From: IMLER TIMOTHY L [mailto:TIMLER@isbe.net]
Sent: Monday, June 12, 2017 8:32 AM
Subject: Reminder: YEAR END DATA COLLECTION for Student data

As we approach the end of the 2016-17 school year, it is critical that all special education student approval errors are resolved.  Please be reminded of the information below.  

YEAR END DATA COLLECTION for Student data:

The school year is coming to a close and student records for 2016-17 will need to be completed and approved to submit to ISBE. Below are the deadlines to have all information correctly entered in I-Star (i.e. records in approved status).

July 17 – Fund E and F – Regular

Aug 15 – Fund B, X and J

Nov 1 – Fund E and F – Summer

Before you attempt to correct any disapproved records, please click on the Recheck Edits on your student approval page in I-Star.

Below are some of the common errors that we are seeing in I-Star that need to be resolved and some tips on resolving them. If you have questions on how to resolve these (or other) errors, please contact Harrisburg Client Support via telephone at 1-800-635-5274 or via email at support@hbug.k12.il.us

NOTE:  Student approval records must be approved in order to submit claims to ISBE.

Error Code                           Error Description

F-147                                      No SIS Enrollment available for provided dates

 What does this mean?      Either begin dates or end dates in I-Star are outside of the enrollment dates in SIS.

What do I do?                      If SIS is correct, then adjust the begin/end date in I-Star.  If I-Star is correct, then adjust the begin/end dates in SIS.   I-Star should ignore gaps in SIS enrollment at the same district (e.g. over non-attendance days due to change in FTE).

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F-145                                      Student Not Found in SIS for Resident RCDT

What does this mean?      The first 11 digits of the SIS Home RCDTS does not match the RCDT you are reporting for Resident District in I-Star.

What do I do?                      If I-Star is correct, the Home RCDTS in SIS need to be adjusted to match the FACTS record.  If SIS is correct, then the Resident District in I-Star needs to be adjusted.

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F-116                                      Indicator 13 is incomplete

What does this mean?      Indicator 13 data has not been entered for this school year or has not been completed for this student.  Indicator 13 Transition data must be reported once each school year for each student age 14 ½ or older. 

What do I do?                      Complete the Indicator 13 record for this student. 

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F-97 / F-112                          Ed. Env. 23,24,25,26,27,30,31,32,33 valid for age 3-5. / This child turned six on {date}.

What does this mean?      The child has turned 6 and may no longer use the educational environment codes that are valid for age 3-5.

What do I do?                      You need a separate FACTS record with begin date on the child’s 6^th birthday.  You must end/add the most recent record and create a new approval record for the student with appropriate educational environment and services.

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F-146                                      Student not found in SIS for Serving RCDT

What does this mean?      The SIS Serving RCDTS field needs to match the RCDTS for the Serving School in I-Star and/or the first 11 digits of the SIS Service Provider needs to match the I-Star Serving District.

What do I do?                      If I-Star is correct, either the Serving RCDTS or the Service Provider in SIS needs to be adjusted to match the FACTS record.  If SIS is correct, then the Serving School needs to be adjusted to match SIS.

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F-84 / W-151                         Overlaps with {School RCDT} in {District RCDT}

What does this mean?      Two or more Student Approval records have been entered for the same time period for a single student.

What do I do?                      If the overlap is intended (e.g. for students attending a private facility), ensure that the “dually enrolled” flag is marked for both student records.  If the overlap is not intended, verify the begin and end dates of student attendance in I-Star.  (In many cases, a student was exited from SIS, but was not exited from I-Star.)  If needed, contact the District listed in the error message to correct the dates of their I-Star Approval record.

                                                For overlaps with Chicago Public Schools, please report the overlap to Aileen Chan achan18@cps.edu for corrections to I-Star or to Mary Grzesik at CPSISBE@cps.edu for corrections to SIS.

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F-114 / F-115                        Indicator 11 Data Missing for This Student / Indicator 11 Errors Exist

What does this mean?      Indicator 11 data has not been entered or has not been completed for this student.  Indicator 11 Evaluation data must be reported for each student receiving IEP services. 

What do I do?                      Complete the Indicator 11 record for this student.

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F-149                                      Student Not Found in SIS for Private Facility RCDT (Fund B/F only)

What does this mean?      The SIS Service Provider field needs to match the Private Facility I-Star.

What do I do?                      If I-Star is correct, the Service Provider needs to be adjusted to match the FACTS record.  If SIS is correct, then the Service Provider needs to be adjusted to match SIS.

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F-027 / F-025                        Section 14-7.03 Eligibility verification is NOT complete / Eligibility Items is/are Missing or Invalid.

What does this mean?      Orphanage (Fund E/F) students do not match data from DCFS for the time period on the student record or the Guardian Type or Placing Agent codes are incorrect. This error may also be related to error codes 61 through 70.

What do I do?                      Do not change the Fund code to remove these errors!  The verification file from DCFS is updated monthly and may clear up any errors.  You will be contacted by ISBE if any additional action is needed.

                                                If you are receiving error codes 25 or 61 through 70, please verify that the Residence Type, Placing Agency and Guardian Type fields have been completed correctly.

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F-007                                      Residential Private Placement is NOT approved for this student (Fund B/F only)

What does this mean?      Residential placement at a private facility has not been approved for this student.

What do I do?                      If the student approval is for Tuition only, please ensure that the Room & Board Payer field is marked as “I - None”.

                                                If the student approval is Combo or Residential, this error indicates that there is a mismatch with the 34-37 residential approval record.  You may contact ISBE for further assistance at (217) 782-5256.

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F-050                                      No Student Enrollment Information Found in SIS

What does this mean?      SIS does not have an active enrollment for this student

What do I do?                     SIS personnel at the district need to create an active SIS enrollment for the student. Alternatively, remove the student record from I-Star if the student is not receiving services.

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