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How do I record and report changes in a student’s Full Time Equivalent (FTE) or serving school to ISBE?

When students change serving schools or have an adjustment to their FTE, these changes should be recorded in SchoolInsight as new enrollments and sent to ISBE via export of the Exit Student Enrollment and Student Demographics/Enrollment files.

A student’s Full Time Equivalent (FTE) is a measure of a student’s enrollment in a given academic year. ISBE defines FTE as a decimal number from 0.0 to 1.0. A student currently enrolled full-time should be given an FTE of 1.0. Students enrolled part-time should be given an FTE of less than 1.0.

Serving schools provide services to the student and are is usually where the student actually attends classes. A student may have multiple serving schools if, for example, she takes half her classes at one school and half her classes at another school. In that case, she would have an FTE of .5 at one serving school and FTE of .5 at the other serving school.

In order to change a student’s serving school and/or FTE in Illinois, take the following steps:

  1. Update the student’s enrollment
  2. Send the Exit Student Enrollment file to ISBE
  3. Confirm the student was exited successfully
  4. Send the Student Demographics/Enrollment file to ISBE

Update the Student’s Enrollment

  1. Go to (School District) Admin Main > Student - Single View
  2. Look up the student in question
  3. Edit Student
  4. Enter in an Exit Date and Description for the original enrollment
  5. Use the blue_plus.PNG to create one or more new enrollments
  6. Enter the Entry Description/Date, Home school, Serving school, and other relevant FTE/PDA options
    • TeacherEase’s PDA (Percent of Day Attended) field exports as FTE when sent to ISBE.
  7. Save

Send the Exit Student Enrollment file to ISBE

  1. Go to School District Admin Main > Import/Exports > ISBE Files > Export ISBE File
  2. Select the file type Exit Student Enrollment
  3. Preview
  4. Confirm that all information is correct and Upload Directly to ISBE

Confirm the Student was Exited Successfully

After submission of the Exit Student Enrollment file, it may take several hours for ISBE verify the information and send a response. You must confirm a successful exit of the student before submitting the Demographics/Enrollment File.

  1. Go to School District Admin Main > Import/Exports > ISBE Files
  2. Next to the latest Exit Student Enrollment file you sent, click on verify ISBE response
  3. Confirm there are no errors with the exited student

Send the Student Demographics/Enrollment file to ISBE

  1. Go to School District Admin Main > Import/Exports > ISBE Files > Export ISBE File
  2. Select the file type Student Demographics/Enrollment
  3. Preview
  4. Confirm that all information is correct and Upload Directly to ISBE