic location where the student was born. Alphanumeric, 30 character | Demographics > Person Information > Birth Place CustomStudent.value |
Reading 1st Indicator | Identifies a student (K-3) is in one of the twenty specific school districts participating in the Reading 1st Program. Reports as 01 if the checkbox is marked or as 02 if it is not marked. Numeric, 2 digits | Enrollments > State Reporting Fields > Reading 1st Enrollment.reading1st |
Reading Improvement Block Grant Indicator | Identifies a student (K-6) has been selected to receive services provided with Reading Improvement Block Grand funds. Reports a value of 01 if the checkbox is marked or 02 if it is not marked. Numeric, 2 digits | Enrollments > State Reporting Fields > Reading Improvement Block Grant Enrollment.readingImprovementBlockGrant |
Title 1 Indicator | Identifies the student as participating in Federally funded Title 1 reading or mathematics instruction. Numeric, 2 digits | Enrollments > State Reporting Fields > Title 1 Enrollment.title1 |
Eligible for Immigrant Education | Indicates the student is eligible for immigrant education. Numeric, 2 digits | Enrollments > State Reporting Fields > Eligible for Immigrant Education Enrollment.ilImmigrantEducation |
Home Language | The student's primary home language. Alphanumeric, 3 characters | Demographics > Home Language Enrollment.homeLanguage |
Native Language | The student's native language. Alphanumeric, 3 characters | Demographics > Native Language Enrollment.language |
Homeless | Identifies a student who, at any time during the current school year, lacks a fixed, regular and adequate night time residence. When a student has a Homeless record active at any time within the calendar date, a value of 01 reports. Otherwise, 02 reports. Alphanumeric, 2 characters | Homeless > Start Date Homeless.startDate Homeless > Start Date, End Date Homeless.endDate |
Migrant | Identifies a student who is a "migratory child" eligible to participate in a Title 1 Migrant Education Program. Reports a value of 01 if the Migrant checkbox is marked. Reports a value of 02 if the checkbox is not marked. Numeric, 2 digits | Enrollments > State Reporting Fields > Migrant Enrollment.migrant |
Private School | Indicates the student or the student's guardians have chosen to enroll the student in a non-public school for general education. This includes homeschooled students.
Numeric, 2 digits | Enrollments > State Reporting Fields > Private School Indicator Enrollment.PrivateSchool |
Military Connected Student | A student who’s Legal Guardian is a member of the Armed Forces or Full-time National Guard on active duty.
Numeric, 2 digits | Enrollments > State Reporting Fields > Child of US Military Family EnrollmentIL.militaryFamily |
SES Indicator | Identifies a student attending a school that does not meet AYP for three consecutive years. This student is then eligible for and participating in supplemental educational services which are provided outside of the normal school day and paid for by Title 1 funds. Otherwise, a value of 02 is reported. Numeric, 2 digits | Enrollments > State Reporting Fields > SES Enrollment.supplementalServices |
LEP | Identifies a student who meets the NCLB definition of Limited English Proficient. When the Private School Student field reports a value of 01, this field reports a value of 02. Otherwise, If the student has an EL record with an identified date with no exit date, or if the exit date is with in the calendar selected report 01, regardless of EL program status selected. Numeric, 2 digits | English Learners (EL) > EL Enrollment.lep |
IDEA Eligible | Identifies a student who has an Individualized Education Program (IEP) or an Individualized Services Plan (ISP), regardless of the category of severity of the student's disability (includes speech-only students). An IEP is a written document for public school children with disabilities who are eligible to receive special education and related services under the Individuals with Disabilities Education Act (IDEA). An ISP is a written document for parentally-placed private school children with disabilities and home-schooled children with disabilities that are not enrolled in the public school district but are receiving special education and related services through the public school district.
