Partnership for Educator Preparation. Annual Program Data Reporting System USER GUIDE

Transcription

1 April 2018 ILLINOIS STATE BOARD OF EDUCATION Partnership for Educator Preparation Annual Program Data Reporting System USER GUIDE OVERVIEW In order to advance the work of educator preparation programs statewide, The Illinois State Board of Education (ISBE) has embarked on a significant effort to strengthen data collection, sharing and reporting. The Partnership for Educator Preparation (PEP), a steering committee consisting of a diverse team of stakeholders representing the state, is providing input and guidance in the design and content of ISBE s revised accountability and program improvement system for teacher preparation. The goal of this new system is to ensure all Illinois teachers are learner ready upon entering the classroom, and that data is used as a tool for continuous improvement in strengthening teacher preparation statewide. Key milestones include: More information is available on the PEP webpage on ISBE s website: DOCUMENT PURPOSE The new Annual Program Report system is an automated data collection system built to minimize data errors and manual data entry. This document provides an overview for participating institutions of higher education on how to use the newly built data reporting system and enter their educator preparation program data. For any questions, please contact: pilot@isbe.net 1

2 USER GUIDE TABLE OF CONTENTS Accessing the System... 3 Homepage... 5 Contacts... 6 Institutions Data... 9 How to Upload Candidates Upload Status Certify Completion Reports Validation Error Reference Guide... Addendum 2

3 ACCESSING THE SYSTEM To navigate to the Annual Program Reporting data system: 1. Type into your web browser. To navigate directly to the data system, copy and paste the following URL into your web browser. If navigating directly, you can skip step 2 below. Direct link: 2. Select the System Quick Links from the top menu bar and then select IWAS: ISBE Web Application Security 3. If you already have an IWAS account, log in using your existing Login Name and Password. 3

4 4. If you do not have an IWAS account and need one, select Sign Up Now in the panel on the left side of the screen. 5. Proceed by filling in the form. If you need assistance, reference the IWAS User Guide, preview the IWAS Training Video found in the left column under the Help section, or contact the ISBE Help Desk at

5 HOMEPAGE Upon login, the home screen shows each of the elements of the Annual Program Report in the top blue navigation bar, as well as through the tiles in green. These sub-pages include Contacts, Institution Data, Upload, Candidates, Certify, and Reports. This user guide includes information on how to use each of those pages in the order they are presented. 5

6 CONTACTS The Contacts section provides information on institution representatives based on his/her role within the institution and serves as an active directory for IHEs. Check the Primary box for the individual that is the designated contact for ISBE System communications (this person will be the "primary" PEP contact). The primary contact will receive any notifications regarding PEP. Other contacts listed may receive information pertaining to his/her role within the institution, but won't be notified specifically with PEP information unless designated as "primary." Each institution will only be able to designate one president. Please notify ISBE when contact information changes and update the system accordingly. Form View This is the form view of the contacts page. Each contact has an individual box titled by role. The view can be changed by clicking on Table View on the top left side of the screen. Once information is input, click save. See following page for image key 6

7 CONTACTS CONTINUED Contacts Section Key: Table View: The contacts can be viewed in Form View (as seen on previous page) or in Table View, as seen below. Click on this link to switch views from Form View to Table View. Contact Type: Dropdown that allows the user to select the proper contact type. Types consist include: President (only 1 person can be assigned this type) Dean / Department Head Licensure Officer Other First Name: Contact s First name. Last Name: Contact s Last name. address that can be used to reach the contact. Phone: Telephone number for contact (prefix and suffix). Phone Extension: Phone extension; may be left blank, or enter up to 5 digit extension. Primary: Checkbox to indicate if the contact is the primary contact for the institution. Delete: Click this button to remove the contact information. Table View Contacts in this view can be exported out of the system into an Excel file by clicking on the Export Contacts button on the bottom left. Any updates to contact information should be reported to ISBE and updated in the system. 7

8 CONTACTS CONTINUED Create Contact Create and add contacts by selecting the Create button from the Form View or Create Contact from the Table View screens. Once information is input, click Save. 8

