ises fall 2009 training. agenda preparing for fall data collections october 1 child count uses of...

ISES Fall 2009 Training

Agenda

Preparing for Fall Data Collections

October 1 Child Count

Uses of ISES Data

Year End

Third Friday of September

Data Quality

Discipline

ISES Timeline

Planning for 2010

Training Resources

Preparing for Fall Data Collections

New Users

Obtain a Wisconsin User ID (WAMS ID).

Provide WAMS ID to Local WSLS/ISES Administrator requesting access to WSLS and/or ISES.

Attend training sessions with DPI, CESA, local user groups or with your SIS Vendor.

Review on-line training resources.

Register in the Help Desk Expert Tool.

Related Links

Wisconsin Web Access Management Systemon.wisconsin.gov

Delegated Authority dpi.wi.gov/lbstat/delauthapp.html

Protecting student privacydpi.wi.gov/lbstat/isesagree.html dpi.wi.gov/lbstat/dataprivacy.html

Help Desk Expertdpi.wi.gov/lbstat/helptool.html

Before you begin ISES

Annual District Updates

WAMS Profile Management

Delegated Authority Maintenance

WSLS Student Data Entry

ISES Contact Information

Annual District Updates to DPI

Report on the PI-1280, Public School Update Form: District Administrator / Superintendent, Schools , and Grades being served at each school.

Report on the PI-1203, Statistical Report: District / school calendar start and end dates.

Set-up local databases and processes to match PI-1280 schools.

Enter individual student data into local software system(s) in appropriate schools.

WAMS Profile Management

Verify profile includes current email address.

District Administrator, if new, must report WAMS ID to dpistats@dpi.wi.gov.

Access profile to prevent removal of unused WAMS account .

Delegated Authority

Verify District Administrator / Superintendent has access to the Delegated Authority application.

Verify Local WSLS/ISES Administrator and Assistant Administrator have been appointed.

Delegate authorization to access local student data in WSLS/ISES for new staff.

Rescind authorization from staff that have left or no longer work in the WSLS/ISES.

Exit in the WSLS:

High School Completers,

Students moving between Schools within your District, and

Students transferring out of your District or the WSLS and other withdrawals.

Enter in the WSLS:

Students moving between Schools within your District,

Students transferring to your District,

Students new to the WSLS, and

Students with disabilities receiving special education or related services pursuant to a services plan that meets IDEA standards.

Review WSLS:

Have you included students for which your district is responsible, but services are provided outside a regular school building?

Have you included all preschoolers, including those receiving only limited Speech and Language instruction?

Have you included students who attend the two state schools, Wisconsin Center for the Blind and Visually Impaired and Wisconsin School for the Deaf?

Have you included parentally-placed private school children with disabilities receiving special education or related services pursuant to a services plan that meets IDEA standards?

ISES Contact Information

ISES PreferencesPreferences must be completed annually for the ISES collection.

The ‘Save’ icon is available only to the District All Functions role.

Individuals with school level access or a role other than ‘All Functions’ will not be able to continue to the main menu until preferences have been completed.

Related Links

Data Collection Reporting Scheduledpi.wi.gov/lbstat/schedule.html

WAMS Profile Managementon.wisconsin.gov

Delegated Authority dpi.wi.gov/lbstat/delauthapp.html

Enrollment, & Enroll and Exit Datesdpi.wi.gov/lbstat/dataenroll.html#usedpi.wi.gov/lbstat/wslscount.html

Web-based Tutorial – District / School Preferencesdpi.wi.gov/lbstat/swf/isestutor2.html

October 1 Child Count

October 1 Child Count

Gathered for Students with Disabilities IDEA eligible Public School Students Private School students covered by a Services Plan

Data elements include: Enrollment status Demographic information Detail regarding disability and environment

Summary of Fall 2009 Updates

Records available within existing ISES interface Debut of manual entry and deletion

New File Upload Layout for CSV

Debut of XML File Upload

Debut of Create Student Record Process

Child Count Progress & Summary Report

Main MenuOctober 1 Child Count is now available through the ISES Main Menu.

Summary of SchoolsTo access individual student records for the October 1 Child Count use the Summary of Schools and . . .

Student Record List. . . the Student Record List. Child Count records may be viewed by selecting ‘Record Type’.

Individual Student RecordThe data elements and layouts of Child Count records are similar to Third Friday of September records.

Each student record is displayed in two parts. Use the ‘Next’ and ‘Previous’ icons to navigate between these sections.

Supplemental data elements appear only when required. For example, if the district of residence does not equal the sumitting district…

… then additional data elements are displayed.

Manually add a studentEnter the WSN in the lower left corner and click the ‘Add Record’ icon.

The student is now displayed in the student record list.