Numeric, 2 digits | Enrollments > Special Ed Fields > Special Ed Status/IEP Indicator Enrollment. specialEdStatus Special Ed Documents > IEP > End Date Plan.endDate Early Learning > IEP Completion Date EarlyLearning.completeDateIEP |
| Alternate Assessment Indicator | Indicates the student is provides with an alternate assessment as part of his/her Special Education Services. Reports a value of 01 when the IL Alt Assessment checkbox is marked; otherwise, reports a value of 02. Numeric, 2 digits | Enrollments > Special Ed Fields > IL Alt Assessment Enrollment.altAssessment |
Dual Language | Indicates the student is involved in a dual language program and receives instruction in both English and another selected language. Reports the selected code in the Dual Language Student field.
Numeric, 2 digits | Enrollments > State Reporting Fields > Dual Language Student Enrollment.dualLanguageStudent English Learners (EL) > EL Services LepServiceType.code |
Language of Instruction | Indicates the student is involved in a dual language program and receives instruction in both English and another selected language. Reports when the Dual Language Student field reports a value of 01 or 02. When the EL Service field is 01 or 02, the code selected in the Dual Language of Instruction field on the Enrollment Editor reports. If there is no selected, the value reports from the Primary Home Language field on the Demographics tab. When the Dual Language field reports a value of 03 or a blank value, this field reports a blank value. Numeric, 2 digits | Enrollments > State Reporting Fields > Dual Language of Instruction Enrollment. dualLanguageInstruction Demographics > Primary Home Language Identity.homePrimaryLanguage |
Low Income Indicator | Low-income students are pupils ages 3-17 from families receiving public aid, living in institutions for neglected or delinquent children, being supported in foster homes with public funds or eligible to receive free or reduced-price lunches. Values report in the following order:
Numeric, 2 digits | Enrollments > State Reporting Fields > Meal Status Enrollment.mealStatus |
Century 21 Indicator | Identifies a student who, at any time during the current school year, is participating in the 21st Century Community Learning Center Program. This is an after school program that provides academic enrichment opportunities as well as activities designed to complement the regular academic program for students in grades 1-12. When Private School Student field reports a value of 01, this field reports a value of 02. Numeric, 2 digits | Enrollments > State Reporting Fields > Century 21 Enrollment.century21 |
Enrollment Type | The circumstances under which the student is admitted to a school or educational institution. Numeric, 2 digits | Enrollments > Start Status Enrollment.startStatus |
Enrollment Date | The month, day and year of the student's first day of attendance for the current school year. Date field, 10 characters (MM/DD/YYYY) | Enrollments > Start Date Enrollment.startDate |
Resident RCDTS | The Region-County-District-Type-School code that uniquely identifies the elementary, middle/junior, or high school the student attends or would attend if not placed/transferred to another school/program to receive needed services. RRCCCDDDDDTTSSSS, 15 characters | District Information > Region Number District.regionNumber District Information > County District.county District Information > State District Number District.number District Information > Type District.type School Information > State School Number School.number |
Serving RCDTS | The Region-County-District-Type-School code that uniquely identifies the school/program where a student is being education. RRCCCDDDDDTTSSSS, 15 characters | District Information > Region Number District.regionNumber District Information > County District.county District Information > State District Number District.number District Information > Type District.type School Information > State School Number School.number |
Grade | The grade level or primary instructional level at which a student enters and receives services in a school or educational institution during a given academic session. Numeric, 2 digits | Enrollments > Grade Enrollment.Grade |
School Year | The school year for which the enrollment is applicable. Numeric, 4 digits (YYYY) | School Year Setup > End Date School.endDate |
Percent of Day Student Attends School | Full-time equivalent numeric value of the student's course load during the enrollment, expressed in decimal form, where 1.00 represents a full-time enrollment. Numeric, 3 digits | Enrollments > State Reporting Fields > FTE Enrollment.percent Enrolled |
| Tuition-In Indicator | Indicates a student resides in a school district, but chooses to attend another school district, and parents pay school district tuition. Reports a value of 02 for all students. Numeric, 2 digits | Enrollments > State Reporting Fields > Tuition-In Student Enrollment.tuitionIn |
