School Year Kickoff Guide: Tips, Schedule, & Focus Areas
Explore the comprehensive guide for a successful school year kickoff, including training sessions, best practices, and essential focus areas such as student enrollments, demographics, and data accuracy. Stay informed on the schedule, training topics, and tips for managing last year's data effectively. Discover valuable resources to help your school start the year strong!
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Presentation Transcript
Back to School Kickoff Back to School Kickoff School Year 2023 School Year 2023- -2024 2024 Adam Mueller Customer Services Team
Todays Goal Today s Goal To help your school/district have the best possible start to the new school year by: providing training sharing resources fielding questions
Todays Schedule Today s Schedule 9:00 - Best Practices, Tips, WISEdata commons issues 10:00 - WISEsecure 10:15 - School Directory 10:25 - WISEid/WISEstaff 11:10 - Break 11:15 - EdFi 11:30 - WISEdash Snapshot Dashboards & WISEdash Extracts 12:00 - 1:00 Break for lunch 1:00 - WISEadmin 1:15 - Special Education (SPED) - unavailable today 1:15 - Career Technical Education (CTE) 1:45 - Q&A 2:30 - Thank you for attending!
Tips and Best Practices Tips and Best Practices Prior year data Contact information Collaboration Data Teams Help Tickets Helpful Web Pages Data Privacy
What to focus on each year? What to focus on each year? 2023-24 : Student Enrollments, Student Demographics, TFS Counts, Oct 1 Counts, and Special Education records. 2022-23 : Year-End data, including Student Enrollment exit data (exit dates, exit types, diploma information), Special Education record exits, Attendance, Discipline, Roster and Program data. 2021-22 : Only open to resolve any outstanding full-term dropouts from this school year. You can ignore all other validation messages besides those pertaining to dropouts and/or student enrollment exit data. Additionally, you can see the data elements collected in each Snapshot Collection under the Annual WISEdata Snapshot and Collections section of the WISEdata Annual Tasks Checklist.
Data Errata Data Errata Snapshot data cannot be corrected after it is captured and publicly reported. If you notice any snapshot data in prior years is incorrect, you can submit a Data Errata Letter.
Last Years Data Last Year s Data Target the month of August as a soft deadline for having your data cleaned up for the prior school year. Common prior year issues to focus on: Attendance Discipline warning 6751: no discipline records this school year acknowledge if correct Roster, including CTE and World Language
Confirm Contact Information Confirm Contact Information Add and update WISE data contact information in WISEdata. Starting in August 2023, the first log-in of the school year, you will be asked to enter your contact info Top-Right Corner Agency Contacts Both Primary and Secondary Contacts are required for each agency and must be updated each year. Generic contacts are optional. Update contact information for your LEA throughout the school year.
Reporting Expectations Reporting Expectations Who is responsible for reporting what? Based on the contract or agreement, be aware of who is responsible for reporting which pieces of data for a student to the WISEdata Portal. Additional guidance for uncommon scenarios can be found on the Reporting Uncommon WISEdata Situations index.
Collaboration Collaboration Cross district/school collaboration: It is important to work together. We are all on the same team, whether working with DPI or another district, we are all here to help the students and staff.
Data Teams Data Teams Insight and Expertise Data Leads Involvement Help with Data Submission Review and Issue Resolution Ongoing meetings to review, discuss data, and correct errors
Help Tickets Help Tickets https://dpi.wi.gov/wisedata/help/request District and Private School Not required but very helpful to include Application (dropdown) Updated and simplified
DPI Web Pages to Bookmark DPI Web Pages to Bookmark WISEdata Landing page: GREAT left-side menu links WISE Events: Calendar of all WISE related events, including user groups, trianings, and vendor conferences. WISEdata Help menu (details on next slide) Info for Schools (details on slide after that) Uncommon WISEdata Situations: Reporting uncommon student scenarios WISEclassroom: Training resources page WISEdata Conference: 2023 Slides and Presentations
WISEclassroom WISEclassroom WISEclassroom is a great place to find additional help and training. E-Learnings Mini Tutorials Quick Training Videos Helpful links for those new to WISE reporting We recently added a Glossary of terms commonly used by DPI and in the data reporting process. Coming soon: WISEdata New User Training Video and Slides.
