ISBE Homeless Extract (Illinois)

Classic View: IL State Reporting > ISBE Extracts > Homeless

Search Terms: ISBE Extracts

The ISBE Homeless Extract reports students who are considered homeless. Students must have an active homeless record within the selected calendar in order to be included in the extract.

ISBE Homeless Extract

Report Logic

A student is included in the report when the student has a Homeless record in the selected calendar AND has an active enrollment on the entered Effective Date on the extract editor.

The student's Homeless Start Date must be before the Effective Date entered on the Extract Editor and must be before the end date of the selected Calendar. The student's Homeless End Date must be on or after the start date of the selected Calendar. If the student has multiple homeless records that meet these requirements, the record with the most recent start date is used, then the record with the lowest homelessID is used.

A student must have at least one enrollment record in the selected calendar. If the student has multiple enrollments in the same calendar, Primary enrollments report first, then Partial, then Special Ed.

Students are not included when:

  • Enrollment record is marked as State Exclude or No Show.
  • Grade Level of enrollment is marked as Exclude from State Reporting.
  • Calendar of enrollment is marked as State Exclude.

Report Editor

The following fields are available for selection.

FieldDescription
Extract TypeSelection determines the extract that is generated. For this instance, select the Homeless option.
Effective DateEntered date (the current date is auto-populated) determines the students who are actively enrolled and are included in the report based on other reporting logic criteria.
File IdentifierIndicates the number attached to the end of the file name and is used to differentiate the file from other files generated.
Students without State IDsWhen marked, the report returns students who do not have state IDs assigned.
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.

Report Protected Identities
When marked, student identity information (last name, first name, etc.) reports from the Protected Identity Information fields.
FormatDetermines how the report generates. Use the State Format (Comma Delimited) when submitting the report to the state. Use the HTML or Tab Delimited option when reviewing data prior to state submission. 
Ad hocSelect a saved ad hoc filter to use when generating this report. Only those students included in the filter will be returned on the report if they meet the reporting requirements.
Calendar SelectionAt least one calendar needs to be selected for the report to generate. Calendars can be chosen by Active Year, by School or by Year. If a calendar is selected in the Campus toolbar, that calendar is automatically selected.
Report GenerationThe report can be generated immediately using the Generate Extract button. When there is a larger amount of data chosen (several calendars, large date range, etc.), use the Submit to Batch button, which allows the user to choose when the report is generated. See the Batch Queue article for more information.

Generate the Report

  1. Select Homeless from the Extract Type dropdown list. 
  2. Enter the Effective Date of the report.
  3. Enter the File Identifier. This is the number attached to the end of the file name, used to differentiate the file from other files generated.
  4. Check the Students w/o stateIDs checkbox, if desired, to include students without assigned state IDs within the report.
  5. If desired, mark the Strip Apostrophes checkbox.
  6. If desired, mark the Report Protected Identities checkbox.
  7. Select the Format. To review data prior to submission, use the HTML format. When submitting data to the state, use the State Format (Comma Delimited).
  8. Select which Calendar(s) to include within the report.
  9. Select the Generate Extract button or use the Submit to Batch option. The report will appear in a separate window in the designated format.

ISBE Homeless Extract - HTML Format
 

ISBE Homeless Extract - State Format (comma delimited)
  

ISBE Homeless Extract - Tab Delimited

ISBE Homeless Extract Layout

Header Layout

Element

Description

Location

File Type

The name of the extract being generated. Will always report a value of Homeless.

N/A

Total Records

The total amount of records generated.

N/A

File Name

HM + RCDT or District Name + _ + Date (mmddyyy)_File Identifier (i.e., HM_31045300026_06222005_001.txt)

N/A

Sent Date

The date the extract 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

Extract Layout

Element

Description

Location

State ID

The student identifier assigned in the ISBE SIS.


Numeric, 9 digits

Census > People > Demographics > Person Identifiers > State ID


Person.stateID

Local SAP ID

The Student ID number used by the school to identify the student within their local system.


