ISES Vendor Conference February 23, 2010

Topics for Session Maintaining, Collecting, and Reporting Racial & Ethnic Data WSLS planning – Race / Ethnicity ISES transition – Race / Ethnicity Adjusted Cohort Graduation Rate ISES Data Element Changes Schedule Coursework Completion System

Maintaining, Collecting, and Reporting Racial & Ethnic Data

Race / Ethnicity: 1977 Standards Continue to submit data in the five racial/ethnic groups for (1) Asian/Pacific Islander ‘A’ (2) Black, Not Hispanic ‘B’ (3) Hispanic ‘H’ (4) American Indian/Alaska Native ‘I’ (5) White, Not Hispanic ‘W’

Race / Ethnicity: Change in Definition to 1997 Standards Part One: Is this person Hispanic or Latino? (Must choose one) o Hispanic or Latino o 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

Race / Ethnicity: Aggregate Reporting Categories (1) Hispanic/Latino of any race; and For individuals who are non-Hispanic/ Latino only, (2) American Indian or Alaska Native, (3) Asian, (4) Black or African American, (5) Native Hawaiian or Other Pacific Islander, (6) White, and (7) Two or more races.

Common Questions regarding Racial & Ethnic Data

Is it OK to help a student or parent classify him- or herself? District and school staff should not tell a student, parent, or staff member how to answer these questions. District and school staff must accept an individual’s self-identification regardless of whether staff believe the student is of a different race or ethnicity.

Why do Hispanics have to answer part 2 of the question? Hispanic/Latino is considered an ethnicity, not a racial group. Suggest the parent or student answer based on : the race and ethnicity with which he or she most comfortably identifies or his or her ancestry. Do not suggest how the parent or student should complete the question. Spanish language version of letter to parents is now available.

If conflict arises, how should the student be reported? If student and parent choices conflict, then the parent’s choice should be used. If the parent declines, but the student chooses to self- identify, then the student’s choice should be used. Identification by school or district staff should be used only as a last resort when the parent and student decline.

Must ancestry be proven to select ‘American Indian or Alaska Native’? No, only self-identification is necessary.

What is the due date for re-identifying students? Re-identification in not required for all students and staff, but it is recommended. Persons who have identified themselves as Hispanic or Asian/Pacific Islander must re- identify. Persons need to be re-identified for reporting.

WSLS planning – Race / Ethnicity

Preparing for Race / Ethnicity Transition Complete processing of Students with Possible Matches on or before 6/30. Exit on or before 6/30 students known to be: Transferring within the district, Transferring out of the district, and Exiting the WSLS.

July maintenance WSLS will be closed for the first two weeks of July for transition to accept the new race key. Following the transition: Race code will not be accepted in the WSLS, and Any modification of an existing record, current or historic, will require race key.

Pending WSLS Transactions Pending Match Review: If record was placed in match review prior to 7/1, a match may not be completed and a pending exit may not be generated. The WSN must be removed and resubmitted. Pending Exit Confirmation: If exit was requested prior to 7/1, race key must be entered after exit is confirmed.

Pending WSLS Transactions Mass Student Transfer Confirmation: If MST request was performed prior to 7/1, race key must be entered after MST is confirmed.

WSLS - Overview New File Upload Layout for CSV & XML New WSN ID File Layout (WSN export) New Data Entry and Review Screens Changes in WSLS Search Functionality

HeaderParent Header Data Element Name Business Rule DescriptionNULLABLE 02N/A School parent header. Include one School header for each School in the file. Students enrolled in that school must immediately follow each School's header. NO SCHOOL02SchoolCode1)Must be a valid School Code from DPI Table 2)FORMAT 0009 – Leading Zeroes NO 03N/A Student parent header. Include one STUDENT header for each student. NO WSN_ID03WSNStudentId1)FORMAT )NOT ALLOWED on Initial Load file and OPTIONAL on subsequent files 3)The WSN_ID would be used for matching purposes and would be beneficial for intra-district transfers YES … RACE03RaceCodeWill not be written to data base.N/A … RACE_KEY03RaceKeyMust be a valid Race Key from DPI Table.NO 04N/A End of File HeaderNO EOF04End of FileEOF stringNO

WSLS Locate / Assign File Upload RACE_KEY: New element – 4 digit numeric field CSV – located at end of file after Guardian XML – RACE_KEY tag RACE: Code set prior to 2011 – 1 character alpha CSV – location remains unchanged in file XML – RACE tag remains unchanged

TagParent Tag Data Element NameBusiness Rule DescriptionNULLABLE TagNameABLE 02N/A School parent header. Include one School header for each School in the transaction. NO SCHOOL02SchoolCode1)Must be a valid School Code from DPI Table 2)FORMAT 0009 – Leading Zeroes NO 03N/A Student parent header. Include one STUDENT header for each student. NO UID103UniqueId1) Exact Same format as value received in File Set B2YES UID203UniqueId1) Exact Same format as value received in File Set B2YES WSN_ID03WSNStudentId1) FORMAT NO F_NAME03LegalFirstNameNONENO M_NAME03MiddleNameNONEYES L_NAME03LegalLastNameNONENO SUFFIX03SuffixNONEYES DOB03BirthDate1)FORMAT MM-DD-YYYY or MM/DD/YYYY 2)WARNING – If student’s age >= 22 and <= 26 3)FAILURE – If student’s age > 26 NO GENDER03GenderCodeMust be a valid Gender Code from DPI TableNO RACE_KEY03RaceKeyMust be a valid Race Key from DPI TableNO ENROLL_DATE03EnrollmentDateNONENO EXIT_DATE03ExitDateNONEYES NORELEASE_IND03ReleaseIndNONENO 04N/A End of File headerNO EOF04End of FileEOF stringNO

WSLS – WSN ID File CSV layout remains unchanged. XML tag is renamed RACE_KEY. File generated following locate/assign will contain the 4 digit race key. File Download Request will contain race key, if available.

