Wisconsin Department of Public Instruction INDIVIDUAL STUDENT ENROLLMENT SYSTEM ISES Phase 2 Training August 2005 (revised August 10, 2005)

Presenters Barbara Ballweg –Education Statistics Coordinator Melissa Aro –Application Development Patt Goerke –CESA 1 – Software Support Consultant Terri Iverson –CESA 3 – Software Support Consultant Kari Bowe –CESA 10 – Software Support Consultant

Agenda WSLS – ISES and Public Reporting Preparing for the ISES Collection WSAS Roster ISES Data Entry Process Locking Student Data for submission to the DPI WSLS / ISES Calendar Looking Forward

WSLS – ISES and Public Reporting

3rd Fri Sept Enrollment (Eliminated PI-1290) WI School Performance Report (Eliminated WI SPR collection of dropouts, graduates, attendance, retention) NCLB Requirements (full disaggregation, ESEA Report Card, AYP, acquisition of ELP, grad rate formula) WSAS Roster (Eliminated WSAS roster file) Coming Soon... (IDEA Exit Report, Preliminary Membership, transfer data..) Wisconsin Student Number Locator System (WSLS) Individual Student Enrollment System (ISES) Phase 2 – Fall ‘05 Protecting Student PrivacyConsolidating Collections Accounting for All Students Valid, Comparable, Useful Data Minimizing Burden

WSLS and ISES Calendar September 30, 2005 – WSLS should be up-to-date with current student enrollment. October 3, 2005 (8 AM) -- WSAS Roster File #1 is sent to CTB October 31, 2005 (8 AM) – ISES Initial Submission Period Closes for the State-wide Validation. WSAS Roster File #2 is sent to CTB. November 7, 2005 – ISES Review and Revision Period Opens November 21, 2005 – ISES Closes – ALL STUDENT DATA IS FINAL Early December 2005 – WSAS Roster File #3 is sent to CTB

Preparing for the ISES Collection

WAMS PROFILE MANAGEMENT: –Passwords expire after 1 year –Passwords should not be shared DELEGATED AUTHORITY: –DPI and districts must protect student privacy –District Superintendents, and any local WSLS/ISES Administrators they appoint, can delegate and rescind authorization to access local student data in WSLS/ISES at any time –Access to the Delegated Authority application transfers to new Superintendents when they submit their WAMS IDs to DPI

Preparing for the ISES Collection EXIT in the WSLS: –High School Completers –Students moving between Schools within your District –Students transferring out of your District or WSLS and other withdrawals

Preparing for the ISES Collection ENROLL in the WSLS: –Students moving between Schools within your District –Students transferring to your District –Students new to the WSLS UPDATE in the WSLS: –Existing students, as needed

Preparing for the ISES Collection REVIEW in the WSLS: –Use File Download Request to review the WSLS enrollment for the school term –Use File Download Request to review the WSLS enrollment for 09/16/2005, the Count Date

Wisconsin Student Assessment System (WSAS) Roster

WSAS Roster Process Student data from the WSLS and ISES will be used to build a statewide WSAS Roster for Fall 2005 WSAS testing and disaggregated reporting Diskette process will not be used this fall WSAS Record Editing System will be available after testing, but changes will not be reflected in the WSLS and ISES

WSLS Assigns a unique student ID to each WI public school student Indicates the school where any given student is enrolled at any point in time Each time a student changes schools, a new enrollment record is created Basis for ISES collections ISES Student level collection of demographic and performance data. Point in time collection. Helps WI meet NCLB reporting and accountability requirements Replaces former PI-1290 fall enrollment, portions of WI SPR, and more. Will be foundation for future consolidation of data collections and a data warehouse WSAS Assessment/Testing System Requires student level demographic data Relies on WSLS/ISES to create roster for testing labels Uses WSLS/ISES data for disaggregated reporting and AYP

WSAS Roster Process BY SEPTEMBER 30, ) Update WSLS to reflect current enrollment 2) Upload an ISES Count Date file OR Request the ISES Create Student Record List Process for Count Date records for all schools and provide the GRADE of each student 3) Including up-to-date GRADE data in ISES is strongly recommended 4) If possible, provide primary disability and English language proficiency codes in the ISES

WSAS Roster Process draft labels fall 2005

WSAS Roster Process Draft fall 2005 WSAS School Header Sheet WSLS school and ISES grade level are used by WSAS for purposes of label generation and sorting. ISES grade level will appear on the label. Final WSAS school and grade data will be based on the School Header Sheet that is returned with test books to CTB.

