Individual Student Enrollment System

State of Wisconsin
Individual Student Enrollment System
Fall 2010 Training
DPI
ANNUAL DISTRICT UPDATES:
Report on the PI-1280, Public School Update (paper form):
District Administrator / Superintendent
Schools including agency closings and openings
Grades being served at each school
Consider the Fall Staff Report, PI-1202, when PI-1280 is reviewed. Schools reported on PI-1280 must have teachers assigned to them in the PI-1202 and students enrolled in the ISES.
Report on the PI-1203, Statistical Report (on-line vovici survey):
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 .
Access profile to prevent removal of unused WAMS account to prevent deactivation of inactive 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.
CONTACT INFORMATION:
Email addresses are used by WSLS to email exit and enroll notifications.
WSLS & ISES contact information is used by other districts to resolve student issues.
Prior to sending an EUT file, verify that the new file layout is being used, http://dpi.wi.gov/lbstat/wsnspec.html.
ISES will require RACE KEY for (This is covered in more detail in a later section.):
Students with exit dates on or after 7/1/2010,
Continuing Students with no exit dates, and
New Students
RACE_KEY is not required for WSLS records where ENROLL DATE = EXIT DATE.
This slide shows the proposed Individual Student Search / Match Review screen. Several elements appear blank on the screen, because a production screen shots was used, but would contain information from the selected student match during data entry. The ‘Former Race’ will be displayed only if a value exists in the selected match.
All data entry screens in the WSLS will have this layout. Screens on which data is displayed, but may not be modified or entered, will include the short text description of the race key rather than the two-part question.
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.
In general, this process SHOULD NOT BE USED if you have a SIS or vendor package. Contact the provider of your SIS for more information.
In general, this process SHOULD NOT BE USED if you have a SIS or vendor package.
The race / ethnicity conversion tool will allow a district to convert former race code to new race key. Student records with enrollment on or after 7/1/2009 converted. The conversion process may be repeated to generate a new file of records for which race key is missing. The former race code in ‘RACE’ will remain. The new race key will be written only when null. The conversion process will NOT overwrite existing data.
I (American Indian or Alaska Native) = 0033 (INDIAN_ALASKAN only, not Hispanic)
B (Black or African American) = 0035 (BLACK only, not Hispanic)
W (White) = 0037 (WHITE only, not Hispanic)
Use File Download Request to review the WSLS enrollment for the previous school term using a date range encompassing the entire year or a specific date such as the Third Friday of September or the last day of school.
RACE_KEY:
•  Available in WSN ID file and Baseline File.
RACE:
•  Available only in Baseline File.
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?
Use File Download Request to review the WSLS enrollment for Third Friday of September of the current school term.
For 2009-10, former race code will be stored in the ISES, if available, regardless of a whether race key is present in the WSLS. Race key will be bridged back to former race codes only when the race code is not available.
For 2010-11 and beyond race key will be stored in the ISES.
Bridging ‘backward’:
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.
For 2010-11 and beyond race key will be stored in the ISES.
For 2009-10, use of former race code will continue for state and federal reporting.
For 2010-11 and beyond individual race key information will be reported under the aggregate reporting categories defined in the race/ethnicity crosswalk, http://www.dpi.wi.gov/lbstat/datarac.html. Full term dropout records, discipline incidents , and cohort dropouts which have only former race key will be bridged forward into aggregate race codes.
You may notice that the Hispanic/Latino count has fallen significantly. For this district I completed the conversion using the WSLS tool. Though I have manually updated the 2 multiracial students in the district, I have not completed the manual work or submitted a file to identify race/ethnicity for the students previously identified as Hispanic/Latino.
For definitions and code sets for all data elements, see http://www.dpi.wi.gov/lbstat/eseamap.html#data.
Preparing for the ISES Summer 2010: http://dpi.wi.gov/lbstat/isesprepar.html#step_h
No significant changes to Discipline beyond the race / ethnicity transition.
Immigrant (Title III) - http://www.dpi.wi.gov/lbstat/dataimmigrantT3.html
Years in US Schools - http://www.dpi.wi.gov/lbstat/datayrsus.html
Three criteria must be met in order for a student to qualify as an immigrant under the definition specified by the NCLB:
Aged 3-21 as of the Third Friday of September.
Not born in US.
In US schools for less than 3 consecutive full academic years.
‘Born in the US’ includes any state, the District of Columbia, and Puerto Rico.
This, in turn, affects Year in US Schools which is also tied to birth location.
Years in US Schools is required when:
English Language Proficiency Code was submitted as 1-5 or
WSLS Birth State indicates student was born outside the US or Puerto Rico.
Test Status - http://www.dpi.wi.gov/lbstat/datawsas.html#teststat
Changes were proposed and presented at the spring ISES Vendor Conference, but these changes were NOT implemented.
CC = (Warning) Homeless Status has changed. Student was reported as homeless in the Year End record where the student completed the school term. Student was reported as not homeless in the subsequent 3rd Friday of September record. Review student information and verify that the student was not homeless between the beginning of the school term and the 3rd Friday of September. These records may exist in different schools and districts.