Mass Data Submission

Child Count processes are listed separately on the File Upload and Create Student Record List Menu.

Upload Child Count RecordsTo import records from a local School Information System (SIS) a file is generated in your local software for upload into the ISES.

Create Child Count RecordsFor districts which do have local systems capable of extracting student data for upload into the ISES, records may be created based on the ISES 3rd Friday of September and WSLS data.

The Create process is useful only after 3rd Friday of September records have been submitted for your district.

Exsisting records are deleted during the Create Student Record and File Upload processes.

Individual Record DeletionSelect the appropriate student from the Student Record List.

Click the ‘Remove’ icon to delete the Child Count record.

The 2009-10 Child Count record no longer appears. Upon returning to the Student Record List, this student is no longer displayed.

Students identified as not disabled or not receiving services should be deleted.

ValidationValidation is requested from the Student Record List or the Summary of Schools.

Child Count records may be validated separate from 3rd Friday of September and Year End records.

While a Child Count records may be validated separately, all record types are unavailable during validation.

Reports

Informational, Warning, and Error Reports

Warning messages must be resolved or acknowledged.

District warnings also exist. These warnings do not have associated student detail.

Progress & Summary ReportsA report is available from the report menu to review Child Count enrollment.

Child Count ReportThis report is dynamic and will display changes as student records are modified, inserted and removed. Current and prior year reports may be reviewed.

Click the browser ‘Back’ button to return to the summary report.

Lock & SubmitThough validation may be requested separately for Child Count, a district will not successfully lock until Child Count records have been entered.

Related Links

File Upload Interface Specifications dpi.wi.gov/lbstat/isesspec.html

Validation Messages dpi.wi.gov/lbstat/xls/occvalid.xls

ISES Application dpi.wi.gov/lbstat/isesapp.html

Data Elements dpi.wi.gov/lbstat/isescodes.html dpi.wi.gov/lbstat/eseamap.html#data

Uses of ISES Data

Individual student data is collected for:

Federal Reporting Requirements State Reporting RequirementsSchool ImprovementDistrict ProfilesLongitudinal (Trend) Data StudyConsolidation of Data Collections

Annual Data Reporting – All Students

EDEN Federal Reporting Requirements Enrollment, Graduates, Dropouts, Attendance, Disciplinary Removals

SPR State Reporting Requirements Enrollment, High School Completers, Dropouts, Attendance, Retentions, Expulsions,

Suspensions

WINSS Public Reporting Enrollment, High School Completers, Dropouts, Attendance, Retentions, Expulsions,

Suspensions

Adequate Yearly Progress Enrollment, Graduation and Attendance Rates

Wisconsin Student Assessment System Enrollment, Testing Roster

ACCESS for ELLS Enrollment, ELL Status, Testing Roster

ESEA Consolidated EOY Report Disciplinary Removal for Firearms

E-Rate Reporting Requirements Enrollment, Free & Reduced Lunch Eligibility

Verification of Food & Nutrition Funding Claims Enrollment, Free & Reduced Lunch Eligibility

Title I Funding Enrollment

Annual Measurable Achievement Objective Determinations Enrollment, English Language Proficiency

Other State Agencies DOT, HEAB, DHFS

Annual Data Reporting – Special Education

State Performance Plan / District Profile Graduates, Dropouts, Disciplinary Removals

IDEA Child Count

IDEA Exit Report

IDEA Implementation of FAPE Requirements Disability, Educational Environment Classification, ELL Status

Report of Children with Disabilities Subject to Disciplinary Removal

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Title I Funding X

E-rate & FNS Eligibility X *

Adequate Yearly Progress X X X X X

School Performance Report X X X X X X

State Performance Plan (Special Education) X X X X

WINSS X X X X X X

WSAS X XFederal Reporting (examples, CCD/EDEN) X X X X XOther State Agencies (DOT, HEAB, DHFS) X

ACCESS for ELL & AMAOs X X

*Based on Economically Disadvantaged StatusList is only a sampling of the many groups and areas that use the data.

Year End

Year End

Gathered for all students

Data elements include: Demographic information Attendance Retention Reason for Exit

Summary of Fall 2009 Updates

Exit Type and Return to Regular Education Exit Type ‘TNC’ is no longer valid when Return to Regular

Education is ‘N’. Student should be enrolled in the WSLS and reported to the

ISES as Parent Placed Private.

Coordinated Early Intervening Services New Data Element for Year End records Collected from specific districts Also know as ‘CEIS’

Coordinated Early Intervening Services

Intended for students who have not been identified with disabilities under IDEA but who need additional supports to succeed in general education.

Used for students in KG through 12, with a particular emphasis on students in KG through 3.

