Using this Manual
The ISBE Illinois State Course System User Manual introduces the user to the ISBE Illinois
The Illinois State Course System offers comprehensive instruction designed to help users quickly and effectively navigate the application It outlines essential tasks and highlights special features, ensuring users can maximize their experience with the ISBE system in a short timeframe.
The ISBE Illinois State Course System User Manual is designed for easy navigation, enabling users to quickly find answers to application questions It incorporates specific terminology from the Illinois State Course System and includes application visuals to establish clear connections between the application and relevant sections of the manual.
For ease of use, the manual is organized as follows:
• The manual is divided into multiple sections, with each section separated with numbered tabs.
• Each section of the manual is divided into subsections with a hierarchical section number.
3 ISBE Illinois State Course System Overview
This section offers a comprehensive overview of the Illinois State Course System (ISBE) project, detailing its application and key functionalities Users will gain insight into various data access levels and the specific system functions available, tailored to different user roles within the Illinois State Course System.
Project Overview
The ISBE Illinois State Course System project aims to create a comprehensive State Course system that delivers timely and accurate data collection and reporting for courses, schools, and school districts Designed for the Illinois State Board of Education, this system ensures secure access for applications related to course record inquiry, retrieval, and transfer By facilitating electronic collection of all state course-related information from ISBE personnel and educational facilities, the system enhances data management and accessibility for state education agencies and the public.
• Creation of a State Level Course
• Mapping of State Level Course Information to a Single Federal Course
• Mapping of State Level Course Information to the appropriate CIPs
• Tracking changes, additions, and removal of courses
• Tracking changes, additions, and removal of CIPs
• Mapping of CIPs to Clusters
• Assignment of Courses to CIPs
• Assignment of CIPs to schools
• Assignment of courses to schools
• Reports on CIPS and EFE assignments
• Reporting timely and accurate information/data through standardized reporting capabilities
System Functions
The ISBE Illinois State Course System applications facilitate online creation of a course, as well as the collection and the maintenance of course information for data reporting purposes
Dependent on which system function is utilized; users are able to do the following:
•Search for an existing Federal or State Course
•Create a new State Course and map it to a Federal Course
•Create a CIPs mapped to Clusters
•View reports of State Courses, CIPs, and EFE assignments
The Illinois State Course System application provides users with an online interface that uses validations to ensure the data is entered correctly
The major functions of the ISBE Illinois State Course System and their applications are listed below:
View, add, and update records through ISBE Web Application Security (IWAS) with system interfaces
The application enables users to efficiently search for courses, create state courses that align with federal standards, develop Classification of Instructional Programs (CIPs) and associate them with relevant clusters Additionally, users can assign specific courses to CIPs and schools, as well as view comprehensive reports for better insights and decision-making.
Access Levels
The ISBE Illinois State Course System designates three distinct user roles, each with specific access rights to various system functions Understanding these roles is essential for effective navigation and utilization of the system.
The View Only user access level grants view only access.
• EFE Director (ROE Administrator (ROE Admin))
The EFE Director oversees a district or private entity authorized by the Illinois State Board of Education to access the Illinois State Course System This role involves managing user access within the region and allows the EFE Director to view reports and assign EFE courses to schools in their area.
The system functions available to the EFE Director users include:
• EFE Administrator (RCDT Administrator (District Admin))
The EFE Administrator can access all features of the Illinois State Course System, except for granting access to others This includes the ability to view reports and assign EFE courses to schools within the region.
The ISBE Administrator role is appointed by ISBE personnel for administrative purposes at a state level.
The system functions available to the ISBE Administrator users include:
Below is a chart that shows the different Approval Groups and the associated user rights.
Figure 1 – User Access Levels and Functions
Functions View Only Director EFE Administrator EFE
Audit Functions
The ISBE Illinois State Course System application maintains a comprehensive audit trail for all online activities, ensuring transparency and accountability This audit trail is generated whenever a user creates a course or Classification of Instructional Programs (CIP) and when courses are assigned to schools.
The following audit information is kept for all additions and modifications to the database records:
Activity code - Code designating either Creation or Update;
User ID - who is making the transaction;
Time Stamp - Date/Time of transaction;
Data Validations
The ISBE Illinois State Course System conducts edit checks on student attributes during online processes When validation checks fail, users receive interactive error messages, allowing them to correct any errors directly on the screen before resubmitting the transaction.
