Preparing Your School District for the Individual Student Enrollment System (ISES)

The ISES includes demographic and outcome data needed to meet the ESEA report card requirements at the state, district, and school levels. Districts will use Wisconsin student numbers (WSNs) instead of names to submit ISES data which will protect student privacy and facilitate consolidation of data collections over time. There may be changes to the detail over time as we work towards consolidation, but updates will be sent regularly.

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Step A: Review the "big picture."

1. Keep your school enrollment data in the Wisconsin Student Number Locator System (WSLS) current. You will not be able to submit ISES data without complete WSLS data.
2. By April 2005, submit 2003-04 demographic, transfer/dropout, and high school completion data for students and 3rd Friday September 2004 enrollment data. WSNs are required in lieu of student names.
3. By May 2005, approve the final version of aggregated data for Web posting.
4. For school year 2005-06, prepare to submit additional 2004-05 and September 2005 ISES data by October 2005 and approve aggregated data for Web posting by November 2005.

Step B: Develop a plan to submit student enrollment data with WSNs by April 2005. Click on data element names below to view definitions, reporting categories, and related information.

1. Identify data to be reported to DPI. ISES data submitted in spring 2005 will be used to report 3rd Friday September 2004 enrollment, 2003-04 high school completion and dropout rates, and baseline data for 3rd Friday September 2005 grade advancement, acquisition of English proficiency, and mobility.
   
   Student enrollment records must be submitted for the most recent school attended during the 2003-04 school term (unless students are known to have transferred before the end of the 2003-04 school term) and for the school attended on the third Friday in September 2004. Demographic data, e.g. grade level placement, primary disability, etc., need to be the most current available for each enrollment period. Note that the first 4 data elements are WSLS data elements needed to uniquely identify matching records within WSLS.
   
   
   • Wisconsin Student Number (WSN)
     All students included in ISES must have a WSN.
   • District
   • School(s)
     These are the school(s) recorded in the WSLS for your students during the ISES reporting period.
   • School enrollment date(s)
     These are the dates provided in the WSLS.
   • School exit type if applicable
     (e.g., transfer, high school completion, dropout, death)
     Exit types are only required if the matching WSLS record includes an exit date. Preliminary exit types will be provided by WSLS. Districts can change these exit types based on information available locally (e.g. high school completion or transfer to a school not covered by WSLS).
   • Count date status
     This field is used to identify any student who does not have a school exit date but who is not receiving services as of the count date.
   • High school completion credential type
     (e.g., regular diploma, high school equivalency diploma other high school completion credentials)
   • Grade-level placement
   • Primary disability code
   • Economically disadvantaged status
   • English language proficiency code
     
   • Third party providing services, if applicable
     Identify specific County Children with Disabilities Education Boards school, DPI school, CESA, or choose "other third party provider." Additional providers or provider categories may be added in future years.
   • District/school of residence if different from reported above*
     
   • Reason out of district*
     Categories are those currently used for WSAS (i.e., Open Enrollment/Chapter 220 or Not) and will be used for similar public reporting and accountability purposes. Additional categories may be added in future years.
     
     
   *Required only for students with disabilities and only if enrolled in a district other than his/her district of residence. Otherwise these data are optional for spring 2005.
   
   
2. Meet with staff responsible for preparing the Third Friday September Enrollment Report (PI 1290), the WI School Performance Report, and the WSAS Pre-ID files, including but not necessarily limited to:
   
   
   • staff preparing and/or submitting data for the PI 1290 (3rd Friday September Enrollment Report)
   • staff responsible for submitting the WI School Performance Report
   • the district School Performance Report coordinator(s)
   • those working with your SIS software vendor
   • technical staff
   • your school software vendor
   • registrars
   • staff responsible for creating the WSAS Pre-ID files (see October 2005 plan below)
   • the district assessment coordinator(s) (see October 2005 plan below)

Step C: Begin planning for fall 2005 ISES data collection.

