ISES CD/YE Enhancements Fall 2007 – Segment 1

Topics for Today Preparing for the ISES Collection Common Errors from Fall 2006 ISES Collection Changes to File Upload and Create Student Record List Processes New Data Elements Business Rule and Code Set Changes Individual Student Record Screen Changes File Layout Changes October 1 Child Count for Students with Disabilities Identifying Errors and Warnings Data Quality Final Submission of ISES Data to DPI Getting Help

Segment One Preparing for the ISES Collection Common Errors from Fall 2006 ISES Collection

Preparing for the ISES Collection

Accessing the WSLS and ISES Authorization to access the WSLS and ISES is managed by each individual district. An individual must first request a WAMS ID (Wisconsin Web Access Management System). The Local WSLS/ISES Administrator must separately grant access to the WSLS and ISES to each local staff member. The role selected by the Local WSLS/ISES Administrator will determine the functions which are available to each local staff member.

WAMS Profile Management Obtain a Wisconsin User ID, if new to the WSLS/ISES. Verify profile includes current address. URL: on.wisconsin.gov

Delegated Authority Verify District Superintendent has access to the Delegated Authority application; access transfers to new Superintendents when they submit their WAMS IDs to DPI. Verify Local WSLS/ISES Administrator has been appointed and appoint an Assistant Administrator, if appropriate. 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 Students transferring out of your District or WSLS and other withdrawals

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

UPDATE in the WSLS: Birth Location Existing students, as needed

REVIEW in the WSLS: Use File Download Request to review the WSLS enrollment for the previous school term. Use File Download Request to review the WSLS enrollment for Third Friday of September, the Count Date, of the current school term.

Common Errors and Warnings from the Fall 2006 ISES Collection

Students with Multiple WSNs complicate the WSLS match review process, may result in an incorrect identification as a dropout, may misreport full academic year which may affect accountability for WSAS testing results, and may prevent longitudinal study of student data.

High or Low Dropout Counts may result from unresolved expected transfers, incorrect exit types, or missing enrollment periods.

may result from over reporting of dropouts, misreporting of credential type, incorrect exit types, or missing exit dates. Low Graduation Rate

Composite ELP Level When Composite ELP Level exists within an ISES Count Date record, the English Language Proficiency Level will be calculated and may not be overwritten. A review process will be available in the fall for districts to work with DPI Content and Learning Team to address Composite ELP Levels deemed to be inaccurate by the district.

Large Number of Missing ISES Records may result if only one record type has been uploaded or entered into the ISES or may result if new students and transferred students have not been entered in the WSLS.

Identifying Dependencies in File Upload A violation of any of the business rules listed in the Appendix B.2 File Definition Table will cause the entire file to fail during the load process. Mandatory Elements in XML doc (Non-Nullable in CSV doc) are required on File Upload. “Conditional” and “Nullable for Upload” elements may fail depending on the combination of other values in the record. Note the record type associated with data element. If a data element is sent with the wrong record type, it will cause the file upload to fail. A rule which begins ‘Cannot be sent…’ may cause file failure. A rule which begins ‘Will not be written to the database…’ will not cause file failure, but will cause data included in the upload to be ignored.

Missing Student Roster Labels may result from students exited, but not reenrolled within the WSLS (label is not generated), may result from out of date WSLS records (label is sent to a previous school or district), may result from students missing in the WSLS (label is not generated), or may result from incorrect grade level or incorrect status as a parentally placed private student (label is not generated).

Short Term Transfer of Enrollment When a student transfers out of a district even for short term transfers, an exit date should be entered in the WSLS such that the new district may enroll the student. When a student is placed in a county jail or secure detention facility within a different district, transfer is required only for stays of greater than 72 hours.

Full Term Dropout: Definition The student completed the school term associated with a year end record in the most recent previous ISES collection (year X - 2) and is not known to be continuing. There is no evidence of the student enrolled in any WSLS school at any point during the next school term (year X - 1) or prior to the count date of the current ISES collection (year X). A Year End record for the student from the previous collection is added to the current collection such that the affected district(s) have an opportunity to update exit information, if appropriate. The student may count as a dropout for School Year X – 1, but will not count as a dropout in school term where the student completed the school term (year X – 2).

Full Term Dropout: Fields that can be modified Exit type May not be changed to TC or HSC or Reached Maxium Age Expected Transfer Agency and School Grade must be within range of Expected Transfer School Expected Transfer Response Submitted by the Expected Transfer Agency Return to Regular Education Required if EXIT_TYPE = ‘TNC’ Optional

ISES CD/YE Enhancements Fall 2007 – Segment 2

Topics for Today Preparing for the ISES Collection Common Errors from Fall 2006 ISES Collection Changes to File Upload and Create Student Record List Processes New Data Elements Business Rule and Code Set Changes Individual Student Record Screen Changes File Layout Changes October 1 Child Count for Students with Disabilities Identifying Errors and Warnings Data Quality Final Submission of ISES Data to DPI Getting Help

Segment Two Changes to File Upload and Create Student Record List Processes New Data Elements Business Rule and Code Set Changes Individual Student Record Screen Changes File Layout Changes October 1 Child Count for Students with Disabilities

Changes to File Upload and Create Student Record List Processes

Optional Validation

Populating elements during the Create Student Record List Process

New Data Elements

Homeless Status: Definition Homeless Status is a federal indicator that reflects whether a student lacks a fixed, regular, and adequate nighttime residence.

