w s l s wisconsin student number locator system department of public instruction april 2006

W S L S Wisconsin Student Number Locator System

Department of Public InstructionApril 2006

Today’s Presenters

• Barb Ballweg

• Melissa Aro

• Overview: WSLS and ISES• Application Access• Navigation Basics• Getting Started• Permanent, Unique, and Unduplicated WSNs• Individual Record Maintenance

– Individual Student Search / Match Review– Individual Student Update– Exit Confirmation

• Mass Student Maintenance– Mass Student Transfer Request– Mass Student Transfer Confirmation– File Upload– Mass Student Entry– Submission Status – File Upload & Mass Entry– Results – File Upload / Download & Mass Entry – Match Review – File Upload & Mass Entry

• Other Functions– File Download Request – Historical Enrollment Insertion

• Fall Training

Guiding Principles• To produce student data needed for yearly progress (AYP) and ESEA Report Card.

• To report academic indicators that measure what they are intended to measure (valid) and that have comparable values in comparable situations across districts and schools (reliable).

• To account for all students.

• To minimize data collection and reporting burden.

• To facilitate use of data for school improvement purposes.

• To protect student privacy.

WSLS

• To assign permanent, unique, and unduplicated identification numbers to students.

• To maintain data as students move between schools and to ensure that the unique WSN moves with them.

• Used in lieu of names to collect data through Individual Student Enrollment System (ISES).

ISES

• To report disaggregated data by school as required to produce federal mandated reports.

• To collect other data necessary for future consolidation and reduction of related collections.

Resources

Main WSLS and ISES Pagewww.dpi.wi.gov/lbstat/dm-eseadata.html

Parents - FAQwww.dpi.wi.gov/lbstat/isesfaq2.html

Districts and Vendors - FAQwww.dpi.wi.gov/lbstat/isesfaq3.html

Application Access

Web Access Management SystemWAMS

• Statewide system maintained by the Department of Administration.

• Allows authorized individuals to access State Internet applications using one User ID & password.

• Used by DOT, DHFS, DNR, UW, DOA, DPI, etc.

• Used by the School District Administrator (Superintendent) to designate a WSLS / ISES Local Administrator.

• Used by the WSLS / ISES Local Administrator to designate an Assistant WSLS / ISES Local Administrator.

• Used by the WSLS / ISES Local Administrator and the Assistant WSLS / ISES Local Administrator to grant and rescind access for local staff to the WSLS and ISES.

Delegated Authority

• All access to the WSLS and ISES is granted and maintained locally via Delegated Authority.

• Changes in District Administrator should be reported promptly to DPI.

• To access Delegated Authority the new District Administrator or Superintendent must email *dpistats@dpi.state.wi.us using the email address on file with DPI identifying the school district and providing his/her WAMS ID.

Delegated Authority

WSLS Access Roles

• All Functions

• On-line Enroll/Exit/Update

• On-line Enroll/Exit/Update-No Mass Entry

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Resources

WSLS Roleswww.dpi.wi.gov/lbstat/wsnauth.html#wslsroles

WAMS and Delegated Authority applicationswww.dpi.wi.gov/lbstat/eseawams.html

Wisconsin User ID Informationwww.dpi.wi.gov/lbstat/doc/wiuserid.doc

Self registration, "Help" or "FAQ" linkson.wisconsin.gov

Help Desk: 800 507-5744

Navigation Basics

Header•School and User NameFooter•Contact Information

WSLS Navigation Bar

Role Selection

Exit WSLS

On-line Help

Getting Started

District & School Contact Information and

Preferences

• Verify that the Primary and Secondary contacts for your schools are the individuals who work on a day to day basis in the WSLS.

• Preferences are used to set important indicators such as file type for uploads and downloads.

• Access to the Preferences screen is based on user role. If you are unable to make modifications, contact the WSLS / ISES Local Administrator for your district or someone with the All Functions role.

Select School Name Hyperlink

Student Information System (SIS)

Data Submit / Download File Format

Frequency of Notification Emails

School / District Contact Data

Which Students Count As Enrolled?

A student is "enrolled" in your district if the student receives his/her primary PK-12 educational services either

1) directly from district employees, or

2) from a third party (not another Wisconsin public school district) under the direct supervision of your district. Services provided by district employees or third parties might be received in a school building, library, hospital, county corrections, college, or any other location, and services include but are not limited to IEP services.

If a student receives services from multiple districts simultaneously, then submit the student as enrolled in the district that most directly supervises the primary educational services for this student.

A student is enrolled in one and only one district in the WSLS at any given point in time.

Example 1: If pursuant to District A IEP a student with disabilities is receiving his/her primary educational services from District B, then District B submits data for that student.

Example 2: If pursuant to District A IEP a student with disabilities is served by the Wisconsin School for the Deaf and if the School for the Deaf has an agreement with District B to provide some services to the student, then District A would submit data for this student.

Example 3: If a student attends District A under part-time open enrollment, but the student's primary educational services are provided by District B, then District B would submit data for the student. (Note: If a student attends District A under a full-time open enrollment program, then District A would submit data for the student.)

