Students - Data and Information System Illinois
Contents
1. NNN 07 03 2006 09 05 2006 10 26 2006 post 9 Total TABE Reading Gain Date Type 07 01 2006 Best Plus NNN NRS Levels and Delete Columns Data and Information System Illinois Funding Administration Reporting 07 03 2006 09 05 2006 10 26 2006 post 9 Total TABE Reading Gain Date Type 07 01 2006 Best Plus VI em se as nning Literac as GED and Constitution Tests d O O O Type Test Date Foreign GED ate OOO Add GED Link Data and Information System Illinois Home Students Classes Courses Instructors Funding Administration Students Add Edit Details Student Test Info Goals Achievements Student Notes Custom Fields EL Civics Bio Demo Status Test Info Class Info GED Test Student Name Caldwell John Test Date 07 03 2006 mm dd yyyy Foreign GED yes no Scores optional Language Arts Reading Ta Language Arts Writing 126 www iccbdaisi org FY08 User Manual January 1 2007 90 Students dais To enter the Constitution test information click on the Add Const link on the lower part of the screen Enter the test date and the Passed status Click on SUBMIT to save the information NOTE A student cannot pass the GED test without also passing the Constitution test daisi Help Logout Data and Information System Illinois http www iecb org Home Students Classes Courses Instructors Funding Admin2. no Native Language Contact Information Address 2 City Chicago State Illinois B Zip Code 60018 Email Home Phone Work Phone Ext Mobile Phone Emergency Contact Last Name First Name Contact Number Relationship Education Employment Returning student in FY07 yes no Number of school years completed 6 Last school attended US GED upon entry to program yes no US diploma upon entry to program yes no Occupation Bank Managers SUBMIT CANCEL L Updates Saved Message daisi Help Logout Data and Information System Illinois http www lecb org Home Students Classes Courses Instructors Funding Administration Reporting Students Bio Demo A SSN is required A First name is required A Last name is required Address1 is required A City is required M zip is required Returning Student In FYO7 is required A Number of school years completed is required A Birth Date is required Last Name anged Last Name FirstName Changed FirstName Date Changed Midde Name Suffix Date of Birth a Gender i Marital Status B Ethnicity Hispanic Latino i Country of Origin English is second language yes no Native Language Spanish Contact Information Address 1 Address 2 City State Illinois Zip Code Email Home Phone Work Phone
3. Ext Mobile Phone Emergency Contact Last Name First Name Contact Number 7 1 Relationship Education Employment Returning student in FY07 yes no Number of school years completed Last school attended US GED upon entry to program yes no US diploma upon entry to program yes no Occupation M Error Messages www iccbdaisi org FY0O8 User Manual January 1 2007 71 Students LIST SEARCH STUDENTS To access the Student List Search Data and Information System Illinois Home Students Classes courses nstructors Funding Administration Reporting Students screen select the List Search option sc ate N from the menu under the Students tab ut The List Search feature for students operates similar to the other list search features in the system Searches can be run on any of the fields listed by manning the field with a check and N List Search Option in Drop down Navigation entering the text to search for in the text box To search on a specific field such as last name click on the box in front of last name and type the first letter of the seer name to search for and click SEARCH O SEARCH P O Last Name Field P Search Button If no search criteria are desired click on List All and a list of all students will be eyes een displayed Estan Q Q List All Link www iccbdaisi org FY08 User Ma
4. BEST Literacy Enter the appropriate test date and select BEST Literacy as the test type Select the form from the drop down list Enter the raw score for the Reading and Writing sections The system will automatically calculate the remaining fields This is the recommended method for purposes of accuracy However you also have the option to enter the scale score directly if you have manually converted the Reading and Writing scores from raw to scale and combined them together The only acceptable scale score for a Screener is 0 The scale score range for Forms B C and D is 0 78 Data and Information System Illinois Students Bio Demo Status Test Info Class Info Goals Achievements Student Notes Custom Fields EL Civics Student Name Caldwell John Data and Information System Illinois Students Bio Demo Status Test Info CI Student Name Caldwell John BEST Literacy BEST Plus CELSA SS TABE M vst TABE R SS Test Type Drop down Menu Data and Information System Illinois Students Bio Demo Status Student Name Caldwell John 07 01 2006 mm dd yyyy Test Type _ BEST Litera fB l l 32 TT Form Drop down Menu UU Reading Raw Score WV Writing Raw Score WW Scale Score www iccbdaisi org FY08 User Manual January 1 2007 84 Students dais If additional hours outside of class were used for the assessment enter them in the space provided The additiona
5. Bio Demo Status www iccbdaisi org FY08 User Manual 08 Food Stamps Only 91 92 93 Medical Assistance for Aged Blind Disabled 94 96 Medical Assistance Only for TANF Eligible because of Medical Expenses Breakdown Digits 1 2 Public Aid category identifier Digits 3 5 Local county identifier Digits 6 7 When check is paid Digits 8 13 Student client identifier GG Employment Drop down Menu HH H k k Field Hours Worked Per Week Fie January 1 2007 Students Public Assistance Select whether or not the student is considered Public Assistance using the yes no radio button option If the student receives public assistance a 13 digit ID number is required The approved ID s are highlighted in the grid to the right of the input area Enter the ID number even if it is not categorized as approved The ID number will be validated and the student will automatically be classified as approved or other Both classifications are eligible for public aid funding when enrolling in a class but the units of instruction for students with other non approved ID s will be placed in the 10 category on the Public Aid Master List Only students with accepted ID s will have their units of instruction included in the 90 category 90 of the units of instruction generated and claimed for public assistance funding must be used to serve students in the eligible categories T
6. Employment Part time i On Public Assistance Urban Area with High Unemployment Q Neither Hours worked per week 20 O yes no 13 digit ID or _ PAID Not Available 90 10 Rule Compliance Enrolled In ICCB Family Literacy C Program for the Homeless C ICCB Workplace Literacy ICCB Volunteer Literacy M Correctional Facility C Community Correctional Program M Work based Learner Project C Other Institutional Setting Transportation C Requested Assistance M Received Assistance Date Received Any Activity Yes 7 5 Hours Activity Yes 12 Hours Activitiy Yes required if applicable Separation Separation Date Reason VIEW HISTORY N N Public Aid Identifiers Category Identifier 00 Refugee Resettlement 04 TANF Single Parent 06 TANF Two Parent 07 General Assistance 08 Food Stamps Only 91 92 93 Medical Assistance for Aged Blind Disabled 94 96 Medical Assistance Only for TANF Eligible because of Medical Expenses Breakdown Digits 1 2 Public Aid category identifier Digits 3 5 Local county identifier Digits 6 7 When check is paid Digits 8 13 Student client identifier required http www iccb org NN View History Button daisi Data and Information System Illinois http wwwiecb org Students Student Name Caldwell John SSN 712999999 lt lt Previous Next gt gt Disabled Resides in Employment Public Assistance
