ISBE Extracts: ISBE Student Demographics and Enrollment Extract (Illinois)

Tool Search: ISBE Extracts

The ISBE Student Demographic/Enrollment Extract is used to determine all pertinent state-defined demographic and enrollment information required for state funding purposes. One record for each active enrollment in the selected calendar reports.

Screenshot of the ISBE Student Demographics and Enrollment extract editor.  ISBE Student Demographics and Enrollment Extract

Report Logic

Students who have an active enrollment in any state grade level are included in the report. Students must be recorded appropriately as having an EL Service. See EL Student Data (Illinois) for details.

Students are NOT included when:

  • Their State Grade Level on the active enrollment record is 14: Pre-K.
  • 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.

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:

TermState 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.
FemaleA 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:

  1. Assign the Sex (previously labeled Gender) of N: Non-binary in the standard identify fields.
  2. Assign the Protected Identity Information Legal Gender field of either M: Male or F: Female.
  3. Save the record when finished.

Sex and Legal Gender Assignment

Report Editor

The following fields are available for selection.

FieldDescription
Extract TypeSelection determines the extract that is generated. For this instance, select the Student Demographics/Enrollment option.
Effective Date

Entered date is used to return current enrollments for the report. This field automatically populates with the current date, but can be changed by entering a new date in mm/dd/yyyy format or by clicking the calendar icon to select a date. This date is required in order to generate the report.

  • If an enrollment record has an end date before the effective date, that record is not included
  • If an enrollment record has an end date after the effective date or does not have an end date, that record is included.
File IdentifierIndicates the number attached to the end of the file name and is used to differentiate the file from other files generated.
Students without State IDsWhen 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:

  • Apostrophes ('), Commas (,), Periods (.)
  • Umlaut (Ö)
  • Tilde (Ñ)
  • Grave Accents (Ò), Acute Accents (Ó)
  • Circumflex (Ô)

When not marked, these marks are not removed.

Report Protected IdentitiesWhen marked, student identity information (last name, first name, etc.) reports from the Protected Identity Information fields.
FormatDetermines 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 hocSelect 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 SelectionAt 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 GenerationThe 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

  1. Select Student Demographics/Enrollment from the Extract Type field.
  2. Enter the Effective Date for the report.
  3. Enter a File Identifier. This is a three digit number attached to the file name used to differentiate itself from other ISBE Demographic and Enrollment Extract files generated.
  4. Select the Students w/o stateIDs checkbox to include students without state IDs within the report. 
  5. If desired, mark the Strip Apostrophes checkbox.
  6. If desired, mark the Report Protected Identities checkbox.
  7. Select which Format to generate the report in. To preview information prior to submission to the state, use the HTML format. When submitting data to the state, use the State Format (Comma Delimited).
  8. If desired, select an Ad hoc Filter from which to pull the student set.
  9. Select which Calendars to include within the report.
  10. Select the Generate Extract button or use the Submit to Batch option. The report will appear in a separate window in the designated format. 

Screenshot of an example of the Student Demographics/Enrollment extract in HTML format (Report protected identities NOT marked). ISBE Student Demographics/Enrollment - HTML Format, Report Protected Identities NOT Marked

Screenshot of an example of the Student Demographics/Enrollment extract in HTML format (Report protected identities marked). ISBE Student Demographics/Enrollment - HTML Format, Report Protected Identities Marked

Report Layout

Header Layout

Element

Description

Location

File Type

The name of the extract being generated. Will always report a value of Student Demographics.

N/A

Total Records

The total amount of records generated.

N/A

File Name

EN + RCDT or District Name + _ + Date (mmddyyy)_File Identifier (i.e., EN_310453000260_01302015_001.txt)

N/A

File Date

The date the extract was generated.

N/A

RCDTS

The Region-County-District-Type-School code that uniquely identifies the school generating the extract.


RRCCCDDDDDTTSSSS, 15 characters

District Information > State District Number, Type, Region Number, County


School Information > State School Number


District.districtID

District.county

District.region

School.number

Extract Layout

Element

Description

Location

Student ID

The student identifier assigned in the ISBE SIS.


