Steps for Creating and Uploading Demographics and Early
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1. When prompted Do you want to save the changes made to the file click No poe rh jak Page 3 of 5 Steps for Creating and Uploading Demographics and Early Childhood Data Note There will be 2 types of files at the end of these actions the Excel xls template and the csv file 6 Upload the Demographics and Early Childhood csv File via the WAS SIS File Upload Screen a Login into WAS SIS using appropriate role for uploading files RCDT ADMIN role b Access SIS from System Listing c Click the Upload File link d Click Browse to locate the CSV Demographics and Early Childhood File created and saved in Step 4 the name of the file should match the name entered in the Header Row 1 Column C Ex Riverton csv e Click Open and the Upload File page displays the selected file f Click the Upload button to complete the transmission to SIS g If you receive a message indicating your file has uploaded successfully you are finished and should wait to receive an email indicating your file has processed and is ready to be downloaded h Ifyou receive any file format errors during upload process you will want to go back to your Excel Template xls version to make your changes and re create a new CSV file Note Never make any changes in the CSV version or the formatting will be lost and will cause records to fail validation processes 7 Download the Returned Demographics and Early Childhood csv File via the IW2. a legal middle name enter an asterisk in the field e Use the date format mm dd yyyy for dates entered in the following fields i Birth Date ii Enrollment Date iii Eligibility Determination Date iv IEP Completion Date only enter data if Early Intervention Referral by CFC and IEP are Yes v Date Services Began only enter data if Early Intervention Referral by CFC and IEP are Yes f Ifknown enter the Mother s Maiden Name last name only and the Birth Place Name without periods commas or apostrophes g Use the correct codes from the Data Elements Document located on the SIS Website www isbe net sis for the following data elements i Enter 2 digit codes for the following data values 1 Lineage Race Gender Reading 1st Indicator Reading Improvement Block Grant Program Title 1 Indicator Eligible for Immigrant Education Program Can no longer be updated 07 31 2014 8 Homeless Indicator 9 Migrant Indicator Can no longer be updated 07 31 2014 10 Private Schooled Student Indicator 11 SES Indicator 12 LEP Indicator 13 IEP Indicator 14 FRL Low Income Indicator 15 Century 21 Indicator 16 Enrollment Entry Type 17 Entry Grade Level ii Enter 3 digit code for the following data value 1 Native Language 2 Home Language iii Enter the student s 15 digit RCDTS codes 1 The Home School code will have the same first 11 district code digits and the last 4 digits may differ to iden
3. AS SIS File Download Screen a b c d Login to IWAS Access SIS from System Listing Click the Download File link Locate the returned CSV Demographics and Early Childhood File uploaded in Step 5 the name of the file will match the name entered in the Header Row 1 Column C Ex Riverton csv Save the file to your computer or server Note DO NOT OPEN THE FILE AND SAVE THE FILE WHILE IT IS OPEN Save the file before opening in Excel with a right Click and perform Save As or Save Target As 8 Retrieve and Paste Data from the Returned csv File to the Existing Student Demographics Enrollment and Early Childhood Template xls a b c d Open the CSV file downloaded and saved to your computer server in Step 6 Open the Demographics and Early Childhood template xls Keep both the csv file and the Excel template open Highlight the cells in the returned csv file starting with Row 2 from Columns A through AZ and all the additional rows from Columns A through AZ that contain student data DO NOT highlight the Result Codes and Result Messages in Columns BA and BB Page 4 of 5 Steps for Creating and Uploading Demographics and Early Childhood Data So prgg rho Note It is important not to highlight beyond Column AZ in other words do not highlight the result details do not highlight blank space do not highlight the entire row do not highlight the row number on the far left Se
4. Enter the number of student records being submitted in Row 1 Column B c Enter the name of the file plus csv in Row 1 Column C Ex Riverton HS csv Note This exact same name must be entered in the SAVE AS File name_field when creating the CSV file later in the process d Enter the date the csv file is to be uploaded to IWAS SIS in Row 1 Column D in the mm dd yyyy format Ex 09 05 2009 e Enter your district school 15 digit RCDTS code in Row 1 Column E Note This is the RCDTS assigned to your IWAS account This can be verified via your IWAS profile 4 Enter the student s Demographic including Program Indicators Enrollment and Early Childhood Data a b Starting with Row 3 enter all mandatory data see the Tips Sheet for mandatory fields and when available enter the optional data for each student record Enter the student s unique 9 digit State Student ID in Column A i Ifthe student has not been assigned a SID by SIS leave the field blank and the system will generate a unique ID for the new student ii Ifthe student has a SID include the ID to prevent creating a duplicate record If applicable enter your local SAP Identifier up to 50 digits Page of 5 Steps for Creating and Uploading Demographics and Early Childhood Data d Enter the student s Legal Last Name and Legal First Name i Ifthe student s full middle name is unknown use an initial without a no period ii If student does not have
