Slide 1 Wisconsin Student Number System WSLS June Department of Public Instruction

Slide 2 Today’s Presenters Barb Ballweg, Education Statistics Coordinator Alesha Filiatrault, Trainer

Slide 3 Summary Slide Web Access Management System WSLS Roles Delegated Authority Navigation Basics Preferences File Upload Mass Data Entry Submission Status – File Upload & Mass Entry Results – File Upload/ Download & Mass Entry File Download Request Match Review – File Upload & Mass Entry Exit Confirmation

Slide 4 Wisconsin Student Number Locator System WSLS

Slide 5 Why? No Child Left Behind (NCLB) requires extensive new data collection and reporting. Meeting NCLB report card mandate requires a student level data collection. Student numbers protect privacy and facilitate student level data collection and reporting.

Slide 6 Guiding Principles Student data needed for yearly progress (AYP) and ESEA Report Card. Academic indicators that measure what they are intended to measure with comparable values in comparable situations across districts and schools. Account for all students. Minimize data collection and reporting burden. Facilitate use of data for school improvements. Protect student privacy.

Slide 7 WSLS and ISES WSLS Assign permanent, unique, and unduplicated numbers to students. Updated as students move between schools to ensure that their WSNs move with them. Used in lieu of names to collect data through Individual Student Enrollment System (ISES).

Slide 8 WSLS and ISES ISES Report disaggregated data by school as required to produce ESEA-mandated reports. Collect other data necessary for future consolidation/reduction of related collections.

Slide 9 Students to Included in Initial Load Any student enrolled during school year unless student transferred to another public school district or private school or died. –students enrolled at the end of school term, –students who completed high school anytime during the school year , –students who enrolled in your district at some time during the school term who stopped attending school at any time during that term but did not transfer or die.

Slide 10 Which Students Count As Enrolled A student is "enrolled" in your district if the student receives his/her primary PK-12 educational services either…

Slide 11 Which Students Count As Enrolled (1) directly from district employees, or (2) from a third party (not another Wisconsin district) under the direct supervision of your district. Services provided by district employees or third parties might be received in a school building, library, hospital, county corrections, college, or any other location, and services include but are not limited to IEP services.not another Wisconsin district

Slide 12 Data Fields School district School - most recent school attended Student name - first, last, **middle, **suffix (e.g. Jr. or III) Parent(s)/Guardian(s) name(s)* - first, last, and **middle Birth date Place of birth** - county, city, state Gender Race/ethnicity School enrollment date* Local student ID #1** Local student ID #2** ** optional * not required on inital load, but required on subsequent loads

Slide 13 Lesson Objectives The Wisconsin Web Access Management System. –How to set-up an account –What to do with account information. WSLS Roles The Delegated Authority application –How to assign roles

Slide 14 Privacy of Student Records Protecting student privacy is the highest priority of the Individual Student Enrollment System. DPI uses a rigorous authentication process to help protect the privacy of student records. Encryption of data transfer and communications via SSL. WAMS to grant access to authorized users.

Slide 15 FAQ Links Parents: q2.htmlhttp:// q2.html Districts and Vendors: esfaq3.htmlhttp:// esfaq3.html

Slide 16 Web Access Management System

Slide 17 The State’s Web Access Management System WAMS Maintained by the Department of Administration. Allows authorized individuals to access State Internet applications using one User ID & password. Used by DOT, DHFS, DNR, Univ Wisc. DOA, DPI, etc.

Slide 18 WAMS Manages Access to Data When granting or denying access to a web browser’s request, WAMS bases its decisions on Proof that the user holds an authentic account and Membership of the user in an appropriate “role”.

Slide 19 WSLS Roles

Slide 20 WSLS Roles All Functions Role On-line Enroll/Exit/Update Role On-line Enroll/Exit/Update-No Mass Entry Role

Slide 21 All Functions Role Administration and maintenance. File uploads and download requests. All online entry / individual student functions. Individual student on-line entry Search Match Review Update Exit Confirmation Mass Student Entry

Slide 22 On-line Enroll/Exit/Update Role On-line entry / individual student functions. Does not have access to batch functions such as file uploads. Has access to Mass Student Entry screens.

Slide 23 On-line Enroll/Exit/Update On-line entry / individual student functions. Does not have access to batch functions such as file uploads. Primarily use WSLS Matches Request exits, and Review exit confirmation requests and make corrections. No Mass Entry Role

Slide 24 Wisconsin User ID Registration Step 1 Navigate to ON.WISCONSIN.GOV in your internet browser window.ON.WISCONSIN.GOV Step 2 Click Self-Registration link. Step 3 Read Overview and User Acceptance Agreement.

