ISES Vendor Conference March 28, 2006

Current Status of ISES Initial submission period is complete Review and Revision period ended March 13 – Some districts still have outstanding data. Data will be made public 3-4 weeks after final district is locked.

Topics for Today Common Errors from Fall 2005 ISES Collection Expected Transfer Full Term Dropouts New Data Elements for Fall 2006 New Business Rules and Code Sets for Fall 2006 File Upload Dependencies Common Reports Changes in WSLS Helpdesk Tool Schedule

Common Errors and Warnings from the Fall 2005 ISES Collection

Exit Date in Next School Year If the exit date for a student is after July 1 and prior to the start of the school term, a year end record will be required for that student in the following year.

Enroll Date in Previous School Year If the enroll date for a new student is prior to July 1, a year end record will be required for that student.

Pulling Wrong Enrollment Date Records submitted to the ISES must correspond to an existing WSLS record. Records are expected for all WSLS records with enrollment at any time within the previous school year (July 1- June 30) and for all WSLS records which include the count date. The most common reason for ‘mismatch’ is an enroll date which is different in the WSLS than in the local information system.

Invalid Completed School Term Within a district, a WSN may have only one Year End record with COMPLETED_TERM = ‘Y’. The record in which COMPLETED_TERM = ‘Y’ should correspond to the enrollment period which includes the end date of the school term and may not be the most recent Year End record.

Days of Attendance Actual and Possible Days of Attendance are required for all Year End records. The number of days in each record should correspond to the days accrued for the associated enrollment period.

Dropouts Districts are warned when dropouts have been submitted. The Dropout Report should be used to review such records prior to warning acknowledgement.

Expected Interdistrict Transfer A district will receive this warning when another district submits an expected transfer (EXIT_TYPE = ‘ETC’), but the WSLS shows no evidence of such transfer. The expected transfer district must either resolve the discrepancy or provide an explanation of the ‘missing’ transfer via the Warning Report.

Expected Transfer

An Expected Transfer Warning is generated when a district submits the EXIT_TYPE = ‘ETC’ and identifies a district other than their own as the EXP_TRANS_AGENCY. The expected transfer agency must investigate each student via the Warning Report.

If the student is recognized as enrolled currently or historically, the expected transfer district must correct the WSLS. If the student has not been enrolled in the expected transfer district, then a response to the expected transfer is required. The expected transfer response must be provided via the Warning Report; it cannot be provided via file upload.

Full Term Dropouts

Full Term Dropout: Definition The student completed the school term associated with a year end record in the most recent previous ISES collection (year X - 2) and is not known to be continuing. There is no evidence of the student enrolled in any WSLS school at any point during the next school term (year X - 1) or prior to the count date of the current ISES collection (year X). A Year End record for the student from the previous collection is added to the current collection such that the affected district(s) have an opportunity to update exit information, if appropriate. The student may count as a dropout for School Year X – 1, but will not count as a dropout in school term where the student completed the school term (year X – 2).

Full Term Dropout: Fields that can be modified Exit type –May not be changed to TC or HSC or Max Age Expected Transfer Agency Expected Transfer School –Grade must be within range of Expected Transfer School Expected Transfer Response –Submitted by the Expected Transfer Agency Return to Regular Education –Required if EXIT_TYPE = ‘TNC’ Optional

New Data Elements See interface specifications at For definitions and code sets for all data elements, see

Educational Environment: Definition Educational Environment is a federal indicator that reflects the extent to which students with disabilities are educated with their non-disabled peers. It does not reflect the amount of special education services.

Educational Environment: Use of Data in preparation for possible consolidation of the PI-2197 (Child Count) and WSLS/ISES in used to complete Wisconsin's Annual Report on the Implementation of FAPE (free appropriate public education) required under the Individuals with Disabilities Education Act (IDEA) Educational environment is one of the indicators used by OSEP to select states for focused monitoring.