7. ICCB Family Literacy ICCB Workplace Literacy ICCB Volunteer Literacy Work based Learner Project Program for Homeless Correctional Facility Comm Correctional Program Other Inst Setting Transportation Requested Transportation Received FY2007 Unknown Neither Part time 20 hrs wk www iccbdaisi org FY08 User Manual January 1 2007 81 Students Separation A separation should be entered when a student leaves the program for any reason This differs from a class exit as a student may exit one or more classes but remain enrolled in the program Only a separation signifies that the student has left the program Separations are very important to enter when students become inactive because per NRS guidelines follow up outcomes are only measured for students who are separated from the program If a separation is entered and the student then returns the separation does not need to be manually deleted Entering any activity for the student i e testing attendance will automatically re instate the student s Active status Students should be coded as separating when 1 Instruction ends and the student indicates he or she will not be returning 2 The learner terminates or 3 Astudent has not received instruction for 90 calendar days and is not scheduled to receive further instruction A sample Separation Form can be found in Section 17 of the AE amp FL Provider Manual to assist providers
8. 2 Public Aid category identifier igits 3 5 Local county identifier KK igits 8 13 Student client identifier Separation Separation Date Reason required http www iccb org KK Transportation Section www iccbdaisi org FY0O8 User Manual January 1 2007 80 Students dais Activity The system automatically identifies the activity status for each student No data entry is required When each of the required areas is completed click on UPDATE to save the changes NOTE The View History button is located just above the Public Aid Identifiers Clicking on the button will open a pop up window that will display a history comparison of status information for the student across fiscal years Close the window to return to the data entry area of the system daisi Help Logout Data and Information System Illinois http www iccb org Home Students Classes Courses Students A di Instructors Funding Administration Reporting Search Results Bio Demo Status Test Info Class Info Goals Achievements Student Notes Custom Fields EL Civics Student Name Caldwell John SSN 712 99 9999 Fiscal Year 2007 Unknown B gt Rural Area Disabled Resides in Employment Part time By On Public Assistance O yes no Urban Area with High Unemployment D Neither Hours worked per week 20 13 digit ID Tor _ PAID Not A
9. Scl GLE GLE oat MMM 4 6 496 18 5 2 0 60 10 26 2006 post 491 5 Total TABE Reading Gain 1 List of tests not matching current class enrollment requirements Date Type Form Lvi Raw Raw Scale Scl GLI http www iccb org MMM Raw Score Scale Score and GLE Columns www iccbdaisi org FY08 User Manual January 1 2007 89 Students NRS Level National Reporting Standards If based on post test results the student has gained at least one NRS level a YES will appear If not then the field will display No signifying no levels have been completed Delete Allows you to delete a test score from the system GED and Constitution Tests GED and Constitution Tests can be added to a student s profile To enter a GED test click on the Add GED link on the lower part of the screen Enter the GED test date the Foreign Language GED status and the Passed Status If optional scores are entered the system will calculate a GED pass and will mark the Passed status for the test Click on SUBMIT to save the information NOTE GED Pass data is collected by the ICCB via statewide data matching However self reported GED s can be entered into the system when available Data and Information System Illinois Students Add Edit Details Bio Demo Status Test Info Class Info Goals Achievements Student Notes Custom Fields EL Civics Student Name Caldwell John SSN 712 99 9999
10. be displayed on the Test Info screen Class Info The third screen of student data displays student class information As students attend classes and generate units of instruction this section of their file will present a summary of their participation It presents a snapshot of classes attended during the current fiscal year as well as exited classes The top half of the display shows the aggregate hours for the selected student On the left hours are broken out into instructional categories and totaled at the bottom These figures include hours for all classes in which the student is enrolled for the selected fiscal year On the right a display of contact hours for the selected fiscal year is displayed The Contact Hours total includes Assessment hours Attendance hours and Miscellaneous hours Assessment hours are aggregated from the Number of hours if assessed outside of class field in connection with each progress test entered for the student NOTE Please see the Appendix for definitions of attendance hours units of instruction and contact hours presented on the class info screen Data and Information System Illinois Students emo S QQQ RRR 09 25 2006 9 RRR Class Info Link Data and Information System Illinois Students SSS ABE 4800 SSS Aggregate Hours www iccbdaisi org FY08 User Manual January 1 2007 92 Student
11. display This option is accessible from all student data screens Record Indicator The record indicator navigation is a counter displayed on the student screens in a format such as lt lt 4 of 10 gt gt The record indicator provides an ability to move directly to the next student in the search results without leaving the current screen In this example the lt lt 4 of 10 gt gt indicator on the screen indicates there are 10 students in the search results with information to be reviewed Clicking on the arrows to the right gt gt will move to the next student in the list Clicking on the arrows to the left lt lt will move to the previous student in the list This allows review or entry for more than one student without having to return to the search list This feature is available from any student screen with the record indicator display The results are in sets of 10 students therefore after reviewing the 10th student in the list return to the Search Results and click to go to the next page Select a student to edit and the record selector will be reset to the next 10 students in the search results list Data and Information System Illinois Students Sta us CC Record Indicator BB CC www iccbdaisi org FY08 User Manual January 1 2007 75 Students daisi Bio Demo Student Bio Demo information can be updated at any time by modifying the