WSLS Data Fields

Legal Name

Race / Ethnicity

Gender

Local Student Identifiers

Date of Birth

Enrollment and Exit Dates

Birth Location

Student Alias(es)

Parent(s) or Guardians(s)

Privacy Indicator

Permanent, Unique, and Unduplicated WSNs

Match Review Process

Transferring students will most likely have a WSN within the WSLS. Care must be taken to ensure that the existing WSN is carried forward when you take assignment of the student.

I wish to take assignment of David Carlson. He was born 9/15/1993 in California. The first student I selected attends my district, so this is not the correct match.

Though the second David Carlson matches by name, the date of birth does not. This is not a good match.

The birth date and birth state match. This is the correct match. There is no exit date from Wisconsin Heights, but I may request the exit. Wisconsin Heights may not yet be aware that David is transferring.

Select the match, enter the School, Enrollment Date and other available information.

Click Save and Wisconsin Heights will be notified of the exit confirmation request.

Individual Record Maintenance

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The Individual Student Search / Match Review function was shown in the previous section regarding the Match Review process.

This function is most commonly used to take assignment of an individual student within the WSLS.

You may search for students within your district or throughout the entire state based on several criteria. The WSN search may only be used for students who are currently or have previously been assigned to your district.

When starting a search, begin with few criteria such as First and Last Name. Even if the previous district in which the student attended is known, search the entire state. If Possible Matches are returned for the student name, you must review at least one before you will be allowed to request a new WSN.

Occasionally a new WSN will be assigned, for example for a new Kindergarten student.

Once you have taken assignment of the student in the WSLS, you may retrieve the WSN from the Individual Student Update function or by requesting a file download of recently assigned students.

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The search for the Individual Student Update function is similar to Individual Student Search/Match Review except that you may only search within your own district or school.

Click on the student’s last name to review the record.

The Student Profile Data for the Individual Student Update function is similar to Request New WSN for Individual Student Search/Match Review.

Basic RulesEnroll Date may be no more than 14 days in the future; Enroll Date must precede the Exit Date.Exit Date may be no more than 7 days in the future; Exit Date may not precede the exit date of the previous enrollment period.Enrollment may not overlap by more than 14 days with any previous or subsequent enrollment period for the same student.Enroll and Exit Dates must be within the period in which the school was open.Local ID 1 must be unique within the school for the enrollment period. If Birth Location is provided, either City and State or County and State must be provided.

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Select an individual school or ‘All Schools’ and click the ‘Refresh’ icon to review the Exit Confirmation Requests that your district or school has received.

Click the student’s last name to review the Exit Confirmation Request or the school name to view contact information for the requesting school.

If the student has withdrawn from your school, then the exit should be confirmed promptly. Enter the exit date appropriate for you school and click the ‘Confirm Exit’ icon.

The requesting school will be notified that the exit request was confirmed.

If the student has not withdrawn from your school or if the new enroll date proposed by the requesting school conflicts with the exit date appropriate for your school, then you may deny the exit.

The requesting school will be notified that the exit request was denied.

Mass Student Maintenance

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Mass Student Transfer functions are available to move groups of students between schools within your district or between your K-8 district and the Union High School district. Ideally, the Mass Student Transfer Request task should be completed in spring at the close of the term.

Enter the birth date range for the students to be transferred and select an individual school or ‘All Schools’, then click the ‘Search’ icon.

Using the check boxes in the right hand column, select the students to be transferred. Enter the exit date to be set for all selected students and select the school to which the students are transferring.

Click the ‘Save’ icon to store your request. This action does NOT save the exit date and does not submit the transfer.

The selected students are stored in the ‘Student List’ such that you may search for multiple groups of students independently.

Review the student list. Individual students may be removed from the transfer request list by the ‘Remove’ button in the right hand column.

Once the list is verified, click the ‘Submit All’ icon. This action will save the exit date to each student record and submit the transfer requests to the identified schools.

If transfers were requested from multiple schools within the district, the submission step must be repeated for each school.

Note that students with the privacy indicator in your district may be selected during the mass transfer request process, but only an exit date will be saved. No transfer request will be sent to the transfer school.

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The Mass Student Transfer Confirmation function should be completed in fall at the beginning of the term.

Select an individual school and click the ‘Refresh’ icon to review outstanding Mass Student Transfer Confirmation requests received by your school.

The Student List may contain students transferring from multiple schools.

Using the check boxes in the right column, select the students that have transferred to your school. Select ‘Confirm’, enter the enrollment date and click the ‘Save’ icon.

If requests exist for students who did not transfer to your district, then such requests should be denied.

Using the check boxes in the right column, select the students for whom the transfer should be denied. Select ‘Deny Transfer’ and click the ‘Save’ icon.

If transfer confirmations were requested from multiple schools within the district, the confirmation process must be repeated for each school.

