ISES Vendor Conference

February 23, 2010

Topics for Session

• Maintaining, Collecting, and Reporting Racial & Ethnic Data

• WSLS planning – Race / Ethnicity

• ISES transition – Race / Ethnicity

• Adjusted Cohort Graduation Rate

• ISES Data Element Changes

• Schedule

• Coursework Completion System

Maintaining, Collecting, and Reporting Racial & Ethnic Data

Race / Ethnicity: 1977 Standards

Continue to submit data in the five racial/ethnic groups for 2009-10.

(1) Asian/Pacific Islander ‘A’(2) Black, Not Hispanic ‘B’ (3) Hispanic ‘H’(4) American Indian/Alaska Native ‘I’(5) White, Not Hispanic ‘W’

Race / Ethnicity: Change in Definition to 1997 Standards

Part One: Is this person Hispanic or Latino? (Must choose one)o Hispanic or Latino o 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

Race / Ethnicity: Aggregate Reporting Categories

(1) Hispanic/Latino of any race; and

For individuals who are non-Hispanic/ Latino only,(2) American Indian or Alaska Native,(3) Asian,(4) Black or African American,(5) Native Hawaiian or Other Pacific Islander,(6) White, and(7) Two or more races.

Common Questions regarding Racial & Ethnic Data

Is it OK to help a student or parent classify him- or herself?

District and school staff should not tell a student, parent, or staff member how to answer these questions.

District and school staff must accept an individual’s self-identification regardless of whether staff believe the student is of a different race or ethnicity.

Why do Hispanics have to answer part 2 of the question?

Hispanic/Latino is considered an ethnicity, not a racial group.

Suggest the parent or student answer based on :• the race and ethnicity with which he or she most comfortably

identifies or• his or her ancestry.

Do not suggest how the parent or student should complete the question.

Spanish language version of letter to parents is now available.

If conflict arises, how should the student be reported?

If student and parent choices conflict, then the parent’s choice should be used.

If the parent declines, but the student chooses to self-identify, then the student’s choice should be used.

Identification by school or district staff should be used only as a last resort when the parent and student decline.

Must ancestry be proven to select ‘American Indian or Alaska Native’?

No, only self-identification is necessary.

What is the due date for re-identifying students?

• Re-identification in not required for all students and staff, but it is recommended.

• Persons who have identified themselves as Hispanic or Asian/Pacific Islander must re-identify.

• Persons need to be re-identified for 2010-11 reporting.

WSLS planning – Race / Ethnicity

Preparing for Race / Ethnicity Transition

Complete processing of Students with Possible Matches on or before 6/30.

Exit on or before 6/30 students known to be:• Transferring within the district,• Transferring out of the district, and• Exiting the WSLS.

July maintenance

WSLS will be closed for the first two weeks of July for transition to accept the new race key.

Following the transition:• Race code will not be accepted in the WSLS, and• Any modification of an existing record, current or

historic, will require race key.

Pending WSLS Transactions

Pending Match Review: If record was placed in match review prior to 7/1, a match may not be completed and a pending exit may not be generated. The WSN must be removed and resubmitted.

Pending Exit Confirmation:If exit was requested prior to 7/1, race key must be entered after exit is confirmed.

Pending WSLS Transactions

Mass Student Transfer Confirmation:If MST request was performed prior to 7/1, race key must be entered after MST is confirmed.

WSLS - Overview

New File Upload Layout for CSV & XML

New WSN ID File Layout (WSN export)

New Data Entry and Review Screens

Changes in WSLS Search Functionality

Header Parent Header

Data Element Name

Business Rule Description NULLABLE

02 N/A N/A School parent header. Include one School header for each School in the file. Students enrolled in that school must immediately follow each School's header.