State courses created must be mapped to a Federal Course.
A course can never be deleted, moved, or edited if students are enrolled in them
A CIP can never be deleted, moved, or edited if students are enrolled in them
CIPs and courses can only be assigned to schools within an EFE’s region
EFEs cannot un-assign a course if students are enrolled in it.
EFEs cannot un-assign a CIP if students are enrolled in it.
4 Accessing ISBE Illinois State Course System
This section offers a comprehensive guide on accessing the ISBE Illinois State Course System and includes effective navigation techniques Users will learn how to log into the ISBE Web Application Security portal and establish a connection to the ISBE Illinois system.
State Course System, and viewing the various functions of the application.
To access the IWAS and Illinois State Course System, users need a reliable Internet connection and must utilize compatible browsers, specifically Microsoft Internet Explorer 6.0 or higher, or Netscape Communicator 7.2 or higher.
Connecting to IWAS
ISBE Illinois State Course System is accessible through ISBE’s Web Application Security
The IWAS (Illinois Web Application Security) Login enables authorized users from schools, districts, EFE, and ISBE to securely access the system Users can conveniently log in to IWAS via the official website at www.isbe.net.
An IWAS link is displayed on the top of the page Once the user clicks the IWAS link, the IWAS login page is displayed.
Below is an illustration of the IWAS Login Screen.
The user must type in their IWAS Login Name and Password and click the Login button.
Once the user has successfully logged in through IWAS, the IWAS home page is displayed Following is an illustration of the IWAS Home Page Screen.
The user must click System Listing on the left-hand side to access the link to ISBE Illinois State Course System.
Below is an illustration of the IWAS System Listing Screen.
The ISBE Illinois State Course System is located under the Annual section of the Reporting category.
Logging in to ISBE - Illinois State Course System
After logging into IWAS, users should select "System Listing" on the left to find the Illinois State Course System link If users lack authorization for access, they must register and obtain approval from their Administrator Once authorized, users can click on the "Illinois State Course System" to proceed.
Upon logging into IWAS, users can access the Illinois State Course System by clicking the ISBE link, which opens the system in a new window, displaying the Home Page.
Home Page and Navigation
The Illinois State Course System Home Page serves as a central navigation hub, enabling users to access all key functions of the application through its links.
The system grants users access based on their data access role, determined by their IWAS/Illinois State Course System login profile Key functionalities of the system are elaborated upon in the subsequent sections of the User Manual.
The navigation links for key functions of the Illinois State Course System are conveniently located on the left side of all online screens, allowing users to access essential features from any page within the application.
When a user clicks on a navigation link, the title of the link is underlined to signify the activated function For instance, in this example, the word "Home" is underlined, indicating that the Home Page is currently active.
Following is an illustration of the ISBE Illinois State Course System Home Page Screen.
Figure 5 – ISBE Illinois State Course System Home Page
The Illinois State Course System incorporates a Session Timeout feature designed to enhance security by preventing unauthorized access and usage This feature automatically logs users out if they remain inactive on a webpage for an extended period, ensuring that sensitive information is protected.
After 20 minutes of inactivity, users will be automatically logged off the Illinois State Course System, as their session expires To regain access, users need to input their IWAS Login Name.
Password to re-log into the system.
T his section provides information related to the functions available online in the Illinois
State Course System Illinois State Course System provides the following functions online:
• Create and map State Course to a Federal Course
• Create CIPs and map to Clusters
• View Reports on Courses, CIPs, and schools
Illustrated are the ISBE Illinois State Course System screen views along with the supporting information necessary to perform these system functions.
Course
Search Course
The ISBE Illinois State Course System application allows a user to search system for existing
Federal and/or State Course records A State Course will always have a Federal parent course
When a Federal Course is selected using the Subject Area and Course ID dropdowns, all State
Users can view courses related to the selected Federal Course If they wish to add a new course and want to verify that it hasn't been previously entered, they can utilize the search function to find any matching courses in the system.
The following is an illustration of the Illinois State Course System Home Page - Course
Figure 6 – Illinois State Course System Home Page – Course Function
From the Illinois State Course System Home Page, the user selects the Course option The
Search Course screen is displayed.
