PATH: BIE Reports > BIE ISEP Instructional Certification Report
ISEP Verification & Certification is the Education Line Officer (ELO) process that verifies student eligibility. The ISEP Instructional Verification Report is used to certify instructional facilities separate from residential facilities. This report collects the required information for verification of student eligibility (e.g., demographics, instructional program enrollments, and residential program enrollments). Report information is used in calculating and distributing of ISEP funding.
ISEP Certification is a two-step process involving verification and certification of student information. The ISEP Verification Report is generated and printed, then evaluated by the school and ELO. As errors in the data are found and corrected in the District Edition, the Verification Report is re-run and reviewed again. The process of running the Verification Report, evaluating the student information, and correcting errors is repeated until the data is considered accurate. When the school and ELO confirm that the data is accurate in the Verification Report, the Certification Report (a formal roster) is run and the data is printed and signed by the ELO, school principal and the school board chairperson. Certification is the official endorsement of the roster (student list).
This article includes the following topics:
BIE ISEP Instructional Certification Report Editor
Report Logic
This report uses the following business logic:
- The BIE ISEP Instructional Certification Report can be run for any year to which the user has Calendar Rights.
- ISEP Instructional certification is based off the entire instructional calendar. The first day in the calendar marked as "Instruction" through the last day in the calendar marked "Instruction" (System Administration > Calendar > Calendar > Days > Days Detail > Instructional).
- The Certification Report can be run at the state and district level.
- All enrollment records with the BIE Exclude checkbox marked are not included on the report and excluded from all calculations.
- All enrollment records with the No Show checkbox marked are not included on the report and excluded from all calculations.
- All enrollment records not in a recognized BIE Grade of 01-12 will not be included on the report and excluded from all calculations. Users must ensure each grade level is appropriately tied to a BIE Grade Level Code (System Administration > Calendar > Calendar > Grade Levels > BIE Grade Level Code).
Eligibility Calculation
ISEP funding is distributed to schools and dormitories based on membership eligibility. If a student’s membership/enrollment meets all of the required eligibility criteria, that student’s record receives a status of Eligible.
In cases where a record fails to meet one or more of the eligibility criteria, that record is listed as Non-Eligible. Each enrollment is analyzed individually to determine eligibility status; therefore, the same student may have enrollment records that appear under both sections.
Student enrollment records are considered eligible if they meet all of the following criteria:
- Enrolled in an Instructional program for the selected calendar (Calendar.calendarID matches enrollment.calendarID and calendar.type = I).
- Enrollment record has an Enrollment Type = 1: ISEP (System Administration > General > Enrollment > BIE Reporting > Enrollment Type).
- Student has a valid birth date.
- Student has a Tribal Code not null or 999: Non-Tribal Member (Student Information > Program Participation > NASIS Programs > NASIS > Tribe).
- Student is enrolled in a recognized BIE grade level of 01-12. The grade level should be mapped to a BIE Grade Mapping. If not, logic looks at the State and Local Grade level to determine if it matches a BIE Grade Mapping value.
- Student has a gender of Male or Female (Identity.gender = M or F).
- The student meets ISEP age requirements:
- Kindergarten: At least 5 years old by December 31 of the start year of the reporting calendar.
- First Grade: At least 6 years old by December 31 of the start year of the reporting calendar.
- Special Education student (with a Special Ed Status = 03: Receiving Services or 04: Terminated from Services), must be under 22 years old as of the first day of the student's enrollment for the reporting school year.
- Non-Special Education students must be under 21 years old as of the first day of the student's first enrollment record for the reporting school year.
- The student must meet the minimum percent enrolled (Student Information > General > Enrollments > BIE Reporting > Percent Enrolled):
- If student is in BIE grades KG or 7-12, Percent Enrolled must be equal to or greater than 50%.
- If student is in BIE grades 1-6, Percent Enrolled must equal 100%.
