Wisconsin Student Number System WSLS

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Wisconsin Student Number SystemWSLS
Department of Public Instruction

• June

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Todays Presenters

• Barb Ballweg, Education Statistics Coordinator
• Alesha Filiatrault, Trainer

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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

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Wisconsin Student Number Locator System

• WSLS

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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.

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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.

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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).

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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.

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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.

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Which Students Count As Enrolled

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

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Which Students Count As Enrolled

• 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.

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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
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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

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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.

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FAQ Links

• Parents
• http//www.dpi.state.wi.us/dltcl/lbstat/isesfaq2.h
  tml
• Districts and Vendors
• http//www.dpi.state.wi.us/dltcl/lbstat/isesfaq3.h
  tml

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Web Access Management System
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The States 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.

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WAMS Manages Access to Data

• When granting or denying access to a web
  browsers request, WAMS bases its decisions on
• Proof that the user holds an authentic account
  and
• Membership of the user in an appropriate role.

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WSLS Roles
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WSLS Roles

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

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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

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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.

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

• 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.

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Wisconsin User ID Registration

• Step 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.

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Wisconsin User ID Registration

• Step 4
• 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.

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Wisconsin User ID Registration

• Step 6
• Verify your email address.
• Step 7
• Review Self-Registration Part Two instructions.
• Step 8
• Check email account within 4 days.
• Verify receipt of email
• WAMS_at_wisconsin.gov
• usually arrives within minutes of email
  verification.
• directs to a link to continue the
  self-registration process.

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Wisconsin User ID Registration

• Step 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 dpistats_at_dpi.state.wi
  .us
• WSLS / ISES Administrator
• Report Wisconsin User ID to School District
  Administrator.
• All other WSLS / ISES Users
• Report Wisconsin User ID WSLS / ISES
  Administrator.

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Links

• WAMS and Delegated Authority application
  Information.
• http//www.dpi.state.wi.us/dpi/dltcl/lbstat/eseawa
  ms.html
• Wisconsin User ID Information.
• http//www.dpi.state.wi.us/dpi/dltcl/lbstat/doc/wi
  userid.doc
• Self-registration, "Help" or "FAQ" links.
• http//on.wisconsin.gov
• Help Desk 800 507-5744

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Delegated Authority
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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).

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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.

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District Administrator Screen
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WSLS/ISES Administrator Screen
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WSLS/ISES Administrator Add Designee Screen
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Navigation Basics
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Lesson Objectives

• WSLS Main Menu page.
• WSLS Main Menu screen basics.
• Exit WSLS application.

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• Header
• School and User Name
• Footer
• Contact Information

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• WSLS Navigation Bar
• Select Role
• Exit
• Help
• Save

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WSLS Main Menu
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Change Role Selection
Click Role graphic to open Role Selection screen.
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Change Role Selection
Click Role drop down list and select new Role.
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Change Role Selection
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Change Role Selection
Click Main Menu graphic to open Main Menu screen.
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Click Exit graphic to open the Logoff screen.
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Exit WSLS
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Preferences
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Lesson Objectives

• Introduction to Preferences.
• Set-up initial preferences.
• Modify and view existing preferences.

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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.

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Student Information System (SIS)
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Student Information System (SIS)
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File Format
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File Format
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Frequency of Exit Confirmation Emails
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Frequency of Exit Confirmation Emails
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Initial Load Complete Indicator Reset
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Initial Load Complete Indicator Reset
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School/District Contact Data
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School/District Contact Data
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Open Existing Preferences
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Search for Schools with Initial Data
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• Enter beginning of School Name. The more letters
  you enter the fewer records the search will
  return.
• Click

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Select School Name Hyperlink
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School Preference Data Displays
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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.

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File Upload
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Lesson Objective

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

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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.

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Open File Upload Screen

• Select File Upload hyperlink from main menu.

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Upload and View SIS Files
Click Browse button.
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Upload and View SIS Files

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

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Upload and View SIS Files
Click Open button in Choose File dialogue box.
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Upload and View SIS Files

• Click Upload graphic.

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Mass Data Entry
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Lesson Objective

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

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Mass Student Entry Screen

• Select Mass Student Entry hyperlink from
• Main Menu.

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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

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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.

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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.

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Entry Fields

• Local Student ID 1 optional
• Enter the students 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.

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Entry Fields

• Birth city optional
• Enter the students birth city (if known).
• Birth city is required if birth state is
  selected.
• Birth county optional
• Enter students 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.

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Click Add Guardian graphic.
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Parent/Guardian Profile screen displays.
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Click Next Guardian graphic for multiple guardians
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Click Save graphic when done.
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Click Add Alias graphic.
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Click Next Alias graphic for multiple aliases.
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Click Save graphic when done.
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Click Next graphic.
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View Students Entered
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Click Student List graphic.
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Remove Students from Student List
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Click Remove graphic.
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View/Modify Data from Student List
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Click Name hyperlink.
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Privacy Information
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Click Privacy Information graphic.
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Privacy Information

• If the students 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.

