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.
ISBE Early Childhood Programs
Report Logic
The report includes students who have an active enrollment in the selected calendar that has an Early Learning Program record. The Early Learning Program record uses the following date logic to determine if the record reports:
- The Start Date of the Early Learning Program starts BEFORE the Start Date entered on the Report Editor;
- The Start Date of the Early Learning Program starts BEFORE the Start Date entered on the Report Editor, but the End Date on the Program record is blank (program has not ended);
- The Start Date of the Early Learning Program starts BEFORE the Start Date entered on the Report Editor and ends ON or BETWEEN the Start and End Date entered on the Report Editor;
- The Start Date of the Early Learning Program starts ON or BETWEEN the entered Start and End Date entered on the Report Editor, and the End Date on the Program record is blank (program has not ended).
Early Learning records with FUTURE End Dates are included in the report.
Early Learning Programs are NOT reported when:
- The Program ends BEFORE the Start Date entered on the Report Editor.
- The Program starts AFTER the End Date entered on the Report Editor.
- The Program Start Date is BEFORE the Enrollment Start Date.
Primary enrollments are reported first; if the student does not have a primary enrollment in the selected calendar, partial and special education enrollments are included.
Students must have an enrollment in State Grade 14 in order to be included.
Students are NOT included when:
- The enrollment record is marked as State Exclude or No Show.
- The grade level of enrollment is marked as State Exclude.
- The calendar of enrollment is marked as State Exclude.
Report Editor
The following fields are available for selection.
| Field | Description |
|---|---|
| Extract Type | Selection indicates what extract generated. For this extract, choose Early Childhood Programs. |
| Start Date End Date | Indicates the date range used to determined 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 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. Note that the State Format does NOT include 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 | 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 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 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.
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 | Census > People > 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 | Census > People > 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 | Census > People > 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 | School & District Setup > District Information > State District Number, Type, Region Number, County District.districtID District.county District.region School & District Setup > School Information > State School Number School.number Student Information > General > Enrollments > State Reporting Fields > Home School, Home District Enrollment.residentSchool Enrollment.residentDistrict |
| RCDTS for Serving School | The Region-County-District-Type-School code that uniquely identifies the school/program where a student is being education. RRCCCDDDDDTTSSSS, 15 characters | School & District Setup > District Information > State District Number, Type, Region Number, County District.districtID District.county District.region School & District Setup > School Information > State School Number School.number Student Information > General > 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 | Student Information > 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 | Student Information > 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 | Student Information > 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) | Student Information > 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) | Student Information > Program Participation > Early Learning > End Date EarlyLearning.endDate |
| Reason for Ending Program | Reports the reason the program ended. Numeric, 2 digits | Student Information > Program Participation > Early Learning > Reason for Ending Program EarlyLearning.exitReason |
| Provider Type | Reports the provider type for the program. Numeric, 3 digits | Student Information > Program Participation > Early Learning > Provider Type EarlyLearning.providerType |
| IEN | Reports the Illinois Education Number for the teacher leading the program. Numeric, 10 digits | Student Information > 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 | Student Information > 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 | Student Information > 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) | Student Information > 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) | Student Information > 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 | Student Information > Program Participation > Early Learning > Reason Ending Provider EarlyLearning.exitReason |