Numeric, 9 digits

Demographics > Person Identifies > Student Number


Person.studentNumber

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 > State ID


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

Identities > Last Name


Identity.lastName


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

Identities > First Name


Identity.firstName


Identities > Protected Identity Information > Legal First Name


Identity.legalFirstName

Legal Middle Name

The student's legal 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

Identities > Middle Name


Identity.middleName


Identities > Protected Identity Information > Legal Middle Name


Identity.legalMiddleName

Lineage Code

An appendage, if any, used to denote an individual's generation in his/her family.

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

Identities > Suffix


Identity.suffix


Identities > Protected Identity Information > Legal Suffix


Identity.legalSuffix

Mother's Maiden Name

The student's mother's maiden name (used for eliminating multiples when matching).


Alphabetical, 30 characters

Demographics > Person Information > Mother's Maiden Name


Identity.motherMaidenName

Race

The student's race ethnicity.
     
If the Is the Individual Hispanic/Latino? = Yes and all other race ethnicity checkboxes are NULL or No, a value of 11 is reported.
       
If the Is the Individual Hispanic/Latino? = Yes and any other race ethnicity checkbox is selected, a value of 11 is reported.
           
If the Is the Individual Hispanic/Latino? = No and any combination of two or more race ethnicity checkboxes are selected, a value of 17: Two or More Races is reported
       
If the Is the Individual Hispanic/Latino? = No and only one other race ethnicity checkbox is selected, the following is reported:

  • American Indian or Alaska Native = 12
  • Asian = 13
  • Black or African American = 14
  • Native Hawaiian or Other Pacific Islander = 15
  • White = 16
  • Two or More Races = 17
  • Middle Eastern or North African = 18

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.


Alphabetical, 1 character

Identities > Gender


Identity.gender


Identities > Protected Identity Information > Legal Gender


Identity.legalGender

Date of Birth

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 of where the student was born.
     

If Birth Place field is NULL, a NULL value is reported.


Alphabetical, 30 character

Demographics > Person Information > Birth Place


Identity.birthPlace

Reading 1st Indicator

Identifies a student (K-3) is in one of the twenty specific school districts participating in the Reading 1st Program.
     
If the Reading 1st checkbox is marked, a value of 01 is reported. Otherwise, a value of 02 is reported.


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.
   
If the Reading Improvement Block Grant checkbox is marked, a value of 01 is reported. Otherwise, a value of 02 is reported.


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.

  • When the School History Title 1 is set to SWELIGSWPROG: School-wide Program, a value of 11 reports for ALL students in that school.
  • When the School History Title 1 field is not populated (null) and a different code is saved on the student's enrollment record, the code from the enrollment record reports.
  • If a default value for Title 1 is selected in the Attribute Dictionary, that default value reports.
  • If the School History Title 1 field is null and the student's enrollment record is null, a value of 13 (not a participant) reports.

See options in the State Reporting Fields Options table in the Illinois Enrollments Tab article.


Numeric, 2 digits


Enrollments > State Reporting Fields > Title 1


Enrollment.title1

Placeholder

N/A

N/A

Home Language

The student's primary home language.


Alphabetical, 3 characters

Demographics > Home Language


Enrollment.homeLanguage

Native Language

The student's native language.


Alphabetical, 3 characters

Demographics > Native Language


Enrollment.language

Homeless Indicator

Identifies a student who, at any time during the current school year, lacks a fixed, regular and adequate night time residence.


When the student has a Homeless record active at any time within the Calendar date range, reports as 01. Otherwise, reports as 02.


Numeric, 2 digits

Program Participation > Homeless > Start Date, End Date


Homeless.startDate

Homeless.endDate

Migrant Indicator

Identifies a student who is a "migratory child" eligible to participate in a Title 1 Migrant Education Program.
     
If the Migrant checkbox is marked, a value of 01 is reported. Otherwise, a value of 02 is reported.


Numeric, 2 digits

Enrollments > State Reporting Fields > Migrant


Enrollment.migrant

Private School Indicator

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.

