ISES Fall 2009 Training

Agenda Preparing for Fall Data Collections October 1 Child Count Uses of ISES Data Year End Third Friday of September Data Quality Discipline ISES Timeline Planning for 2010 Training Resources

Preparing for Fall Data Collections

New Users Obtain a Wisconsin User ID (WAMS ID). Provide WAMS ID to Local WSLS/ISES Administrator requesting access to WSLS and/or ISES. Attend training sessions with DPI, CESA, local user groups or with your SIS Vendor. Review on-line training resources. Register in the Help Desk Expert Tool.

Related Links Wisconsin Web Access Management System on.wisconsin.gov Delegated Authority dpi.wi.gov/lbstat/delauthapp.html Protecting student privacy dpi.wi.gov/lbstat/isesagree.html dpi.wi.gov/lbstat/dataprivacy.html Help Desk Expert dpi.wi.gov/lbstat/helptool.html

Before you begin ISES Annual District Updates WAMS Profile Management Delegated Authority Maintenance WSLS Student Data Entry ISES Contact Information

Annual District Updates to DPI Report on the PI-1280, Public School Update Form:  District Administrator / Superintendent,  Schools, and  Grades being served at each school. Report on the PI-1203, Statistical Report:  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 address. District Administrator, if new, must report WAMS ID to Access profile to prevent removal of unused WAMS 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.

Exit in the WSLS: High School Completers, Students moving between Schools within your District, and Students transferring out of your District or the WSLS and other withdrawals.

Enter in the WSLS: Students moving between Schools within your District, Students transferring to your District, Students new to the WSLS, and Students with disabilities receiving special education or related services pursuant to a services plan that meets IDEA standards.

Review WSLS: 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? Have you included parentally-placed private school children with disabilities receiving special education or related services pursuant to a services plan that meets IDEA standards?

ISES Contact Information

ISES Preferences Preferences must be completed annually for the ISES collection.

The ‘Save’ icon is available only to the District All Functions role. Individuals with school level access or a role other than ‘All Functions’ will not be able to continue to the main menu until preferences have been completed.

Related Links Data Collection Reporting Schedule dpi.wi.gov/lbstat/schedule.html WAMS Profile Management on.wisconsin.gov Delegated Authority dpi.wi.gov/lbstat/delauthapp.html Enrollment, & Enroll and Exit Dates dpi.wi.gov/lbstat/dataenroll.html#use dpi.wi.gov/lbstat/wslscount.html Web-based Tutorial – District / School Preferences dpi.wi.gov/lbstat/swf/isestutor2.html

October 1 Child Count

Gathered for Students with Disabilities  IDEA eligible Public School Students  Private School students covered by a Services Plan Data elements include:  Enrollment status  Demographic information  Detail regarding disability and environment

Summary of Fall 2009 Updates Records available within existing ISES interface  Debut of manual entry and deletion New File Upload Layout for CSV Debut of XML File Upload Debut of Create Student Record Process Child Count Progress & Summary Report

Main Menu October 1 Child Count is now available through the ISES Main Menu.

Summary of Schools To access individual student records for the October 1 Child Count use the Summary of Schools and...

Student Record List... the Student Record List. Child Count records may be viewed by selecting ‘Record Type’.

Individual Student Record The data elements and layouts of Child Count records are similar to Third Friday of September records.

Each student record is displayed in two parts. Use the ‘Next’ and ‘Previous’ icons to navigate between these sections.

Supplemental data elements appear only when required. For example, if the district of residence does not equal the sumitting district…

… then additional data elements are displayed.

Manually add a student Enter the WSN in the lower left corner and click the ‘Add Record’ icon.

The student is now displayed in the student record list.

Mass Data Submission

Child Count processes are listed separately on the File Upload and Create Student Record List Menu.

Upload Child Count Records To import records from a local School Information System (SIS) a file is generated in your local software for upload into the ISES.

Create Child Count Records For districts which do have local systems capable of extracting student data for upload into the ISES, records may be created based on the ISES 3 rd Friday of September and WSLS data. The Create process is useful only after 3 rd Friday of September records have been submitted for your district.

Exsisting records are deleted during the Create Student Record and File Upload processes.

Individual Record Deletion Select the appropriate student from the Student Record List.