9 INSTITUTION DATA The Institution Data screen will collect all institution level data including PELL grant eligibility, ethnic enrollment, ACT scores, SAT scores, and Accreditation. Manually input the relevant information for each field. Once information is input, click Save. See following page for image key 9

10 INSTITUTION DATA CONTINUED Institution Data Section Key: Reporting Year: Reporting year is a dropdown that has the most recent reporting year on top. Information is sorted in descending year order. PELL Grant Eligible: Institution is to enter the number of students who are PELL Grant eligible. Total Institutional Enrollment: Institution enters the demographic information for both graduate and undergraduate students. CAEP Accreditation: Enter whether the institution has CAEP accreditation. Enter Yes if the institution is accredited and has a scheduled and/or anticipated Site Visit (this can be approximate if date is not yet set). Enter No if the institution is in the middle of the accreditation process OR the institution is not going through accreditation OR institution finished the process but status is pending accreditation. Scheduled Site Visit (only if CAEP Accreditation is Yes): Enter the next scheduled site visit. Site visit is either in the Spring or Fall. Scheduled Site Visit Year (only if CAEP Accreditation is Yes): Enter the year of the next site visit. Site visits should be every seven years. NCATE Accreditation. Enter whether or not the institution has NCATE accreditation. ACT Composite Score. Enter whether or not the ACT composite score is used for entry into the institution. Average ACT Score (only if composite score used for entry into IHE): Enter the average ACT score upon entry for that reporting year. SAT Composite Score: Enter whether or not the SAT composite score is used for entry into the institution. Average SAT Score (only if composite score used for entry into IHE): Enter the average SAT score upon entry for that reporting year. Save: Click this button to save the Institutional data. 10

11 HOW TO UPLOAD Individual template data will be submitted using the Upload screen. Multiple templates can be uploaded. If there is an error in the upload process, the file status will reflect the error. How to Upload Files: 1. Click Browse 2. Select individual template file (file must be saved as a CSV Comma Delimited file for upload) To save the file as CSV Comma Delimited: a. Select the file b. Select Save As and chose location to save file c. Name the file d. Using the drop down arrow, under the file name select the Save As Type e. Select CSV Comma Delimited f. Click Save 3. Once the file is saved as a CSV Comma Delimited, click Upload 4. Once file is uploaded, program status (table above) will populate with the VALID candidate records. *VALID means that the candidate record had no errors when uploading 5. Select the Candidates section from the blue tool bar to see candidate errors (if applicable) See following page for image key 11

12 HOW TO UPLOAD CONTINUED Upload Section Key: Report Year: Reporting year is a dropdown that has the most recent reporting year on top, sorted in descending year order. Show [X] Programs: Allows the user to establish how many programs they wish to see in the grid. Program: Each program is to be displayed in the grid. Undergraduate / Graduate: This column is to define whether the program being displayed is an undergraduate program or a graduate program. New: Count representing the number of new candidates for the year. Withdrawn: Count representing the number of withdrawn candidates for the year. Completed: Count representing the number of completed candidates for the year. Active: Count representing the number of active candidates for the year. Total: Count representing the number of total candidates for the year. Status: Display the status of each record. In Progress Waiting of Upload Completed No New Enrollments Search: Allows user to Search record types in the grid. Previous [Page] Next: Rather than create a view grid that goes off the page, it displays a set number of rows per page. Browse: Browse window opens Windows Explorer box so user can navigate to the proper file location/name. Upload: Button used to initiate the file upload process. See instructions below. Search: Search feature allows the user to search the file grid. File Name: The names of the files that have been uploaded historically. Upload Date Time: Displays the date and time when each particular file was uploaded. File Type: File type is Individual in all cases for this release of the application. At one time there were also program files and institution files that had templates for upload, but that has been cut back to just the candidate, or individual files now. Status: Reflects the status of the file upload. 12

13 CANDIDATES: The Candidates page reflects the status of the upload data from the individual template(s). The status of the records can be filtered to show All candidates, the Valid candidates, and the Invalid candidates. To correct the candidates that have an error status, select the blue Edit box and additional information will be provided. To remove a candidate from the list, select the red X button. Once the candidate is removed, the information will no longer be stored in the system. To re-add the candidate and any additional/new candidates, a new file will need to be uploaded. See following page for image key 13