  • Reports 01 if checkbox is marked.
  • Reports 02 if checkbox is not marked.

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.

If the Child of US Military Family checkbox is marked on the enrollment record, a value of 01 reports. Otherwise, a value of 02 reports. 


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.

  • When the Private School Indicator reports a value of 01, the SES Indicator must report a value of 02.
  • If the Supplemental Services checkbox is selected, a value of 01 reports. Otherwise, a value of 02 reports.


Numeric, 2 digits

Enrollments > State Reporting Fields > Supplemental Services


Enrollment.supplementalServices

LEP Indicator

Identifies a student who meets the NCLB definition of Limited English Proficient.


When the Private School Student (field 20) reports a value of 01, this field reports a value of 02. 


When the student has an LEP record with an identified date with no exit date, or if the exit date is within the school year instructional dates, a value of 01 reports regardless of the LEP Program Status selected. 


Numeric, 2 digits

Program Participation > English Learners (EL)


Lep.programStatus

IDEA Eligible

Identifies a student who has an Individualized Education Program (IEP) or an Individualized Services Plan (ISP).


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.

  • Reports a value of 01 when the student does not have an IEP but the Special Ed Status/IEP checkbox is marked.
  • Reports a value of 02 when the student does not have an IEP or if the Special Ed Status/IEP checkbox is not marked.
  • Reports a value of 02 when the Special Ed Status/IEP checkbox is marked or when the student has a valid IEP and the Private School Indicator checkbox is marked on the Enrollment Record. 

Numeric, 2 digits

Enrollments > Special Ed Fields > Special Ed Fields/IEP Indicator


Enrollment.specialEdStatus

Alternate Assessment IndicatorIndicates whether the student has the Alternate Assessment checkbox marked on their enrollment record.

When marked, reports a value of 01. When not marked, reports a value of 02.

Numeric, 2 digits
Enrollments > Special Ed Fields > IL Alt Assessment

Enrollment.ILAltAssessment

Dual Language Student

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. 

  • If there is no selection, the EL Service Code is used if there is no end date, or if there is an end date that is before the report effective date.
    • Reports 01 when the State Code is 01
    • Reports 02 when the State Code is 02.
    • If there are multiple services of 01 and 02, the service that has the start date closest to the effective date reports.
  • If there is no Dual Language selection and there is no EL State Service of 01 or 02, a value of 03 reports.

Numeric, 2 digits

Enrollments > State Reporting Fields > Dual Language Student


Enrollment.dualLanguage Student


English Learners (EL) > EL Services

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


FRL/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 pubic funds or eligible to receive free or reduced-price lunches.

  • When the Private School Indicator field reports a value of 01, this field reports a value of 02.
  • Otherwise, reports a value of 01 if the student's eligibility is free/reduced on the effective date entered on the extract editor. OR
  • Reports a value of 02 if the student's eligibility is paid or there is no eligibility record on the effective date entered on the extract editor.

Numeric, 2 digits

Eligibility


POSEligibility.eligibility

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. 

  • When the Private School Indicator field reports a value of 01, this field reports a value of 02.
  • Otherwise, If the Century 21 checkbox is marked, a value of 01 reports.
  • If the Century 21 checkbox is NOT marked, a value of 02 report.

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

RCDTS 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

Enrollments > State Reporting Fields > Home School


District.districtID

District.county

District.region

School.number

Enrollment.resident School

Enrollment.resident District

RCDTS Serving School

The Region-County-District-Type-School code that uniquely identifies the school/program where a student is being educated.


RRCCCDDDDDTTSSSS, 15 characters

District Information > State District Number, Type, Region Number, County


School Information > State School Number


Enrollment > State Reporting Fields > Home School, Home District


District.districtID

District.county

District.region

School.number

Enrollment.servingSchool

Entry Grade Level

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.percentEnrolled

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 the selected value of 01: Yes or 02: No. If there is no selection for the student, reports a value of 02.


Numeric, 2 digits

Enrollments > State Reporting Fields > Tuition-In Student

Enrollment.tuitionIn