CD & CC - (Warning) Student at WSD or WCBVI reported as absent. Students at the state residential schools, Wisconsin School for the Deaf or Wisconsin Center for Blind and Visually Impaired, should not be reported as absent. Either correct Count Date Status to identify student was present, if student is currently enrolled in the state school, or modify third party, if the student is no longer attending the state school.
CC – (Info) Secondary Disability will no longer be set to the CD value, if not provided.
CD & CC - (Error) Invalid Educational Environment Classification, 'T', for public school student. Educational Environment Classification 'Parentally Placed Private', T, is valid only for students identified as Parentally Placed Private. Either Educational Environment Classification must be modified or Parentally Placed Private must be change to 'Yes', Y.
Educational Environment Classification - http://www.dpi.wi.gov/lbstat/dataenvir.html
Students still identified as A1, A2, or A3 who will be 3, 4, or 5 years old on the count date must be reclassified.
R1 - Regular Class At Least 10 Hours Majority Sp Ed in Regular Class
R2 - Regular Class At Least 10 Hours Majority Sp Ed in Other Location
R3 - Regular Class Less Than 10 Hours Majority Sp Ed in Regular Class
R4 - Regular Class Less Than 10 Hours Majority Sp Ed in Other Location
8/26 Training will be offered by Special Education team to cover these changes.
Coordinated Early Intervening Services (CEIS) only applies to those districts that have either been required to reserve IDEA funds for CEIS or have voluntarily chosen to do so. DPI will be tracking these students to determine whether become identified as a student with a disability. Accurate reporting of CEIS and disability status by district is necessary for DPI to properly identify students.
October 1 Child Count File Upload - http://www.dpi.wi.gov/lbstat/isesapp.html
Parent Placed Private:
We anticipate increased data verification of PPP students.
If in WSLS, but not identified as PPP, then additional data is required.
If at year end the child has a disability and is receiving services via an IEP/service plan, the child's disability should be reported. Conversely, if a child is dismissed from special education during the course of the school year, then the disability status should be reported as 'N'.
District responsible for virtual school needs to complete appropriate steps regarding truancy and exiting as they would for any resident or open enrolled student. Law grants virtual schools with an option to remove students, but does not preclude the district from pursuing truancy or holding accountability for a dropout.
Exit Type - http://dpi.wi.gov/lbstat/dataexit.html
If OOS is documented and no information exists supporting international move, then the exit type should be converted to ISM.
Wisconsin is required to report a ‘four-year adjusted cohort graduation rate' beginning with rates for 2009-10.
WINSS will report the ‘four-year adjusted cohort graduation rate‘. For AYP purposes the 2009-10 graduation rate will be calculated using the old definition. Availability of a WINSS download of the High School Completion Rate (old rate) is proposed. Whether the old rate or the new rate will be used for 2011-12 AYP purposes is still under consideration.
Each student is assigned to a “graduation year cohort” based on two factors:
• School year of his/her first high school enrollment period (based on ISES YE records)
• Student’s grade level placement at the time of that first high school enrollment period
As always, care should be taken to ensure that grade level placement data submitted in ISES are accurate. Once a cohort is assigned, it is used statewide and is permanent.
A student counts in the cohort for a school if that student is assigned to a “graduation year cohort” during or before enrollment in that school. To remove a student from the cohort, a school or district must confirm in writing that the student
• transferred out,
• emigrated to another country, or
• is deceased.
The Dropout Rate and the Adjusted Cohort Graduation Rate are separate and distinct. A student that is included in the cohort, but is not a graduate is NOT automatically considered a dropout.
Students continuing beyond their assigned cohort year should remain in the WSLS and be reported to ISES.
“Students who graduate in four years” means students who earn a regular diploma at the conclusion of their fourth year, before the conclusion of their fourth year (including those who graduate in an earlier year), or during a summer session immediately following their fourth year.
No student groups are excluded from the 4 year requirement.
To confirm that a student transferred out, the school or district must have official written documentation that the student enrolled in another school or in an educational program that culminates in the award of a regular high school diploma. USED guidance indicates that official written documentation includes (a) a request for student records from the receiving school or (b) a written record of a response from an official in the receiving school acknowledging the student’s enrollment. For transfers to another WI school covered by WSLS, WSLS provides the required documentation. A conversation with a parent or neighbor of a student is not considered official written documentation.
Expected transfers not known to be continuing where the expected transfer district responds ‘No Evidence of Move’ will be counted as dropouts of the ACCOUNTABLE school rather than the expected transfer district.
The exit type report now includes counts of credentials for high school completers.
The report now includes all valid year end records.
The dropout report includes the new exit type ISM (Inter-state Move) and identifies an accountable district for all ETCs.
The High School Completion Report will no longer be available within the ISES.
The cohort of a student and the adjusted cohort graduation rate will be calculated within the DPI Longitudinal Data System (LDS) after the ISES submission is closed for all districts. The dropout report and exit type report must be carefully reviewed to verify components of the graduation rate.
Important Dates - dpi.wi.gov/lbstat/isesdates.html