slide 1 wisconsin student number system wsls june department of public instruction
TRANSCRIPT
Slide 1
Wisconsin Student Number SystemWSLS
June
Department of Public Instruction
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Today’s 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
Slide 5
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.
Slide 6
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
(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.
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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.html
Districts and Vendors:
• http://www.dpi.state.wi.us/dltcl/lbstat/isesfaq3.html
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Web Access Management System
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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.
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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”.
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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
•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
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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.
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Wisconsin User ID RegistrationStep 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 RegistrationStep 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 – [email protected]
– usually arrives within minutes of email verification.
– directs to a link to continue the self-registration process.
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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.
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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
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Delegated Authority
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•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
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•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
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District Administrator Screen
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WSLS/ISES Administrator Screen
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WSLS/ISES AdministratorAdd 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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Click Role graphic to open Role Selection screen.
Change Role Selection
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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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Click Main Menu graphic to open Main
Menu screen.
Change Role Selection
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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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Click Upload graphic.
Upload and View SIS Files
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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 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.
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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.
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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 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.
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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 school’s 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.
Slide 149
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.
Slide 153
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.
Slide 161
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 student’s 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
student’s 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 student’s 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 access—select 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!