12. of Birth Gender Marital Status is ig nicity Mispanic Latino Country of Origin English is second language yes no i E Last Name and First Name Fields Data and Information System Illinois Students Bio Demo F Duplicate Warning Message www iccbdaisi org FY08 User Manual January 1 2007 68 Students dais Select gender marital status optional and ethnicity from the drop down lists provided Country of origin and native language can be recorded for students when applicable and if desired Contact Information Address information is required for each student while phone numbers email addresses and emergency contact information are optional daisi Help Logout Data and Information System Illinois http www iccb org Home Students Classes Courses Instructors Funding Administration Reporting Students f Bio Demo Biographic Demographic A student is found with same SSN John Caldwell SSN 712 99 9999 Last Name First Name Middle Name Middle Name Marital Status B English is second language yes Ethnicity Hispanic Latino generate Student ID Changed Last Name Changed First Name Date of Birth Suffix Date of Birth 8 O no Native Language Spanish Address 1 City State illinois 3 Work Phone 7 1 f Ext Home Pho
13. with the separation process Data and Information System Illinois Students E tails ne Search Results Bio Demo Status Test In 5 lt lt gt gt VIEW HISTORY Unknown Public Aid Identifiers gt Neither Category Identifier 00 Refugee Resettlement 04 TANF Single Parent 06 TANF Two Parent 07 General Assistance 08 Food Stamps Only Medical As the Homeless Disabled 94 96 Medical Assistance Only for TANF Eligible because of Medical Expenses sistance for Aged Blind Breakdown Transportation Digits 1 2 Public Aid category identifier Q Requested Assistance Digits 3 5 Local county identifier Digits 6 7 When check is paid Digits 8 13 Student client identifier Any Activity OO Separation Date Field PP Reason Drop down Menu OO PP www iccbdaisi org FY08 User Manual January 1 2007 82 Students dais NOTE The Met Personal Objective separation reason should only be selected when the student has met one of the following e Post tested into a higher NRS level and left the program e Passed the GED Test or obtained a high school diploma and left the program e Entered postsecondary education and left the program e Obtained Vocational Completion and left the program e Obtained U S Citizenship and left the program Appropriate documentation supporting the selection of the Met Personal Objective separation reason must be mainta
14. Cat Fund Src Exit Date s 07 10 2006 ABE WWW Enroll in New Class Button Data and Information System Illinois Classes Courses Instructors Funding Administration Reportin asses Class Roster Enroll Student Name Caldwell John SSN 99 Date of Birth 04 13 1950 www iccbdaisi org FY08 User Manual January 1 2007 94 Students The Student Start Date will default to the start date of the class The student start date can be changed manually or the system will automatically update it to the enrollment date when attendance is entered for the student Click on ENROLL to save the information that has been entered to complete enrollment for the student Goals Achievements The fourth screen of student data displays student goals and achievements Students are required to have at least one primary goal each fiscal year Select a primary goal for the student and enter the date the goal was set When the goal is achieved please return and enter it in the Date Achieved field The Date Entered and Date Modified fields will be updated by the system automatically Data and Information System Illinois ors Funding Administration eportin asses Class Roster Enroll Student Name Caldwell John Date of Birth 04 13 1950 ABE Fall FY07 Data and Information System Illinois Classes Courses Instructors Students E Bio Demo Status Student Name C
15. ERNTS provided for recording custom data Cccc Setting up custom fields allows you to create areas in which to collect data otherwise not collected within the system http www iccb org CCCC Custom Fields Link Instructions for setting up custom fields are included in the Administration section of this manual The data for the student custom fields you have established can be entered here Enter the information in the space provided and click on SUBMIT to save the changes NOTE The custom fields are defined in the Administration tab under the Utilities menu option EL Civics The seventh and final screen of student data is provided to record EL Civics competencies for students that receive funding in that area Data and Information System Illinois Students Bio Demo Sta DDDD DDDD EL Civics Link www iccbdaisi org FY08 User Manual January 1 2007 98 Students If a student is not funded with EL Civics the screen will state the selected student is not funded by EL Civics If a student is funded by EL Civics he she should accomplish a specific number of competencies per unit of instruction An alert is displayed for any student who is in non compliance Please see Section 5 AE amp FL Provider Manual for further information regarding competency requirements Competencies are recorded by entering the date they are completed selecting the category from the drop down list provided
16. General Assistance 08 Food Stamps Only 91 92 93 Medical Assistance for Aged Blind Disabled 94 96 Medical Assistance Only for TANF Eligible because of Medical Expenses Breakdown Digits 1 2 Public Aid category identifier Digits 3 5 Local county identifier Digits 6 7 When check is paid Digits 8 13 Student client identifier Separation Separation Date FF Resides In Status www iccbdaisi org FY08 User Manual January 1 2007 77 Students Employment Full and Part Time Full time people work 37 5 or more hours per week while part time people work less than 37 5 hours per week This includes learners who work as paid employees work in their own business or farm or who work 15 or more hours per week as unpaid workers on a farm or in a business operated by a member of the family Also included are learners who are not currently working but who have jobs or businesses from which they are temporarily absent Hours worked per week must be entered for all employed students Select either Full time or Part time from the Employment drop down and enter the number of hours worked per week Unemployed Learners who are not working but are actively seeking employment The individual has made specific efforts to find a job and is available for work Not in Labor Force Learners who are not employed and are not actively seeking employment Data and Information System Illinois Students
17. Students dais There are three functions provided under the Students tab Add Students Data and Information System Illinois Home Students Classes Courses Instructors Funding Administration List Search and Set Defaults A Students Tab ADD STUDENTS Students are added by entering the n appropriate required biographic a 63 l s i demographic data after selecting the Add Student link from the menu under the Students tab Student information is divided into sections to help streamline the data entry process Default values can be set for fields to avoid repetitive data entry Setting student defaults is discussed later in this section Required fields are marked with a red B Add Students Option in Drop down Menu asterisk Fields marked with a blue asterisk are required if they are applicable to the individual student www iccbdaisi org FY08 User Manual January 1 2007 66 Students dais Bio Demo Biographic Demographic o All available information should be Sa added for each student Required fields are denoted with a red asterisk Biographic Demographic C Biographic Demographic Section If the student has a valid social security number it is important to enter it here to allow the student s achievements a Biographic Demographic to be captured via statewide data ne D aon GO01 62 014 generate matching If none i
