Wisconsin Student Number Locator System User Functions

District and School User Functions

The Wisconsin Student Number Locator System (WSLS) provides a menu of user functions to submit and maintain student enrollment data. Each user will be assigned by their district to a user role according to their duties as related to the WSLS. Access to certain user functions is based on one of three roles: All Functions, On-line Enroll/Exit/Update, and On-line Enroll/Exit/Update - No Mass Entry.

DATA SUBMISSION

1. File Upload (All Functions Role Only) -- Used by the school/district to select a file and upload it to be processed by the WSLS. File uploads may be used to add or update WSLS school enrollment records for groups of students. File uploads that add school enrollment records as students enter a school(s) are called Locate/Assign WSN file transactions. File uploads that update existing school enrollment records for continuing or former students are called Exit/Update file transactions.
2. Mass Student Entry (On-line Enroll/Exit/Update and All Functions Roles Only) -- Used by any school/district that wants to add WSLS school enrollment records for groups of students and prefers to enter data online rather than create/upload a Locate/Assign WSN file from a local student information system.
3. Individual Student Search/Match Review (All Roles) -- Used by any school/district that wants to add a school enrollment record or search for an individual a student in WSLS. Screen will allow user to search for a student, request an exit confirmation from another school if student is found to already be in the WSLS, or assign a WSN to a new student who is not in WSLS.
4. Individual Student Update (All Roles) -- Used by any school/district that that wants to update an existing school enrollment records for a continuing or former student. Users can insert an exit date when a student exits a school, update other WSLS data (e.g. legal name, local IDs), correct errors (e.g. gender, race, birthdate, place of birth, spellings, enrollment date), and add new directory information (e.g. guardians, student aliases, or any optional data not previously submitted).
5. Mass Student Transfer (On-line Enroll/Exit/Update and All Functions Roles Only) -- Used by any school/district that wants to process intradistrict transfers and prefers to enter data about these transfers online rather than create/upload an Exit/Update file and Locate/Assign WSN file from a local student information system. Users can insert exit dates in school enrollment records for a group of students leaving a school and add new school enrollment records for these same students in their next school within the same district. Mass Student Transfer can also be used to exit students from schools in K-8 districts and enroll them in schools in UHS districts.
6. Mass Student Exit (On-line Enroll/Exit/Update and All Functions Roles Only) -- Used by any school/district that wants to enter exit dates for a group of students and prefers to enter data online rather than create/upload an Exit/Update file from a local student information system. Users can insert exit dates in school enrollment records for a group of students leaving a school.
7. Historical Enrollment Insertion (On-line Enroll/Exit/Update and All Functions Roles Only) -- Used by any school/district that needs to enter an enrollment period for an existing student prior to the current enrollment period. This function is available only on-line. A Historical Enrollment can not be added via file upload.

STATUS & RESULTS

1. Submission Status - File Upload & Mass Entry (On-line Enroll/Exit/Update and All Functions Roles Only) -- Used by the school/district to view the status of files that they have submitted for processing.
2. Results - File Upload/Download & Mass Entry (On-line Enroll/Exit/Update and All Functions Roles Only) -- Used by the school/district to retrieve their result files which would include the error reports and WSN assignment files. The user must log into the WSLS to view and download result files. The user's login id will be used to the screen to filter the files. The only files that will display on the screen will be Schools/Districts that the user has access to.
3. File Download Request (All Functions Role Only) -- Used by the school/district to request a file containing WSLS student records for one school or all schools within the district. Users select a specific time frame and WSLS date fields (i.e., enrollment date, exit date, assignment date) to be considered in selecting records for this file. The file will be generated in the format specified by the school using the Data Submit Method indicator (and will appear under the Results screens).

MATCH REVIEW

1. Match Review- File Upload & Mass Entry (All Roles) -- Used by school/district adding a batch of student enrollment records to WSLS via the File Upload or Mass Student Entry functions. Exit Requests submitted using the Individual Student Search/Match Review also appear on these screens.
2. Individual Student Search/Match Review (All Roles) -- Used by any school/district that wants to perform an individual search on a student. Screens will allow user to search for a student, assign a WSN to a new student, or request an exit acknowledgement from another school if student is found to already be in the WSLS.
3. Exit Confirmation (All Roles) -- Appears when a school/district signs onto WSLS and has an exit acknowledgement request for a student(s) that another school is attempting to enroll.

ADMINISTRATION

1. District/School WSLS Preferences (All Functions Role Only) -- Each School and District will select the file format that they will use when sending/receiving files in the WSLS. Currently the valid submit methods are XML or CSV. Each School and District will also enter contact information including email address.

24x7 DPI Online Helpdesk Application | PHONE SUPPORT: 800-507-5744 | EMAIL: *dpistats@dpi.wi.gov

For questions about this information, contact Jean E. Whitcomb (608) 266-2937

Last updated on 2/28/2008 7:39:43 AM