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

Wisconsin Student Number SystemWSLS

June

Department of Public Instruction

Today’s Presenters

•Barb Ballweg, Education Statistics Coordinator

•Alesha Filiatrault, Trainer

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

Wisconsin Student Number Locator System

WSLS

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.

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.

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).

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.

Students to Included in Initial Load

•Any student enrolled during school year 2003-04 unless student transferred to another public school district or private school or died.

– students enrolled at the end of 2003-04 school term, – students who completed high school anytime during

the school year 2003-04, – students who enrolled in your district at some time

during the 2003-04 school term who stopped attending school at any time during that term but did not transfer or die.

Which Students Count As Enrolled

•A student is "enrolled" in your district if the student receives his/her primary PK-12 educational services either…

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.

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

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

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.

FAQ Links

Parents:

• http://www.dpi.state.wi.us/dltcl/lbstat/isesfaq2.html

Districts and Vendors:

• http://www.dpi.state.wi.us/dltcl/lbstat/isesfaq3.html

Web Access Management System

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.

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”.

WSLS Roles

WSLS Roles

•All Functions Role

•On-line Enroll/Exit/Update Role

•On-line Enroll/Exit/Update-No Mass Entry Role

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

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.

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

Wisconsin User ID RegistrationStep 1

• Navigate to ON.WISCONSIN.GOV in your internet browser window.

Step 2

• Click Self-Registration link.

Step 3

• Read Overview and User Acceptance Agreement.


• 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.


• Verify your email address.

Step 7

• Review Self-Registration Part Two instructions.

Step 8

• Check email account within 4 days.

• Verify receipt of email – [email protected]

– usually arrives within minutes of email verification.

– directs to a link to continue the self-registration process.

Wisconsin User ID RegistrationStep 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 *[email protected]

• WSLS / ISES Administrator– Report Wisconsin User ID to School District Administrator.

• All other WSLS / ISES Users– Report Wisconsin User ID WSLS / ISES Administrator.

Links

•WAMS and Delegated Authority application Information.

– http://www.dpi.state.wi.us/dpi/dltcl/lbstat/eseawams.html

•Wisconsin User ID Information.– http://www.dpi.state.wi.us/dpi/dltcl/lbstat/doc/wiuserid.doc

•Self-registration, "Help" or "FAQ" links.– http://on.wisconsin.gov

•Help Desk: 800 507-5744

Delegated Authority

•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

•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

District Administrator Screen

WSLS/ISES Administrator Screen

WSLS/ISES AdministratorAdd Designee Screen

Navigation Basics

Lesson Objectives

•WSLS Main Menu page.

•WSLS Main Menu screen basics.

•Exit WSLS application.

Header•School and User Name

Footer

•Contact Information

WSLS Navigation Bar•Select Role

•Exit

•Help

•Save

WSLS

Main Menu

Click Role graphic to open Role Selection screen.

Change Role Selection


Click Role drop down list and select new Role.

Click Main Menu graphic to open Main

Menu screen.


Click Exit graphic to open the Logoff screen.

Exit WSLS

Preferences

Lesson Objectives:

•Introduction to Preferences.

•Set-up initial preferences.

•Modify and view existing preferences.

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.

Student Information System (SIS)

File Format

Frequency of Exit Confirmation Emails

Initial Load Complete Indicator Reset

School/District Contact Data

Open Existing Preferences

Search for Schools with Initial Data

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

• Click

Select School Name Hyperlink

School Preference Data Displays

Update Preference Data

•Use of student information system (SIS) changes.•Method of data submission changes.

– CSV– XML

•To change the frequency of the email 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.

File Upload

Lesson Objective

•Upload data from Student Information System to WSLS for processing.

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.

Open File Upload Screen

Select File Upload hyperlink from main menu.

Upload and View SIS Files

Click Browse button.


From the Look in list, navigate to Student Information System file.


Click Open button in Choose File dialogue box.

Click Upload graphic.


Mass Data Entry

Lesson Objective

•Create a student file for the locate/assign process in the WSLS

Mass Student Entry Screen

Select Mass Student Entry hyperlink from Main Menu.

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

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.

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.

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.

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.

Click Add Guardian graphic.

Parent/Guardian Profile screen displays.

Click Next Guardian graphic for multiple guardians

Click Save graphic

when done.

Click Add Alias graphic.

Click Next Alias graphic for multiple aliases.

Click Save graphic

when done.

Click Next graphic.

View Students Entered

Click Student List graphic.

Remove Students from Student List

Click Remove graphic.