Slide 25 Wisconsin User ID Registration Step 4 Accept or Decline User Acceptance Agreement. –Accept Part One of Self-Registration process initiated. –Decline Not allowed to request a Wisconsin User ID. Step 5 Complete Self-Registration Required Fields. –DPI does not intend to use address or phone information.

Slide 26 Wisconsin User ID Registration Step 6 Verify your address. Step 7 Review Self-Registration Part Two instructions. Step 8 Check account within 4 days. Verify receipt of –usually arrives within minutes of verification. –directs to a link to continue the self-registration process.

Slide 27 Wisconsin User ID Registration Step 9 Enter Wisconsin User ID and password to activate your account. –User ID and password are case sensitive. Step 10 School District Administrator –Report Wisconsin User ID to WSLS / ISES Administrator –Report Wisconsin User ID to School District Administrator. All other WSLS / ISES Users –Report Wisconsin User ID WSLS / ISES Administrator.

Slide 28 Links WAMS and Delegated Authority application Information. – Wisconsin User ID Information. – Self-registration, "Help" or "FAQ" links. – Help Desk:

Slide 29 Delegated Authority

Slide 30 Delegated Authority provides WSLS / ISES Administrator to the DPI. The School District Administrator (Superintendent) or Non-district Charter School Administrator will provide the Wisconsin User ID of the selected WSLS / ISES Administrator to the DPI via a ‘Delegated Authority’ web application (available in the near future). Delegated Authority

Slide 31 Using Delegated Authority to provide appropriate district and school staff to the DPI. The WSLS / ISES Administrator will in turn authorize access for appropriate district and school staff to the WSLS via the ‘Delegated Authority’ web application. Delegated Authority

Slide 32 District Administrator Screen

Slide 33 WSLS/ISES Administrator Screen

Slide 34 WSLS/ISES Administrator Add Designee Screen

Slide 35 Navigation Basics

Slide 36 Lesson Objectives WSLS Main Menu page. WSLS Main Menu screen basics. Exit WSLS application.

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Slide 38 Header School and User Name Footer Contact Information

Slide 39 WSLS Navigation Bar Select Role Exit Help Save

Slide 40 WSLS Main Menu

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Slide 42 Click Role graphic to open Role Selection screen. Change Role Selection

Slide 43 Change Role Selection Click Role drop down list and select new Role.

Slide 44 Change Role Selection

Slide 45 Click Main Menu graphic to open Main Menu screen. Change Role Selection

Slide 46 Click Exit graphic to open the Logoff screen.

Slide 47 Exit WSLS

Slide 48 Preferences

Slide 49 Lesson Objectives: Introduction to Preferences. Set-up initial preferences. Modify and view existing preferences.

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Slide 51 Preferences Basics Access to the Preferences screen based on user role. Preferences are used to set important indicators. Complete Preferences screen prior to File Upload.

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Slide 54 Student Information System (SIS)

Slide 55 Student Information System (SIS)

Slide 56 File Format

Slide 57 File Format

Slide 58 Frequency of Exit Confirmation s

Slide 59 Frequency of Exit Confirmation s

Slide 60 Initial Load Complete Indicator Reset

Slide 61 Initial Load Complete Indicator Reset

Slide 62 School/District Contact Data

Slide 63 School/District Contact Data

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Slide 65 Open Existing Preferences

Slide 66 Search for Schools with Initial Data

Slide 67 Enter beginning of School Name. The more letters you enter the fewer records the search will return. Click

Slide 68 Select School Name Hyperlink

Slide 69 School Preference Data Displays

Slide 70 Update Preference Data Use of student information system (SIS) changes. Method of data submission changes. –CSV –XML To change the frequency of the notifications from exit requests, confirmations and denials. Primary or secondary contact information changes. Initial assignment of WSNs to all students in your school is complete.

Slide 71 File Upload

Slide 72 Lesson Objective Upload data from Student Information System to WSLS for processing.

Slide 73 File Upload Files created outside WSLS must be uploaded to WSLS in order to process data. Files must be CSV or XML format. Format specified on WSLS Preferences screen. Schools using Mass Student Entry screen do not use File Upload.

Slide 74 Open File Upload Screen Select File Upload hyperlink from main menu.

Slide 75 Upload and View SIS Files Click Browse button.

Slide 76 Upload and View SIS Files From the Look in list, navigate to Student Information System file.

Slide 77 Upload and View SIS Files Click Open button in Choose File dialogue box.