Numeric, 50 digits

Census > People > Demographics > Person Identifiers > Student Number


Person.studentNumber

Last Name

The 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.


Alphabetical, 30 characters

Census > People > Identity Information > Last Name


Identity.lastName


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


Identity.legalLastName

First Name

The 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.


Alphabetical, 30 characters

Census > People > Identity Information > First Name


Identity.firstName


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


Identity.LegalfirstName

Birth Date

The student's date of birth.


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

Census > People > Demographics > People > Person Information > Birth Date


Identity.birthdate

RCDTS Home School

The Region-County-District-Type-School code that uniquely identifies the elementary, middle/junior, or high school the student attends or would attend if not placed/transferred to another school/program to receive needed services.


Numeric, 15 characters (RRCCCDD DDDTTSSSS) 

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


System Administration > Resources > School > State School Number


Student Information > General > Enrollment > State Reporting Fields > Home School, Home District


District.districtID

District.county

District.region

School.number

Enrollment.residentSchool Enrollment.residentDistrict

RCDTS Serving School

The Region-County-District-Type-School code that uniquely identifies the school/program where a student is being educated.



Numeric, 15 characters (RRCCCDD DDDTTSSSS) 

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


System Administration > Resources > School > State School Number


Student Information > General > Enrollments > State Reporting Fields > Serving School


District.districtID

District.county

District.region

School.number

Enrollment.residentSchool Enrollment.residentDistrict

Unaccompanied Youth Status

Identifies the student as not being in the physical custody of a parent/guardian and who fits the McKinney-Vento definition of homeless. 


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > Unaccompanied Youth


Homeless.unaccompaniedYouth

Primary Nighttime Residence

Indicates student's primary nighttime residence.


Numeric, 2 digits

Student Information > Program Participation > Homeless > Primary Nighttime Residence


Homeless.primaryNightTimeResidence

Tutoring and Other Instructional Support

Indicates the student is receiving tutoring, supplemental instruction, and other educational services that help homeless children and youth reach the same challenging State content and State student performance standards to which all children are held. As clearly specified in the ESEA, as reauthorized by the NCLB Act, all academic enrichment programs for disadvantaged students, including programs for homeless students, must be aligned with State standards and curricula. 


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Tutoring/ Instructional Support


Homeless.servicesReceived

Expedited Evaluations

Indicates the eligible student is evaluated to measure their strengths and needs. These evaluations should be done promptly in order to avoid a gap in the provision of necessary services to those children and youth. 


Evaluations may also determine a homeless child or youth's eligibility for other programs and services, including educational programs for gifted and talented students, special education and related services for children with disabilities, English language acquisition, vocational education, school lunch, before-and-after school programs, and appropriate programs or services under ESEA.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Expedited Evaluations


Homeless.servicesReceived

Staff Development Awareness

Indicates staff is participating in programs and other activities designed to raise awareness among educators and pupil services personnel of the rights of homeless children and youth as a result of their homelessness.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Staff Development and Awareness


Homeless.servicesReceived

Health Referrals

Indicates the student was found eligible and was given a referral to medical, dental, mental, and/or other health services.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Health Referrals


Homeless.servicesReceived

Early Childhood

Indicates the student receives services related to developmentally appropriate early childhood education programs for homeless children of preschool age if such programs are not provided through other Federal, State, or local funds. 


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Early Childhood Programs


Homeless.servicesReceived

Assistance Participation

Indicates the student is being provided services and assistance to attract, engage or retain homeless children and unaccompanied youth in public school programs and services that are available to other students in their district.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Assistance with Program Participation


Homeless.servicesReceived

Ancillary Programs

Indicates the student is participating in before-and after-school programs, mentoring, and summer programs for homeless children and youth. Qualified personnel may provide homework assistance, tutoring, and supervision of there educational instruction in carrying out these activities.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Mentoring Programs


Homeless.servicesReceived

Obtain Transfer Records

Indicates the school of origin (Home School) is paying student's fees and costs associated with tracking, obtaining, and transferring records necessary for the continued enrollment of a student in school. The records may include birth certificates, guardianship records, immunization records, academic records, and evaluations of students needed to determine eligibility for other programs and services. 