18. aldwell John SSN 712 99 9999 XXX Goals Achievements Link YYY Goals Section www iccbdaisi org FY0O8 User Manual January 1 2007 95 Students dais Clicking on the LEGEND button will open a pop up window with goal definitions displayed The first five definitions relate to goals that are data matched where the ICCB conducts Statewide data matching on all students selecting the goal in order to track outcomes The remaining goals are self reported by your program However whenever you have goal achievement data even for data matched goals please enter it into the system Please see Sections 4 and 7 of the AE amp FL Provider Manual for additional information on the NRS and Goal Setting The service center network in IL provides mandatory NRS training throughout the state on an on going basis as well Click on the VIEW HISTORY button to display the history of goals for a student over multiple fiscal years in a pop up window Close the window to return to the Goals Achievements page Legend data matched goal self reported goal Obtain a Job Obtain full or part time employment Retain Current Job Upgrade skills to enable retention of current job Improve Current Job Obtain a job that has increased pay or benefits higher level of responsibility or that requires a higher level of skill compared to current or most recent job Earn GED Secondary Education Achieve suf
19. and then selecting the competency Click ADD to save the changes Data and Information System Illinois Home Students Classes Courses Instructors Students Bio Demo Status Data and Information System Illinois Students Ad e Status T Student Name Lee Ahn Alert Insufficient compentencies finish 1 07 unit of instruction but has only 0 competencies E E E E ate Achieved MM DD YYYY wr EEEE Competencies Alert Data and Information System Illinois Students Bio Demo Status Date Achieved 06 02 2006 MM DD YYYY Category The Democra tic Process B F F F F Competency 2 List the requirements for voting in the United States FFFF Add Competencies www iccbdaisi org FY08 User Manual January 1 2007 99 Students daisi Competencies achieved are listed at the bottom of the screen SET DEFAULTS Default values can be set for data entry of student information The default values set will be displayed each time a new student is entered To set up student defaults select the Set Defaults link from the Student navigation tab daisi Data and Information System Illinois http www iccb org Home Students Classes Courses Instructors Funding Administration Reporting Students Add Edit Details Bio Demo Status Test Info Class Info Goals Achievements Student Notes Custom Fields EL Civics lt Pre
20. d by student Click the 120 day Test link to modify test settings Clicking Yes will set the system to use a 120 day eligible test as a pre test Clicking No will set the system to use the first test of the current fiscal year as the pre test On the example to the right John Caldwell is not using any 120 day eligible tests within the system as the pre test Check the appropriate radio buttons and click SUBMIT to save the changes Data and Information System Illinois Classes Courses Instructors Funding Administration eportin Students Bio Demo Status GGG otal TABE Reading Gain 13 List of tests not matching current class enrollment requirements Type Form Lvl Raw Raw Scale Scl GLE GLE NRS Level http www iccb org GGG Pre Post Test Designation Data and Information System Illinois Students Bio Demo Sta HHH Students Bio Demo Status T Student Name Caldwell John SSN 712999999 www iccbdaisi org FY08 User Manual January 1 2007 88 Students NOTE Students dually enrolled in more than one instructional type will have more than one pre and post test series counted in connection with each type of instruction For example a student attending both an ESL and ABE class within one fiscal year will be required to have an ESL test and a TABE Reading test The system will automatically identify the pre post test status for each test based upon the t
21. elect the form and level from the ee drop down lists Enter the raw score for the Computation and Applied Math sections The system will automatically calculate the remaining fields This is the recommended method for purposes of accu racy AAA Computation Score BBB Applied Math Score Allowable score ranges are located in Forms7 amp 8 si eal Leves Rane l No Level L Click on SUBMIT to save the changes 217 599 242 669 286 734 332 775 Forms 9 amp 10 Range 180 515 217 599 M 242 669 Do 286 734 332 775 O TABE Reading Enter the test date and select TABE R as the test type eons Select the form and level from the drop CCC down lists Enter the raw score for the Reading section and the system will automatically calculate the remaining fields This is the recommended method for purposes of accuracy CCC Reading Raw Score However you also have the option to enter the scale score directly if you have manually converted the Reading score from raw to scale www iccbdaisi org FY08 User Manual January 1 2007 86 Students Allowable score ranges are located in the grid to the right Click on SUBMIT to save the changes Progress Test Display Order of Tests Once test results are entered they are listed on the main test screen Click the Data and Information System Illinois Students link on the test date to display the test details DDD ra EEE No
22. er Manual January 1 2007 93 Students Students can be enrolled in a new class directly from this screen very similar to enrolling students from a selected class To enroll the selected student in a new class click the ENROLL IN NEW CLASS button Enroll a student by typing the first few letters of the Class Section No and then highlighting and selecting the appropriate class from the drop down list displayed If the Class Section No is unknown click the SEARCH button and use the pop up window to search for a class using the search parameters available Find an appropriate class in the list and select the radio button next to the name to select it Then click SUBMIT to select it and return to the enrollment screen If the class involves only one instructional category the category will be automatically filled in If the class serves more than one instructional category such as ABE ASE the system will automatically insert the instructional category if the student has a valid pre test entered at the time of class enrollment Otherwise you will need to manually select ABE or ASE from the drop down menu In addition the funding source will be the default funding source that was set up for the class If other options are available they will be listed in the drop down list for selection Data and Information System Illinois Students Bio Demo Status WWW Start Time Inst
23. ficient skills and credit hours to earn a state accredited secondary diploma or pass the test of General Educational Development Enter Post Secondary Education Training Achieve skills to enable enrollment in a postsecondary education program or job training program Improve Basic Literacy Improve overall foundational reading writing and math literacy skills Improve English Language Improve overall skills in the English lanquage i e speaking reading writing Obtain Citizenship Skills Obtain skills to pass the citizenship test Achieve Work Based Project Learner Goal Obtain the skills needed to complete a project learner activity i e a course of 12 30 hours duration designed to teach specific workplace skills Other Personal Goal Any other goal related to instruction with a clearly definable outcome such as passing a driver s test Data and Information System Illinois Students View Goals History Student Name Caldwell John SSN 712999999 07 03 2006 11 22 2006 11 22 2006 Other Personal Goal ry 07 03 2006 Secondary Goal Date Achieved Secondary Goal Date Entered 11 22 2006 Secondary Goal Date Modified www iccbdaisi org FY08 User Manual January 1 2007 96 Students Additional achievements are recorded in the lower half of the goals achievements screen Items with a blue asterisk obtained a high school diploma completed vocational program received US citize