NO

SCHOOL 02 SchoolCode 1) Must be a valid School Code from DPI Table 2) FORMAT 0009 – Leading Zeroes

NO

03 N/A N/A Student parent header. Include one STUDENT header for each student.

NO

WSN_ID 03 WSNStudentId 1) FORMAT 00000000092) NOT ALLOWED on Initial Load file and OPTIONAL on

subsequent files3) The WSN_ID would be used for matching purposes and

would be beneficial for intra-district transfers

YES

…

RACE 03 RaceCode Will not be written to data base. N/A

…

RACE_KEY 03 RaceKey Must be a valid Race Key from DPI Table. NO

04 N/A N/A End of File Header NO

EOF 04 End of File EOF string NO

WSLS Locate / Assign File Upload

RACE_KEY:• New element – 4 digit numeric field • CSV – located at end of file after Guardian• XML – RACE_KEY tag

RACE:• Code set prior to 2011 – 1 character alpha • CSV – location remains unchanged in file• XML – RACE tag remains unchanged

Tag Parent Tag

Data Element Name Business Rule Description NULLABLE

Tag Name ABLE

02 N/A N/A School parent header. Include one School header for each School in the transaction.

NO

SCHOOL 02 SchoolCode 1) Must be a valid School Code from DPI Table 2) FORMAT 0009 – Leading Zeroes

NO

03 N/A N/A Student parent header. Include one STUDENT header for each student.

NO

UID1 03 UniqueId 1) Exact Same format as value received in File Set B2 YES

UID2 03 UniqueId 1) Exact Same format as value received in File Set B2 YES

WSN_ID 03 WSNStudentId 1) FORMAT 0000000009 NO

F_NAME 03 LegalFirstName NONE NO

M_NAME 03 MiddleName NONE YES

L_NAME 03 LegalLastName NONE NO

SUFFIX 03 Suffix NONE YES

DOB 03 BirthDate 1) FORMAT MM-DD-YYYY or MM/DD/YYYY2) WARNING – If student’s age >= 22 and <= 263) FAILURE – If student’s age > 26

NO

GENDER 03 GenderCode Must be a valid Gender Code from DPI Table NO

RACE_KEY 03 RaceKey Must be a valid Race Key from DPI Table NO

ENROLL_DATE 03 EnrollmentDate NONE NO

EXIT_DATE 03 ExitDate NONE YES

NORELEASE_IND 03 ReleaseInd NONE NO

04 N/A N/A End of File header NO

EOF 04 End of File EOF string NO

WSLS – WSN ID FileCSV layout remains unchanged.

XML tag is renamed RACE_KEY.

File generated following locate/assign will contain the 4 digit race key.

File Download Request will contain race key, if available.

WSLS Data Entry & Review Screens

RACE_KEY:• Labeled ‘Race / Ethnicity’.• Presented as two-part question.• Screen will not allow save unless both parts of question

are provided.

RACE:• Labeled ‘Former Race’.• Provided for reference purposes.• May not be modified.

WSLS - File Download Request

RACE_KEY:• Available in WSN ID file and Baseline File.

RACE:• Available only in Baseline File.

Race / Ethnicity Conversion Tool

Convert 3 of 5 former race codes:• I to 0033• B to 0035• W to 0037

Generate file of records for which WSLS race key is missing.

Allowed only for records with:• enrollment on or after 7/1/2009 and • blank (null) race key.

Race / Ethnicity & other DPI applications

Student and Staff data at the person level are:• Gathered via the two-part question and• Submitted via the Race Key.

Aggregate student and staff data are:• Gathered via the Aggregate Reporting Categories

and • Submitted via the 7 single character alpha codes.

Bridging Methodology

Means by which data can be compared from different sets of categories.

6 of 7 categories map back to former categories easily.

Bridge ‘Two or More Races’ to the largest, non-white category.

ISES Race / Ethnicity Transition

ISES Year End and Discipline

2009-10:• Gathered from either WSLS RACE or RACE_KEY.• Stored in ISES as the former race code:

o WSLS Race will be used when available.o WSLS Race key will be bridged back to former race codes.

2010-11:• Gathered from WSLS RACE_KEY.• Stored in ISES as race key.• ISES Lock will not be allowed if RACE_KEY is missing.

ISES 3rd Friday September and October 1 Child Count

2010-11:• Gathered from WSLS RACE_KEY.• Stored in ISES as race key.• ISES lock will not be allowed in RACE_KEY is missing.