WSAS Roster Process BY October 31, 2005 (8 AM) 1)Update WSLS to reflect current enrollment 2)If appropriate, add ISES Count Date records including grade and, if possible, primary disability and English language proficiency code 3)Continue to review and correct ISES Data for existing records

WSAS Roster Process Draft Fall 2005 WSAS Student Information Page Full handcoding is expected for every student without a WSAS label in first or second CTB shipment At least partial handcoding is expected for students with labels who are new to WI public schools

WSAS Roster Process Review and Revision of ISES Data 1)Several elements will be included in the final WSAS file, but do not appear on the labels. Examples include: –Economically Disadvantaged Status –Test Status –Migrant Status –Section 504 Status –Long-term US Student Status 2)ISES data will be final on November 21, )A final WSAS Roster File will be sent to CTB in early December.

WSLS ISES WSAS WSLS provides birth date, gender, race and exit date information to ISES WSLS Enroll and Exit Dates are used to determine school/district mobility in ISES Every WSLS record must have ISES record & visa versa WSLS enroll and exit dates determine population of students in each school for WSAS labels WSLS provides WSN, student name, local student ID, district, school, birth date, gender, race/ethnicity for WSAS Roster WSNs will be associated with WSAS results ISES grade helps determine the population of students in each school for testing ISES determines full academic year status based on school/district mobility ISES provides primary disability, ELP code, and all other demographic data for WSAS roster not provided by WSLS WSAS Roster Process

ISES Submission Process

ISES Data Entry Process User Agreement Preferences Create / Upload Results (Upload Only) Reports – Error, Informational and Warning Messages Student Record List Individual Student Record Progress and Summary Reports Lock and Submission to the DPI

ISES Record Types Year End (Full Term Dropouts only) Year End Count Date

Possible Full Term Dropouts Not Counted as a Dropout because student completed the school term Possible Dropout because student was not enrolled in the WSLS during Additional information provided may affect the dropout count: – EXIT_TYPE – EXPECTED_TRANS_DISTRICT – EXPECTED_TRANS_SCHOOL

Individual Student Record Some code sets are changing: –EXIT_TYPE –THIRD_PARTY_AGENCY Some existing data elements are now required for lock: –POSS_ATTENDANCE –ACTUAL_ATTENDANCE –PROMOTION –MIGRANT –SECTION_504 –LONGTERM_US –TEST_STATUS PAYER codes are optional.

Avoiding Common Errors WSN xxxxxxxxxx is not valid for the submitted collection, district, school, record type and enroll date. Invalid Exit Type Expected Interdistrict Transfer WSLS or ISES Records do not exist Student Record List Error, Info or Warning Count does not match the total of counts for the individual students Count Date records are required for students not enrolled during Year End records are required for students not enrolled during Dropout Counts are lower/higher than expected Enrollment is lower/higher than expected

Avoiding Common Errors WSN xxxxxxxxxx is not valid for the submitted collection, district, school, record type and enroll date. Invalid Exit Type Expected Interdistrict Transfer WSLS or ISES Records do not exist Student Record List Error, Info or Warning Count does not match the total of counts for the individual students Count Date records are required for students not enrolled during Year End records are required for students not enrolled during Dropout Counts are lower/higher than expected Enrollment is lower/higher than expected

Are We There Yet?

Locking Student Data for submission to the DPI Resolve All Errors Acknowledge or Resolve All Warnings Review Progress and Summary Reports Lock Individual Schools (Optional) Request a District Lock

Progress & Summary Reports New for : –ISES Exit Type Report –WSAS Roster Report –Attendance Report –Retention / Grade Advancement Report –IDEA Exit Report –Acquisition of English Proficiency Report

WSLS and ISES Calendar September 30, 2005 – WSLS should be up-to-date with current student enrollment. October 3, 2005 (8 AM) -- WSAS Roster File #1 is sent to CTB October 31, 2005 (8 AM) – ISES Initial Submission Period Closes for the State-wide Validation. WSAS Roster File #2 is sent to CTB. November 7, 2005 – ISES Review and Revision Period Opens November 21, 2005 – ISES Closes – ALL STUDENT DATA IS FINAL Early December 2005 – WSAS Roster File #3 is sent to CTB

Looking Forward

and Beyond Unofficial Preliminary Membership Reports New Data Element – Program Schedule Existing optional elements which will be required: –Payer –Third Party Provider –Program Schedule –District of Residence –Reason Out of District New code values for existing elements –Count Date Status –Third Party Provider –Reason Out of District Child Count (Special Education)

ISES Support

Wisconsin Department of Public Instruction INDIVIDUAL STUDENT ENROLLMENT SYSTEM ISES Phase 2 Training August 2005 (Revised August 10, 2005)