24. fields available and clicking SUBMIT Please refer to the Add Students section for field details A message will appear in green at the top of the display if changes are updated successfully Status The second screen of student data concerns the status of the student at the time of entry into the program each fiscal year It is a snapshot of status at the time of entry each year and should not be modified should the student s status change during the year Fill in all of the required information using the drop down lists provided NOTE Fields are required only when they apply For example if the student is unemployed hours worked per week can be left empty Fiscal Year Displays the year currently set in the system Students Ad tus Bio Demo Students Help Logout Data and Information System Illinois http www iccb org Home Students Classes Courses Instructors Funding Administration Reporting adent Notes Custom Fields EL Civics Biographic Demographic SSN 712 99 9999 enerate Student ID Last Name Caldwell Changed Last Name First Name John Changed First Name Middle Name uffix Date of Birth Marital Status Single English is second language O yes Education Employment Returning student in FYO7 yes no Number of school years completed le Last school attended US GED upon entry to program yes no US diploma up
25. ined in student folders i e post tests GED scores Test Info The third screen of student data contains test information All pre post and progress tests should be entered here The system will automatically identify the pre post status With the exception of Foreign Language GED and Vocational instruction students must be pre and post tested The system will generate errors and exclude students from reporting who do not meet policy requirements for inclusion Please see Section 4 0 of the AE amp FL Provider Manual for a complete description of intake and assessment requirements Add Progress Test Test results are added for students by selecting the Add New link QQ Test Info Link RR Add New Link www iccbdaisi org FY08 User Manual January 1 2007 83 Students Each of the tests will prompt you to enter the information appropriate for that test All required tests include auto calculating features that will generate results and levels automatically as you enter test data First you must enter the Test Date The date format is mm dd yyyy and the separators will be inserted for you Next select the Test Type from the drop down list provided Once the Test Type has been selected the input options will change accordingly for the selected test type Then enter the information relevant to the selected Test Type Each test type is discussed in detail in the next few pages of this document
26. isi Help Logout Data and Information System Illinois httpy wwwieeb org Home Students Classes Students A Bio Demo Status Test Info Class Info Goals Achievements Student Notes Custom Fields EL Civics Student Name Caldwell John SSN 712 99 9999 Fiscal Year 2007 Disabled Unknown B Resides in O Rural Area Urban Area with High Unemployment Employment Part time Hours worked per week 20 On Public Assistance O yes no 13 digit ID or L PAID Not Available 90 10 Rule Compliance Enrolled In C ICCB Family Literacy l ICCB Workplace Literacy M ICCB Volunteer Literacy _ Correctional Facility l Work based Learner Project C Other Institutional Setting Any Activity Yes 7 5 Hours Activity Yes 12 Hours Activitiy Yes required if applicable C Program for the Homeless C Community Correctional Program Instructors Funding Administration Reporting Search Results VIEW HISTORY HISTORY Public Aid Identifiers Category Identifier 00 Refugee Resettlement 04 TANF Single Parent 06 TANF Two Parent 07 General Assistance 08 Food Stamps Only 1 92 93 Medical Assistance for Aged Blind isabled 4 96 Medical Assistance Only for TANF ligible because of Medical Expenses reakdown J J igits 1 2 Public Aid category identifier igits 3 5 Local county identifier igits 6 7 When check is paid Digits 8 13 Student client identifie
27. istration Reporting Students Add Edit Details Search Results Bio Demo Status Test Info Class Info Goals Achievements Student Notes Custom Fields EL C Student Name Caldwell John SSN 712 99 9999 Progress Tests 120 day Test Add New List All Fiscal Year 2007 Date Pre Post Form Lvi Raw Raw Scale Scl GLE GLE NRS Level NRS Delete 07 03 2006 pre 9 M 30 478 4 6 Low Intermediate Basic Education Delete 09 05 2006 10 M 34 496 18 5 2 0 60 Low Intermediate Basic Education 0 Delete 10 26 2006 post 9 M 33 491 5 5 1 0 10 Low Intermediate Basic Education 0 Delete Total TABE Reading Gain 13 0 5 Date Type Form Lvl Raw Raw Scale Scl GLE GLE NRSLevel NRS Delete 07 01 2006 Best Plus 360 Beginning Literacy Delete GED and Constitution Tests aq Add const P P P Type Test Date Passed Foreign GED Update Delete PPP Add Const Link Help Logout Data and Information System Illinois http www iecb org Home Students Classes Courses Instructors Funding Administration Reporting Students Add Edit Details lt Student Test Info Bio Demo Status Test Info Class Info Goals Achievements Student Notes Custom Fields EL C Constitution Test Student Name Caldwell John Test Date 05 01 2006 OS mm dd yyyy Passed yes O no www iccbdaisi org FY08 User Manual January 1 2007 91 Students The results will
28. l testing hours will be counted as Contact Hours and will be displayed in the Contact Hours area on the Class Info screen for the student Click on SUBMIT to save the changes BEST Plus Data and Information System Illinois Enter the appropriate test date and iia sa Sees eT Students e Student Test Info Bio Demo Status Test In select BEST Plus as the test type Enter the Scale Score and the system a will automatically calculate the S P L field and NRS Level The allowable scale score Is 88 999 XX Scale Score Enter the number of hours assessed outside of class if applicable Click on SUBMIT to the save changes CELSA Enter the test date and select CELSA as een e es Courses In ors Funding Administration Reporting the test type ee uaa Student Name Caldwell John 06 mm dd yyyy Test Type CELSA pa YY Select the correct form and enter the ZZ raw score The allowable raw score for both forms is 20 75 The S P L field and NRS Level will be automatically calculated by the system Enter the YY Form Drop down Menu number of hours assessed outside of Get T eare class as appropriate Click on SUBMIT to save the changes www iccbdaisi org FY08 User Manual January 1 2007 85 Students TABE Math Enter the test date and select TABE Math as the test type Data and Information System Illinois Students Bio Demo Status S
