Wyoming WISE Training August 2005

Agenda Welcome Context and Overview Student Locator Framework & Uniq-ID District Checklist WISE Data Guidelines Student District Transmission Break Near Match Resolution Unique ID Download and Batch Upload Import and Export from the SIS SIS Agent District Install Timeline Questions (ALL)

The Case for State Student Record IDs Historical Context –1970s - USED Migrant Student Record Transfer System –1980s - FL, TX, NV (SS#) –1990s - MA, critical mass –2000s - NCLB (PBDMI/EDEN) All 50 States Why a state assigned, consistent, unique ID –vs. SS# –In addition to local ID –Data accuracy and reliability –Reduced reporting burden –Ability to link multiple data sources –Ability to link data across time –Ability to eliminate system duplications –Ability to improve efficiency of assessments

WISE is a state-of-the-art enterprise education system that uses public SIF™ standards to dramatically reduce district administrative burden in implementing a state assigned student record ID.

How will it work (Easy as 1-2-3) 1.School personnel register a student in their SIS 2.SIF Interoperability Occurs 3.District WISE coordinator receives s from SLA with URL to resolve near matches. (District administrator logs onto Uniq-ID to complete year-end roll over and other batch registration process)

SIS At Districts SIS Agent ZIS Student Locator Agent State ZIS Near Match Resolution Web Site At Aggregation Points Unique Student ID Instance Student Resolver Agent At WDE School/LEA User WISE Coordinator Notification This is a New ID or an Exact Match Situation This is a Near Match Situation

District Check List 1.Complete Training 2.Ensure Agent Installed and Configured 3.Ensure SIS Data Conforms to WISE Data Guidelines 4.Run WISE Student Locator Agent console and initiate batch assignment of new students. 5.Resolve all near matches 6.Begin standard operations

WISE Surveys Has any district not yet completed their installation survey? (If not, please see John at the break) Overview Questions

Data Access and Management Policy Protections Data Use and Release Improper Disclosure of Student Records Ownership of Data District Sign-Off

WISE Data Guidelines Where is Data stored in the SIS? Use complete legal names –Birth certificates –Multiple word names –Middle names (abbreviations and “NMN”) Separate nicknames from formal names Put generation codes in correct fields Remove special characters, * () “ ASCII US characters ~, accented letters, etc. are accepted Matches are not case sensitive Race, gender, and DOB are standardized by entry

Student Record Details Every WISER ID record must contain: –Legal Last Name –Legal First Name –Legal Middle Name –Legal Name Suffix –Gender –Date of Birth –Current Grade Level –District Student ID –Race / Ethnicity In non-SIF uploads the fields Current School Code, Resident District Code, and Current School Code must be included. Only valid data records can be loaded into the system Pre-code Update

Near Match Resolution Overview Demonstration

Unique ID Download and Batch Upload Overview Demo

WISER ID Import (1) WISER ID files will contain all district records in one file. (Header and Footer must be space or tab delimited, the rest can be CSV if desired) Header: Recode Type, Extract Date, Extract Time, Transmission ID, Version, Delimiter (carriage return) Detail Record: Record Type, Current School Code, Resident District Code, Legal Last Name, Legal First Name, Legal Middle Name, Legal Name Suffix, Gender, Date of Birth, Current Grade Level, Local Student ID, Social Security Number, Race/Ethnicity, WISER ID, Current District Code, Current School Code (carriage return) Trailer: Record Type,Transmission ID, Number of Records (carriage return) Sample Import File for School 006 in district 2601: TH 04/27/05 08:00:00 B1 1.0 delimiter=0X2C ID Max Kyle Bradly II M 03/15/ W (WISERID) ID Jones Dot Carol F 02/10/ H (WISERID) ID Smith,Robert Jr M 11/04/ A (WISERID) TT B1 5

WISER ID Import (2) Required File Manipulation The header and trailer records in the WISER file must be deleted before using the file to import the Student Record ID into WISE. This can be done by opening the file in WordPad or Notepad. The header and trailer record can be highlighted and deleted and then the file saved again. New Sample File for School 006 in district 2601: ID,006,2601,Max,Kyle,Bradly,II,M,03/15/89,09, , ,W,(WISERID),2601,2005 ID,006,2601,Jones,Dot,Carol,,F,02/10/90,1, , ,H,(WISERID),2601,2005 ID,006,2601,Smith,Robert,,Jr,M,11/04/88,10, , ,A,(WISERID),2601,2005

WISE District Install (1) Overview –SIS Agent –Zone Integration Server (ZIS) (located at aggregation point) –View Aggregation Point Model SIS At Districts SIS Agent District Zone At Aggregation Point School/LEA User

WISER District Install (2) 1.Install Agent 2.Configure Agent 3.Map SIS Data to Agent 4. Test SIS-Agent Connectivity 5.Test Agent-ZIS Connectivity 6.Begin Normal Operations NOTE: These steps are for the WISE Coordinator or their technical proxy.

SIF Bulk Upload 1.Go onto WISE Student Locator Agent Console 2.Follow Instructions in User Guide 3.Select schools you want batch uploaded 4.Student locator agent will execute Student Locator requests to the Student Resolver agent and handle returns 5.Resolve all near matches 6.IDs will be assigned to all students not already assigned an ID.

SIS At Districts SIS Agent ZIS Student Locator Agent State ZIS Near Match Resolution Web Site At Aggregation Points Unique Student ID Instance Student Resolver Agent At WDE School/LEA User WISE Coordinator Notification

Questions

Contacts WY Department of Education Steve King (307) eScholar Mary Milligan (914) ESP Solutions Group Alex Jackl Edustructures Steve Setzer WISE Technical Support John Woller, WISE Project Manager (307)