The following is an illustration of the ISBE Illinois State Course System Search Course screen.
The user must input the following to search for a course in the Illinois State Course System:
• Subject Area and • Federal Course ID
When the "Search" button is clicked, the system verifies that both fields are filled If all checks are successful, the Illinois State Course System displays the corresponding course Mapped State Courses will show at the bottom of the screen, with their associated Federal Course listed above Conversely, if the selected State Course is not mapped to any Federal Course, only the Federal Course will be displayed at the top.
Below is an example of the course search screen with no matching records.
Figure 8 – Search Course (No Matching State Records)
View Course
If there is one or more potential matching State Course records found, the Potential State Course record matches are displayed at the bottom of the screen.
Below is an illustration of the ISBE Illinois State Course System Search Course screen with two matching course records displayed in the State Course results section.
Figure 9 – Search Course (Matching Records)
Edit Course
The search function stays active at the top of the screen The “Subject Area” and “Federal
Course ID” can be selected to choose a new course The selected Federal Course is listed next on the page The following fields are displayed for the Federal Course
State Courses are organized beneath their corresponding Federal Course, allowing users to easily navigate and manage them By clicking the “View” link, users can edit an existing State Course code, or they can choose the “Add New” button to create a new State Course linked to the Federal Course displayed at the top Selecting “Add New” directs users to a blank “Edit State Course” screen for inputting details.
When the “View” link is selected, the View State Course screen is displayed
Following is an illustration of the ISBE Illinois State Course System View State Course screen
The Federal Course information is prominently displayed at the top of the screen, while the chosen State Course is shown at the bottom To update the State Course details, users can click the "Edit" button located at the bottom of the screen, which will redirect them to the editing interface.
Course screen The “Cancel” button can also be selected returning the user to the Search
Following is an illustration of the ISBE Illinois State Course System Edit Course screen
Optional information can be entered if known:
After updating the State Course data and clicking the “Next” button, the user is directed to the Review Course screen, provided all validations are successful If the user opts to click the “Cancel” button, they will be returned to the View Course screen.
Following is an illustration of the ISBE - Illinois State Course System Review Course screen
Create State Course
This section outlines the process of creating State Courses and mapping them to Federal Courses To initiate this, users can click on the "Course" link in the navigation bar on the left side of the homepage, which will lead them to the Search Course screen.
The following is an illustration of the ISBE Illinois State Course System Search Course screen.
The user must input the following to search for a course in the Illinois State Course System:
When the "Search" button is clicked, the system conducts validation checks to confirm that both fields are filled If all checks are successful, the Illinois State Course System provides a Federal Course along with any associated State Courses.
When there are no State Course records available, only the Federal Course will be visible at the top of the screen However, if State records exist for the displayed Federal code, the relevant State Courses will be shown at the bottom of the screen.
Following is an illustration of the ISBE Illinois State Course System Search Course screen with no matching State Course records.
Figure 14 – Search Course (No Match)
The user can select the “Add New State Course” button at the bottom of the screen to continue.
Upon selecting the "Add New State Course" button, users will see a blank View Course screen with the Federal Course and its definition at the top, while the State Course fields remain empty To modify the State Course, users need to click the "Edit" button, which will then present the Edit Course screen for further adjustments.
Below is an illustration of the Illinois State Course System Edit Course screen with no matching State Course records.
This screen requires the user to enter the following mandatory information on a State Course record:
Optional information can be entered if known:
After editing the State Course data, clicking the "Next" button leads to the Review Course screen Conversely, selecting the "Cancel" button takes the user back to the View Course screen.
Following is an illustration of the ISBE - Illinois State Course System Review Course screen
To finalize the record, ensure all entered data is accurate and click the “Submit” button After submission, you will be redirected to the View Course screen, where the Federal Course will be displayed at the top, and the newly created State Course will appear at the bottom of the list.
CIPs
Search CIPs
The ISBE Illinois State Course System application enables users to search and edit Classification of Instructional Programs (CIPs) directly from the Home Page, streamlining the management of educational course data.
Following is an illustration of the Illinois State Course System Home Page – CIP Function.