29. n existing student The edit student display provides additional navigation options as well Student Section Links The student records are split into multiple screens for ease of data entry Each section is accessible via sub navigation links located directly below the Students Add Edit Details graphic Click on a link to view the selected section of student data Data and Information System Illinois Home Students Classes Courses Instructors Students List Sez Results Previou of3 Next gt Puea Ada New New Ss 2 e Last First Name MI Date of Birth Status Test Info Q Funding Administration Reporting 12 23 1980 02 14 1979 01 30 1980 04 13 1950 08 05 1974 05 05 1962 12 01 1970 02 02 1983 11 08 1981 Vv Vv Vv Vv Vv Vv Vv Vv Vv Vv 07 12 1977 lo In Id MNN NNN HEM HH ee e je je je je je e le Z Add New Link Data and Information System Illinois Education Employment Returning student in FY07 yes no Number of school years completed 6 Last school attended US GED upon entry to program yes no US diploma upon entry to program yes no AA Student Section Links AA www iccbdaisi org FY08 User Manual January 1 2007 74 Students Return to Search Results To the right of the Students Add Edit Details graphic is an option to return directly to the search results
30. nal Setting Transportation C Requested Assistance Received Assistance Date Received Any Activity Ye 7 5 Hours Activity Yes 12 Hours Activitiy Yes required if applicable Public Aid Identifiers E E Category Identifier 00 Refugee Resettlement 04 TANF Single Parent 06 TANF Two Parent 07 General Assistance 08 Food Stamps Only 91 92 93 Medical Assistance for Aged Blind Disabled 94 96 Medical Assistance Only for TANF Eligible because of Medical Expenses Breakdown Digits 1 2 Public Aid category identifier Digits 3 5 Local county identifier Digits 6 7 When check is paid Digits 8 13 Student client identifier Separation EE Disabled Drop down Menu Data and Information System Illinois Students i Bio Demo Status Test Info Class Info Goals Achievements Student Notes Custom Fields EL Civic Student Name Caldwell John SSN 712 99 9999 13 digit ID or L PAID Not Available 90 10 Rule Compliance Enrolled In ICCB Family Literac y L Program for the Homeless M ICCB Workplace Literacy C Correctional Facility Vv ICCB Volunteer Literacy y gt Community Correctional Program O Work based Learner Project Other Institutional Setting e 7 5 Hours Activity Yes 12 Hours Activitiy Yes required if applicable VIEW HISTORY Public Aid Identifiers ai ory Identifier F F 00 Refugee Resettlement 04 TANF Single Parent 06 TANF Two Parent 07
31. ne d 1 T Date Changed Date Changed Gender Gender Country of Origin SSR G Address 2 Mobile Phone 7 Emergency Contact Last Name Contact Number Education Employment Returning student in FY07 yes US GED upon entry to program yes 9 no Number of school years completed rd First Name Relationship no US diploma upon entry to program Occupation Zip Code I Email O yes no ate Last school attended G Additional Biographic Demographic Fields daisi Help Logout Data and Information System Illinois http www iccb org Home Students Classes Courses Instructors Funding Administration Reporting Students Bio Demo Biographic Demographic SSN Last Name First Name Middle Name Marital Status _ i Ethni English is second language yes generate Student ID Changed Last Name Changed First Name Suffix Date of Birth icity _ Hispanic Latino B D no Native Language Spanish Country of Origin T Date Changed Date Changed Gender Contact Information Address 1 City State Home Phone Emergency Contact Last Name Contact Number DI Education Employment Returning student in FY07 O yes O no US GED upon entry to program yes Address 2 Zip Code Email Illinois B Work Phone yf E
32. nship are required to be checked if applicable to the student These achievements are self reported and are not identified via statewide data matching Click on UPDATE to save the changes Click VIEW HISTORY to display the student s achievements over multiple fiscal years in a pop up window Close the window to return to the Goals Achievements page Student Notes The fifth screen of student data is provided to allow space for notes to be entered concerning the student Enter any comments and click on the SUBMIT button to save the changes Data and Information System Illinois Students A Bio Demo Status Student Name Caldwell John SSN 712 99 9999 ZZZ AAAA ZZZ View History Button AAAA Achievements Section Data and Information System Illinois Students Vie Student Name Caldwell John SSN 712999999 High School D iploma Entered Academic or VOC Program Read more to Children ICCB FL Involvment Cl hildren Schooling ICCB FL Active in ICCB Data and Information System Illinois Students Ac Bio Demo Status B B B B BBBB Student Notes Link www iccbdaisi org FY08 User Manual January 1 2007 97 Students dais The historical notes will be displayed in the lower section of the screen Data and Information System Illinois Students Bio Demo Sta Student Name Caldwell John SSN 712 99 9999 Custom Fields The sixth screen of student data is cA ERRNO URETRET
33. nt in FYO7 O yes no Number of school years completed Last school attended US GED upon entry to program US diploma upon entry to program yes no O yes no Occupation SUBMIT CANCEL HHHH Set Default Option in Drop down Navigation www iccbdaisi org FY08 User Manual January 1 2007 100 Students Each field of student information can have a default value The default values set will be displayed each time a new student is entered For example setting the Gender field to Female will result in Female being selected in the Gender field for all new students You are able to adjust the selection to Male when needed When all the defaults have been entered click on SUBMIT to save the changes Data and Information System Illinois Student SUBMIT JJJJ Illl Gender Drop down Menu JJJJ Submit Button www iccbdaisi org FY08 User Manual January 1 2007 101
34. nual January 1 2007 72 Students The students matching the selected criteria will appear in list form on the page The students are listed in ae Data and Information System Illinois alphabetical order by last name and a aa R the results are broken up into lists of moo a 2 i ten students each To view the next ten amn a amn S m x i students in the list click the next link at a g ie the top of the screen 3 e i S x i 5 B n i The search criteria are listed at the i bottom of the screen and the list can be refined by altering search criteria and clicking the SEARCH button again R Previous and Next Links Clicking on the name link of the student will bring up the student s record for Data and Information System Illinois review and editing Each of the icons Seneca s to the right of the student s name are T quick links directly to the indicated U page of the student record Students may be deleted directly from V the search list by selecting Delete W X Y S Bio Demo Link T Status Link U Test Info Link V Custom Fields Link W Notes Link X Goals Link Y Class Info Link www iccbdaisi org FY08 User Manual January 1 2007 73 Students dais If the student is not located when searching a new student can be added to the system by selecting Add New from the Students sub menu EDIT STUDENTS Clicking on a student name from the Student List Search page provides the ability to edit a
35. o Biographic Demographic I Education Employment Section J Returning Students Radio Button Data and Information System Illinois Students Adc Bio Demo Biographic Demographic K Occupation Field Data and Information System Illinois Students sign O www iccbdaisi org FY08 User Manual January 1 2007 70 Students daisi When all of the data has been entered click on the SUBMIT button to save If the information is saved successfully a green success message will be displayed If there are errors or issues with the data entered an error message will be displayed so that information can be corrected daisi Help Logout Data and Information System Illinois http www iccb org Home Students Classes Courses Instructors Funding Administration Reporting Students Add Details Search Results Status Test Info Class Info Goals Achievements Student Notes Custom Fields EL Civics Previous 4 0f 10 Next gt Updates have been saved for this section L SSN 712 99 9999 generate Student ID Last Name Caldwell Changed Last Name l Date Changed First Name John Changed First Name l Date Changed Middle Name Suffix Date of Birth 04 13 1950 Gender Male ww Marital Status Single i Ethnicity _ Black African American 5B Country of Origin English is second language yes