1. Note new uses of ISES data. ISES data submitted in fall 2005 will be used to report 3rd Friday September 2005 enrollment; 2004-05 high school completion and dropout rates. Key new uses include the following:
   • attendance and grade advancement rates;
   • WSAS Pre-ID files
   • acquisition of English proficiency report;
   • IDEA exit report; and
   • pilot (unofficial) preliminary membership report
   Student enrollment records must be submitted for each school attended during the 2004-05 school term and for the school attended on the third Friday in September 2005. Demographic data, e.g. grade level placement, primary disability, etc., need to be the most current available for each enrollment period at each school attended. Attendance data need to be recorded at the individual student level beginning in 2004-05 and submitted as part of ISES in fall 2005 for each school attended during that school term.
   
   
2. Determine what additional data are needed. In addition to the data elements listed under B.1. the following data will be required:<
   • Actual days of attendance
   • Possible days of attendance
   • Promotion indicator
   • Additional demographic data required for WSAS Pre-ID (grades 3-8 and 10).
     
     
     • Migrant status
     • Section 504 status
     • Longterm US student indicator (English language proficiency codes 1-2 only)
     • Testing status
       
       
   • Other data for further consolidation of collections.
     • Payer (optional)
3. Determine changes in code sets or other requirements.
   • Exit type
   • Third party agency
   • Possible full term dropout

Step D: Begin planning for fall 2006 ISES data collection.

1. Note new uses of ISES data.
   • Pilot unofficial Preliminary Membership Reports
     (PI-1563 will continue to be used for official membership counts. Even when these Preliminary Membership Reports become available statewide, hopefully in fall 2007, they will be unofficial draft reports for optional local use only. Although we are moving in the direction of consolidation, consolidation of ISES and membership reporting will not occur anytime soon. See also WSLS, ISES, and Membership. )
   • Pilot ISES - Child Count consolidation
     (PI-2197 will continue to be used for official Child Count. DPI tentatively plans to begin ISES - Child Count consolidation in 2007-08.)
   • Facilitate use of ISES data for ACCESS for ELLs (click on WIDA icon) Pre-ID purposes
   • Complete the collection of data required for the Annual Count of Limited English Proficient Students (s. 115.96(1), Wis. Stats. Required data will be included in ACCESS Pre-ID files.
2. Determine what additional data are needed.
   • Educational environment (optional for fall 2006)
   • Native language (required for ACCESS Pre-ID purposes)
   • Program schedule
3. Determine changes in code sets or other data requirements
   • Count date status (change in code set)
   • District of residence (required for all students)
   • Economically disadvantaged status (change in code set)
   • English language proficiency code (determined based on Composite English Proficiency Level for some records)
   • Migrant (defaults to N if left blank in count date records - all grades.)
   • Payer (required for all count date records)
   • Promotion (now required only for grade level KG and above)
   • Reason out of district (required whenever district of residence is not the district submitting the ISES record)
   • Testing status (defaults to N if left blank in count date records - WSAS grades)
   • Third party provider (required for all year end and count date records)
4. Plan to use ISES to generate ACCESS for ELLs pre-ID files. Native language is added for this purpose. Migrant status will now be collected at all grades. Most but not all ACCESS Pre-ID data are collected in ISES.
5. Other data may be required for further consolidation of collections (Additional information will be provided at a later date.)

Step E: Begin planning for summer/fall 2007 ISES data collection.