WSLS Data Entry & Review Screens RACE_KEY: Labeled ‘Race / Ethnicity’. Presented as two-part question. Screen will not allow save unless both parts of question are provided. RACE: Labeled ‘Former Race’. Provided for reference purposes. May not be modified.

WSLS - File Download Request RACE_KEY: Available in WSN ID file and Baseline File. RACE: Available only in Baseline File.

Race / Ethnicity Conversion Tool Convert 3 of 5 former race codes: I to 0033 B to 0035 W to 0037 Generate file of records for which WSLS race key is missing. Allowed only for records with: enrollment on or after 7/1/2009 and blank (null) race key.

Race / Ethnicity & other DPI applications Student and Staff data at the person level are: Gathered via the two-part question and Submitted via the Race Key. Aggregate student and staff data are: Gathered via the Aggregate Reporting Categories and Submitted via the 7 single character alpha codes.

Bridging Methodology Means by which data can be compared from different sets of categories. 6 of 7 categories map back to former categories easily. Bridge ‘Two or More Races’ to the largest, non-white category.

ISES Race / Ethnicity Transition

ISES Year End and Discipline : Gathered from either WSLS RACE or RACE_KEY. Stored in ISES as the former race code: o WSLS Race will be used when available. o WSLS Race key will be bridged back to former race codes : Gathered from WSLS RACE_KEY. Stored in ISES as race key. ISES Lock will not be allowed if RACE_KEY is missing.

ISES 3 rd 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.

ColumnHeaderParentData ElementBusiness Rule DescriptionNull-NullRecord HeaderName(for File Definition only – does not include validations resulting in reason codes) Able Upload Able Lock Type 102N/A School set parent tag. Include one SCHOOL tag for each SCHOOL submitted. Students enrolled in that school must immediately follow each School's header. NON/ACD/YE 2SCHOOL02SchoolCode1)FORMAT 0009 – Leading Zeroes.NO CD/YE 3RECORD_ TYPE02RecordTypeNO CD/YE 4YEAR02YearNO CD/YE 103N/A Student parent tag. Include one STUDENT tag for each student. NON/ACD/YE 2WSN_ID03WSNStudentId1)FORMAT NO CD/YE 3ENROLL_ DATE03EnrollmentDate1)FORMAT MM/DD/YYYY or MM-DD- YYYY. NO CD/YE 4EXIT_DATE03ExitDate1)WSLS Data.N/ACONDCD/YE 5RACE_KEY03RaceKey1)WSLS Data.N/ANOCD/YE 6GENDER03Gender1)WSLS Data.N/ANOCD/YE 7BIRTHDATE03BirthDate1)WSLS Data.N/ANOCD/YE 8CNT_DATE_ STATUS 03CountDateStatusYESNOCD

File Download Request RACE_KEY returned from download: will contain former race code for and prior years and will contain race key for and beyond.

ISES State and Federal Reporting : Reported under former race codes : Reported as aggregate race codes associated with race key. Forward bridging will be required for: o Discipline reporting of new removals associated with prior collection incidents, o High School Graduation Rate, and o Dropout Rate.

Adjusted Cohort Graduation Rate

number of students who graduate in four years with a regular high school diploma. number of students who form the adjusted cohort for that graduating class

Graduation Year Cohort Assigned based on grade level at first high school enrollment. Removed, if the student: transfers out, emigrates to another country, or is deceased. Transfers out: must have documented enrollment in another school, may not include dropouts, and may not include students not known to be continuing.

ISES Data Element Changes

Exit Type Change in code set: ISM – Interstate move. Not known to be continuing. INM – International move. Not known to be continuing. OOS – (removed)

Dropout Rate Denominator will remain unchanged. Numerator will include additional exit types: ISM will count as a dropout. ETC with ‘N’ response will count as a dropout.

Immigrant (Title III) Clarification of ‘Not born in US.’ Children born in US territories, excluding Puerto Rico, are now considered ‘not born in US.’ Children born in another country and adopted by US citizens are ‘not born in US.’ Children born outside the US to military personnel are ‘not born in US.’

Educational Environment New Preschool codes are proposed but not finalized in the Federal Register. No change at this time.

October 1 Child Count File Upload All IDEA eligible students as of 10/1. Provide a mechanism to export the Child Count file from the local SIS.

Validation Rule Updates Homeless WSD & WCBVI Secondary Disability Educational Environment

Schedule

Training Opportunities Vendor Conference – February 2010 – Madison Spring Training (Tentative) – May 2010 – Madison Fall Training – August 2010 – Limited number of CESAs Specific dates to be announced

Tentative Fall 2010 ISES Schedule 7/1: Key date for WSLS Exit Dates 7/1 – 7/12: WSLS will be closed for maintenance August: ISES 3 rd Friday of September / Year End / Child Count and Discipline will open 9/30: Key date for WSLS Enrollment and 3rd Friday of September (CD) 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)