Student enrollment records are considered Non-eligible if they meet any of the following criteria:
Student enrollment records that fail to meet one or more of the following eligibility criteria will receive a status of Non-Eligible and will appear after all Eligible enrollments are listed. If a student has multiple enrollments, they may have non-eligible enrollments and an eligible enrollment. Students who do not have any eligible enrollments will report in the Non-Eligible section of the report will not be eligible for ISEP funding.
- Enrollment record has a Enrollment Type = null or any value other than 1: ISEP (System Administration > General > Enrollment > BIE Reporting > Enrollment Type).
- Student has a Tribal Code = null or 999: Non-Tribal Member.
- Student is in BIE grades KG or 7-12 with a Percent Enrolled less than 50%.
- Student is in BIE grades 1-6 with a Percent Enrolled less than 100%.
- Student is in Kindergarten and is less than 5 years old as of December 31st of the start year of the reporting calendar.
- Student is in First Grade and is less than 6 years old as of December 31st of the start year of the reporting calendar.
- Student is a Special Education student who is 22 years old or over as of the first day of the student's first enrollment in the reporting school year.
- Student is a non-Special Education student who is 21 years or older as of the first day of the student's first enrollment in the reporting school year.
Student enrollment records are considered Exceptions when any of the following data inconsistencies are identified:
Students are listed in the Exceptions section of the report when their eligibility or non-eligibility requires further investigation. Students who are listed with Exceptions will also be listed in the Eligible or Non-Eligible section of the report.
- The student is enrolled in more than one instructional program. (Exception Code: MultiCal)
- The student has enrollment records in different grade levels within the same calendar. In most cases, a student should not be enrolled in two different grade levels at the same time. If this exception is identified the enrollment records are flagged for further investigation by the school and ELO. (Exception Code: MultGrade)
Attendance Calculations
Only calendars meeting the following criteria will report data:
- Flagged as Instructional (System Administration > Calendar > Calendar > Calendar > Type = Instruction).
- Does NOT have the Exclude checkbox marked (System Administration > Calendar > Calendar > Calendar > Exclude).
Membership Days Calculation
The total number of days marked as Instruction during the student's enrollment period (System Administration > Calendar > Calendar > Days > Day Detail > Instruction).
- If a student's enrollment starts or stops during the first 10 day instructional days of the calendar, adjustment may be necessary. To determine the adjustment, you must look at the student's attendance.
- If the student was present for 5 or more of the first 10 instructional days, the student gets credit for the full 10 days. These adjustment days must be added on to the student's total membership count.
- If a student has more than 5 instructional days in membership over the first 10 days but less than 10, and there is another enrollment during those first 10 days, the sum of membership days between the two enrollments should not equal more than 10.
- If the student qualifies for the adjustment, the membership days of the most recent enrollment should be calculated as (10 - membership days of other enrollment) so that the total membership days during those first 10 days is equal to 10.
Instructional Days Calculation
The total number of days marked Instruction for the calendar being reported (System Administration > Calendar > Calendar > Calendar > Type = Instruction).
This number is not tied to the student's enrollment. This number should be the same for all students on the report. This number is displayed in the header and used for student ADM calculations.
ADM Calculation
Student membership days divided by total instructional days in the calendar multiplied by the student's percent enrolled. This number is rounded to two decimal places (#.##).
Tool Rights
PATH: System Administration > User Security > Users > Tool Rights, Calendar Rights
The ISEP Instructional Certification Report has individual tool rights for each type of report generated. In order to generate this report, users must have tool rights for the report type selected as well as rights to any calendar(s) selected.
If generating the report for a historical calendar, the user must have modify tool rights for the calendar in order to generate the report for new data (System Administration > User Security > Users > Calendar Rights > School Year Rights > Modify Rights).
BIE ISEP Instructional Certification Report - Tool Rights
Generate the Extract
BIE ISEP Instructional Certification Report Editor
- Select the Type.
- Run Certification Report on new data: Real-time district data is reported. Use this option to report the up-to-date information.
