WSLS Guidelines for Wisconsin Student Number Locator System

1. An Introduction to theWisconsin Student Number Locator SystemW S L SSegment 1Department of Public InstructionSpring 2008

2. Guiding Principles • Application Access • Navigation Basics • Getting Started • Permanent, Unique, and Unduplicated WSNs • Individual Record Maintenance • Individual Student Search / Match Review • Individual Student Update • Exit Confirmation • Mass Student Maintenance • Mass Student Transfer Request • Mass Student Transfer Confirmation • Mass Student Exit • File Upload • Mass Student Entry • Submission Status – File Upload & Mass Entry • Results – File Upload / Download & Mass Entry • Match Review – File Upload & Mass Entry • Other Functions • File Download Request • Historical Enrollment Insertion • Avoiding Common Errors

3. Guiding Principles • To produce student data needed for yearly progress (AYP) and ESEA Report Card. • To report academic indicators that measure what they are intended to measure (valid) and that have comparable values in comparable situations across districts and schools (reliable). • To account for all students. • To minimize data collection and reporting burden. • To facilitate use of data for school improvement purposes. • To protect student privacy.

4. WSLS • To assign permanent, unique, and unduplicated identification numbers to students. • To maintain data as students move between schools and to ensure that the unique WSN moves with them. • Used in lieu of names to collect data through Individual Student Enrollment System (ISES).

5. Application Access

6. Web Access Management SystemWAMS • Statewide system maintained by the Department of Administration. • Allows authorized individuals to access State Internet applications using one User ID & password. • Used by DOT, DHFS, DNR, UW, DOA, DPI, etc.

7. Self-Registration

8. Self Registration • Self-Registration creates a personal Wisconsin Login Account. This account belongs to you. It does not belong to your current employer. • A valid, unique e-mail address is required to self-register. Correspondence regarding your account will be sent to this e-mail address. • Account activation must be completed within 4 days of self-registration. If you do not receive this activation email, verify with district IT staff that ‘wams@wisconsin.gov’ is not being filtered out as spam.

9. Delegated Authority • All access to the WSLS and ISES is granted and maintained locally via Delegated Authority. • Changes in District Administrator should be reported promptly to DPI. • To access Delegated Authority the new District Administrator or Superintendent must email dpistats@dpi.wi.gov using the email address on file with DPI identifying the school district and providing his/her WAMS ID.

10. Role Selection Menu

11. Delegated Authority - Uses • Used by the School District Administrator (Superintendent) to designate a WSLS / ISES Local Administrator. • Used by the WSLS / ISES Local Administrator to designate an Assistant WSLS / ISES Local Administrator. • Used by the WSLS / ISES Local Administrator and the Assistant WSLS / ISES Local Administrator to grant and rescind access for local staff to the WSLS and ISES.

12. District Administrator Screen

13. WSLS/ISESAdministratorScreen

14. WSLS/ISES Administrator Add Designee Screen

15. WSLS Access Roles • All Functions • On-line Enroll/Exit/Update • On-line Enroll/Exit/Update-No Mass Entry

17. Resources WSLS Roles www.dpi.wi.gov/lbstat/wsnauth.html#wslsroles WAMS and Delegated Authority applications www.dpi.wi.gov/lbstat/eseawams.html www.dpi.wi.gov/lbstat/delauthapp.html Self registration, "Help" or "FAQ" links on.wisconsin.gov Account Recovery on.wisconsin.gov/WAMS/AccountRecoveryController

18. Navigation Basics

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

21. WSLS Navigation Bar

22. Role Selection

23. Exit WSLS

24. On-line Help

25. Getting Started

26. District & School Contact Information and Preferences • Verify that the Primary and Secondary contacts for your schools are the individuals who work on a day to day basis in the WSLS. • Preferences are used to set important indicators such as file type for uploads and downloads. • Access to the Preferences screen is based on user role. If you are unable to make modifications, contact the WSLS / ISES Local Administrator for your district or someone with the All Functions role. • Contacts should be staff members performing daily work in the WSLS. • The email address for the primary and secondary contacts must be different.

28. Select School Name Hyperlink

29. Student Information System (SIS)

30. Data Submit / Download File Format

31. Frequency of Notification Emails

32. School / District Contact Data

33. Resources WSLS Manual dpi.wi.gov/lbstat/wsnmanual.html Web-based Tutorial – District/School Preferences dpi.wi.gov/lbstat/swf/wslstutor2.html

34. Which students are reported in the WSLS?

35. A student is reported to the WSLS in your district if either • the student is enrolled in and receiving primary educational services from your district, or • the student is receiving primary education services at an alternate site or from a third party provider under direct supervision of your district, or • the student was placed by a parent or guardian in a private school, but receives special education or related services from your district that meet state standards under a services plan.

36. A student should be reported in one and only one district in the WSLS at any given point in time. If a student receives services from multiple districts simultaneously, then submit the student as enrolled in the district that most directly supervises the primary educational services for this student.

37. IEP Example 1: If pursuant to District A IEP a student with disabilities is receiving his/her primary educational services from District B, then District B submits data for that student. District A District B Submitting District

38. IEP Example 2: If pursuant to District A IEP a student with disabilities is served by the Wisconsin School for the Deaf, then District A would submit data for this student. District A Submitting District WSD or WCBVI

39. Example 3: If a student attends District B under part-time open enrollment, but the student's primary educational services are provided by District A, then District A would submit data from both districts for the student. District A Submitting District part-time open enrollment District B

40. Example 4: If a student attends District B under a full-time open enrollment program, then District B would submit data for the student. District A full-time open enrollment District B Submitting District

41. Resources Frequently Asked Question – Districts & Vendors dpi.wi.gov/lbstat/isesfaq3.html District – Data Element Definition dpi.wi.gov/lbstat/datadistrict.html

42. WSLS Data Fields

43. Legal Name Use of legal name is recommended. Student name is very important for main-taining a permanent, unique and unduplicated WSN for the student. Nicknames and previous names are stored under ‘Student Alias’.

44. Student Alias(es) If a student is commonly known by a nickname, then the name should be added as an alias. Whenever the student name is modified the previous name is kept as an alias.

46. Race / Ethnicity Selection of a single Race / Ethnicity is required. If the parent or guardian does not provide race, then identification by district staff is required.

47. Gender Gender is required for all students.

48. Date of Birth Date of Birth is required for all students and is very important in matching a student to an existing WSN. Take care to verify the date of birth.

49. Birth Location Birth Location is suggested for all students to assist with identification in future school transfers. For students born outside the US and US territories, Birth State must be provided as ‘Other’, code ZZ.

50. Birth Location out of the US Other For students born outside the US and US territories, Birth State must be provided as ‘Other’, code ZZ. ‘Unknown’ may be entered in Birth City, if the parent chooses not to provide the specific location.