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Obtain/Transfer Records


Homeless.servicesReceived

Parental Education

Indicates the student's Parents or Guardian are being offered or provided education and training programs regarding the rights their children have as homeless individuals and educational and other resources available to their children.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Parent Rights/Resources Education


Homeless.servicesReceived

Coordination with Schools and Agencies

Indicates student is participating in programs coordinated with local service agencies and other service providers including programs under the Runaway and Homeless Youth Act.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: School/Agency Coordination


Homeless.servicesReceived

Counseling

Indicates the student is participating in pupil services programs providing violence prevention counseling and referrals to such counseling.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Counseling


Homeless.servicesReceived

Domestic Violence Program

Indicates the student is participating in programs addressing the particular needs of eligible students that may arise from domestic violence. 


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Domestic Violence Program


Homeless.servicesReceived

Provided Clothing

Indicates the student is being provided basic needs such as school uniforms, school supplies, and health-related needs. 


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Clothing


Homeless.servicesReceived

School Supplies

Indicates the student is being provided school supplies at shelters, temporary housing facilities, and other locations as appropriate.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: School Supplies


Homeless.servicesReceived

Referral Other Programs

Indicates the student has been referred to liaisons or other programming outside of school for health, mental health, dental, and other appropriate services in the community. Other "appropriate" services may include housing, shelter, job training, public assistance, food and nutrition, and legal assistance. Student is receiving one or more of these "Other" Programs or services.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Referral to Other Programs/Services


Homeless.servicesReceived

Attendance Emergency Assistance

Indicates the student is provided extraordinary or emergency services as necessary to enroll and retain such children and youth in school.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Attendance Emergency Assistance


Homeless.servicesReceived

Other Services

Indicates the school is providing subgrant services for the student through programs on school grounds or at other facilities. If services are provided on school grounds, the schools may use McKinney-Vento funds to provide the same services to other children and youth who are determined by the LEA to be at risk of failing in, or dropping out of school. 


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > McKinney-Vento Services: Other Services/Activities


Homeless.servicesReceived

Eligible Homeless Service

Indicates the student is provided with enrichment programs and other supplemental services as school activities. Liaisons are required to ensure that children and youth in homeless situations have a full and fair opportunity to succeed in school. Enrichment programs clearly support that requirement. The extent that individual students experiencing homelessness can benefit from such programs, the student must be provided access to these programs.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > Barriers to Education > Eligible for Homeless Service


Homeless.educationalBarriers

School Selection

Indicates the school district shall to the extent feasible, keep a homeless child or youth in the School of Origin, except when doing so is contrary to the wishes of the child's or youth's parent or guardian. School of Origin is defined as the school the student attended when permanently housed or the school in which the student was last enrolled. 


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > Barriers to Education > School Selection


Homeless.educationalBarriers

Transportation

Indicates the student is provided transportation. If the parent or guardian chooses the school of origin and it is in another district, the districts must agree on how to divide responsibility and cost of providing transportation and share equally. 


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > Barriers to Education > Transportation


Homeless.educationalBarriers

School Records

Indicates the school has received the student's previous school information, and if not, has made arrangements to place the student correctly.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > Barriers to Education >  School Records


Homeless.educationalBarriers

Immuniz or Other Med Records

Indicates the school has been provided immunization records from either the student or from previous schools.


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > Barriers to Education > Immunizations/Medical Records


Homeless.educationalBarriers

Other Barriers

Indicates that fees associated with extra-curricular activities such as club dues and/or sports uniforms for the student were eliminated. Student discipline and expulsion rules apply to students in homeless situations in the same way they apply to housed students. Schools must be careful not to discipline or penalize students for behavior related to homelessness. Any child identified as homeless by a liaison or shelter director is automatically eligible for free school meals. 


Reports as 01 (Yes) or 02 (No).


Numeric, 2 digits

Student Information > Program Participation > Homeless > Barriers to Education > Other Barriers


Homeless.educationalBarriers