Figure 17 – Illinois State Course System Home Page – CIP Function
Each state-generated CIP is part of a specific cluster, which can be selected from the “Cluster” dropdown menu, displaying all associated CIPs for the user Additionally, users can filter to view closed CIPs using the “Status” dropdown, which defaults to “Open.” Closed CIPs are marked by an expired “CIP End Year” field.
Following is an illustration of the Illinois State Course System Search CIP screen.
Once the cluster has been selected from the dropdown, the related CIPs are displayed back to the user
Following is an illustration of the Search CIP (Search Results).
Figure 19 – Search CIP (Search Results)
View CIP
The user can select a CIP from the resulting search by selecting the “View” link Once the
“View” link is selected, the CIP is displayed to the user on the View CIP screen.
Following is an illustration of the View CIP screen.
Edit CIP
The View CIP screen provides information about the selected CIP and its assigned courses If no data is entered, the screen will appear as illustrated above However, if data is present, it will be displayed accordingly Users have the option to return to the Search CIP screen by clicking the "Cancel" button or to edit the CIP by selecting the "Edit" button at the bottom, which will open the Edit CIP screen.
Following is an illustration of the Edit CIP screen.
The Edit CIP screen enables users to directly modify information related to the CIP and its assigned courses Users can edit various fields associated with the CIP to ensure accurate and up-to-date information.
The course selection criterion allows the user to add courses to the groups below The following criteria must be selected to add a course to the CIP:
• CIP Course Start Year, and
After selecting the criteria for the course, simply click the “Add Course” button to include it in the group Continue this process until all courses are successfully assigned to the CIP.
A Curriculum Improvement Plan (CIP) is divided into three distinct groups, designed to prioritize class selection during the EFE's course assignment process for schools Each group features a customizable minimum course selection to facilitate effective planning.
• ACC (Area Career Center), and
Following is an illustration of the Edit CIP screen.
Once courses are assigned to the relevant "Groups" within a CIP, users can modify the "Start Year" and "End Year" of each course or delete it entirely Each course in the CIP features an "Edit" link for adjustments and a "Delete" link for removal Selecting the "Delete" link will eliminate the course from the CIP, while choosing the "Edit" link allows for changes to the course's duration.
Year” fields become editable Once edits have been made, the “Update” link can be selected to update the course record
Following is an illustration of the Edit CIP screen – with the course “Edit” link selected.
Figure 23 – Edit CIP – Edit Course
After assigning all courses to the CIP within the appropriate groups and ensuring that each group has the required minimum course selections, click the “Next” button to proceed to the Review stage.
CIP screen If the user wishes to cancel the transaction, the “Cancel” button can be selected and the user will be returned to the View CIP screen
Following is an illustration of the Review CIP screen.
To ensure successful updates to the CIP, users should verify that all entered data is accurate before clicking the “Submit” button, which redirects them to the View CIP screen Alternatively, users can select the “Change” button to revisit the Edit CIP screen for any necessary corrections If the user opts for the “Cancel” button, the transaction will be aborted, and they will be taken back to the View CIP screen.
EFE User - Assigning Courses to Schools
Search EFE Assignments
Figure 25 – Illinois State Course System Homepage – EFE Assignment Function
Once the user selects the EFE Assignment link from the Illinois State Course System home page the EFE User - Search CIP screen is displayed.
Following is an illustration of the EFE User - Search CIP.
Figure 26 – EFE User – Search CIP
User chooses all of the following and selects the “Search” button:
The following is an illustration of the EFE User – Search CIP - Results screen (No CIPs assigned).
Figure 27 – EFE User – Search CIP - Results (No CIPs Assigned)
View EFE Assignments
After clicking the "Search" button, users receive their results If any CIPs were previously assigned to the selected school, they will appear in the "Assigned" section.
Category The user must select the “Assign” link next to the CIP they would like to assign to the selected school
Following is an illustration of the EFE User – View Assignments screen.
Figure 28 – EFE User – View Assignments
Upon selecting the "Assign" link, users are taken to the EFE User - View Assignments screen, which displays all assigned courses along with the minimum selections required for each group within the chosen school It is essential for EFE users to follow the minimum selections predetermined by ISBE when entering courses To modify course assignments, users can simply click the "Edit" button located at the bottom of the screen.
Following is an illustration of the EFE – CIP Assignment View screen.