14 CANDIDATES CONTINUED Candidates Section Key: Report Year: Reporting year is a dropdown that has the most recent reporting year on top, sorted in descending year order. Show [X] Candidates: Allows the user to establish how many candidates they wish to see in the grid. Record Status: Displays the status of each record as to whether it has errors, or is a valid record. Report Year: The report year for the record in question. IEIN: Illinois Educator ID Number (IEIN) of each candidate. First Name: Candidate s First Name. Last Name: Candidate s Last Name. Program: The program in question for which there is activity. Post Secondary Level: Identifies the candidate as either an undergraduate student, or a graduate student. Enrollment Status: Display the status of each record. Active Enrollment Withdrawn Enrollment Program Completed Search: Allows the columns of the grid to be searched for any particular values through the search function. Edit / Delete: Allows user to edit or delete a record in error. (see image of screen on next page). Export Candidates: Allows all candidates to be exported into an Excel file. User can then work the records in error from the worksheet in mass, rather than individually in the application. Previous [page] Next: Rather than create a view grid that goes off the page, we display a set number of rows per page. 14

15 CANDIDATES CONTINUED Image A: This is an example of an error box when the edit box is selected for a candidate who has an error status. This particular error has highlighted the areas in red boxes to reflect the information that needs corrected (i.e. IEIN, Enrollment date, GPA). These fields were left blank when the data was initially uploaded from the individual template. See following page for image key 15

16 CANDIDATES CONTINUED Image B: This is an example of an error box when the ELIS system information and the individual template information has conflicting information. In this case, the name and/or birthdate is not matching and is causing the record to be an error. If the ELIS information is correct and the template data was incorrect, select the record as a match by saying yes. Make note that the institution template is then inaccurate. If the ELIS information is incorrect and the template data is correct, select the record as No and it will use the template data in the system. If the ELIS information needs changed, the system will NOT make that change. The candidate will need to notify ISBE that information is incorrect. Candidates Section Key: Records In Error (Image A): The top portion of the screen shall display the errors that the record possesses. Accept Records as Match? (Image B): If there is not a direct match for the candidate record in the ELIS system, the user is shown the fields and asked if they accept the record as a match. Candidate Demographics (Image A): Displays the candidate demographical information in this area. If a field is in error, it will be have a red parameter around it, indicating that the user needs to examine that piece of the record for error. Program (Image A): Displays the Program information in this area. If a field is in error, it will be have a red parameter around it, indicating that the user needs to examine that piece of the record for error. GPA & Test Scores (Image A): Displays the GPA & Test Scores information in this area. If a field is in error, it will be have a red parameter around it, indicating that the user needs to examine that piece of the record for error. Save / Close: User can click Save to run the record back through the validation routine, with the hopes that the corrections to the record are valid and the record is no longer in error. If the record remains in error (or new errors were inadvertently created), the user will receive the message concerning the error and the fields in error will again be circles in red. If the user wished to leave the record without performing any correction, the user can simple Close this screen by clicking on the Close button. 16

17 UPLOAD STATUS Once all files are uploaded for each of the programs, verify that the count of candidates by status (i.e. New, Withdrawn, Completer, Active, Total) is correct. Once those counts are correct and all errors have been fixed (as applicable) the program will have to be manually changed to reflect the status of Completed. Do this by selecting the drop down box under Status for each of the individual programs. Once each program in each year is marked as Completed the year(s) can then be certified. This image below shows that each of the programs are waiting on data to be uploaded. This image shows that 2 of the programs have data and are in Progress, 3 additional programs are pending data and waiting on upload. 17

18 UPLOAD STATUS CONTINUED This screen shows that the institution verified the total program candidate counts are correct and the institution representative changed the status of each of the programs to Completed. Once all programs are updated to the Completed status for each reporting year, the year can be Certified. 18

19 CERTIFY COMPLETION Once all programs have a completed status, certify each reporting year by selecting the year and clicking Submit. This ends the process of the annual program report. REPORTS This function is currently in production and will be available Summer For any questions on the PEP annual reporting system or this user guide, please contact: pilot@isbe.net. For additional assistance contact the ISBE Help Desk at