Slide 78 Click Upload graphic. Upload and View SIS Files

Slide 79 Mass Data Entry

Slide 80 Lesson Objective Create a student file for the locate/assign process in the WSLS

Slide 81 Mass Student Entry Screen Select Mass Student Entry hyperlink from Main Menu.

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Slide 83 Entry Fields Legal Last Name - required Legal First Name – required Legal Middle Name – optional –This field is useful for matching of students. Legal Suffix – optional

Slide 84 Entry Fields Race/Ethnicity – required Gender – required Date of Birth – required –Enter in MM DD YYYY format. –Include leading zeros on month and day. –Student cannot be greater than 26 years old.

Slide 85 Entry Fields Enrollment Date – required –Enter in MM DD YYYY format. –Include leading zeros on month and day. –OPTIONAL on Initial Load transaction and REQUIRED on subsequent transactions. –Must not be more than 14 days after the transaction processing date.

Slide 86 Entry Fields Local Student ID 1 – optional –Enter the student’s local ID. –Each student must have a unique ID by school. Local Student ID 2 – optional –If the school has another assigned identifier for the student, enter it here.

Slide 87 Entry Fields Birth city – optional –Enter the student’s birth city (if known). –Birth city is required if birth state is selected. Birth county – optional –Enter student’s birth county (if known). –Birth county is required if birth state is selected. Birth state – optional –If birth state is selected, then birth county or birth city is required.

Slide 88 Click Add Guardian graphic.

Slide 89 Parent/Guardian Profile screen displays.

Slide 90 Click Next Guardian graphic for multiple guardians

Slide 91 Click Save graphic when done.

Slide 92 Click Add Alias graphic.

Slide 93 Click Next Alias graphic for multiple aliases.

Slide 94 Click Save graphic when done.

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Slide 96 Click Next graphic.

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Slide 98 View Students Entered

Slide 99 Click Student List graphic.

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Slide 101 Remove Students from Student List

Slide 102 Click Remove graphic.

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Slide 104 View/Modify Data from Student List

Slide 105 Click Name hyperlink.

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Slide 110 Privacy Information

Slide 111 Click Privacy Information graphic.

Slide 112 Privacy Information If the student’s parent has formally requested that directory data not be disclosed pursuant to (j)(1), Stats, click in the box to add a check.

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Slide 114 Submit

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Slide 116 Click Submit All graphic.

Slide 117 Submission Status – File Upload & Mass Entry

Slide 118 Lesson Objective View the status of files uploaded or submitted for processing. Files have one of three statuses –Received –Processing –Completed.

Slide 119 Select Submission Status – File Upload & Mass Entry hyperlink from Main Menu.

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Slide 121 File Name

Slide 122 Status

Slide 123 Results – File Upload/ Download & Mass Entry

Slide 124 Lesson Objective View files produced in WSLS. Download files produced in WSLS.

Slide 125 Select Results – File Upload/ Download & Mass Entry hyperlink from main menu.

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Slide 127 Click Refresh graphic to display list of Results files for the selected School.

Slide 128 No Result Files

Slide 129 Result Files

Slide 130 Click on File Description hyperlink.

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Slide 132 Result Report Errors listed for schools to correct their Student Information Systems (SIS) and resubmit the data.

Slide 133 Click on File Description hyperlink.

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Slide 135 Match Report The WSN Load Match Report is sent when duplicate students are returned. This report contains any duplicate matches that exist for the transaction. The report returns the following information: SIS Unique ID, First Name, Middle Name, Last Name, Birth Date, Gender, Race, District Code, School Code, and Match Reason.

Slide 136 Click on File Description hyperlink.

Slide 137 Error Report WSN Error Reports are generated when there are XML format errors. This report should not be generated on a regular basis, but it will occasionally appear. If you receive a WSN Error Report: –Contact your vendor if your school information system submits files in XML or CSV formats. –Contact DPI Help Desk or you use the WSLS Mass Entry online screen.

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Slide 139 WSN File WSN File transactions are used by Student Information Systems to load newly assigned WSN IDs. WSLS produces a file for each school or district containing newly assigned WSN ID numbers and unique student identifier for each student. Unique student identifiers are specific to a school’s Student Information System.

Slide 140 The example below is of an XML file. The WSN File must be downloaded and used to load WSNs assigned through the assignment process.

Slide 141 Download Results File Right click on File Description hyperlink and select Save Target As…

Slide 142 Select Open to view the file.

Slide 143 Open CSV File Use browser Back button to close Results File.

Slide 144 Download Results File Save file to a directory designated by your Student Information System vendor or your District /School.