Code Set: Y or N

Identifies a student receiving CEIS at any point during the enrollment period.

.

Year End Student RecordExit Type appears on the first screen of the Individual Student Record. Click the ‘Next’ icon . .

. . . to view Return to Regular Education and Coordinated Early Intervening Services. Note that these elements appear only when required.

Related Links:

CEISdpi.wi.gov/lbstat/datacoordearlyintervservices.html

Exit Type dpi.wi.gov/lbstat/dataexit.html

Return to Regular Educationdpi.wi.gov/lbstat/isescalc.html#return_regular_ed

Parent Placed Privatedpi.wi.gov/lbstat/dataparentplacedpriv.html

Third Friday of September

Third Friday of September

Gathered for all students Formerly know as ‘Count Date’ records

Data elements include: Demographic information Enrollment Status WSAS roster information

Summary of Fall 2009 Updates

Educational Environment Setting Clarification of definitions No change in code set

Years in US Schools May be carried forward during Create Student Record Process. No change in definition or code set (0, 1, 2, 3, 4, 5).

WSAS Test Status Code F (Section 504 opt-out) is no longer valid. Code set: T (Expect Test) or P (Parent opt-out) “Test Status“ is used to determine the reason a student is not

tested. It also affects WSAS scoring and reporting.

3rd Friday SeptStudent RecordClick the ‘Next’ icon . . .

. . . to view Ed Environment, Years in US Schools and Test Status. Note that these elements appear only when required.

Related Links:

Educational Environment Classificationdpi.wi.gov/lbstat/dataenvir.html

Years in US Schoolsdpi.wi.gov/lbstat/datayrsus.html

WSAS Test Statusdpi.wi.gov/lbstat/datawsas.html#teststat

Data Quality

Common ISES Reports

• Third Friday of September Enrollment

• Graduation Rate

• Dropout Summary

• Attendance Rate

• Retention Rate

• Child Count Enrollment for Students with Disabilities

3rd Friday of September EnrollmentBy selecting the options shown, a report of students enrolled and receiving services will be generated. These options will produce a report which includes all students for which your district is responsible regardless of the district providing services.

Graduation RateBy selecting the options shown, a report of students completing high school will be generated. The ‘R%’ column represents the High School Completion Rate (Regular Diploma recipients). Three High School Credential types are available, ‘R’ Regular Diploma, ‘E’ High School Equivalency Diploma and ‘C’ Other Credential.

Dropout SummaryBy selecting the options shown, a report of students considered dropouts for the School Performance Report in grades 7 through 12 will be generated. The students are separated into midterm and full term (summer) dropouts.

Attendance RateBy selecting the options shown, a report of attendance rate by grade similar to that previously collected in the School Performance Report will be generated.

A report of attendance rate by race/ethnicity and gender is another common report.

Retention RateBy selecting the options shown, a report of retention rate by grade similar to that previously collected in the School Performance Report will be generated.

A report of retention rate by race/ethnicity and gender is another common report.

High or Low Enrollment Counts

ISES record must correspond to an existing WSLS enrollment for the district, school, record type and enroll date

Missing ISES Records may result if only one record type has been uploaded/entered

into the ISES may result if new students and transferred students have not

been entered in the WSLS may result if graduates or other withdrawals for 2007-08 have

not been exited (3rd Friday of September) may result if new students for 2008-09 are enrolled on or

before 6/30/2008 (Year End)

High or Low Dropout Counts

May result from: Unresolved expected transfers, Incorrect exit types, or Missing enrollment periods

Low Graduation Rate

May result from: Over-reporting of dropouts, Misreporting of credential type, Incorrect exit types, Missing exit dates, or Incorrect identification as Returned to Regular Education.

Who should review ISES data?

District staff responsible for monitoring Adequate Yearly Progress measures

District Director of Special Education

District Coordinator for ELL

District Homeless Liaisons

District Assessment Coordinator

District Food and Nutrition Services Staff

District Student Services / Enrollment Coordinator

Residency Clarification:

Section II provides guidance for excusal from compulsory attendance.

Section III relates primarily to PI-1563, not the WSLS and ISES.

Spec Ed response provides guidance similar to section III which also applies to WSLS and ISES.

WSLS / ISES response will be published later this spring.

Charter School and State School Data

Data for charter schools is used for federal reporting of charter schools – including performance, test participation, graduation, dropouts, enrollment, etc.

Wisconsin School for the Deaf (WSD) and Wisconsin Center for the Blind and Visually Impaired (WCBVI) enrollment data is gathered is used for state and federal reporting.

Testing Labels:

Improve quality of testing labels and ensure delivery to appropriate district by completing submission of ISES 3rd Friday of September (CD) records by 9/30/09.