View/Modify Data from Student List

Click Name hyperlink.

Privacy Information

Click Privacy Information graphic.

Privacy Information

•If the student’s parent has formally requested that directory data not be disclosed pursuant to 118.125(j)(1), Stats, click in the box to add a check.

Submit

Click Submit All graphic.

Submission Status – File Upload & Mass Entry

Lesson Objective

•View the status of files uploaded or submitted for processing. •Files have one of three statuses

– Received– Processing – Completed.

Select Submission Status – File Upload & Mass Entry hyperlink from

Main Menu.

File Name

Status

Results – File Upload/Download & Mass Entry

Lesson Objective

•View files produced in WSLS.•Download files produced in WSLS.

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

Click Refresh graphic to display list of

Results files for the selected School.

No Result Files

Result Files

Click on File Description hyperlink.

Result Report

• Errors listed for schools to correct their Student Information Systems (SIS) and resubmit the data.

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.

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.

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.

•The example below is of an XML file. The WSN

File must be downloaded and used to load WSNs

assigned through the assignment process.

Download Results File

Right click on File Description hyperlink and select

Save Target As…

Select Open to view the file.

Open CSV File

Use browser Back button to close Results File.

Download Results File

Save file to a directory designated by your Student Information System vendor or your District /School.

File Download Request

Lesson Objectives

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

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.

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.

Select Match Review – File Upload & Mass

Entry hyperlink from Main Menu.

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.

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.

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.

Information About Files

• SendTag– always S.

• DistrictCode – selected district.

• SchoolCode– selected school.

• MMDDYYYY– date file created.

Information About Files

• Type – ENR –Enrolled.– ADT –Assignment Date.– EDT –Enrollment Date.– XDT –Exit Date. – SeqNumber – defaulted to 00001.

• Format – CSV– XML.

Match Review – File Upload & Mass Entry

Used to resolve possible matches.

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

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.

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.

Select Match Review – File Upload & Mass

Entry hyperlink from Main Menu.

Match Review – File Upload & Mass Entry screen


Click Refresh graphic to display

“Your Students with Possible Matches”

and

“Pending Exit Confirmation Requests”


This School does not have Possible Matches or Pending Exit Confirmation Requests.


Possible Matches or Pending Exit Confirmation Requests.

View Possible Matches

Select a student’s Last Name hyperlink to view detail information.

This example displays two possible matches.

• **NEWMEN matched on the sound of the last name not exact spelling.

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

Click Student Alias graphic to view alias information.

Click Back graphic to return to Possible Student Match page.

Possible match does match your student:

Click Select Match graphic to select student.

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)

Click Save graphic to request exit confirmation from

student’s most recent school.

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

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.

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.

Click Request New WSN graphic from

Match Review screen.

Data on this page comes from student locate/assign transaction created by

Student Information System.

Click on Student Alias graphic to enter or update

Student Alias data.

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.

Click Request New WSN graphic to return to Request

New WSN page.

Click on Parent/Guardian graphic to enter or update

Parent/Guardian data.

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.

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

Click on Request New WSN graphic to return to the

Request New WSN page.

Click on Assign New WSN graphic to assign a new WSN

to your student.

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.

Remove Student from Your Student List

Click the Remove graphic on the student that you want to

remove from the list.

Student Transaction record is removed from the WSLS.

Cancel a Pending Exit Confirmation Request

Select the Last Name hyperlink of the student for

which you want to cancel the exit request

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

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

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.

If Student Privacy Indicator is Checked

Only data that matched to your student based on the matching criteria is displayed. Select student.

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.

Exit Confirmation

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.

Select Exit Confirmation hyperlink from Main Menu.

Select school from drop down list and click Refresh graphic.

Example School with outstanding Exit Confirmation Requests.

Select new school from drop down list and click

Refresh graphic.

Example School without outstanding Exit Confirmation Requests.

Select Requesting School name (hyperlink) to view

contact information.

Return to Exit Confirmation Requests Received

click Exit Requests graphic.

Select Last Name (hyperlink) to view student

information.

Click Student Alias graphic to view student alias

information.

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

Click Exit Requests graphic to return to Confirm/Deny

Exit screen.

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.

For a user with Write access—select a student from

Exit Requests list.

• 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.

An exit confirmation email is sent to the (contact person listed in Preferences)

requesting school and district.

An exit denial email is sent to the (contact person listed in Preferences)

requesting school and district.

Wisconsin Student Number SystemWSLS

Thank-you for your time!

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

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