Pages to Bookmark: WISEdata Help Pages to Bookmark: WISEdata Help WISEdata Help page: chock-block FULL of great links Help Ticket Knowledge Base Articles: (KBA) Useful articles on validations and other related topics. (Notification Portal) Release Notes: bi-weekly updates on apps and websites. Discusses during WISE User Group Trainings (agenda) WISEdata Annual Tasks Checklist: General guide of necessary tasks and preparation for each of the collections and snapshots. Info, Help and FAQ User Guides CESA Support
Pages to Bookmark: Pages to Bookmark: Info for Schools Info for Schools Info for Schools: Basics of getting started with WISE SIS Conversion Guidance Ed-Fi Mini Tutorial: Key and Secret Scenarios Snapshot Preparation Guidance: Prepare for Snapshot Public and Choice Graduation Prep Guides Other great bookmarks: Data Element collection: Use Ctrl+F or filters WISEhome login: WAMS login info WISEhome Portal login Left-side menu Google Workspaces {Currents}
The Submit Feedback Button Yes, we read it! (It comes to my email inbox.) Your ideas help prioritize our workload and provide improved experiences based on your feedback. As with Help Ticket tips, the more specific you are, the better service response we can provide. Please tell us what you d like to see online!
Data Privacy Data Privacy Data Privacy Resources https://dpi.wi.gov/wise/data-privacy PII (Personally Identifiable Information) When communicating outside a secure application/network do not include student names and WISEid s together. Further information and examples of PII can be found on our website. PII list of Examples.pdf (wi.gov)
Data Flow Data Flow Data Entry Validation Review WISEdata Portal Submission Accountability Report Card is pulled from the WISEdash for Districts. Once the data is submitted correctly, it will flow into the data warehouse, also known as WISEdash. LEAs (school/district) collect student data and enter into the local SIS. LEAs push data from their SIS to the WISEdata Portal for validation. LEAs monitor and review the errors and warnings and make any necessary corrections in their SIS.
WISEdata WISEdata Let s jump into WISEdata and look at: Monitoring your data flow on the Home screen Expected Transfers
WISEdata Pop Quiz WISEdata Pop Quiz WISEdata Pop Quiz: 1. Can you correct or modify data directly in the WISEdata application? 1. Can DPI do this for you?
Common WISEdata Issues Common WISEdata Issues Common WISEdata Errors and Warnings seen at the beginning of the school year
Error 6815 Error 6815 Short Text: Student demographics missing for an enrollment. Student data will not push to WISEdash if school level demographics are missing. How to Fix: This error appears if a school submitting an enrollment for a student doesn't also submit that student's demographic information. To clear the error, ensure that your school also submits the student's demographics.
Error 6818 Error 6818 Short Text: The School Food Service program association has not been submitted by the school. How to Fix: This error appears if you haven't submitted a Food Service program association for a student. Every student must have a School Food Service program association submitted from their school of primary enrollment. Ensure that the student has a School Food Service program association in your Student Information System (SIS).
Warning 6396 Warning 6396 Warning Text: The first name OR last name OR suffix supplied to WISEdata does not match the equivalent data properties for this student in WISEid. Middle name is not considered for this rule. Review WISEid and your local SIS and make necessary corrections. How to Fix: Verify both the student s first name and last name, along with the name suffix. Check the values in WISEdata to see if it is the same as in WISEid and your SIS. Then modify your SIS record and/or WISEid, so they both match the WISEdata value and include the student s accurate name.
Warning 6396. continued Warning 6396. continued This warning will throw when the first name or last name or suffix sent to WISEdata does not match any name for this student in WISEid. Warning should throw only for the agency/agencies that can edit the data. The correction can be made in either the WISEid or WISEdata application, whichever is appropriate. Sometimes it s okay to leave the warning! Ex: Student s name changes in 23-24, WISEid and WISEdata are updated for 2023-2024, but 6396 throws in 2022-2023 Student is no longer enrolled at your school, responsibility of name falls to current school to verify and report, acknowledge the warning
Warning 7105 Warning 7105 Warning Text: Zero Enrollments covering the Third Friday of September (TFS) for this school. No enrollments have been submitted from your school covering the Third Friday of September. Acknowledge the warning if there are no enrollments to report from the school. If reportable students exist, then submit enrollments to WISEdata. How to Fix: If this is accurate and there are no enrollments to report, acknowledge the warning. Otherwise, submit any reportable student enrollments to WISEdata.