Homeless Status : Use of Data used to meet disaggregated data requirements of the US Department of Education (under EDEN) for enrollment, assessment, dropout, graduation, and other data used to evaluate the effectiveness of programs supported by the McKinney-Vento Homeless Education Assistance Improvements Act of 2001

Homeless Status : Business Rules required in Count Date records required in Year End records (next ISES CD/YE Collection)

Years in US Schools: Definition Years is US Schools is the number of consecutive full academic years a student has been enrolled in one or more schools in any one or more States.

used for assessment and accountability purposes used to meet disaggregated data requirements of the US Department of Education (under EDEN) may be used to determine immigrant status for federal funding purposes Years in US Schools : Use of Data

Years in US Schools : Business Rule required for Count Date records where English Language Proficiency Code is 1 to 5

Secondary Disabilities: Definition Secondary Disabilities indicate any additional disability conditions identified by the student’s latest evaluation.

Secondary Disabilities: Use of Data used to get a full count of students with a particular disability used to determine which students meet the IDEA definition of ‘multiple disabilities’

Secondary Disabilities: Business Rules may be provided only when a Primary Disability is identified for a student may have one or more Secondary Disabilities or may have no Secondary Disability not allowed when Primary Disability is Significant Developmental Delay

Parentally Placed Private Students covered by a Services Plan indication of a student placed by a parent or guardian in a private school who receives special education or related services from the submitting district that meet state standards under a services plan report only this small, very specific group of private school students in the WSLS and ISES

Parent Placed Private: Use of Data required to facilitate consolidation of the PI-2197 (Child Count) and WSLS/ISES in used to complete Wisconsin's Annual Report on the Implementation of FAPE (free appropriate public education)

Parent Placed Private: Business Rule required for students with disabilities report as ‘Yes’ only for a small, very specific group of private school students in the WSLS and ISES

Business Rule & Code Set Changes

Native Language Native Language is now required for all grade levels.

Educational Environment Classification This field is now required for all students with disabilities beginning with ISES Count Date records. Significant changes have been made in both codes and code descriptions. These changes are needed to meet new requirement of U. S. Department of Education.

Individual Student Record Screen Changes

4 New Elements are added to the screens: Homeless Status (first screen), Years in US Schools (second screen), Secondary Disabilities (second screen), and Parent Placed Private (second screen). Educational Environment Classification is moved to the second screen. Long Term US is removed the second screen.

Count Date Record First Screen

Count Date Record Second Screen

Year End Record First Screen

Year End Record Second Screen

File Layout Changes

Layout Changes 4 New Elements are added to the ’03’ record of CSV files and the tag of XML files Homeless Status, Years in US Schools, Secondary Disabilities, and Parent Placed Private.

October 1 Child Count

Solution for the Child Count Identify students who have moved and are identified as disabled and receiving special education and related services on October 1, and students for whom the primary disability has changed after the September 21, but on or before October 1.

Reporting the identified students Comma Separated Value (CSV) file Layout as defined in the B.2 Appendix of the ISES CD/YE Interface Specifications Submit via a secure file transfer outside the ISES CD/YE on-line application

ISES CD/YE Enhancements Fall 2007 – Segment 3

Topics for Today Preparing for the ISES Collection Common Errors from Fall 2006 ISES Collection Changes to File Upload and Create Student Record List Processes New Data Elements Business Rule and Code Set Changes Individual Student Record Screen Changes File Layout Changes October 1 Child Count for Students with Disabilities Identifying Errors and Warnings Data Quality Final Submission of ISES Data to DPI Getting Help

Segment Three Identifying Errors and Warnings Data Quality Final Submission of ISES Data to DPI Getting Help

Identifying Errors and Warnings

Error, Warning, and Informational Message Reports

File Download Request

Data Quality: Progress & Summary Reports

Who should review ISES data? District staff responsible for monitoring Adequate Yearly Progress measures District Special Education Coordinator District Coordinator for ELL District Assessment Coordinator District Student Services / Enrollment Coordinator District Administrator

Progress & Summary Reports Used to review data while completing the ISES submission. Used to preview Publicly Reported data. Used to gather information between ISES collections.

Enrollment Report

Enrollment Example 1: Only 95 students appear as enrolled. Enrollment according to district records is 549.

Students who are not IDEA eligible and who are not disabled are missing from the report.

After correcting Count Date Status in the Individual Student Records, enrollment matches district records.

Enrollment Example 2: No economically disadvantaged students appear in the report, though more than 100 such students exist within the district.

After correcting Economically Disadvantaged Status in the Individual Student Records, enrollment matches district records.

Enrollment Example 3: Kindergarten enrollment is far less than expected. New students for the current school term appear to be missing.

New Kindergarten and Pre-Kindergarten students had not been enrolled in the WSLS. After taking assignment of these students in the WSLS and entering the associated ISES Count Date records, enrollment matches district records.

Common Uses of ISES Reports Third Friday of September Enrollment (formerly PI-1290) Graduation Rate (formerly in SPR) Dropout Summary (formerly in SPR) Attendance Rate (formerly in SPR) Retention Rate (formerly in SPR) WSAS Roster Report

Graduation Rate

Dropout Summary

Attendance Rate

Retention Rate

WSAS Roster Report by Grade

Final Submission of ISES Data to DPI

Review Progress & Summary Reports prior to locking a school. Individual schools may be locked. This may be a useful tracking tool. Schools are not required to be individually locked to request a District Lock. A district submission is not complete until a district lock is successful. Locking all individual schools is not equivalent to a district lock. Preparing for the Final Submission

Processing Lock

School Lock

District Lock

All districts will certify their data are accurate and the number of students reported as eligible represents an unduplicated count of students with disabilities receiving special education and related services who meet eligibility criteria for the IDEA child count. Certification of IDEA Child Count

Getting Help

ISES Resources

On-line Tutorials

User Manuals

Conference Calls

Helpdesk Tool Report questions and issues to the WSLS/ISES Help Desk

Helpdesk Tool Ticket Functions

Helpdesk Tool Whiteboard

ISES Enhancements Fall 2007