ISES Vendor Conference

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ISES Vendor Conference

• March 28, 2006

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Current Status of ISES

• Initial submission period is complete
• Review and Revision period ended March 13
  Some districts still have outstanding data.
• Data will be made public 3-4 weeks after final
  district is locked.

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Topics for Today

• Common Errors from Fall 2005 ISES Collection
• Expected Transfer
• Full Term Dropouts
• New Data Elements for Fall 2006
• New Business Rules and Code Sets for Fall 2006
• File Upload Dependencies
• Common Reports
• Changes in WSLS
• Helpdesk Tool
• Schedule

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Common Errors and Warnings from the Fall 2005
ISES Collection
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Exit Date in Next School Year

• If the exit date for a student is after July 1
  and prior to the start of the school term, a year
  end record will be required for that student in
  the following year.

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Enroll Date in Previous School Year

• If the enroll date for a new student is prior to
  July 1, a year end record will be required for
  that student.

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Pulling Wrong Enrollment Date

• Records submitted to the ISES must correspond to
  an existing WSLS record.
• Records are expected for all WSLS records with
  enrollment at any time within the previous school
  year (July 1- June 30) and for all WSLS records
  which include the count date.
• The most common reason for mismatch is an
  enroll date which is different in the WSLS than
  in the local information system.

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Invalid Completed School Term

• Within a district, a WSN may have only one Year
  End record with COMPLETED_TERM Y.
• The record in which COMPLETED_TERM Y should
  correspond to the enrollment period which
  includes the end date of the school term and may
  not be the most recent Year End record.

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Days of Attendance

• Actual and Possible Days of Attendance are
  required for all Year End records.
• The number of days in each record should
  correspond to the days accrued for the associated
  enrollment period.

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Dropouts

• Districts are warned when dropouts have been
  submitted.
• The Dropout Report should be used to review such
  records prior to warning acknowledgement.

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Expected Interdistrict Transfer

• A district will receive this warning when another
  district submits an expected transfer (EXIT_TYPE
  ETC), but the WSLS shows no evidence of such
  transfer.
• The expected transfer district must either
  resolve the discrepancy or provide an explanation
  of the missing transfer via the Warning Report.

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Expected Transfer
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• An Expected Transfer Warning is generated when a
  district submits the EXIT_TYPE ETC and
  identifies a district other than their own as the
  EXP_TRANS_AGENCY.
• The expected transfer agency must investigate
  each student via the Warning Report.

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• If the student is recognized as enrolled
  currently or historically, the expected transfer
  district must correct the WSLS.
• If the student has not been enrolled in the
  expected transfer district, then a response to
  the expected transfer is required.
• The expected transfer response must be provided
  via the Warning Report it cannot be provided via
  file upload.

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Full Term Dropouts
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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).

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Full Term Dropout Fields that can be modified

• Exit type
• May not be changed to TC or HSC or Max Age
• Expected Transfer Agency
• Expected Transfer 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

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New Data Elements

• See interface specifications at
• http//www.dpi.wi.gov/lbstat/isesspec.html
• For definitions and code sets for all data
  elements, see
• http//www.dpi.wi.gov/lbstat/eseamap.htmldata

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Educational Environment Definition

• Educational Environment is a federal indicator
  that reflects the extent to which students with
  disabilities are educated with their non-disabled
  peers. It does not reflect the amount of special
  education services.

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Educational EnvironmentUse of Data

• in preparation for possible consolidation of the
  PI-2197 (Child Count) and WSLS/ISES in 2007-08
• used to complete Wisconsin's Annual Report on the
  Implementation of FAPE (free appropriate public
  education)
• required under the Individuals with Disabilities
  Education Act (IDEA)
• Educational environment is one of the indicators
  used by OSEP to select states for focused
  monitoring.

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Educational EnvironmentBusiness Rules

• optional for 2006-07 ISES Count Date records for
  students with disabilities (Primary Disability ltgt
  N)
• required in 2007-08 ISES Count Date records for
  students with disabilities
• Will use current codes - new set of codes
  proposed by US Dept of Ed have yet to pass OMB
  clearance

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Native LanguageDefinition

• Native Language is the language or dialect first
  learned by an individual or first used by the
  Parent/Guardian with a child. This term is often
  referred to as primary language.