| Early Head Start (Birth to 3) | Prior to attending a preschool program, the child received Early Head Start services which may include home-based services, center-based services, or both. A value of 01 reports when the Early Head Start (birth to 3) field (see below) is selected. Otherwise, the default value of 02 reports. Numeric, 2 digits | Early Learning > Early Head Start (birth to 3) EarlyLearning.earlyHeadStart |
| Licensed Child Care | Prior to Entering a public school district, the child participated in child care. Reports the code selected - either 01, 02 or 03 - for the Licensed Child Care field on the Early Learning tool. Numeric, 2 digits | Early Learning > Licensed Child Care EarlyLearning.licensedChildCare |
| Students Receiving CCAP Subsidy | Indicates the student received CCAP Subsidy services. A value of 01 reports when the Services Received is set to 08: CCAP Subsidy. Otherwise, a value of 02 reports. Numeric, 2 digits | Student Information > Program Participation > Early Learning > Prior to PreK Program > Services Received > 08: CCAP Subsidy EarlyLearning.preKProgram |
Meets at Risk Criteria | Indicates at-risk students who, because of their home and community environment, are subject to such language, cultural, economic and related disadvantages that he or she has been determined as a result of screening procedures to be at risk of academic failure. Otherwise, reports a value of 02. Numeric, 2 digits | Early Learning > Meets At Risk Criteria EarlyLearning.meetsAtRiskCriteria |
Family Structure | Indicates the child's family structure at the time the student entered the program. Reports the selected code. Numeric, 2 digits | Early Learning > Family Structure EarlyLearning.familyIncomeSource |
Household Income Criteria | Indicates the child is from a family whose household income is less than four times the poverty guidelines. Numeric, 2 digits | Student Information > Program Participation > Early Learning > Household Income Eligibility EarlyLearning.eligibilityCategory |
| Child Welfare Involvement within the Past Year | The child or their family has received services from the Department of Children and Family Services (DCFS), including foster care, intact family services or the parent has been a ward of the state. When the student does not have a Foster Care record, but the Services Received on the Early Learning tab is 01: Child Welfare field, reports 01. Otherwise, reports 02. Numeric, 2 digits | Early Learning > Services Received > Child Welfare Involvement EarlyLearning.services |
| Open Intact Family Services Case | The family has been assigned a caseworker by DCFS and is currently receiving or in the past year has received family services. If 02: Open services within the past year is selected, reports a value of 01. Otherwise, reports a value of 02. Numeric, 2 digits | Early Learning > Services Received > 02: Open services within past year EarlyLearning.services |
| Parent is Youth In Care | Either parent of the child is currently or at any point in the past year has been a ward of the state. If 02: Parent of child is Ward of the State is selected, reports a value of 01. Otherwise, reports a value of 02. Numeric, 2 digits | Early Learning > Services Received > 03: Parent of child in Youth care is ward of state EarlyLearning.services |
| Receiving TANF | The Temporary Assistance for Needy Families (TANF) program provides temporary financial assistance for pregnant women and families with one or more dependent children. TANF provides financial assistance to help pay for food, shelter, utilities, and expenses other than medical. If 04: TANF Family Service is selected, reports a value of 01. Otherwise, reports a value of 02. Numeric, 2 digits | Early Learning > Services Received > 04: TANF Family Service EarlyLearning.services |
| Receiving WIC | WIC provides Federal grants to States for supplemental foods, health care referrals, and nutrition education for low-income pregnant, breastfeeding, and non-breastfeeding postpartum women, and to infants and children up to age five who are found to be at nutritional risk. If 05: WIC family service is selected, reports a value of 01. Otherwise, reports a value of 02. Numeric, 2 digits | Early Learning > Services Received > 05: WIC Family Service EarlyLearning.services |
| Receiving SNAP | The Supplemental Nutrition Assistance Program (SNAP) (formerly Food Stamps) helps low-income people and families buy the food they need for good health. If 06: SNAP family service is selected, reports a value of 01. Otherwise, reports a value of 02. Numeric, 2 digits | Early Learning > Services Received > 06: SNAP Family Service EarlyLearning.services |
| Receiving Housing Subsidy | Subsidized housing or social housing is government supported accommodation for people with low to moderate incomes. If 07: Housing Subsidy is selected, reports a value of 01. Otherwise, reports a value of 02. Numeric, 2 digits | Early Learning > Services Received > 07: Housing Subsidy EarlyLearning.services |