Figure 29 – EFE – CIP Assignment View
To learn more about a State Course, users can click on the "Course Title" link, which will open a pop-up box displaying the full description of the selected course.
Following is an illustration of the EFE User - Edit Assignments – Description Screen.
Figure 30 – EFE User - Edit Assignments - Description
Edit EFE Assignments
On the Edit Assignments screen, links appear on the screen next to each course record If the
“Select” link is selected on a course, the record becomes editable and the user can assign the course to the school.
Following is an illustration of the EFE User - Edit Assignments screen with a course selected.
Figure 31 – EFE User - Edit Assignments – Assign Course
Once a course is chosen, users will see two options: the "Assign" button, which allocates the course to the school, and an option to rectify any mistakes if the course was selected by accident.
“Cancel” button to be returned to the Edit Assignments screen.
Following is an illustration of the EFE User - Edit Assignments screen.
Figure 32 – EFE User - Edit Assignments
After assigning a course, the user is redirected to the Edit Assignments screen, allowing them to choose from other courses offered at the school By clicking the “Select” link, the record becomes editable for further modifications.
Following is an illustration of the EFE User - Edit Assignments – Assign Course screen.
Figure 33 – EFE User - Edit Assignments – Assign Course
The user can select the course they would like to assign to the school Once the user selects the
“Assign” button, they are returned to the Edit Assignments screen.
Following is an illustration of the EFE User - Edit Assignments screen.
Figure 34 – EFE User - Edit Assignments
Once the desired courses are chosen, the user should click the "Next" button at the bottom of the screen to proceed to the EFE User – Review Assignments page The Illinois State Course System will verify that all minimum selection criteria for each group have been fulfilled If any group fails to meet the minimum requirements, an error message will indicate which group is lacking.
Following is an illustration of the EFE User - Review Assignments screen.
Figure 35 – EFE User – Review Assignments
The Review Assignments screen displays all courses and Carnegie Units assigned to the school, allowing the user to verify the accuracy of this information If everything is correct, the user can click the “Submit” button to finalize the course assignments Alternatively, if any discrepancies are found, the “Change” button enables the user to return to the Edit Assignments screen for adjustments, while the “Cancel” button allows them to go back to the Edit screen without making changes.
Assignments screen and cancel all transactions.
The following is an illustration of the EFE User - View Assignments – Update Successful screen.
Figure 36 – EFE User – View Assignments – Update Successful
Once the user has chosen to commit the record and selects the “Submit” button on the Review
Assignments form, the View Assignments screen is returned with a “ Successful Update ” message at the top
After assignments are allocated to a school, they can be unassigned in accordance with ISBE policy To unassign a course, simply click on the “Select” link.
Following is an illustration of the EFE User - Edit Assignments – Unassign screen.
Figure 37 – EFE User – Edit Assignments - Unassign
After the “Select” link has been selected the individual course record will display two buttons,
Selecting the "Unassign" button will remove the course from the school and redirect the user to the EFE User - Edit Assignments screen Conversely, clicking the "Cancel" button will take the user back to the same screen without making any changes.
Following is an illustration of the EFE User - Edit Assignments screen.
Figure 38 – EFE User – Edit Assignments
Once all the assignments are corrected, the user must select the “Next” button at the bottom of the screen to continue to the Review Assignments screen
Following is an illustration of the EFE User – Review Assignments screen.
Figure 39 – EFE User – Review Assignments
To finalize the transaction, users must review all assignments and click the “Submit” button if everything is accurate If any modifications are required, users can click the “Change” button to return to the Edit Assignments screen Alternatively, selecting the “Cancel” button will abort all transactions and take users back to the EFE User - Edit Assignments screen.
Following is an illustration of the EFE User – View Assignments – Successful Update screen.
Figure 40 – EFE User – View Assignments – Successful Update
Once the user has chosen to commit the record and selects the “Submit” button on the Review
Assignments screen, the View Assignments screen is returned with a “ Successful Update ” message at the top of the screen.
A CIP can be unassigned from a school by selecting the appropriate district, school, cluster, and school year This process is facilitated through the EFE Assignment function, which, when selected, leads the user to the Search CIP screen.
Following is an illustration of the EFE User - Search CIP screen.
Figure 41 – EFE User - Search CIP
User chooses all of the following and selects the “Search” button:
Following is an illustration of the EFE User - Search CIP - Results screen.