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Submit
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Click Submit All graphic.
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Submission Status File Upload Mass Entry
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Lesson Objective

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

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Select Submission Status File Upload Mass
Entry hyperlink from Main Menu.
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File Name
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Status
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Results File Upload/Download Mass Entry
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Lesson Objective

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

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Select Results File Upload/ Download Mass
Entry hyperlink from main menu.
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Click Refresh graphic to display list of Results
files for the selected School.
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No Result Files
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Result Files
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Click on File Description hyperlink.
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Result Report

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

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Click on File Description hyperlink.
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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.

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Click on File Description hyperlink.
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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.

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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
  schools Student Information System.

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• The example below is of an XML file. The WSN File
  must be downloaded and used to load WSNs assigned
  through the assignment process.

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Download Results File
Right click on File Description hyperlink and
select Save Target As
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Select Open to view the file.
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Open CSV File
Use browser Back button to close Results File.
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Download Results File
Save file to a directory designated by your
Student Information System vendor or your
District /School.
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File Download Request
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Lesson Objectives

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

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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.

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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.

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Select Match Review File Upload Mass Entry
hyperlink from Main Menu.
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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.

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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.

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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.

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Information About Files

• SendTag
• always S.
• DistrictCode
• selected district.
• SchoolCode
• selected school.
• MMDDYYYY
• date file created.

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Information About Files

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

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Match Review File Upload Mass Entry

• Used to resolve possible matches.

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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

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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.

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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.

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Select Match Review File Upload Mass Entry
hyperlink from Main Menu.
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Match Review File Upload Mass Entry screen
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Match Review File Upload Mass Entry screen
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Match Review File Upload Mass Entry screen
Click Refresh graphic to display Your Students
with Possible Matches and Pending Exit
Confirmation Requests
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Match Review File Upload Mass Entry screen
This School does not have Possible Matches or
Pending Exit Confirmation Requests.
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Match Review File Upload Mass Entry screen
Possible Matches or Pending Exit Confirmation
Requests.
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View Possible Matches
Select a students Last Name hyperlink to view
detail information.
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• This example displays two possible matches.
• NEWMEN matched on the sound of the last name
  not exact spelling.

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Select Possible Match Last Name hyperlink to view
detail data for possible match .
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Click Student Alias graphic to view alias
information.
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Click Back graphic to return to Possible Student
Match page.
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Possible match does match your student Click
Select Match graphic to select student.
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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)

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Click Save graphic to request exit confirmation
from students most recent school.
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An error displays when data is modified and no
longer matches.
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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.

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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 students
  data before you complete the request for a WSN.

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Click Request New WSN graphic from Match Review
screen.
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Data on this page comes from student
locate/assign transaction created by Student
Information System.
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Click on Student Alias graphic to enter or update
Student Alias data.
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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.

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Click Request New WSN graphic to return to
Request New WSN page.
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Click on Parent/Guardian graphic to enter or
update Parent/Guardian data.
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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.

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

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Click on Request New WSN graphic to return to the
Request New WSN page.
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Click on Assign New WSN graphic to assign a new
WSN to your student.
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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.
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Remove Student from Your Student List
Click the Remove graphic on the student that you
want to remove from the list.
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Student Transaction record is removed from the
WSLS.
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Cancel a Pending Exit Confirmation Request
Select the Last Name hyperlink of the student for
which you want to cancel the exit request
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• You are transferred to the Match Review page.
• In the Pending Exit Request for Your Student
  list, in the Status column, click Cancel.

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

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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.
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If Student Privacy Indicator is Checked
Only data that matched to your student based on
the matching criteria is displayed. Select
student.
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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.
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Exit Confirmation
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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.

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Select Exit Confirmation hyperlink from Main Menu.
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Select school from drop down list and click
Refresh graphic.
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Example School with outstanding Exit Confirmation
Requests.
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Select new school from drop down list and click
Refresh graphic.
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Example School without outstanding Exit
Confirmation Requests.
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Select Requesting School name (hyperlink) to view
contact information.
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Return to Exit Confirmation Requests Received
click Exit Requests graphic.
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Select Last Name (hyperlink) to view student
information.
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Click Student Alias graphic to view student alias
information.
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Click Back button to return to Confirm/Deny Exit
screen.
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Click Exit Requests graphic to return to
Confirm/Deny Exit screen.
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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.

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For a user with Write accessselect a student
from Exit Requests list.
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• 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.

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An exit confirmation email is sent to the
(contact person listed in Preferences) requesting
school and district.
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An exit denial email is sent to the (contact
person listed in Preferences) requesting school
and district.
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Wisconsin Student Number SystemWSLS

• Thank-you for your time!