36. o assign students to public aid funding in the 10 category when they do not receive public assistance select Yes and PA ID Not Available Data and Information System Illinois Students Bio Demo Status Public Aid Identifiers Category Identifier 94 96 Medical Assistance Only for TANF Eligible because of Medical Expenses Breakdown Digits 1 2 Public Aid category identifier Digits 3 5 Local county identifier Digits 6 7 When check is paid Digits 8 13 Student client identifier Il Public Assistance Public Aid Identifiers Category Identifier 00 Refugee Resettlement 04 TANF Single Parent 06 TANF Two Parent 07 General Assistance 08 Food Stamps Only 91 92 93 Medical Assistance for Aged Blind Disabled 94 96 Medical Assistance Only for TANF Eligible because of Medical Expenses Breakdown Digits 1 2 Public Aid category identifier Digits 3 5 Local county identifier Digits 6 7 When check is paid www iccbdaisi org FY08 User Manual January 1 2007 79 Students dais Enrolled In Place checkmarks in any all applicable boxes NOTE Please refer to the Students Status Information Enrolled In Definitions section of the Appendix for a definition of each Enrolled In option Transportation These are optional fields that can be used to track the need for and use of transportation assistance Place checkmarks in any all applicable boxes da
37. on entry to program yes no Data and Information System Illinois DD Student Name Caldwell John SSN 712 99 9999 Fiscal Year 2007 Public Aid Identifiers Resides in Rural Area Urban Area with High Unemployment Category Identifier Employment Part time On Public Assistance O yes no 00 Refugee Resettlement 04 TANF Single Parent 06 TANF Two Parent 07 General Assistance 08 Food Stamps Only Hours worked per week 20 13 digit ID or L PAID Not Available 90 10 Rule Compliance Enrolled In 91 92 93 Medical Assistance for Aged Blind ICCB Family Literac y Program for the Homeless Disabled ICCB Workplace Literacy Correctional Facility 94 96 Medical Assistance Only for TANF ause of M gt s Eligible becau jedical Expense Vv ICCB Volunteer Literacy gt Community Correctional Program O Work based Learner Project C Other Institutional Setting Breakdown Digits 1 2 Public Aid category identifier Digits 3 5 Local county identifier Digits 6 7 When check is paid Digits 8 13 Student client identifier 7 5 Hours Activity Yes 12 Hours Activitiy Yes required if applicable Separation Separation Date DD Status Link www iccbdaisi org FY08 User Manual January 1 2007 76 Students Disabled Default is set to Not Disclosed Please select disability status from the drop down list when available Learner has a record of
38. or is regarded as having any type of physical or mental impairment or disability that substantially limits or restricts one or more major life activities including walking seeing hearing speaking learning and working Referring agency can tell the program learner can tell the program or program can assess the disability Resides In Default is set to Neither Please select the appropriate status based upon the student s area of residence Rural Area is defined as an area that has less than 2 500 inhabitants and is outside an urbanized area Urbanized Area with High Unemployment is defined as an urbanized area that has a population of 50 000 or more in a city and adjacent areas of high density Neither is used when neither of these definitions apply Data and Information System Illinois Help Logout http www iccb org Home Students Classes ourses Instructors Students E Bio Demo Status Test I Student Name Caldwell John SSN 712 99 9999 Fiscal Year 2007 Disabled U nk nown residesin Not Disclosed Not Disabled Physical Impairment On Public Assi Mental Impairment 13 digit ID Learning Impairment 0 Rule Compliance Enrolled in Multiple Disabilities ICCB Family Literacy y C Program for the Homeless Employment gt ICCB Workplace Literacy C Correctional Facility ical ICCB Volunteer Literacy C Community Correctional Program C Work based Learner Project L Other Institutio
39. r Separation Separation Date Reason required JJ Enrolled In Section daisi Data and Information System Illinois Home Students Classes Students Ac Bio Demo Status Test Info Class Info Goals Achievements Student Notes Custom Fields EL Civics Student Name Caldwell John SSN 712 99 9999 Fiscal Year 2007 Disabled Unknown B Resides in O Rural Area Urban Area with High Unemployment Employment Part time Hours worked per week 20 On Public Assistance O yes no 13 digit ID I or L PAID Not Available 90 10 Rule Compliance Enrolled In L ICCB Family Literacy L Program for the Homeless C ICCB Workplace Literacy C Correctional Facility wv ICCB Volunteer Literacy C Community Correctional Program C Work based Learner Project L Other Institutional Setting Transportation l Requested Assistance C Received Assistance Date Received 12 Hours Activitiy Yes required if applicable Help Logout http www iccb org Instructors Funding Administration Reporting Search Results VIEW HISTORY HISTORY Public Aid Identifiers Category Identifier 00 Refugee Resettlement 04 TANF Single Parent 06 TANF Two Parent 07 General Assistance 08 Food Stamps Only 91 92 93 Medical Assistance for Aged Blind Disabled 94 96 Medical Assistance Only for TANF Eligible because of Medical Expenses Breakdown igits 1
40. s Miscellaneous contact hours can also be added from the contact hours area of the screen Enter the date select a type from the drop down list and enter the number of hours Click the ADD button save The new totals will reflect the changes Click on the link for Miscellaneous Hours to display a detailed list of all Miscellaneous Contact Hours entered to date for the student The bottom half of the Class Info screen displays classes the student is enrolled in for the current fiscal year as well as the exited classes Clicking on the class section no from this screen allows the user to update the student fund source midterm amp final grades as well as class exit information Attendance information for the student can be entered for each class by clicking the Attendance icon on the far right Only attendance for this student in the selected class can be entered from this area To enter attendance for all students in a selected class please refer to the Classes section of the user manual Data and Information System Illinois Students TTT TTT Add Miscellaneous Contact Hours Data and Information System Illinois Data and Information System Illinois Students Bio Demo Status Test Info Cla Info Goals Achievements Student Notes Custom Fields EL Civics UUU Enter Student Attendance VVV Update Student Enrollment www iccbdaisi org FY08 Us