Column Header Parent Data Element Business Rule Description Null- Null Record

Header Name (for File Definition only – does not include validations resulting in reason codes)

AbleUpload

AbleLock

Type

1 02 N/A N/A School set parent tag. Include one SCHOOL tag for each SCHOOL submitted. Students enrolled in that school must immediately follow each School's header.

NO N/A CD/YE

2 SCHOOL 02 SchoolCode 1) FORMAT 0009 – Leading Zeroes. NO NO CD/YE

3 RECORD_ TYPE 02 RecordType NO NO CD/YE4 YEAR 02 Year NO NO CD/YE1 03 N/A N/A Student parent tag. Include one STUDENT

tag for each student.NO N/A CD/YE

2 WSN_ID 03 WSNStudentId 1) FORMAT 0000000009. NO NO CD/YE

3 ENROLL_ DATE 03 EnrollmentDate 1) FORMAT MM/DD/YYYY or MM-DD-YYYY.

NO NO CD/YE

4 EXIT_DATE 03 ExitDate 1) WSLS Data. N/A COND CD/YE

5 RACE_KEY 03 RaceKey 1) WSLS Data. N/A NO CD/YE

6 GENDER 03 Gender 1) WSLS Data. N/A NO CD/YE

7 BIRTHDATE 03 BirthDate 1) WSLS Data. N/A NO CD/YE

8 CNT_DATE_STATUS

03 CountDateStatus YES NO CD

File Download Request

RACE_KEY returned from download:• will contain former race code for 2009-10 and

prior years and• will contain race key for 2010-11 and beyond.

ISES State and Federal Reporting

2009-10:• Reported under former race codes.

2010-11:• Reported as aggregate race codes associated with race

key.• Forward bridging will be required for:

o Discipline reporting of new removals associated with prior collection incidents,

o High School Graduation Rate, ando Dropout Rate.

Adjusted Cohort Graduation Rate

Adjusted Cohort Graduation Rate

number of students who graduate in four years with a regular high school diploma

.

number of students who form the adjusted cohortfor that graduating class

Graduation Year CohortAssigned based on grade level at first high school enrollment.

Removed, if the student: • transfers out, • emigrates to another country, or • is deceased.

Transfers out:• must have documented enrollment in another school, • may not include dropouts, and• may not include students not known to be continuing.

ISES Data Element Changes

Exit Type

Change in code set:• ISM – Interstate move. Not known to be continuing.• INM – International move. Not known to be continuing.• OOS – (removed)

Dropout Rate

Denominator will remain unchanged.

Numerator will include additional exit types:• ISM will count as a dropout.• ETC with ‘N’ response will count as a dropout.

Immigrant (Title III)

Clarification of ‘Not born in US.’

Children born in US territories, excluding Puerto Rico, are now considered ‘not born in US.’

Children born in another country and adopted by US citizens are ‘not born in US.’

Children born outside the US to military personnel are ‘not born in US.’

Educational Environment

New Preschool codes are proposed but not finalized in the Federal Register.

No change at this time.

October 1 Child Count File Upload

All IDEA eligible students as of 10/1.

Provide a mechanism to export the Child Count file from the local SIS.

Validation Rule Updates

Homeless

WSD & WCBVI

Secondary Disability

Educational Environment

Schedule

Training Opportunities

• Vendor Conference – February 2010– Madison

• Spring Training (Tentative) – May 2010– Madison

• Fall Training – August 2010– Limited number of CESAs

Specific dates to be announced

Tentative Fall 2010 ISES Schedule

• 7/1: Key date for WSLS Exit Dates• 7/1 – 7/12: WSLS will be closed for maintenance• August: ISES 3rd Friday of September / Year End / Child Count

and Discipline will open• 9/30: Key date for WSLS Enrollment and 3rd Friday of

September (CD) • 10/11: Key date for Discipline• 10/25: Review and revision ends for Discipline• 10/28: Key date for 3rd Friday of September (CD), Year End

(YE), and Child Count (CC)• 10/28 – 11/5: WSLS and ISES applications closed for validation• 12/1: Review and revision ends for 3rd Friday of September

(CD), Child Count (CC), and Year End (YE)