Priorities to meet this goal:

1)Update / assign WSLS through the 3rd Friday of September.

2)Complete Exit Confirmation Requests in a timely manner.

3)Provide appropriate Primary Disability and ELP Code in ISES 3rd Friday of September records.

Homeless

Off by 50% statewide when compared to ESEA Consolidated EOY Report.

If the data in the two reports is vastly different, it will reflect poorly on the district. ISES data is used for reporting student performance, graduation

and dropouts for Federal Reporting of homeless students. Counts of eligibility and students served come from ESEA

Consolidated EOY Report.

District Homeless Liaisons and Title X Contacts: dpi.wi.gov/homeless/aspx/homeless_directory.aspx dpi.wi.gov/homeless/pdf/titlexcontacts.pdf

Native Language

137 districts have reported ELL students with English as their native language.

Many test booklets for ACCESS for ELL tests were submitted with invalid Native Language Codes. These codes must be valid codes used by ISES.

Native language is NOT a reflection of the child's proficiency or dominance in English.

Immigrant – Title III

More than ½ of districts reporting had higher participation on grant applications than were reported in ISES.

WSLS/ISES administrators need to be in contact with the Immigrant program director to make sure students are properly identified in ISES.

WSLS

Duplicates

Searching for existings WSNs Hyphenated names Adopted surnames Nicknames

Transferring SIS:

Common Issues: Mismatch of enrollment dates in WSLS and new SIS Missing / unavailable attendance data Uniqueness problems with Local ID 1

DPI Requests: Maintain a relationship with previous vendor through end of

fall collections. Complete the conversion in the summer rather than in

September.

Related Links:

Using ISES Progress and Summary Reportsdpi.wi.gov/lbstat/isesreports.html

Progress and Summary Reports Glossary dpi.wi.gov/lbstat/isesgloss.html

Data Quality Presentationdpi.wi.gov/lbstat/isessupprt.html

Duplicate WSNsdpi.wi.gov/lbstat/wslsdupl.html

Discipline

Discipline

Gathered for public school students

Data elements include: Demographic information Discipline reason Removal type and length Detailed expulsion information

Summary of Fall 2009 Updates

No new data elements

No changes to file upload layouts

Clarification of existing business rules

Incidents and RemovalsA single act (incident) may result in multiple removals for a single student.

Take care to report both removals under the single distinct incident.

Firearms IncidentsIncident types related to firearms and weapons have very specific definitions.

Take care to properly select incident type when a weapon is involved.

In general a firearms incident type should be listed as the primary reason for discipline.

Related Links:

Removal Type dpi.wi.gov/lbstat/dataremoval.html

Incident Type (including firearms definitions) dpi.wi.gov/lbstat/dataincident.html

ISES Timeline

ISES Timeline

9/30: Key date for WSLS enrollment and Discipline

10/19: Key date for 3rd Friday of September (CD) , Year End (YE), and Child Count (CC)

10/19: Review and revision ends for Discipline

11/18: Review and revision ends for 3rd Friday of September (CD), Child Count (CC), and Year End (YE)

WSAS Roster Files 9/30, 10/30, 12/1AMAO Determinations 9/30, 10/30Spec Ed Discipline – 10/19IDEA Exit – 10/19Title 1 – 12/1Public Enrollment – 12/1 E-Rate & FNS – 12/1Charter School Enrollment – 12/1Access for ELLs Roster File – 12/15

Related Links:

Important ISES Dates dpi.wi.gov/lbstat/isesdates.html

Planning for 2010

Race / Ethnicity: Change in Definition

A 4 digit race key that corresponds to one of the 64 possible combinations of answers to the two part question will be implemented. Part One: Is this person Hispanic or Latino? (Must choose one)

Hispanic or Latino Not Hispanic or Latino

Part Two: Select one or more of the following categories that apply to this person.American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White

A cross walk will be provided that maps the individual race key to the proper aggregate code for aggregate level corrections.

Related Links:

Race / Ethnicity 2010-11 and beyond dpi.wi.gov/lbstat/datarac.html

Race / Ethnicity through 2009/10 dpi.wi.gov/lbstat/dataracgdr.html

Bridging Managing an Identify Crisis published by the National Forum

on Educational Statistics

Training Resources

The Help Desk Expert Tool is available to assist with general support of several DPI applications.

•Review Application Availability•View Frequently Asked Questions•Report problems •Request application assistance

Related Links:

ISES Application dpi.wi.gov/lbstat/isesapp.html

ISES Training and Support dpi.wi.gov/lbstat/isessupprt.html

ISES Web Tutorials dpi.wi.gov/lbstat/isestutor.html

Help Desk Tool dpi.wi.gov/lbstat/helptool.html