1. Note new uses of ISES
   • Release unofficial Preliminary Membership Reports – tentative depending on results of fall 2006 pilot
     (Districts must continue to submit official membership counts in the PI-1563 for the forseeable future. See also WSLS, ISES, and Membership. )
   • Consolidate ISES and Child Count – tentative depending on results of fall 2006 pilot
     (PI-2197 Child Count would be eliminated.)
   • Collect 2006-07 student discipline data
     (DPI will eliminate the collection of discipline data in the SPR aggregate collection and the ESEA Consolidated End of Year Report. Data collected will be used for WI SPR, IDEA, ESEA Consolidated State Performance Report, Gun-Free Schools Act Report, and for ESEA Intradistrict Safe School Transfer purposes. )
2. Determine what additional data are needed for Year End and Count Date records for the consolidation of Child Count and other reporting requirements.
   • Homeless Status (Required only for Count Date records)
   • Year in US Schools (Required only for Count Date records with English language proficiency codes 1-5 only)
   • Native Language (Now required for all grades)
   • Educational Environment Classification (New code set)
   • Secondary Disabilities (Collected only for students with disabilities)
   • Parentally Places Private Student (Required only for students with disabilities)
3. Determine what additional data are needed for Discipline records.
   • Incident Type - Primary
   • Incident Type - Secondary
   • Serious Bodily Injury (Required only for IAES removals by school personnel)
   • Removal Type (Data about in-school suspensions and IAES removals are required only for students with disabilities)
   • Removal Period Start Date
   • Expulsion Period Return Year
   • Modified Term Firearms (Required only for expulsions if incident type is a handgun, shotgun/rifle, or other firearm)
   • Early Reinstatement Conditions (Required only for expulsions)
   • Return to School After Expulsion (Required only for expulsions)
   • School Days Removed This Term
   • Services Provided (Required only for expulsions)

Step F: Begin planning for summer/fall 2008 ISES data collection.

1. Determine what additional data are needed for Year End and Count Date records to comply with new reporting requirements.
   • ELL Served (Required for Count Date and Year End records with English language proficiency codes 1-5 only)
   • Immigrant (Title III) (Required only for Count Date records)
   • Count Date and Year End records must be submitted for Parentally Placed Private students, students enrolled in the Wisconsin Department of Corrections and the Wisconsin Department of Health and Family Services districts.
2. Determine changes in code sets or other data requirements.
   • Years in US Schools (Now required for Count Date records where WSLS Birth State is 'Other' or English Language Proficiency Code is 1 -5)
   • Migrant Status (Now required for both Count Date and Year End records)
   • Homeless Status (Now required for both Count Date and Year End records)
   • Incident Type - Primary and Incident Type - Secondary (change in code set)
   • Uniqueness criteria for ISES Discipline records (change in requirements)

Step G: Future ISES directions.
(Pilot or implementation of ISES changes, if approved, would occur during 2008-09 or later)

• Expansion and changes in federal reporting mandates are anticipated. Examples include new EDEN requirements (proposed revisions), changes in collection and reporting of race and ethnicity (proposed guidance), and career and technical education.
• Consideration of ways to protect privacy and promote integration of cross system data collections such as birth to 3, PK-12, and higher education data.

Questions for Consideration

1. Do you already collect these student data? If not, how can you fill in the gaps so you are ready to submit these data by March 2005? Fall 2005? Fall 2006? Summer/Fall 2007?
2. Do you need to collect additional data to meet ISES requirements? How will you enter that data into your database? Is there sufficient room in the database?
3. The data you submit to the DPI in fall will include data elements that relate to the previous school year and the third Friday in September of the current school year. Do you maintain information on your systems across school years? If not, how can you produce the required data? (Note: The DPI will provide a web-based interface to the files.)
4. Do you have the means to create an individual enrollment record for each student enrolled on the third Friday in September and for every student enrolled and exited during the preceding school year? If not, can you do so? Do you need outside technology help?
5. Do you include unique student identification numbers (WSNs or local identifiers that can be crosswalked to WSNs) in local student-level data bases? Doing so will facilitate future ISES consolidation efforts.

See also:
ISES Web Application
ESEA Data Site Map
WSLS/ISES Data Elements

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For questions about this information, contact Barbara B. Ballweg (608) 266-1730

Last updated on 2/28/2008 7:42:38 AM