Educational Environment: Business Rules optional for ISES Count Date records for students with disabilities (Primary Disability <> N) required in ISES Count Date records for students with disabilities Will use current codes - new set of codes proposed by US Dept of Ed have yet to pass OMB clearance

Native Language: Definition Native Language is the language or dialect first learned by an individual or first used by the Parent/Guardian with a child. This term is often referred to as primary language.

Native Language: Use of Data used to meet the requirements of Annual Count of Limited English Proficient Students (required by WI statute). Other data elements required by law for this Count are already included in ISES. required in the Pre-ID roster file for the DPI-approved English language proficiency test (i.e. ACCESS for ELLs).

Native Language: Business Rule This field is required for ISES Count Date records if both English Language Proficiency Code = and Grade Level Placement = KG- 12.

Program Schedule: Definition Program Schedule is the schedule of the educational program in which a student is enrolled.

Program Schedule: Use of Data used for unofficial ISES Preliminary Membership reporting beginning in to facilitate optional local use of ISES data for PI-1563 purposes (via unofficial ISES Preliminary Membership Reports ) Districts must continue to submit official head counts as part of the PI-1563 Membership Count.

Program Schedule: Business Rule For Count Date Records and only if grade level placement is KG or K4

ISES Student Status File Layout Changes Expected Transfer Response Possible Full Term Dropout UID 1 (Local ID 1) Note: This is the download file (Appendix B.5 in the Interface Specifications) that returns all the data in the DPI database for each student. These data elements will not be submitted by the district through file upload (Appendix B.2 in the Interface Specifications).

Composite English Proficiency Level Replaces field called English Proficiency Score (not used in prior ISES collections) Composite English Proficiency Level will be provided to DPI by the ELP testing contractor for the most recent previous administration of this Test (i.e. ACCESS for ELLs)

Composite English Proficiency Level: Business Rules English Language Proficiency Code in Count Date records may be calculated based on the Composite English Proficiency Level Composite Level of Composite Level of 6.0 if previous ISES record with ELP code of 1-6 exists ACCESS - ISES records match required using WSN and other data.

Composite English Proficiency Level: Use of Data It will be used to calculate the English Language Proficiency Code in Count Date records if criteria are met. English Language Proficiency code is used for disaggregated reporting, adequate yearly progress, WSAS status, acquisition of English proficiency, and the (115.96) Annual Census of Limited English Proficient Students

Business Rule & Code Set Changes Some highlights – for complete review see &

Promotion Indicator Only required for grades KG or above Will not be calculated unless Year X and Year X-1 CD records are KG or above. If Grade is K3, K4, or PK promotion indicator will be set to null

District of Residence District of Residence will now be required for all students If no value is provided, District of Residence will default to submitting District

Migrant Status Will now be required in count date records for all students Will be defaulted to “N” if value not provided.

Test Status Will be defaulted to “T”, Expect Test, for students in WSAS testing grades if value is not provided.

Payer Required for all Count Date Records

Reason Out of District Reason Out of District required whenever district of residence is not the district submitting the ISES record

Third Party Provider Third Party Provider required for all records – both count date and year end

Count Date Status Codes P=Receiving Educational Services – Present on Count Date. A=Receiving Educational Services – Absent on Count Date but Student Meets the Before/After Rule. Student was receiving services from the school both before and after the count date. N =Not Receiving Educational Services & No Exit Date Prior to Count Date ‘R’, Receiving Services will not be valid. ‘R’ is replaced by ‘P’ and ‘A’.

Economically Disadvantaged Status The code ‘Y’ will not be valid.

File Upload Dependencies

File Upload Validations A violation of any of the business rules listed in the Appendix B.2 File Definition Table will cause the entire file to fail during the load process.

Identifying Dependencies Mandatory Elements in XML doc (Non-Nullable in CSV doc) are required on File Upload. “Conditional Elements” may fail depending on the combination of other values in the record. Note the record type associated with data element. If a data element is sent with the wrong record type, it will cause the file upload to fail. A rule which begins ‘Cannot be sent…’ may cause file failure. A rule which begins ‘Will not be written to the database…’ will not cause file failure, but will cause data included in the upload to be ignored.

