Birth to Three Participant Demographic Report (Illinois)

Classic View: IL State Reporting > Birth to Three Participant Demographic Report

Search Terms: Birth to 3 Year Participant Demographic Report

The Birth to Three Participant Demographic Report collects information on the caregivers assigned to students who have Birth to 3 Records.

Birth to 3 Participant Demographic Report

Report Logic

Students must have the following in order to be included on the report:

  • An active enrollment record (either Primary, Partial or Special Education) in State Grade Level 00 during the dates selected in the extract editor within the selected calendar.
  • A Birth to 3 record that falls within the start dates entered on the extract editor.
  • A Caregiver selected on the Birth to 3 record.

If the student has more than one record that meets the above requirement, the most recent record based on the start date reports.

If there are multiple Birth to 3 records but there is no caregiver selected, the student does not report.

If there are multiple caregivers for a student, the student reports multiple times on the report, once for each caregiver.

If a caregiver is assigned to multiple students, that caregiver also reports multiple times.

State Excluded students and students considered No Show do not report.

Report Editor

The following fields are available for selection.

FieldDescription
Report TypeSelection indicates what Demographic Report generates. Select either the B-3 Caregiver Report or the Errors and Warnings Report.
File IdentifierIndicates the 3-digit number attached to the end of the file name and is used to differentiate the file from the other files generated.
Start DateFirst date that should be included on the report to return caregiver information. This date is auto-populated with the start date of the calendar selected in the Campus toolbar. Dates are entered in mmddyy format or can be selected by using the calendar icon.
End DateLast date that should be included on the report to return caregiver information. This date is auto-populated with the end date of the calendar selected in the Campus toolbar. Dates are entered in mmddyy format or can be selected by using the calendar icon.
Report Protected IdentitiesWhen marked, student identity information (last name, first name, etc.) reports from the Protected Identity Information fields.
FormatThe report can be generated in HTML, Fixed Width or Comma Delimited (state format).
Ad hoc FilterIf desired, the student set can be limited to only those students included on an ad hoc filter.
Strip Apostrophes

When marked, the following marks are removed from student names and other reported data:

  • Apostrophes ('), Commas (,), Periods (.)
  • Umlaut (Ö)
  • Tilde (Ñ)
  • Grave Accents (Ò), Acute Accents (Ó)
  • Circumflex (Ô)

When not marked, these marks are not removed.

CalendarOnly one calendar can be selected for this report. The calendar selected in the Campus toolbar is auto-selected. Calendars can be selected by active year, by school or by year.
Report GenerationThe report can be marked to generate immediately using the Generate Report button or can be marked to generate at a later time using the Submit to Batch button. See the Batch Queue information for additional guidance.

Generate the Errors and Warnings Report

  1. Select Errors and Warnings from the Report Type field.
  2. Enter the File Identifier number.
  3. Enter the Start Date of the report.
  4. Enter the End Date of the report.
  5. If desired, mark the Report Protected Identities checkbox.
  6. Select the desired Format of the report.
  7. If desired, select an Ad hoc Filter.
  8. If desired, mark the Strip Apostrophes checkbox.
  9. Select a Calendar from which to report the Birth to Three Caregiver information. 
  10. Click the Generate Extract button to display the report immediately, or use the Submit to Batch button to choose when the results display.

The Errors and Warnings Report lists the following:

  • Caregivers missing required reporting information.
  • Students who have Birth to Three records but are not assigned caregivers.

Correct these issues before before submitting the information to the state.

Birth to 3 Participant Warning Report

Generate the B-3 Caregiver Report

  1. Select B-3 Caregiver Report Type from the Report Type field.
  2. Enter the File Identifier number.
  3. Enter the Start Date of the report.
  4. Enter the End Date of the report.
  5. If desired, mark the Report Protected Identities checkbox.
  6. Select the desired Format of the report.
  7. If desired, select an Ad hoc Filter.
  8. If desired, mark the Strip Apostrophes checkbox.
  9. Select a Calendar from which to report the Birth to Three Caregiver information. 
  10. Click the Generate Extract button to display the report immediately, or use the Submit to Batch button to choose when the results display.

Birth to 3 Caregiver's Report - HTML Format

Birth to 3 Caregiver's Report - State Format (Comma Delimited)

Birth to 3 Caregiver's Report - Fixed Width Format

Report Layout

Report Header

Element

Description

Location

File TypeThe name of the extract being generated. Always reports a value of Birth to Three Caregiver.N/A
Total RecordsThe total number of records included in the report.N/A

File Name

Caregiver_Demographic_RCDT or District Name_Date (mmddyyy)_File Identifier (i.e., 500821040020000_06222005_001.txt)

N/A

File DateDate the report was generated.N/A

RCDTS

The Region-County-District-Type-School code that uniquely identifies the school generating the extract.