- Reprint Certification Report (PDF): Data already existing in the BIEISEPVerInstructional table is reported. Reported data is only as new as the last time new data was requested and stored the table.
- Reprint Certification Report (CSV): Data already existing in the BIEISEPVerInstructional table is reported. Reported data is only as new as the last time new data was requested and stored on the table.
- The school(s) included in the report are determined based on the District and School value selected in the Campus toolbar.
- If All Districts is selected, the Select ELO Office field will appear, allowing users to select which school(s) to include within the report.
- Click the Generate Report button. The report will appear in a separate window in the designated format.
- Click the Submit to Batch button to send the extract to the Batch Queue. Batch Queue functionality provides the ability to schedule when the extract is generated and reduces the amount of impact generating the report has on system performance. The Batch Queue also lets you view and access historical ISEP Instructional Certification reports.
Understanding the BIE ISEP Instructional Certification Report (PDF)
The following sections describe each section of the ISEP BIE Instructional Certification Report.
Header
The header describes the reporting entity, calendar, ISEP reporting date range and the number of records for the Program Type, Eligibility status and grade level listed.
Header Section of BIE ISEP Instructional Certification Report
| Field | Description | Location |
|---|---|---|
| Education Line Office Name and Code | The name of the Education Line Office and Agency Number for the school reporting data. | System Administration > Resources > School > Educational Line Office Database: school.agency |
| District Name | The name of the reporting district. | System Administration > Resources > District Information > Name Database: district.name |
| School Name and BIE School Number | The school name and BIE School Number of the reporting school. | System Administration > Resources > School > Name and BIE School Number Database: School.name School.groupNumber |
| Calendar | The calendar used for reporting data. | System Administration > Calendar > Calendar > Name Database: calendar.name |
| Program Type | Always reports a value of I: Instructional. | N/A |
| ISEP Reporting Date Range | The date range used for calculating attendance. MM/DD/YYYY | System Administration > Calendar > Calendar > ISEP Dates |
| Status | The type of status being reported (i.e., Eligible, Non-Eligible, Exceptions). All records of the same status are grouped together. | N/A |
| Grade | The grade of the students being reported for that page. | Not dynamically stored |
| Total Eligible Grade XX Students for Program Type | The total number of students for the reporting status and within the grade being reported. The student count is unduplicated as each student is only counted once regardless of the number of enrollments. | Not dynamically stored |
Body of Report
The body of the report describes detailed information about each eligible student.
Body of BIE ISEP Instructional Certification Report
Column | Description | Type, Format and Length | Campus Database | Campus Application |
|---|---|---|---|---|
Student Name | The student's first, middle and last name. | Alphanumeric | Identity.firstName | Census > People > Demographics > Person Information > First Name, Middle Name, Last Name |
DOB | The student's date of birth. | Date/Time Field, 10 digits | Identity.birthdate | Census > People > Demographics > Person Information > Birth Date |
Gender | The student's gender. | Alphanumeric, 2 characters | Identity.gender | Census > People > Demographics > Person Information > Gender |
NASISID | The student's NASIS ID. | Numeric, 15 digits | Person.otherID | Census > Demographics > Person Identifiers > NASIS ID |
Tribe | The student's tribe. | Numeric, 3 digits | NASIS.tribalCode | Student Information > Program Participation > NASIS Programs > NASIS > Tribe |
Start | The start date of the student's enrollment record. | Numeric, 10 digits | Enrollment.startDate | Student Information > General > Enrollments > Start Date |
End | The end date of the student's enrollment record. | Numeric, 10 digits MM/DD/YYYY | Enrollment.endDate | Student Information > General > Enrollments > End Date |
DIS | The student's primary disability. | Numeric, 2 digits | EnrollmentBIE. | Student Information > General > Enrollments > Bureau of Indian Education Reporting > Primary Disability |
SpedPlace | The student's Special Ed Setting. | Alphanumeric, 3 characters | EnrollmentBIE. | Student Information > General > Enrollments > Bureau of Indian Education Reporting > Special Ed Setting |
G/T | The student's gifted/talented code. | Alpha, 1 character | EnrollmentBIE. | Student Information > General > Enrollments > Bureau of Indian Education Reporting > Gifted/Talented |
| LEP | Added in E.1450 Indicates if the student is considered and counted as an English Learner (EL). A student will be counted as EL if they meet the following criteria:
| Alpha, 1 character | Lep.programStatus Lep.exitDate Lep.identifiedDate | Student Information > Program Participation > English Learners (EL) > EL |
| NLL | Added in E.1450 Indicates if the student is considered and counted as a Native Language Learner for Maintenance or Restoration (NLL).