Figure 42 – EFE User - Search CIP - Results
Users will receive their results, with any assigned CIPs displayed under the "Assigned" category To unassign a CIP, the user should click the "Unassign" link next to the desired CIP, which will direct them to the EFE User – View Assignments screen.
Following is an illustration of the EFE User- View Assignments screen.
Figure 43 – EFE User- View Assignments
To unassign a selected CIP, users will be directed to the View Assignments screen, where they can review their current assignments After reviewing, users have the option to unassign the CIP by making a selection.
“Unassign” button located at the bottom of the screen The “Cancel” button can also be selected, returning the user to the Search CIP screen.
Following is an illustration of the EFE User- Search CIP – Results - Successful Update screen.
Figure 44 – EFE User- Search CIP – Results - Successful Update
Upon selecting the "Unassign" button, the user is redirected to the Search CIP form, where an "Update Successful" message is prominently displayed at the top of the screen.
Reports
Illinois State Course System Report Navigation
All reports from the Illinois State Board of Education (ISBE) Course System are viewed through a Crystal Reports viewer in a new browser window Users experiencing display issues should verify their browser's pop-up blocker settings Once the report is accessible, users can navigate between pages, search for specific values, adjust the display size, export data, and print the report as needed.
Below is an illustration of the Illinois State Course System Crystal Report menu bar.
Figure 46 - ISBE SIS Crystal Report Menu
To navigate through the report, users can easily click the right or left arrows to move to the next page or jump to the first or last page using designated buttons.
Additionally, a user may navigate to a specific page by typing the page number in the following text box and clicking the “Go To” button.
To change the display size, the user may click the following drop-down arrow to make the display smaller or larger.
To search for a word or value, simply enter the desired term in the text box and click the binocular icon to initiate the search Ensure you click the designated button to view the search results.
The Crystal Reports menu bar provides users with the ability to export data in various formats, such as Excel or MS Word Users can also opt to export specific pages of the report It is important to note that the export function is intended for local data review To initiate the export process, users must click the designated button.
Once the button is selected, an export selection screen is displayed Following is an illustration of the Report Export Selection Criteria Screen.
Figure 47 – Report Export Selection Criteria
A user is given the option to print the report The entire report or specific pages may be printed
A user must click the following button to print the report:
Once the button is selected, a print selection screen is displayed.
Following is an illustration of the Report Print Selection Criteria Screen.
Figure 48 – Report Print Selection Criteria
Once the Print button is pressed, the report is generated in Adobe Acrobat (PDF) format and the user may then print the report from the PDF format.
The Course Catalog report offers a comprehensive overview of Federal and State Courses By selecting the report link on the Illinois State Course System reports screen, users are taken to the criteria screen for accessing the course catalog report.
Following is an illustration of the selection criteria for the Course Catalog report.
Figure 49 – State Course Catalog Criteria Screen
After all criteria selections have been made, the user must select the “View Report” or “Create
PDF Report” buttons to run the report.
Fields displayed on the report include:
State Course – Maximum Carnegie Units
Following is an illustration of the State Course Catalog Report.
Figure 50 – State Course Catalog Report
To generate the CIP Catalog Report, authorized users must choose the relevant school year and the specific school (Home School) they wish to include in the report Users have the option to select either all schools or a particular school for their report.
The fields available to filter the report include:
Following is an illustration of the selection criteria for the CIP Catalog Report.
Figure 51 – CIP Catalog Criteria Screen
After all criteria selections have been made, the user must select the “View Report” or “Create
PDF Report” buttons to run the report.
Below is an illustration of the CIP Catalog Report.
The State Course Catalog Report provides a comprehensive listing of Federal and State Courses organized by district and school By selecting the report link on the Illinois State Course System reports screen, users are taken to the criteria screen for accessing the District State Course Catalog Report.
Following is an illustration of the selection criteria for the State Course Catalog Report.
Figure 53 – State Course Catalog Criteria screen
After all criteria selections have been made, the user must select the “View Report” or “Create
PDF Report” buttons to run the report.
Following is an illustration of the State Course Catalog Report.
Figure 54 – State Course Catalog Screen
To generate the State CIP Catalog Report, authorized users must choose the school (Home School), Cluster, and the specific CIP to be included in the report Users have the option to select either all schools or a particular school for their report.
