Tool Search: ISBE Extracts
The ISBE Early Childhood Programs Extract reports data on students 3-5 years of age participating in Early Childhood Programs. Student Early Learning records are used to report data.
Illinois ISBE Early Childhood Programs Extract EditorReport Logic
Report all students with an active enrollment that has an Early Learning Program as follows:
|
| Enrollment must be tied to a calendar selected in the extract editor. |
| Primary enrollments are reported first; partial and special education enrollments are included if the student does not have a primary enrollment in the selected calendar. |
Students are NOT included when the:
|
| Students must have an enrollment in State Grade 14 to be included. |
Report Editor
| Field | Description |
|---|---|
| Extract Type | Selection indicates what extract is generated. For this extract, choose Early Childhood Programs. |
| Start Date End Date | Indicates the date range used to determine which students are included in the report. See the Report Logic section for details. Dates are entered in mmddyy format or can be chosen by using the calendar icon. |
| 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 returns 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 | Student identity information (last name, first name, etc.) reports from the Protected Identity Information fields when marked. |
| Format | Determines how the report is generated. Use the State Format (Comma Delimited) when submitting the report to the state. Use the HTML or Tab Delimited option when reviewing data before state submission. Note that the State Format omits column headings. |
| 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 | For the report to be generated, at least one calendar must be selected. Calendars can be chosen by Active Year, School, or Year. If a calendar is selected in the Campus toolbar, it is automatically selected. |
| Report Generation | The report can be generated immediately using the Generate Extract button. When a larger amount of data is chosen (several calendars, a 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 Early Childhood Programs 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 in the report.
- If desired, mark the Strip Apostrophes checkbox.
- If desired, mark the Report Protected Identities checkbox.
- Select the Format. Use HTML to review data prior to submission. 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.
Early Childhood Programs - HTML Format
Early Childhood Programs - State Format (Comma Delimited)
Early Childhood Programs - Tab Delimited
ISBE Early Childhood Programs Extract Layout
Header Layout
Element | Description | Location |
|---|---|---|
FileType | The name of the extract being generated. Will always report a value of Early Childhood Programs. | N/A |
Total Records | The total amount of records generated. Numeric | N/A |
File Name | EarlyChildhoodPrograms_RCDT_Date_Fileidentifier.ext (or .csv, .txt) | 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. RRCCCDDDDDTTSSSS, 15 characters | School & District Setup > District Information > State District Number, Type, Region Number, County; School & District Setup > School Information > State School Number District.districtID District.county District.region 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 |
Legal 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. Alphabetical, 30 characters | Census > People > Person Information > Last Name Identity.lastName Census > People > Identities > Protected Identity Information > Legal Last Name Identity.legalLastName |
Legal 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. Alphabetical, 30 characters | Census > People > Person Information > First Name Identity.firstName Census > People > Identities > Protected Identity Information > Legal First Name Identity.LegalfirstName |
Birth Date | The student's date of birth. Date field, 10 characters | Demographics > Person Information > Birth Date Identity.birthdate |
| RCDTS for Home School | 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 > State District Number, Type, Region Number, County District.districtID District.county District.region School Information > State School Number School.number Enrollments > State Reporting Fields > Home School, Home District Enrollment.residentSchool Enrollment.residentDistrict |
| RCDTS for Serving School | The Region-County-District-Type-School code uniquely identifies the school/program where a student is educated. RRCCCDDDDDTTSSSS, 15 characters | District Information > State District Number, Type, Region Number, County District.districtID District.county District.region School Information > State School Number School.number Enrollments > State Reporting Fields > Serving School Enrollment.serving School |
| Program | Reports the code selected for the Preschool Program where children ages 3-5 are provided educational services. Numeric, 2 digits | Program Participation > Early Learning > Programs EarlyLearning.setting |
| Service Location | Reports the code selected for the agency type where the student received the primary service. Numeric, 2 digits | Program Participation > Early Learning > Service Location EarlyLearning.location |
| Service Type | Reports the code selected for the type of service provided by the program. Numeric, 2 digits | Program Participation > Early Learning > Service Type EarlyLearning.serviceType |
| Program Start Date | Reports the start date of the program. Date field, 10 characters (MM/DD/YYYY) | Program Participation > Early Learning > Start Date EarlyLearning.startDate |
| Program End Date | Reports the end date of the program. Date field, 10 characters (MM/DD/YYYY) | Program Participation > Early Learning > End Date EarlyLearning.endDate |
| Reason for Ending Program | Reports the reason the program ended. Numeric, 2 digits | Program Participation > Early Learning > Reason for Ending Program EarlyLearning.exitReason |
| Provider Type | Reports the provider type for the program. Numeric, 3 digits | Program Participation > Early Learning > Provider Type EarlyLearning.providerType |
| IEN | Reports the Illinois Education Number for the teacher leading the program. Numeric, 10 digits | Program Participation > Early Learning > EI Number EarlyLearning.eiNumber |
| Gateway Registry Member ID | Reports the Gateway ID assigned to the staff person providing the Early Learning education. Numeric, 10 digits | Program Participation > Early Learning > Gateway Registry Member ID EarlyLearning.gatewayRegistryMemberID |
| Provider Has a Gateways Credential | Indicates the staff person has a Gateways Credential, used to show an individual's knowledge, skill and experience in caring for and educating children. Reports a value of 01 (Yes) or 02 (No). Numeric, 2 digits | Program Participation > Early Learning > Provider has a Gateways Credential EarlyLearning.providerHasGatewaysCredential |
| Provider Start Date | Reports the start date of the provider. Date field, 10 characters (MM/DD/YYYY) | Program Participation > Early Learning > Date Services Began EarlyLearning.serviceStartDate |
| Provider End Date | Reports the end date of the provider. Date field, 10 characters (MM/DD/YYYY) | Program Participation > Early Learning > Date Services Ended EarlyLearning.serviceEndDate |
| Reason for Ending Provider | Reports the code for the reason the provider assignment ended. Numeric, 2 digits | Program Participation > Early Learning > Reason Ending Provider EarlyLearning.exitReason |