Slide 145 File Download Request

Slide 146 Lesson Objectives Request a file from the WSLS. Get information about the requested file, how to use it, etc. View File Download Request screen.

Slide 147 When To Request a File You must request a file to get the WSNs of any students you requested a WSN or an exit (after exit confirmation by previous school) for on the following screens: Match Review – File Upload & Mass Entry screen Individual Student Search/Match Review It is recommended that you request an assignment date (ADT) file when you assign new WSNs on the Match Review – File Upload & Mass Entry or receive confirmations of exit requests in order to keep your student information current. You may request a file anytime you want to compare the students in the WSLS to students in your SIS.

Slide 148 How To Use the File You Requested If you have a Student Information System (SIS) - Your SIS should have the functionality to use the data on the file to match to students in your SIS and load the WSNs. Additional functionality by your SIS to process the files you request is not required in order to use the WSLS. If you do not have a SIS – You must have a way to match students on the file to the student records that you have and store the WSNs. State Student Collection Dates - You may request any of the students file types and use the data to compare to your students for reconciliation purposes before any of the required state student collection dates.

Slide 149 Select Match Review – File Upload & Mass Entry hyperlink from Main Menu.

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Slide 151 Student File Type Enrolled – select if you want all students enrolled during the ‘Date Range’ (Start Date through End Date) or on the ‘Date of Inquiry’ (Start Date only). Depending on the date(s) you specify, this file may include students that are no longer attending your school. Assignment Date – select if you want students that became assigned to your school within the ‘Date Range’ (Start Date through End Date) or on the ‘Date of Inquiry’ (Start Date only). Depending on the date(s) you specify, this file may include students that are no longer attending your school.

Slide 152 Student File Type Enrollment Date – select if you want students that have an enrollment date during the ‘Date Range’ (Start Date through End Date) or on the ‘Date of Inquiry’ (Start Date only). Depending on the date(s) you specify, this file may include students that are no longer be attending your school. Exit Date – select if you want students that exited your school during the ‘Date Range’ (Start Date through End Date) or on the ‘Date of Inquiry’ (Start Date only). This will only include students that have exited your school.

Slide 153 Student File Type Enter Date Range or Date of Inquiry – you must enter a valid Start Date and End Date for Date Range or a valid Start Date only for Date of Inquiry. –Valid month, day, and year; –MM DD YYYY format; and –End Date must be blank or equal to or after Start Date for a valid date range.

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Slide 155 Information About Files SendTag –always S. DistrictCode –selected district. SchoolCode –selected school. MMDDYYYY –date file created.

Slide 156 Information About Files Type –ENR –Enrolled. –ADT –Assignment Date. –EDT –Enrollment Date. –XDT –Exit Date. –SeqNumber – defaulted to Format –CSV –XML.

Slide 157 Match Review – File Upload & Mass Entry Used to resolve possible matches.

Slide 158 Lesson Objective Review possible matches for student files –Uploaded –Mass Student Entry Student exists in WSLS –request from another school –student needs to be assigned new WSN

Slide 159 Match Criteria Complete last name and first four characters of the first name. –legal name –alias name –similar sounding names. Birth month and year. Gender.

Slide 160 Match Review Outcome Possible match –request exit from current school No possible match –request a new WSN Possible matches can include students whose parent has formally requested directory data not be disclosed. –Only information matching student criteria entered is displayed.

Slide 161 Select Match Review – File Upload & Mass Entry hyperlink from Main Menu.

Slide 162 Match Review – File Upload & Mass Entry screen

Slide 163 Match Review – File Upload & Mass Entry screen

Slide 164 Match Review – File Upload & Mass Entry screen Click Refresh graphic to display “Your Students with Possible Matches” and “Pending Exit Confirmation Requests”

Slide 165 Match Review – File Upload & Mass Entry screen This School does not have Possible Matches or Pending Exit Confirmation Requests.

Slide 166 Match Review – File Upload & Mass Entry screen Possible Matches or Pending Exit Confirmation Requests.

Slide 167 View Possible Matches Select a student’s Last Name hyperlink to view detail information.

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Slide 169 This example displays two possible matches. **NEWMEN matched on the sound of the last name not exact spelling.

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Slide 171 Select Possible Match Last Name hyperlink to view detail data for possible match.

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Slide 173 Click Student Alias graphic to view alias information.

Slide 174 Click Back graphic to return to Possible Student Match page.

Slide 175 Possible match does match your student: Click Select Match graphic to select student.

Slide 176 Request Exit Confirmation Review detail data for possible matches. If possible match is a match to your student –select student as match on Possible Student Match page. –most data can be modified (excluding Student Alias and Parent/ Guardian data)

Slide 177 Click Save graphic to request exit confirmation from student’s most recent school.