Third Party Agency Dependencies Third Party Agency and Third Party School codes must be a valid DPI combination. THIRD_PARTY_SCHOOL cannot be sent unless THIRD_PARTY_AGENCY is sent. Other dependencies exist in the Full Validation Business Rules between Third Party, District Residence and Payer.

District of Residence Dependencies REASON_OOD, Reason Out of District, cannot be sent unless the DISTRICT_RES is sent. SCHOOL_RES, School of Residence, cannot be sent unless DISTRICT_RES is sent.

Grade SECTION_504, LONGTERM_US and TEST_STATUS (Section 504 Status, Long-term US Status and WSAS Test Status) will not be written to the database unless GRADE is a WSAS testing grade. PROGRAM_SCHEDULE will not be written to the database unless GRADE = ‘K4’ or ‘KG’.

Primary Disability ED_ENVIRONMENT, Educational Environment Classification, will not be written to the database unless PRIM_DISAB, Primary Disability, <> ‘N’.

English Language Proficiency Code NATIVE_LANG_CODE, Native Language Code, will not be written to the database if ENG_PROF_CODE = ‘7’.

Exit Type CREDENTIAL, High School Completion Credential, cannot be sent unless EXIT_TYPE = “HSC” (High School Completion). RETURN_REG_ED, Return to Regular Education, will not be written to the database unless EXIT_TYPE = “TNC” (Transfer to a school not covered by the WSLS, known to be continuing).

Exit Type (cont.) EXP_TRANS_DISTRICT, Expected Transfer District, cannot be sent unless EXIT_TYPE = “TC” or “ETC” (Transfer to another school covered by WSLS” or “Expected Transfer to a school covered by WSLS, not known to be continuing”). EXP_TRANS_SCHOOL, Expected Transfer School, will not be written to the database unless EXIT_TYPE = ‘ETC’.

Complete School Term PROMOTION will not be written to the database unless COMPLETED_TERM is ‘Y’.

Expected Transfer District EXP_TRANS_SCHOOL, Expected Transfer School, cannot be sent unless EXP_TRANS_DISTRICT, Expected Transfer District, is sent. Expected Transfer School and Expected Transfer District combination must be a valid DPI combination

Common Reports

Progress & Summary Reports Used to review data while completing the ISES submission. Used to preview Publicly Reported data.

Changes in WSLS

Addressing Duplicate WSNs Based on the number of students that have been assigned multiple WSNs, WSLS will be forcing more students into Match Review rather than assigning a new WSN when a single exact match is not found. Users will be required to view at least one potential match before assigning a new WSN.

Helpdesk Tool

Helpdesk tool DPI will be implementing a new helpdesk tool in the Spring of 2006 where users can create, update, and check the status of their help desk tickets

Helpdesk Tool External Benefits – Users Browser based, Platform Independent, can be used from anywhere Problem/ticket tracking and Status File Attachment options with ticket submission Faster response times Closed tickets can be re-opened by the user notifications for changes in ticket status Online Self Help Resources (FAQ, Whiteboard messages) User information is only required for one-time account setup

Helpdesk Tool Internal Benefits – DPI Automation of ticket assignment Extensive Statistics and Reports All problems/tickets are entered using the same system and format Consolidation of support resources (Common Answers, FAQ) Advanced sorting of tickets by district, application, user, or problem title

Helpdesk Tool

Check Status of tickets

Helpdesk Tool Self Help Resources

ScheduleSchedule

Training Opportunities ISES Vendor Conference – March 2006 WSLS Spring Training – April 2006 ISES Fall Training – August 2006 Specific dates to be announced

Tentative Fall 2006 ISES Schedule ISES will open mid to late August WSAS roster file will be pulled around the first week of October. Initial submission deadline for ISES will be late October, with review and revision in Nov 2006.