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Native Language Use of Data

• used to meet the requirements of Annual Count of
  Limited English Proficient Students (required by
  WI statute). Other data elements required by law
  for this Count are already included in ISES.
• required in the Pre-ID roster file for the
  DPI-approved English language proficiency test
  (i.e. ACCESS for ELLs).

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Native LanguageBusiness Rule

• This field is required for 2006-07 ISES Count
  Date records if both English Language Proficiency
  Code 1 - 5 and Grade Level Placement KG-12.

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Program ScheduleDefinition

• Program Schedule is the schedule of the
  educational program in which a student is
  enrolled.

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Program ScheduleUse of Data

• used for unofficial ISES Preliminary Membership
  reporting beginning in 2006-07
• to facilitate optional local use of ISES data for
  PI-1563 purposes (via unofficial ISES Preliminary
  Membership Reports )
• Districts must continue to submit official head
  counts as part of the PI-1563 Membership Count.

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Program Schedule Business Rule

• For Count Date Records and only if grade level
  placement is KG or K4

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ISES Student Status FileLayout Changes

• Expected Transfer Response
• Possible Full Term Dropout
• UID 1 (Local ID 1)
• Note This is the download file (Appendix B.5 in
  the Interface Specifications) that returns all
  the data in the DPI database for each student.
  These data elements will not be submitted by the
  district through file upload (Appendix B.2 in the
  Interface Specifications).

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Composite English Proficiency Level

• Replaces field called English Proficiency Score
  (not used in prior ISES collections)
• Composite English Proficiency Level will be
  provided to DPI by the ELP testing contractor for
  the most recent previous administration of this
  Test (i.e. ACCESS for ELLs)

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Composite English Proficiency Level Business
Rules

• English Language Proficiency Code in Count Date
  records may be calculated based on the Composite
  English Proficiency Level
• Composite Level of 1.0-5.9
• Composite Level of 6.0 if previous ISES record
  with ELP code of 1-6 exists
• ACCESS - ISES records match required using WSN
  and other data.

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Composite English Proficiency Level Use of Data

• It will be used to calculate the English Language
  Proficiency Code in Count Date records if
  criteria are met.
• English Language Proficiency code is used for
  disaggregated reporting, adequate yearly
  progress, WSAS status, acquisition of English
  proficiency, and the (115.96) Annual Census of
  Limited English Proficient Students

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Business Rule Code Set Changes

• Some highlights for complete review see
• http//www.dpi.wi.gov/lbstat/xls/isesvalid.xls
• http//www.dpi.wi.gov/lbstat/datacount.html

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Promotion Indicator

• Only required for grades KG or above
• Will not be calculated unless Year X and Year X-1
  CD records are KG or above.
• If Grade is K3, K4, or PK promotion indicator
  will be set to null

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District of Residence

• District of Residence will now be required for
  all students
• If no value is provided, District of Residence
  will default to submitting District

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Migrant Status

• Will now be required in count date records for
  all students
• Will be defaulted to N if value not provided.

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Test Status

• Will be defaulted to T, Expect Test, for
  students in WSAS testing grades if value is not
  provided.

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Payer

• Required for all Count Date Records

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Reason Out of District

• Reason Out of District required whenever district
  of residence is not the district submitting the
  ISES record

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Third Party Provider

• Third Party Provider required for all records
  both count date and year end

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Count Date Status Codes

• PReceiving Educational Services Present on
  Count Date.
• AReceiving Educational Services Absent on
  Count Date but Student Meets the Before/After
  Rule. Student was receiving services from the
  school both before and after the count date.
• N Not Receiving Educational Services No Exit
  Date Prior to Count Date
• R, Receiving Services will not be valid. R
  is replaced by P and A.

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Economically Disadvantaged Status

• The code Y will not be valid.

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File Upload Dependencies
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File Upload Validations

• 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.

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Identifying Dependencies

• Mandatory Elements in XML doc (Non-Nullable in
  CSV doc) are required on File Upload.
• Conditional 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.