Slide 178 An error displays when data is modified and no longer matches.

Slide 179 Exit Confirmation Messages Student has already exited from previous School. Exit Confirmed. This student is now assigned to your school. Enroll Date Error. Most recent school must confirm Exit. Exit confirmation request sent.

Slide 180 Request a New WSN Review detail data for possible matches. If you determine that a match does not exist then request a new WSN. You are allowed to modify most of your student’s data before you complete the request for a WSN.

Slide 181 Click Request New WSN graphic from Match Review screen.

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Slide 183 Data on this page comes from student locate/assign transaction created by Student Information System.

Slide 184 Click on Student Alias graphic to enter or update Student Alias data.

Slide 185 Add/Update an Alias Review, update, and/or add student alias data. Add a new student alias - enter alias Last Name (required), First Name (required), and Middle Name (optional). Update an existing alias – select the Last Name hyperlink and update data at the top of the page.

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Slide 187 Click Request New WSN graphic to return to Request New WSN page.

Slide 188 Click on Parent/Guardian graphic to enter or update Parent/Guardian data.

Slide 189 Add/Update Parent/Guardian Review and/or enter parent/guardian data. Add Parent/Guardian – select Parent/Guardian type, enter Last Name (required), First Name (required), and Middle Name (optional). Update existing Parent/Guardian – select Parent/ Guardian hyperlink. Update data at the top of the page.

Slide 190 To save the record and enter another record, click Next Guardian graphic. OR To save the record click Save graphic.

Slide 191 Click on Request New WSN graphic to return to the Request New WSN page.

Slide 192 Click on Assign New WSN graphic to assign a new WSN to your student.

Slide 193 You receive a message – New WSN Assigned. You are not shown the WSN. To get this WSN to load into your student system you must request a file from the File Download Request screen.

Slide 194 Remove Student from Your Student List Click the Remove graphic on the student that you want to remove from the list.

Slide 195 Student Transaction record is removed from the WSLS.

Slide 196 Cancel a Pending Exit Confirmation Request Select the Last Name hyperlink of the student for which you want to cancel the exit request

Slide 197 You are transferred to the Match Review page. In the “Pending Exit Request for Your Student” list, in the Status column, click Cancel.

Slide 198 You are transferred to the Match Summary page. Student now appears in the list of “Your Students with Possible Matches”.

Slide 199 View Privacy Indicator Information The Privacy Information graphic on the Request Exit page and the Request New WSN page allows view/update of the privacy indicator for the student.

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Slide 201 If Student Privacy Indicator is Checked Only data that matched to your student based on the matching criteria is displayed. Select student.

Slide 202 Only data that matched to your student based on the matching criteria is displayed. Trying to identify a student that has privacy indicator set is very difficult.

Slide 203 Exit Confirmation

Slide 204 Lesson Objective View the exit confirmation requests and contact information. View Exit Confirmation Requests Received detail information. Confirm and Deny Exit Confirmation Requests. Select another school.

Slide 205 Select Exit Confirmation hyperlink from Main Menu.

Slide 206 Select school from drop down list and click Refresh graphic.

Slide 207 Example School with outstanding Exit Confirmation Requests.

Slide 208 Select new school from drop down list and click Refresh graphic.

Slide 209 Example School without outstanding Exit Confirmation Requests.

Slide 210 Select Requesting School name (hyperlink) to view contact information.

Slide 211 Return to Exit Confirmation Requests Received click Exit Requests graphic.

Slide 212 Select Last Name (hyperlink) to view student information.

Slide 213 Click Student Alias graphic to view student alias information.

Slide 214 Click Back button to return to Confirm/Deny Exit screen.

Slide 215 Click Exit Requests graphic to return to Confirm/Deny Exit screen.

Slide 216 Confirm an Exit Request If the selected student has exited your school enter the exit date and confirm. A user may have Write access or Read Only access to this screen. –If your role assignment has Read Only access to this screen, you will not be allowed to Confirm or Deny Exit Requests on this screen.

Slide 217 For a user with Write access—select a student from Exit Requests list.

Slide 218 Valid exit dates –Valid month, day, and year; –Entered in the MM DD YYYY format; and –On or after the enrollment date in your school. –More than 14 days after the new enrollment date.

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Slide 220 An exit confirmation is sent to the (contact person listed in Preferences) requesting school and district.

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Slide 222 An exit denial is sent to the (contact person listed in Preferences) requesting school and district.

Slide 223 Wisconsin Student Number System WSLS Thank-you for your time!