5. Steps for Creating and Uploading Demographics and Early Childhood Data 1 Download the Demographics and Early Childhood Template Tips Sheet and Steps for Creating and Uploading Demographics and Early Childhood Data a b c Located on the SIS Website www isbe net sis In the Resources box Right side of page gt click on Excel Templates Save the files to a computer or server with a right Click and performing either a Save As or Save Target As i Save the Excel Template named gt Student Demographics and Early Childhood Template to your computer server before opening it in Excel ii Save the word document named gt Tips for Completing Demographics and Early Childhood Template to your computer before opening it in Word iii Save the word document named gt Steps for Creating and Uploading Demographics and Early Childhood Data to your computer before opening it in Word 2 Authorized user must request the Demographics and Early Childhood csv file from IWAS SIS Request File screen a b c d Authorized user must login to IWAS Access SIS from System Listing Click Request File link within SIS Select the Demographics and Early Childhood option from the drop down Press the Request file button to submit your request for your school district s file 3 Create the Demographics and Early Childhood File Header in Row 1 Columns B C D and E a Open the Demographics and Early Childhood Template b
6. lect Edit gt Copy Navigate to the Demographics and Early Childhood Excel Template Click on the Row 3 Column A cell prior to pasting the data Select Edit gt Paste Special When the pop up box opens Select Values then Click Ok Make any necessary corrections in the Demographics and Early Childhood Excel template xls 9 Review the Result Codes and the Result Messages in Columns BA and BB of the Returned csv File and if Corrections are Required Re submit a New csv File a Utilizing the Demographics and Early Childhood Template xls make the necessary corrections to each student record that have the following failed process Result Codes and Result Messages in Columns X and Y G1 G2 G3 G4 H1 H2 H3 H4 C F I U3 or U4 Please see the Result Code and Message table in either the User Manual or the File Format document for error descriptions Remember Do Not make any changes in the CSV version or the formatting will be lost and will cause records to fail validation processes Also make changes if necessary to any identified inaccurate data such as program indicators grade levels gender codes etc When all errors are resolved and all the changes are complete create a new csv file following the SAVE AS process in Step 4 Repeat this process until the records are returned with successful Result Codes and Result Messages Page 5 of 5
7. rth to 3 Referral by CFC only enter data if Early Intervention is Yes 0 Reason for Delay in Transition only enter data if Early Intervention and Referral by CFC are Yes 11 Meets at Risk Criteria 12 Meets PFA Household Income Criteria 13 Family Structure vii Enter the 6 digit EI Number only enter data if Early Intervention and Referral by CFC are Yes SSO ON DAARWN 5 Save the Demographics and Early Childhood Template as a Comma Separated Value csv File a First save an Excel version xls extension of the document as a backup with the student record details just entered and to use as a working document by saving an Excel version Then create a csv file by navigating to the File menu and Click File gt Save As c In the File name box type the same file name you entered in the Header Row 1 Column C excluding the csv extension Ex for Riverton csv only type Riverton d Look at the Save in and either take note of where the file is being saved or change the location to another desired location Keep the Save As type Microsoft Excel Workbook click Save After saving the backup file on the File menu click File gt click Save As a second time In the Save as type list select CSV Comma delimited to add the csv extension Click Save When notified via a pop up message that the file may contain features not compatible with CSV click Yes to keep the workbook in the current format Close the Excel file i
8. tify the school building 2 The Serving School code will either be the same as the Home School code if the student attends that school for educational services or the Serving School will be different than the Home School code if the student attends a different school for educational services such as a Special Ed cooperative or a vocation education facility iv Enter the 4 digit school year 2009 represents the 2008 2009 school year Sa Ee et Page 2 of 5 Steps for Creating and Uploading Demographics and Early Childhood Data v Enter the appropriate decimal value up to 1 00 for the Serving School Full Time Equivalency FTE 1 A student s FTE can not exceed a total value of 1 00 at one time in ISBE SIS 2 A Pre K Student s FTE must equal 1 00 on each enrollment this means the system will not allow Pre K students to have more than one enrollment at a time in ISBE SIS 3 IfK 12 students attend multiple schools for educational services multiple Home School enrollment records with different Serving Schools must be created with the FTE representing the amount of time the student spends at each Serving School e g 50 FTE for time spent at a Special Education facility and 50 for time spent at a mainstream facility vi Enter 2 digit codes for the following data values 1 Pre K at Risk Preschool for All Head Start Pre K Title I Local Other Early Head Start Birth to 3 Prevention Initiative Birth to 3 Early Intervention Bi
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