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Third Party Agency Dependencies

• Third Party Agency and Third Party School codes
  must be a valid DPI combination.
• THIRD_PARTY_SCHOOL cannot be sent unless
  THIRD_PARTY_AGENCY is sent.
• Other dependencies exist in the Full Validation
  Business Rules between Third Party, District
  Residence and Payer.

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District of Residence Dependencies

• REASON_OOD, Reason Out of District, cannot be
  sent unless the DISTRICT_RES is sent.
• SCHOOL_RES, School of Residence, cannot be sent
  unless DISTRICT_RES is sent.

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Grade

• SECTION_504, LONGTERM_US and TEST_STATUS (Section
  504 Status, Long-term US Status and WSAS Test
  Status) will not be written to the database
  unless GRADE is a WSAS testing grade.
• PROGRAM_SCHEDULE will not be written to the
  database unless GRADE K4 or KG.

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Primary Disability

• ED_ENVIRONMENT, Educational Environment
  Classification, will not be written to the
  database unless PRIM_DISAB, Primary Disability,
  ltgt N.

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English Language Proficiency Code

• NATIVE_LANG_CODE, Native Language Code, will not
  be written to the database if ENG_PROF_CODE
  7.

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Exit Type

• CREDENTIAL, High School Completion Credential,
  cannot be sent unless EXIT_TYPE HSC (High
  School Completion).
• RETURN_REG_ED, Return to Regular Education, will
  not be written to the database unless EXIT_TYPE
  TNC (Transfer to a school not covered by the
  WSLS, known to be continuing).

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Exit Type (cont.)

• EXP_TRANS_DISTRICT, Expected Transfer District,
  cannot be sent unless EXIT_TYPE TC or ETC
  (Transfer to another school covered by WSLS or
  Expected Transfer to a school covered by WSLS,
  not known to be continuing).
• EXP_TRANS_SCHOOL, Expected Transfer School, will
  not be written to the database unless EXIT_TYPE
  ETC.

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Complete School Term

• PROMOTION will not be written to the database
  unless COMPLETED_TERM is Y.

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Expected Transfer District

• EXP_TRANS_SCHOOL, Expected Transfer School,
  cannot be sent unless EXP_TRANS_DISTRICT,
  Expected Transfer District, is sent.
• Expected Transfer School and Expected Transfer
  District combination must be a valid DPI
  combination

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Common Reports
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Progress Summary Reports

• Used to review data while completing the ISES
  submission.
• Used to preview Publicly Reported data.

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Changes in WSLS

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Addressing Duplicate WSNs

• Based on the number of students that have been
  assigned multiple WSNs, WSLS will be forcing more
  students into Match Review rather than assigning
  a new WSN when a single exact match is not found.
• Users will be required to view at least one
  potential match before assigning a new WSN.

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Helpdesk Tool

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Helpdesk tool

• DPI will be implementing a new helpdesk tool in
  the Spring of 2006 where users can create,
  update, and check the status of their help desk
  tickets

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Helpdesk Tool

• External Benefits Users
• Browser based, Platform Independent, can be used
  from anywhere
• Problem/ticket tracking and Status
• File Attachment options with ticket submission
• Faster response times
• Closed tickets can be re-opened by the user
• Email notifications for changes in ticket status
• Online Self Help Resources (FAQ, Whiteboard
  messages)
• User information is only required for one-time
  account setup

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Helpdesk Tool

• Internal Benefits DPI
• Automation of ticket assignment
• Extensive Statistics and Reports
• All problems/tickets are entered using the same
  system and format
• Consolidation of support resources (Common
  Answers, FAQ)
• Advanced sorting of tickets by district,
  application, user, or problem title

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Helpdesk Tool
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Helpdesk Tool
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Helpdesk Tool

• Check Status of tickets

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Helpdesk Tool

• Self Help Resources

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Schedule

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Training Opportunities

• ISES Vendor Conference March 2006
• WSLS Spring Training April 2006
• ISES Fall Training August 2006
• Specific dates to be announced

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Tentative Fall 2006 ISES Schedule

• ISES will open mid to late August
• WSAS roster file will be pulled around the first
  week of October.
• Initial submission deadline for ISES will be late
  October, with review and revision in Nov 2006.