| Alpha, 1 character | EnrollmentBIE.mllMaintResto | Student Information > General > Enrollments > Bureau of Indian Education Reporting > NLL for Maint or Resto |
Lang | No longer reported as of E.1450. The student's language program. Reports a value of Y if any of the following is true:
| Alphanumeric, 1 character | Calculated, not dynamically stored | Calculated, not dynamically stored |
Prog | Program Type for the report. | Always reports a value of "I" | N/A | N/A |
MemDays | Total number of days marked as "Instruction" during the student's enrollment record period. See the Attendance Calculations section for more information. | Numeric, 3 digits | Calculated, not dynamically stored | Calculated, not dynamically stored |
ADM | Student membership days divided by total instructional days in calendar. This number is rounded to two decimal places (#.##). See the Attendance Calculations section above for more information. | Numeric, 3 digits | Calculated, not dynamically stored | Calculated, not dynamically stored |
F/H/L | Indicates the student's Percent Enrolled. | Alphanumeric, 1 character | enrollmentBIE. | Student Information > General > Enrollments > Bureau of Indian Education Reporting > Percent Enrolled |
% Enroll | The student's Percent Enrolled. | Decimal, 6 digits | enrollmentBIE. | Student Information > General > Enrollments > Bureau of Indian Education Reporting > Percent Enrolled |
Min % Enroll | Indicates if the student does not meet minimum Percent Enrolled criteria. | Alphanumeric, 1 character | enrollmentBIE. | Student Information > General > Enrollments > Bureau of Indian Education Reporting > Percent Enrolled |
No Tribe | Indicates if the student is not a tribal member. | Alphanumeric, 1 character | NASIS.tribalCode | Student Information > Program Participation > NASIS Programs > NASIS > Tribe |
No DOB | Indicates if the student has no date of birth entered within Campus. | Alphanumeric, 1 character | Identity.birthdate | Census > People > Demographics > Person Information > Birth Date |
Non-ISEP | Indicates if the student's enrollment record Enrollment Type is not ISEP. | Alphanumeric, 1 character | enrollmentBIE.stateAidBIE | Student Information > General>Enrollments > Bureau of Indian Education Reporting > Enrollment Type |
Entry Age | Indicates if the student does not satisfy report age requirements.
| Alphanumeric, 1 character | Identity.birthDate | Census > People > Demographics > Person Information > Birth Date |
Exceptions and Totals
The Exceptions section describes all students for whom the report could not determine eligibility. See the Eligibility Calculation section for more information.
The Verification Summary for Qualified Students table provides a breakdown of how many students per grade qualified for each category (ADM, SPED, Lang, GT).
Students with multiple enrollment records in different grade levels are only counted once in all total fields. Students with multiple enrollment records in different grade levels are only counted for the grade level they were most recently enrolled in for the reporting year.
Exceptions and Totals Section of BIE ISEP Instructional Certification Report
Column | Description |
|---|---|
Total Exceptions | Total number of students who have eligibility exceptions. |
Name | The name of each student with an eligibility exception. |
Grade | The grade of each student with an eligibility exception. |
Exception Type | The type of exception tied to the student. |
Verification Summary for Qualified Students | The Verification Summary for Qualified Students section lists totals for each of the following categories:
|
School Total | The School Totals section lists a school-wide count of the following categories:
|