Click the ‘Remove’ icon to delete the Child Count record.

The Child Count record no longer appears. Upon returning to the Student Record List, this student is no longer displayed. Students identified as not disabled or not receiving services should be deleted.

Validation Validation is requested from the Student Record List or the Summary of Schools. Child Count records may be validated separate from 3 rd Friday of September and Year End records.

While a Child Count records may be validated separately, all record types are unavailable during validation.

Reports

Informational, Warning, and Error Reports

Warning messages must be resolved or acknowledged.

District warnings also exist. These warnings do not have associated student detail.

Progress & Summary Reports A report is available from the report menu to review Child Count enrollment.

Child Count Report This report is dynamic and will display changes as student records are modified, inserted and removed. Current and prior year reports may be reviewed.

Click the browser ‘Back’ button to return to the summary report.

Lock & Submit Though validation may be requested separately for Child Count, a district will not successfully lock until Child Count records have been entered.

Related Links File Upload Interface Specifications dpi.wi.gov/lbstat/isesspec.html Validation Messages dpi.wi.gov/lbstat/xls/occvalid.xls ISES Application dpi.wi.gov/lbstat/isesapp.html Data Elements dpi.wi.gov/lbstat/isescodes.html dpi.wi.gov/lbstat/eseamap.html#data

Uses of ISES Data

Individual student data is collected for: Federal Reporting Requirements State Reporting Requirements School Improvement District Profiles Longitudinal (Trend) Data Study Consolidation of Data Collections

Annual Data Reporting – All Students EDEN Federal Reporting Requirements  Enrollment, Graduates, Dropouts, Attendance, Disciplinary Removals SPR State Reporting Requirements  Enrollment, High School Completers, Dropouts, Attendance, Retentions, Expulsions, Suspensions WINSS Public Reporting  Enrollment, High School Completers, Dropouts, Attendance, Retentions, Expulsions, Suspensions Adequate Yearly Progress  Enrollment, Graduation and Attendance Rates Wisconsin Student Assessment System  Enrollment, Testing Roster ACCESS for ELLS  Enrollment, ELL Status, Testing Roster

ESEA Consolidated EOY Report  Disciplinary Removal for Firearms E-Rate Reporting Requirements  Enrollment, Free & Reduced Lunch Eligibility Verification of Food & Nutrition Funding Claims  Enrollment, Free & Reduced Lunch Eligibility Title I Funding  Enrollment Annual Measurable Achievement Objective Determinations  Enrollment, English Language Proficiency Other State Agencies  DOT, HEAB, DHFS

Annual Data Reporting – Special Education State Performance Plan / District Profile  Graduates, Dropouts, Disciplinary Removals IDEA Child Count IDEA Exit Report IDEA Implementation of FAPE Requirements  Disability, Educational Environment Classification, ELL Status Report of Children with Disabilities Subject to Disciplinary Removal

Where does the ISES data go?

Year End

Gathered for all students Data elements include:  Demographic information  Attendance  Retention  Reason for Exit

Summary of Fall 2009 Updates Exit Type and Return to Regular Education  Exit Type ‘TNC’ is no longer valid when Return to Regular Education is ‘N’.  Student should be enrolled in the WSLS and reported to the ISES as Parent Placed Private. Coordinated Early Intervening Services  New Data Element for Year End records  Collected from specific districts  Also know as ‘CEIS’

Coordinated Early Intervening Services Intended for students who have not been identified with disabilities under IDEA but who need additional supports to succeed in general education. Used for students in KG through 12, with a particular emphasis on students in KG through 3. Code Set: Y or N Identifies a student receiving CEIS at any point during the enrollment period.

. Year End Student Record Exit Type appears on the first screen of the Individual Student Record. Click the ‘Next’ icon..

... to view Return to Regular Education and Coordinated Early Intervening Services. Note that these elements appear only when required.