Warning 7106 Warning 7106 Warning Text: Zero students counted for October 1 Child Count of students with disabilities for this school. Several data elements are used to calculate October 1 Child Count Inclusion for a student, including: Enrollment covers Oct 1, Age is between 3-21 on Oct 1, Count Date Receiving Services is Present or Absent, student assigned to a valid grade level for both the submitting school and FAPE Accountable school. Acknowledge the warning if there are zero students with disabilities eligible to be counted on October 1 Child Count of students with disabilities. If reportable students exist, then submit the necessary data to WISEdata. How to Fix: If no students with disabilities are eligible to be counted for the October 1 Child Count, acknowledge the warning. Otherwise, submit the necessary data for any eligible students.
Common WISEdata Issues, continued Common WISEdata Issues, continued Common English Learner Language (ELL) WISEdata Errors and Warnings
Error 6781 Error 6781 Short Text: The submitted SEOA ELP Code of 7 indicates the student was never an EL, but the student took the ACCESS for ELLs test in the immediately prior school year. How to Fix: First check to see if the student was an English learner (EL) who took the ACCESS for ELLs test in the prior school year, even if it was during an enrollment at another school/district. It is likely the student was tested at his or her school of prior enrollment and did not alert you as the new, current school of EL status. If you discover the student was an EL but is now fully proficient, modify the English Language Proficiency Code (ELP Code) to ELP Code 6 to reflect being a former EL and now proficient. However, if after some research, you discover the student really wasn't even an EL, then you may leave the ELP Code 7 and acknowledge the warning.
Error 6781, screenshot Error 6781, screenshot
Error 6781, tips Error 6781, tips Tips: View the prior year s ACCESS score on the WISEdata student detail Demographics tab, or use the WISEdash For Districts student profile. The ELP code submitted should be equal to the ACCESS score, dropping the decimals (ex: ACCESS score 3.2 = ELP code 3). If a parent refuses ELL services for their child submit "No ESL No ESL program available" as the language program service, but still enter the appropriate ELP code.
Error 6777 Error 6777 Error Text: The SEOA ELP Code does not align to the ACCESS for ELLs Overall Composite Proficiency Level from the immediately prior school year. The Overall Composite Proficiency Level is between 1.0 and 4.4, but the ELP Code does not equal the digit to the left of the decimal of the Overall Composite Proficiency Level. The Overall Composite Proficiency Level is determined by the prior year administration of the DPI-approved ACCESS for ELLs test, regardless of which district, local educational agency, or Choice school in which the test was administered. Correct the ELP Code in your SIS to match the truncated ACCESS for ELLs Overall Composite Proficiency Level from the immediately prior school year. How to Fix: Review the student s ELP code to make sure it matches up with the corresponding Composite Proficiency Level from the prior school year once rounded to the lowest whole number.
Error 6777 Error 6777, screenshot , screenshot 1 of 2 1 of 2
Error 6777, screenshot Error 6777, screenshot 2 of 2 2 of 2
ELP Codes ELP Codes DPI English Learner Policy Handbook
Additional EL Resources Additional EL Resources English Language Development (ELD) Standards English Language Development Standards 101 webinar - Professional Learning: Wisconsin English Language Development Standards
Important Dates Important Dates See the WISE Events Calendar for the most up-to-date information. August 2022-23 Year End -- Attendance, Exits, Graduates, Roster, etc. September 2023 DPI Data Quality outreach begins, approximately 10 weeks prior to snapshot December 2023 Snapshot - December 5 2022-23 Year End 2023-24 Third Friday of September Enrollment, Oct. 1 Child Count May 2024 Spring Snapshot - TBD 2023-24 Spring Demographics Snapshot
Staying in Contact Staying in Contact WISE Events Calendar: View deadlines, trainings, webinars, etc. WISE User Group & WISEstaff User Group Calls Google+ Community: WISEdata community to view and post questions and comments to fellow users WISEdata Help: Links to WISE help pages and useful resources
Giving Feedback Giving Feedback Within most DPI applications you can provide feedback directly, enter a new suggestion, and vote on suggestions made by other people.
Review of Tips and Best Practices Review of Tips and Best Practices So far, we covered: Prior year data Contact information Collaboration Data Teams Help Tickets Helpful Web Pages Data Privacy
Next up Next up 10:00 - WISEsecure 10:15 - School Directory 10:25 - WISEid/WISEstaff 11:10 - Break 11:15 - EdFi 11:30 - WISEdash Snapshot Dashboards & WISEdash Extracts 12:00 - 1:00 Break for lunch 1:00 - WISEadmin 1:15 - Special Education (SPED) - unavailable today 1:15 - Career Technical Education (CTE) 1:45 - Q&A 2:30 - Thank you for attending!