RRCCCDDDDDTTSSSS, 15 characters

System Administration > Resources > District Information > State District Number, Type, Region Number, County; System Administration > Resources > School > State School Number


District.districtID; District.county; District.region; School.number

Report

Data ElementDescriptionLocation
Student IDReports the student's state ID.

Numeric, 9 digits
Census > People > Demographics > Person Identifiers > Student State ID

Person.stateID
SAP IDReports the student's local student number.

Numeric, 9 digits
Census > People > Demographics > Person Identifiers > Student Number

Person.studentNumber
Student's Last Name

Student's legal last name.


When the Report Protected Identities checkbox is marked on the report editor, the student's last name reports from the Legal Last Name field if populated.


Alphanumeric, 30 characters

Census > People > Identity Information > Last Name


Identity.lastName


Census > People > Identities > Protected Identity Information > Legal Last Name


Identity.legalLastName

Student's First Name

Student's legal first name.


When the Report Protected Identities checkbox is marked on the report editor, the student's first name reports from the Legal First Name field if populated.


Alphanumeric, 30 characters

Census > People > Identity Information > First Name



Identity.firstName


Census > People > Identities > Protected Identity Information > Legal First Name


Identity.LegalfirstName

Student's Birth dateStudent's date of birth.

Date field, 10 characters

(MM/DD/YY)


Census > People > Demographics > Person Information > Birthdate

Identity.birthDate
RCDTS for Home SchoolThe Region-County-District-Type-School code that uniquely identifies the school generating the extract.

RRCCCDDDDDTTSSSS, 15 characters
System Administration > Resources > District Information > State District Number, Type, Region Number, County; System Administration > Resources > School > State School Number

District.districtID

District.county

District.region

School.number


RCDTS for Serving SchoolThe Region-County-District-Type-School code that uniquely identifies the school generating the extract.

RRCCCDDDDDTTSSSS, 15 characters
Student Information > General > Enrollments > State Reporting Fields > Serving District, Serving School

Enrollment.servingSchool
System Administration > Resources > District Information > State District Number, Type, Region Number, County; System Administration > Resources > School > State School Number

District.districtID

District.county

District.region

School.number

Caregiver's Relationship to ChildReports the relationship of the caregiver to the student. See the Birth to Three Years article for a list of options.

Numeric, 2 characters
Student Information > General > Birth to 3 > Birth to 3 Caregiver > Relationship

ILBirthto3Caregiver.relationship
Caregiver's SIS Student IDReports the caregiver student ID number assigned in ISBE.

Numeric, 9 digits
Census > People > Demographics > Person Identifiers > Student State ID

Person.stateID
Caregiver's First Name

Caregiver's legal first name.


When the Report Protected Identities checkbox is marked on the report editor, the student's first name reports from the Legal First Name field if populated.


Alphanumeric, 30 characters

Census > People > Identity Information > First Name


Identity.firstName


Census > People > Identities > Protected Identity Information > Legal First Name


Identity.LegalfirstName

Caregiver's Last Name

Caregiver's last name.


When the Report Protected Identities checkbox is marked on the report editor, the last name reports from the Legal Last Name field if populated.


Alphanumeric, 30 characters

Census > People > Identity Information > Last Name



Identity.lastName


Census > People > Identities > Protected Identity Information > Legal Last Name


Identity.legalLastName

Caregiver's Birth DateCaregiver's date of birth.

Date field, 10 characters (MM/DD/YYYY)


Census > People > Demographics > Person Information > Birthdate

Identity.birthDate
Caregiver's RaceGeneral racial category of the caregiver.

Numeric, 2 characters
Census > People > Demographics > Person Information > Federal Race

Identity.raceEthnicity
Caregiver's Education ReceivedReports the level of education of the caregiver. See the Birth to Three Years article for a list of options.

Numeric, 2 characters
Student Information > General > Birth to 3 > Birth to 3 Caregiver > Educational Background

ILBirthto3Caregiver.educationalBackground
Caregiver's Employment StatusReports the current employment status of the caregiver. See the Birth to Three Years article for a list of options.

Numeric, 2 characters
Student Information > General > Birth to 3 > Birth to 3 Caregiver > Employment Status

ILBirthto3Caregiver.employment Status