Related Links: CEIS dpi.wi.gov/lbstat/datacoordearlyintervservices.html Exit Type dpi.wi.gov/lbstat/dataexit.html Return to Regular Education dpi.wi.gov/lbstat/isescalc.html#return_regular_ed Parent Placed Private dpi.wi.gov/lbstat/dataparentplacedpriv.html

Third Friday of September

Gathered for all students  Formerly know as ‘Count Date’ records Data elements include:  Demographic information  Enrollment Status  WSAS roster information

Summary of Fall 2009 Updates Educational Environment Setting  Clarification of definitions  No change in code set Years in US Schools  May be carried forward during Create Student Record Process.  No change in definition or code set (0, 1, 2, 3, 4, 5). WSAS Test Status  Code F (Section 504 opt-out) is no longer valid.  Code set: T (Expect Test) or P (Parent opt-out)  “Test Status“ is used to determine the reason a student is not tested. It also affects WSAS scoring and reporting.

3 rd Friday Sept Student Record Click the ‘Next’ icon...

... to view Ed Environment, Years in US Schools and Test Status. Note that these elements appear only when required.

Related Links: Educational Environment Classification dpi.wi.gov/lbstat/dataenvir.html Years in US Schools dpi.wi.gov/lbstat/datayrsus.html WSAS Test Status dpi.wi.gov/lbstat/datawsas.html#teststat

Data Quality

Common ISES Reports Third Friday of September Enrollment Graduation Rate Dropout Summary Attendance Rate Retention Rate Child Count Enrollment for Students with Disabilities

3 rd Friday of September Enrollment By selecting the options shown, a report of students enrolled and receiving services will be generated. These options will produce a report which includes all students for which your district is responsible regardless of the district providing services.

Graduation Rate By selecting the options shown, a report of students completing high school will be generated. The ‘R%’ column represents the High School Completion Rate (Regular Diploma recipients). Three High School Credential types are available, ‘R’ Regular Diploma, ‘E’ High School Equivalency Diploma and ‘C’ Other Credential.

Dropout Summary By selecting the options shown, a report of students considered dropouts for the School Performance Report in grades 7 through 12 will be generated. The students are separated into midterm and full term (summer) dropouts.

Attendance Rate By selecting the options shown, a report of attendance rate by grade similar to that previously collected in the School Performance Report will be generated. A report of attendance rate by race/ethnicity and gender is another common report.

Retention Rate By selecting the options shown, a report of retention rate by grade similar to that previously collected in the School Performance Report will be generated. A report of retention rate by race/ethnicity and gender is another common report.

High or Low Enrollment Counts ISES record must correspond to an existing WSLS enrollment for the district, school, record type and enroll date Missing ISES Records  may result if only one record type has been uploaded/entered into the ISES  may result if new students and transferred students have not been entered in the WSLS  may result if graduates or other withdrawals for have not been exited (3 rd Friday of September)  may result if new students for are enrolled on or before 6/30/2008 (Year End)

High or Low Dropout Counts May result from:  Unresolved expected transfers,  Incorrect exit types, or  Missing enrollment periods

Low Graduation Rate May result from:  Over-reporting of dropouts,  Misreporting of credential type,  Incorrect exit types,  Missing exit dates, or  Incorrect identification as Returned to Regular Education.

Who should review ISES data? District staff responsible for monitoring Adequate Yearly Progress measures District Director of Special Education District Coordinator for ELL District Homeless Liaisons District Assessment Coordinator District Food and Nutrition Services Staff District Student Services / Enrollment Coordinator

Residency Clarification: Section II provides guidance for excusal from compulsory attendance. Section III relates primarily to PI-1563, not the WSLS and ISES. Spec Ed response provides guidance similar to section III which also applies to WSLS and ISES. WSLS / ISES response will be published later this spring.

Charter School and State School Data Data for charter schools is used for federal reporting of charter schools – including performance, test participation, graduation, dropouts, enrollment, etc. Wisconsin School for the Deaf (WSD) and Wisconsin Center for the Blind and Visually Impaired (WCBVI) enrollment data is gathered is used for state and federal reporting.

Testing Labels: Improve quality of testing labels and ensure delivery to appropriate district by completing submission of ISES 3 rd Friday of September (CD) records by 9/30/09. Priorities to meet this goal: 1) Update / assign WSLS through the 3 rd Friday of September. 2) Complete Exit Confirmation Requests in a timely manner. 3) Provide appropriate Primary Disability and ELP Code in ISES 3 rd Friday of September records.

Homeless Off by 50% statewide when compared to ESEA Consolidated EOY Report. If the data in the two reports is vastly different, it will reflect poorly on the district.  ISES data is used for reporting student performance, graduation and dropouts for Federal Reporting of homeless students.  Counts of eligibility and students served come from ESEA Consolidated EOY Report. District Homeless Liaisons and Title X Contacts:  dpi.wi.gov/homeless/aspx/homeless_directory.aspx  dpi.wi.gov/homeless/pdf/titlexcontacts.pdf

Native Language 137 districts have reported ELL students with English as their native language. Many test booklets for ACCESS for ELL tests were submitted with invalid Native Language Codes. These codes must be valid codes used by ISES. Native language is NOT a reflection of the child's proficiency or dominance in English.

Immigrant – Title III More than ½ of districts reporting had higher participation on grant applications than were reported in ISES. WSLS/ISES administrators need to be in contact with the Immigrant program director to make sure students are properly identified in ISES.

WSLS Duplicates Searching for existings WSNs  Hyphenated names  Adopted surnames  Nicknames

Transferring SIS: Common Issues:  Mismatch of enrollment dates in WSLS and new SIS  Missing / unavailable attendance data  Uniqueness problems with Local ID 1 DPI Requests:  Maintain a relationship with previous vendor through end of fall collections.  Complete the conversion in the summer rather than in September.

Related Links: Using ISES Progress and Summary Reports dpi.wi.gov/lbstat/isesreports.html Progress and Summary Reports Glossary dpi.wi.gov/lbstat/isesgloss.html Data Quality Presentation dpi.wi.gov/lbstat/isessupprt.html Duplicate WSNs dpi.wi.gov/lbstat/wslsdupl.html

Discipline

Gathered for public school students Data elements include:  Demographic information  Discipline reason  Removal type and length  Detailed expulsion information

Summary of Fall 2009 Updates No new data elements No changes to file upload layouts Clarification of existing business rules

Incidents and Removals A single act (incident) may result in multiple removals for a single student. Take care to report both removals under the single distinct incident.

Firearms Incidents Incident types related to firearms and weapons have very specific definitions. Take care to properly select incident type when a weapon is involved. In general a firearms incident type should be listed as the primary reason for discipline.

Related Links: Removal Type  dpi.wi.gov/lbstat/dataremoval.html  Incident Type (including firearms definitions)  dpi.wi.gov/lbstat/dataincident.html

ISES Timeline

9/30: Key date for WSLS enrollment and Discipline 10/19: Key date for 3rd Friday of September (CD), Year End (YE), and Child Count (CC) 10/19: Review and revision ends for Discipline 11/18: Review and revision ends for 3rd Friday of September (CD), Child Count (CC), and Year End (YE)

WSAS Roster Files 9/30, 10/30, 12/1 AMAO Determinations 9/30, 10/30 Spec Ed Discipline – 10/19 IDEA Exit – 10/19 Title 1 – 12/1 Public Enrollment – 12/1 E-Rate & FNS – 12/1 Charter School Enrollment – 12/1 Access for ELLs Roster File – 12/15

Related Links: Important ISES Dates  dpi.wi.gov/lbstat/isesdates.html

Planning for 2010

Race / Ethnicity: Change in Definition A 4 digit race key that corresponds to one of the 64 possible combinations of answers to the two part question will be implemented.  Part One: Is this person Hispanic or Latino? (Must choose one) Hispanic or Latino Not Hispanic or Latino  Part Two: Select one or more of the following categories that apply to this person. American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White A cross walk will be provided that maps the individual race key to the proper aggregate code for aggregate level corrections.

Related Links: Race / Ethnicity and beyond  dpi.wi.gov/lbstat/datarac.html Race / Ethnicity through 2009/10  dpi.wi.gov/lbstat/dataracgdr.html Bridging  Managing an Identify Crisis published by the National Forum on Educational Statistics

Training Resources

The Help Desk Expert Tool is available to assist with general support of several DPI applications. Review Application Availability View Frequently Asked Questions Report problems Request application assistance

Related Links: ISES Application  dpi.wi.gov/lbstat/isesapp.html ISES Training and Support  dpi.wi.gov/lbstat/isessupprt.html ISES Web Tutorials  dpi.wi.gov/lbstat/isestutor.html Help Desk Tool  dpi.wi.gov/lbstat/helptool.html