File

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Two file types may be uploaded to the WSLS:• Locate / Assign – to take assignment of new students or to enter new enrollment periods for existing students• Exit / Update – to modify exit date and / or demographic information of existing students

A confirmation message will inform you of upload to the DPI server. You must monitor the Submission Status and Results screens to determine whether the file is a success or a failure.

We suggest that you do not attempt to build Locate / Assign or Exit / Update files manually. If your district does not have a local School Information System which will generate the upload files, Mass Student and Individual Student on-line functions are available.

More Information: http://www.dpi.wi.gov/lbstat/wsnspec.html

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The Student Profile Data for the Mass Student Entry function is similar to Request New WSN for the Individual Student Search/Match Review function except that the student data is processed as a group rather than individually.

Guardian, Alias and Privacy Information is entered as shown for the Individual Student Search / Match Review function. The ‘Next’ icon will save the record and clear the data fields for entry of a subsequent student.

Mass Student Entry allows multiple students to be hand entered with minimal validation. The students are stored in the Student List such that they may be submitted as a group similar to file upload.

When entry of the student group is complete, click the ‘Submit All’ icon. This step must be repeated for each school for which students have been entered.

A confirmation message will inform you of submission to the DPI server. Record the file name under which each group was submitted. You must monitor the Submission Status and Results screens to determine whether the Mass Student Entry file is a success or a failure.

Note that students will remain in the Student List until the Mass Student Entry file has processed successfully.

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Select ‘All Schools’ or an individual school from the ‘School’ dropdown and click the ‘Refresh’ icon to display the Submission Status table.

The ‘Status’ column will display whether the file is ‘Received’, ‘Processing’ or ‘Completed’.

This is the file upload submitted in the previous example.

This is the mass student entry file generated in the previous example.

A ‘Completed’ status means that a report is available from the ‘Results’ function. ‘Completed’ does not indicate success or failure of the file.

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The Results function displays reports and files generated from the file upload, mass student entry and file download request functions. To review a report or file, click the File Description. This is the result report returned for the file upload previously presented.

The ‘WSN File Result Report’ provides a detailed report of the Locate / Assign file upload process including errors where the status is ‘Failure’, warnings and records which require manual match processing where the status is ‘Possible Match’.

This file upload was a failure. Though only two records in the file produced failures, no records from the file have been uploaded to the WSLS. Corrections must be made to the local SIS and a new file must be submitted to the WSLS.

The Locate / Assign file upload process may generate four types of files. The ‘Locate / Assign Pending Records’ file and ‘WSN ID File’ are generated only for files where the ‘WSN File Request Report’ shows a status of ‘SUCCESS’.

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The records displayed in the ‘Locate / Assign Student Match Report’ require manual match review. The ‘Locate / Assign Pending Records’ file contains the same students in a downloadable file.

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The ‘WSN ID File’ contains the student data and WSN of all students assigned to your district during the upload process. Students who require match review do not appear in this file.

The Exit / Update file upload process may generate Result Reports and Result Files similar to the Locate / Assign file upload process.

Download files are also available from the Results function. These files will be discussed in the File Download Request section of this presentation.

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Select ‘All Schools’ or an individual school and click the ‘Refresh’ icon to display outstanding possible matches and pending exit requests.

The records from file upload or mass student entry which require manual match review will appear in the top section of the Match Summary screen. This match review process is similar to the Individual Student Search / Match Review process shown previously.

The school and enrollment date were submitted during file upload or mass student entry and may not be modified.

If the school or enrollment date are incorrect or the student should not have been entered, the ‘Remove’ button will delete the student from Match Summary. The ‘Remove’ will not remove enrollment periods saved in the WSLS.

Students with pending exit confirmation requests are displayed in the lower section of Match Summary. Records may appear in this section from file upload, mass student entry or individual student search.

If no outstanding possible matches or pending exit confirmation requests exist, a notification will appear.

Other Functions

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File Download Request allows generation of files containing data stored in the WSLS. These files are generated in the CSV or XML format based on the ‘Data Submit Method’ selected on the WSLS Preferences.

Select an individual school or ‘All Schools’, a file type and a date range. Click the ‘Submit’ icon to generate the file.

The file name is displayed at the top of the screen. Record the file name. The file is available from the ‘Results’ function.

Click on the File Description to view or download the file.

Download files have the same layout as the WSN ID File.

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Historical Enrollment Insertion allows an enrollment period to be entered prior to the current enrollment record of the student. This function is available only via the on-line screens.

The student search is similar to the Individual Student Search function.

In this example, Stacey Campbell has an enrollment record in Weston High School. She enrolled in the Weston School District in the spring of 2005, but her Middle School record is missing. Click the ‘Select Match’ icon to continue.

Enter the School, Enrollment Date and Exit Date. The enrollment period may not overlap with any existing enrollment for the student. Other information such as alias and guardian may be entered, if available. Click the ‘Save’ icon.

The new enrollment period is displayed in the enrollment history table.

Fall Training

•Fall ISES Training will be held in mid to late August.

•The training session is intended for all ISES users and will concentrate on changes for Fall 2006.

•Training dates have not been confirmed, but will be announced this spring.