41. s available then ieg one can be generated by clicking on the generate link next to the input box This generated number will be a combination of alpha and numeric characters and will be unique for each student Data and Information System Illinois Student ID can be entered for programs who assign Student ID numbers D Generate Field Link www iccbdaisi org FY08 User Manual January 1 2007 67 Students Last name and first name are text fields Changed last name can be used in cases where the last name of the student is changed Keep the original last name as itis and enter the changed last name with a date to identify when the change was made Enter the date that the change was made Enter date of birth no separators are needed since they will be entered for you by the system The date format is mm dd yyyy The system will check for duplicates as you tab through social security number last name and birth date A warning message will be displayed if a duplicate is found Click on the link provided below the duplicate message to review the details of the duplicate student record NOTE The system will not allow two records with identical SSN fields Data and Information System Illinois Classes Courses Instructors Students Bio Demo Biographic Demographic SSN enerate m Changed Last Name Date Changed Last Name E hart ed First Name First Name Date
42. tice the tests that are required for pamena o n the classes the student is enrolled in sos aaa eo re are listed first on the screen Other tests that have been taken by the student are listed below as tests that do not match registered classes DDD Test Details Link EEE Required Tests FFF Additional Tests www iccbdaisi org FY08 User Manual January 1 2007 87 Students Pre Post Test Status Also note that the pre post test designation is determined by the system for any test s the student is required to take It is calculated based on the test date that is entered and the enrollment date of the student The pre test will automatically be the first test of the year aligning with the appropriate instructional category for student enrollment If the student is dually enrolled more than one pretest will be selected and displayed by the system The exception is the ability to carry over a test from the previous year if within 120 days of a student s enroll date To carry over a previous test please see the 120 day Test section below The 120 day Test section allows the user to manually override the first test of the year and use any valid 120 day test as the pretest The post test is the last test taken in the fiscal year 120 day Test The 120 day test link allows you to use last fiscal year s test as the pre test if it falls within 120 days of the student s class enrollment date This exception can be set by test an
43. vailable 90 10 Rule Compliance Enrolled In ICCB Family Literacy C Program for the Homeless C ICCB Workplace Literacy ICCB Volunteer Literacy Correctional Facility O Community Correctional Program M Work based Learner Project C Other Institutional Setting Transportation Any Activity Yes 7 5 Hours Activity Yes 12 Hours Activitiy Yes required if applicable Separation Separation Date Reason VIEW HISTORY Public Aid Identifiers Category Identifier 00 Refugee Resettlement 04 TANF Single Parent 06 TANF Two Parent 07 General Assistance 08 Food Stamps Only 91 92 93 Medical Assistance for Aged Blind Disabled 94 96 Medical Assistance Only for TANF Eligible because of Medical Expenses Breakdown Digits 1 2 Public Aid category identifier Digits 3 5 Local county identifier Digits 6 7 When check is paid Digits 8 13 Student client identifier L L required UPDATE nE LL Activity Section MM Update Button daisi MM Help Logout Data and Information System Illinois http www iccb org Home Students Classes Courses Student dit I Instructors Funding Administration Reporting Search Results Bio Demo Status Test Info Class Info Goals Achievements Student Notes Custom Fields EL Civics Student Name Caldwell John SSN 712 99 9999 Fiscal Year 2007 Unknown B O Rural Area Disabled Resides in
44. viou Student Name Lee Ahn SSN 123 45 6789 Help Logout Search Results is 40f10 Next Add Competency Date Achieved MM DD YYYY Category Competency oe ie List Compentencies Achieved Democratic Process 07 02 2006 Community Resources 07 20 2006 US School System none 1 Define and explain the importance of voting delete 3 Prepare a list of emergency telephone numbers for your community delete Health Services none Housing none GGGG Competenci es Archived Data and Information System Illinois Home Students _ Add Students List Search Student Set Default Values Biographic Demographic Set Defaults SSN generate Student ID Last Name Changed Last Name Date Changed First Name Changed First Name Date Changed Suffix Middle Name Marital Status _ E English is second language yes no Date of Birth Ethnicity _ Hispanic Latino E Country of Origin Native Language Spanish Contact Information Gender GGGG Help Logout http www iccb org Classes Courses Instructors Funding Administration Reporting HHHH Address 1 Address 2 City me Zip Code Email T Home Phone Work Phone Ext Mobile Phone Emergency Contact Last Name First Name Contact Number Relationship Education Employment Returning stude
45. xt Mobile Phone First Name Relationship i Number of school years completed no US diploma upon entry to program Occupation H Contact Information Section D yes no Last school attended www iccbdaisi org FY0O8 User Manual January 1 2007 69 Students Education Employment Supply the answers to the questions paying careful attention to the required ones The question related to returning student in FY07 will only be used for the first year of deployment This will indicate if a student history archive is present within the STAIRS system The system default answer is set to no however students imported from STAIRS will have a default answer set to yes as data is imported Last school attended and Occupation are optional fields To find an Occupation in the list click the SEARCH button to the right of the Occupation field Anew window will appear with a search box and an option to list all occupations starting with a specific letter Type in the keyword and click the SEARCH button A list of occupations containing the keyword will be displayed To assign an occupation to the student select the radio button to the left of the occupation title and click Assign at the bottom of the screen The window will close and return to the Add Student screen where the occupation is entered Data and Information System Illinois Students Bio Dem
46. ype of instruction received Please see section 4 0 of the AE amp FL Provider Manual for further information on dual testing policies and requirements NOTE Students receiving ESL instruction may have more than one ESL test type counted as a pre and post test series provided that test dates do not overlap For example a student may receive a BEST Literacy pre and post test and then receive a new pre test on the CELSA The system will automatically identify the pre post test status for each of the ESL tests Please see section 4 0 of the AE amp FL Provider Manual for further information on multiple ESL tests Raw Raw Score the raw score as entered The reflects the change between the pre and post test Scale Scale Score the scale score as entered The reflects the change between the pre and post test GLE Grade Level Equivalent the calculated grade level equivalent The reflects the change between the pre and post test Data and Information System Illinois Students Bio Demo Status T t Inf L Fo Lvl Raw Raw Scale Scl GLE GLE NRS Level Delete 07 03 2006 re B s 52 null 08 05 2006 post B 71 19 null 2 Delete 1 es Total Best Literacy Gain JJJ lll ESL Pre Post Test Display JJJ ABE Pre Post Test Display Data and Information System Illinois KKK LLL KKK ESL Series 1 Tests LLL ESL Series 2 Tests Data and Information System Illinois cale
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