The fields available to filter the report include:
Following is an illustration of the selection criteria for the State CIP Catalog Report.
Figure 55 – State CIP Catalog Criteria Screen
After all criteria selections have been made, the user must select the “View Report” or “Create
PDF Report” buttons to run the report.
Following is an illustration of the State CIP Catalog Report.
Figure 56 – State CIP Catalog Report
I SBE believes in the importance of collecting quality data about Illinois courses and agrees with the National Forum on Education Statistics’ (NFES) recommendations for creating a
“Culture of Quality Data” which is explained in their publication, “Forum Guide to Building a
The "Culture of Quality Data" guide emphasizes the importance for school and district personnel to prioritize the quality of data collected on course information High-quality data is essential for various purposes, including statistical analysis, school budget planning, student placement in classes, and the development of effective instructional plans.
To help your schools and districts move toward a “Culture of Quality Data,” a brief overview of NFES’s “Forum Guide to Building a Culture of Quality Data” is provided below
“The intent of this [NFES] guide is to point out some common principles that can help increase the likelihood that data will be secure, accurate, and useful.”
You can print individual copies of the Guide from the Forum website at http://nces.ed.gov/forum/pub_2005801.asp Additionally, tip sheets outlining the Roles of Key Players are available for download, allowing each individual to keep a copy of relevant suggestions for their specific role in collecting Quality Data student information.
Introduction
Quality data, much like quality students, originates from schools, highlighting the importance of effective teaching and efficient school operations While collecting statistics is easier than educating a student, there are strategies to enhance both processes Recent insights emphasize the interconnectedness of effective teaching, efficient schools, and quality data The accuracy of information used for instructional planning, school management, budgeting, and student placement relies heavily on the data entered by school personnel such as data clerks, teachers, counselors, and secretaries Therefore, this guide focuses on the crucial aspect of data entry, ensuring accuracy from the very beginning.
Orderly Information from Disorderly Setting
Data entry in educational settings often occurs in busy environments, such as school or district offices, where staff juggle multiple responsibilities like greeting parents, answering phones, and managing paperwork This multitasking can lead to distractions, making it challenging for office personnel to focus on accurately entering numbers Similarly, during classroom conference periods, teachers face similar distractions while trying to input attendance and grades into computers, further complicating the data entry process.
We seek trained data entry professionals who thrive in supportive environments that enhance focus and productivity It's crucial for individuals handling significant tasks, such as preparing tax returns, to concentrate solely on their work without distractions like eating or phone calls In contrast, a school secretary may face a more chaotic setting However, it's important to recognize that inaccurate data regarding students or schools can lead to far more serious issues than simply losing a tax refund.
Quality data is not simply the result of an office clerk entering numbers; it is a comprehensive process that requires careful attention The information obtained from school data is crucial, as it provides insights into the actual happenings within the institution It is essential for all staff members to grasp the complexities of data collection and entry, as these issues mirror the organization's values By analyzing these processes, we can strive to enhance data quality and its impact on decision-making.
“Culture of Quality Data” that will result in good information.
What is a Culture of Quality Data?
A Culture of Quality Data emphasizes the importance of reliable data in enhancing teaching, learning, and school management This belief is shared by all stakeholders involved in student success, including teachers, administrators, counselors, and school board members Recognizing that quality data is as vital as staff, textbooks, and technology, an effective education system prioritizes investing time and resources to gather meaningful information and values the effort required to obtain it.
NCES Components of a Culture of Quality Data
A Culture of Quality Data in schools and districts reflects a commitment to ensuring data quality, as emphasized by the Forum, which states that everyone involved with students plays a vital role in this effort.
• Accuracy The information must be correct and complete Data entry procedures must be reliable to ensure that a report will have the same information regardless of who fills it out.
• Security The confidentiality of student and staff records must be ensured, and data must be safe.
• Utility The data have to provide the right information to answer the question that is asked.
• Timeliness Deadlines are discussed and data are entered in a timely manner.”
Key Elements to Achieving Quality Data
• Clear standards and guidelines for data quality:
• School staff with the needed skills and information to enter data correctly:
• Workable calendars and timelines to make sure the data are available when needed:
• Technology and technology support in place to support these efforts: