STATE OF WISCONSIN
Individual Student Enrollment System
Fall 2010 Training
• Preparing for the ISES
– Local Record Keeping / SIS Tasks
– WSLS Race / Ethnicity Transition
– WSLS Tasks
• ISES Submission
– ISES Race/Ethnicity Transition
– Data Elements and Business Rules
– Adjusted Cohort Graduation Rates
– Progress & Summary Reports
• Data Verification
Preparing for the ISES
ANNUAL DISTRICT UPDATES:
Local Record Keeping / SIS Tasks Report on the PI-1280, Public School Update (paper form):
District Administrator / Superintendent
Schools including agency closings and openings
• Annual District Updates Grades being served at each school
– PI-1280, Public School Update Consider the Fall Staff Report, PI-1202, when PI-1280 is reviewed. Schools reported on PI-
– PI-1203, Statistical Report 1280 must have teachers assigned to them in the PI-1202 and students enrolled in
• WAMS Profile Management Report on the PI-1203, Statistical Report (on-line vovici survey):
District / school calendar start and end dates.
• Delegated Authority Maintenance Set-up local databases and processes to match PI-1280 schools.
• WSLS & ISES Contact Information Enter individual student data into local software system(s) in appropriate schools.
WAMS PROFILE MANAGEMENT:
Verify profile includes current email address.
District Administrator, if new, must report WAMS ID to email@example.com.
Access profile to prevent removal of unused WAMS account to prevent deactivation of
Verify District Administrator / Superintendent has access to the Delegated Authority
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.
Email addresses are used by WSLS to email exit and enroll notifications.
WSLS & ISES contact information is used by other districts to resolve student issues.
Prior to sending an EUT file, verify that the new file layout is being used,
WSLS Race / Ethnicity Transition ISES will require RACE KEY for (This is covered in more detail in a later section.):
Students with exit dates on or after 7/1/2010,
• Provide RACE KEY for all continuing students Continuing Students with no exit dates, and
– Manual Entry
– Exit / Update (EUT) File Upload RACE_KEY is not required for WSLS records where ENROLL DATE = EXIT DATE.
– Conversion Tool
This slide shows the proposed Individual Student Search / Match Review screen. Several
elements appear blank on the screen, because a production screen shots was used, but
would contain information from the selected student match during data entry. The
‘Former Race’ will be displayed only if a value exists in the selected match.
All data entry screens in the WSLS will have this layout. Screens on which data is displayed,
but may not be modified or entered, will include the short text description of the race key
rather than the two-part question.
•Labeled ‘Race / Ethnicity’.
•Presented as two-part question.
•Screen will not allow save unless both parts of question are provided.
•Labeled ‘Former Race’.
•Provided for reference purposes.
•May not be modified.
In general, this process SHOULD NOT BE USED if you have a SIS or vendor package. Contact
the provider of your SIS for more information.
In general, this process SHOULD NOT BE USED if you have a SIS or vendor package.
The race / ethnicity conversion tool will allow a district to convert former race code to new
Race / Ethnicity Conversion Tool: race key. Student records with enrollment on or after 7/1/2009 converted. The
conversion process may be repeated to generate a new file of records for which race key is
missing. The former race code in ‘RACE’ will remain. The new race key will be written only
• Convert 3 of 5 former race codes (I, B, and W). when null. The conversion process will NOT overwrite existing data.
I (American Indian or Alaska Native) = 0033 (INDIAN_ALASKAN only, not Hispanic)
• Generate file of records for which WSLS race key is B (Black or African American) = 0035 (BLACK only, not Hispanic)
missing. W (White) = 0037 (WHITE only, not Hispanic)
• Allowed only for records with:
– enrollment on or after 7/1/2009 and
– blank (null) race key.
• 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
Use File Download Request to review the WSLS enrollment for the previous school term
using a date range encompassing the entire year or a specific date such as the Third Friday
of September or the last day of school.
•Available in WSN ID file and Baseline File.
•Available only in Baseline File.
Have you included students for which your district is responsible, but services are provided
outside a regular school building?
WSLS Tasks Have you included all preschoolers, including those receiving only limited Speech and
• Enter in the WSLS:
Have you included students who attend the two state schools, Wisconsin Center for the
Blind and Visually Impaired and Wisconsin School for the Deaf?
– Students moving between Schools within your District,
– Students transferring to your District, Use File Download Request to review the WSLS enrollment for Third Friday of September
– Students new to the WSLS, and of the current school term.
– Students with disabilities receiving special education or
related services pursuant to a services plan that meets
IDEA standards (Parentally Placed Private students).
Data Collection Reporting Schedule
WAMS Profile Management
Maintaining, Collecting, and Reporting Racial and Ethnic Data
Enrollment, & Enroll and Exit Dates
ISES Race / Ethnicity Transition
For 2009-10, former race code will be stored in the ISES, if available, regardless of a
whether race key is present in the WSLS. Race key will be bridged back to former race
ISES Year End and Discipline: codes only when the race code is not available.
For 2010-11 and beyond race key will be stored in the ISES.
• Gathered from either WSLS RACE or RACE_KEY. Bridging ‘backward’:
• Stored in ISES as the former race code: Means by which data can be compared from different sets of categories.
– WSLS Race will be used when available.
6 of 7 categories map back to former categories easily.
– WSLS Race key will be bridged back to former race codes.
Bridge ‘Two or More Races’ to the largest, non-white category.
• Gathered from WSLS RACE_KEY.
• Stored in ISES as race key.
• ISES Lock will not be allowed if RACE_KEY is missing.
For 2010-11 and beyond race key will be stored in the ISES.
ISES 3rd Friday September and
October 1 Child Count:
• Gathered from WSLS RACE_KEY.
• Stored in ISES as race key.
• ISES lock will not be allowed in RACE_KEY is missing.
File Download Request
RACE_KEY returned from download:
• will contain former race code for 2009-10 and
prior years and
• will contain race key for 2010-11 and beyond.
For 2009-10, use of former race code will continue for state and federal reporting.
ISES State and Federal Reporting: For 2010-11 and beyond individual race key information will be reported under the
aggregate reporting categories defined in the race/ethnicity crosswalk,
http://www.dpi.wi.gov/lbstat/datarac.html. Full term dropout records, discipline incidents
2009-10: , and cohort dropouts which have only former race key will be bridged forward into
aggregate race codes.
• Reported under former race codes.
• Reported as aggregate race codes associated with race
• Forward bridging will be required for:
– Discipline reporting of new removals associated with prior collection
– Adjusted Cohort Graduation Rate, and
– Dropout Rate.
You may notice that the Hispanic/Latino count has fallen significantly. For this district I
completed the conversion using the WSLS tool. Though I have manually updated the 2
2010-11 multiracial students in the district, I have not completed the manual work or submitted a
file to identify race/ethnicity for the students previously identified as Hispanic/Latino.
For definitions and code sets for all data elements, see
Preparing for the ISES Summer 2010: http://dpi.wi.gov/lbstat/isesprepar.html#step_h
No significant changes to Discipline beyond the race / ethnicity transition.
Data Elements and Business Rules
Immigrant (Title III) - http://www.dpi.wi.gov/lbstat/dataimmigrantT3.html
Years in US Schools - http://www.dpi.wi.gov/lbstat/datayrsus.html
Immigrant (Title III) – Clarification: Three criteria must be met in order for a student to qualify as an immigrant under the
definition specified by the NCLB:
• Children born in US territories, excluding Aged 3-21 as of the Third Friday of September.
Puerto Rico, are now considered ‘not born in Not born in US.
US.’ In US schools for less than 3 consecutive full academic years.
‘Born in the US’ includes any state, the District of Columbia, and Puerto Rico.
• Children born in another country and
adopted by US citizens are ‘not born in US.’ This, in turn, affects Year in US Schools which is also tied to birth location.
Years in US Schools is required when:
• Children born outside the US to military English Language Proficiency Code was submitted as 1-5 or
personnel are ‘not born in US.’ WSLS Birth State indicates student was born outside the US or Puerto Rico.
Test Status - http://www.dpi.wi.gov/lbstat/datawsas.html#teststat
Test Status: Changes were proposed and presented at the spring ISES Vendor Conference, but these
changes were NOT implemented.
• No changes for 2010-11
CC = (Warning) Homeless Status has changed. Student was reported as homeless in the
Year End record where the student completed the school term. Student was reported as
Business Validation Rule Revisions: not homeless in the subsequent 3rd Friday of September record. Review student
information and verify that the student was not homeless between the beginning of the
school term and the 3rd Friday of September. These records may exist in different schools
CD & CC - (Warning) Student at WSD or WCBVI reported as absent. Students at the state
residential schools, Wisconsin School for the Deaf or Wisconsin Center for Blind and
WSD & WCBVI Visually Impaired, should not be reported as absent. Either correct Count Date Status to
identify student was present, if student is currently enrolled in the state school, or modify
third party, if the student is no longer attending the state school.
CC – (Info) Secondary Disability will no longer be set to the CD value, if not provided.
Educational Environment CD & CC - (Error) Invalid Educational Environment Classification, 'T', for public school
student. Educational Environment Classification 'Parentally Placed Private', T, is valid only
for students identified as Parentally Placed Private. Either Educational Environment
Classification must be modified or Parentally Placed Private must be change to 'Yes', Y.
Educational Environment Classification - http://www.dpi.wi.gov/lbstat/dataenvir.html
Educational Environment: Students still identified as A1, A2, or A3 who will be 3, 4, or 5 years old on the count date
must be reclassified.
• Preschool codes A1, A2, and A3 are retired. R1 - Regular Class At Least 10 Hours Majority Sp Ed in Regular Class
R2 - Regular Class At Least 10 Hours Majority Sp Ed in Other Location
R3 - Regular Class Less Than 10 Hours Majority Sp Ed in Regular Class
• New preschool codes R1, R2, R3, and R4 are R4 - Regular Class Less Than 10 Hours Majority Sp Ed in Other Location
8/26 Training will be offered by Special Education team to cover these changes.
• Components of new codes:
• Classroom Composition
• Amount of Time
• Majority of Services
Coordinated Early Intervening Services (CEIS) only applies to those districts that have either
been required to reserve IDEA funds for CEIS or have voluntarily chosen to do so. DPI will
Coordinated Early Intervening Services: be tracking these students to determine whether become identified as a student with a
disability. Accurate reporting of CEIS and disability status by district is necessary for DPI to
properly identify students.
• The subset of districts required to submit CEIS
changes from year to year.
• CEIS data will be federally reported.
October 1 Child Count File Upload - http://www.dpi.wi.gov/lbstat/isesapp.html
October 1 Child Count: Parent Placed Private:
We anticipate increased data verification of PPP students.
If in WSLS, but not identified as PPP, then additional data is required.
• All IDEA eligible students as of 10/1.
– Including Parent Placed Private Students
• No separate collection of count of students
If at year end the child has a disability and is receiving services via an IEP/service plan, the
child's disability should be reported. Conversely, if a child is dismissed from special
Exit Data & IDEA Eligible Students: education during the course of the school year, then the disability status should be
reported as 'N'.
• Verify Primary Disability in Year End (YE)
– High School Completers
– Drop outs
– Transfers out of the WSLS
District responsible for virtual school needs to complete appropriate steps regarding
truancy and exiting as they would for any resident or open enrolled student. Law grants
Virtual Schools - Dropouts & Truancy: virtual schools with an option to remove students, but does not preclude the district from
pursuing truancy or holding accountability for a dropout.
• Do not assume transfer back to resident
district upon exit from a virtual school.
• Virtual schools may have dropouts.
Exit Type - http://dpi.wi.gov/lbstat/dataexit.html
Exit Type - Code Set: If OOS is documented and no information exists supporting international move, then the
exit type should be converted to ISM.
Change in code set:
• ISM – Interstate move. Not known to be continuing.
• INM – International move. Not known to be continuing.
• OOS – (removed)
Adjusted Cohort Graduation Rate
Wisconsin is required to report a ‘four-year adjusted cohort graduation rate' beginning
with rates for 2009-10.
Adjusted Cohort Graduation Rate WINSS will report the ‘four-year adjusted cohort graduation rate‘. For AYP purposes the
2009-10 graduation rate will be calculated using the old definition. Availability of a WINSS
download of the High School Completion Rate (old rate) is proposed. Whether the old rate
number of students who graduate in four years or the new rate will be used for 2011-12 AYP purposes is still under consideration.
with a regular high school diploma
number of students who form the adjusted cohort
for that graduating class
Each student is assigned to a “graduation year cohort” based on two factors:
• School year of his/her first high school enrollment period (based on ISES YE records)
Graduation Year Adjusted Cohort • Student’s grade level placement at the time of that first high school enrollment period
As always, care should be taken to ensure that grade level placement data submitted in
• Assigned based on grade level at first high school ISES are accurate. Once a cohort is assigned, it is used statewide and is permanent.
A student counts in the cohort for a school if that student is assigned to a “graduation year
• Removed, if the student: cohort” during or before enrollment in that school. To remove a student from the cohort,
– transfers out, a school or district must confirm in writing that the student
– emigrates to another country, or • transferred out,
– is deceased. • emigrated to another country, or
• is deceased.
• Transfers out:
– must have documented enrollment in another school, The Dropout Rate and the Adjusted Cohort Graduation Rate are separate and distinct. A
– may not include dropouts, and student that is included in the cohort, but is not a graduate is NOT automatically
– may not include students not known to be continuing. considered a dropout.
Students continuing beyond their assigned cohort year should remain in the WSLS and be
reported to ISES.
“Students who graduate in four years” means students who earn a regular diploma at the
conclusion of their fourth year, before the conclusion of their fourth year (including those
Summary who graduate in an earlier year), or during a summer session immediately following their
• Receipt of regular diploma must occur within 4 years from No student groups are excluded from the 4 year requirement.
first entry into 9th grade to be included as a graduate.
To confirm that a student transferred out, the school or district must have official written
• Receipt of credential will count in cohort year rather then documentation that the student enrolled in another school or in an educational program
year granted for students who complete early. that culminates in the award of a regular high school diploma. USED guidance indicates
that official written documentation includes (a) a request for student records from the
• A student may transfer out as known to be continuing only if receiving school or (b) a written record of a response from an official in the receiving
official written documentation exists such as: school acknowledging the student’s enrollment. For transfers to another WI school
– request for student records from the receiving school, covered by WSLS, WSLS provides the required documentation. A conversation with a
– written record of response from an official in the receiving school, or
– transfer within the WSLS. parent or neighbor of a student is not considered official written documentation.
• Additional exit types will counts as dropouts.
Expected transfers not known to be continuing where the expected transfer district
responds ‘No Evidence of Move’ will be counted as dropouts of the ACCOUNTABLE school
Dropout Rate - Definition rather than the expected transfer district.
• Denominator will remain unchanged.
• Numerator will include additional exit types:
– OOS / ISM and
– ETC with Expected Transfer Response is ‘No Evidence of Move.’
Progress & Summary Reports
The exit type report now includes counts of credentials for high school completers.
Exit Type Report The report now includes all valid year end records.
The dropout report includes the new exit type ISM (Inter-state Move) and identifies an
accountable district for all ETCs.
The High School Completion Report will no longer be available within the ISES.
High School Completion Report The cohort of a student and the adjusted cohort graduation rate will be calculated within
the DPI Longitudinal Data System (LDS) after the ISES submission is closed for all districts.
The dropout report and exit type report must be carefully reviewed to verify components
• No longer available in the ISES. of the graduation rate.
• Cohort and Rate calculated in LDS.
• State-wide validation will be used to verify
• This validation will be successful only if district
data is submitted prior to October 28th.
• A district lock signifies that the District
Administrator or designee has reviewed ISES
data and determined that the data is:
– Complete, and
– Ready for public reporting.
Important Dates - dpi.wi.gov/lbstat/isesdates.html
Tentative Fall 2010 ISES Schedule
August: ISES 3rd Friday of September / Year End / Child Count and
Discipline will open
9/30: Key date for WSLS Enrollment and 3rd Friday of September
10/11: Key date for Discipline
10/25: Review and revision ends for Discipline
10/28: Key date for 3rd Friday of September (CD), Year End (YE),
and Child Count (CC)
10/28 – 11/5: WSLS and ISES applications closed for validation
12/1: Review and revision ends for 3rd Friday of September (CD),
Child Count (CC), and Year End (YE)
ESEA / NCLB
WSLS Main Page
ISES Main Page
Adjusted Cohort Graduation Rate