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WSLS Locate/Assign WSN Checklist


School enrollment records for individual students are added to WSLS using Locate/Assign WSN transactions. These transactions should only include students new to your district and students new to a school in your district**. Districts/schools have multiple options for submitting Locate/Assign WSN transactions: File Upload, Mass Student Entry, Individual Student Search/Match Review, and Mass Student Transfer Confirmation.

Cautions:

  • Correcting errors in school enrollment dates must be done on-line for each affected individual student so every effort should be made to ensure that these dates are accurate at the time Locate/Assign WSN files are processed.
  • WSLS expects school enrollment records to be submitted in sequential order, i.e., earlier records submitted before later records.*** Insertion of records out of order must be done on-line using the Historical Enrollment Insertion function.

Before Your District/School Begins

  1. Do district-authorized users of the WSLS have access to WSLS? If not, then see Delegated Authority Checklist.
  2. Are WSLS preferences set up for all schools in your district including newly opened schools? If not, then go to the WSLS Web Application to set preferences. (Main Menu - District/School WSLS Preferences). [More*]

File Upload - Locate/Assign WSN Checklist

  1. Create student file from your student information system. Include only students new to your district and students new to a school in your district**. [See Interface Specifications.]
  2. Upload file in WSLS (Main Menu - File Upload). [More*]
  3. Check file status (optional) (Main Menu - Submission Status - File Upload & Mass Entry).[More*]
  4. Review file results and download result file(s) (Main Menu - Results - File Upload/Download & Mass Entry). [More*]
  5. Load results file containing assigned WSNs into your SIS.
  6. Review/resolve students that had possible matches already in the WSLS by requesting an exit on identified match or assigning a new WSN if a match is not identified (Main Menu - Match Review - File Upload & Mass Entry). [More*]
  7. If any exit requests are denied then go back to Match Review and review/resolve these students that had possible matches already in the WSLS by requesting an exit on another identified match or assigning a new WSN if a match is not identified (Main Menu - Match Review - File Upload & Mass Entry). [More*]
  8. Request a file containing WSNs that were located for, or assigned to, students through the Match Review and completed Exit Confirmation processes. (Main Menu - File Download Request). [More*]
  9. Review download request file (Main Menu - Results - File Upload/Download & Mass Entry). [More*]
  10. Load download request file containing assigned WSNs into your SIS.
  11. Steps 6 through 10 will be repeated until all students on the Match Review screen are resolved.

Mass Student Entry - Locate/Assign WSN Checklist

  1. Enter students into WSLS (Main Menu - Mass Student Entry). Include only students new to your district and students new to a school in your district**. [More*]
  2. Click on Student List and review/update/edit your student data. [More*]
  3. Submit file containing students entered (from Mass Student Entry screen). [More*]
  4. Check file status (optional) (Main Menu - Submission Status - File Upload & Mass Entry). [More*]
  5. Review file results and download result file(s) (Main Menu - Results - File Upload/Download & Mass Entry). [More*]
  6. Load results file containing assigned WSNs into your student system.
  7. Review/resolve students that had possible matches already in the WSLS by requesting an exit on identified match or assigning a new WSN if a match is not identified (Main Menu - Match Review - File Upload & Mass Entry). [More*]
  8. If any exit requests are denied then go back to Match Review and review/resolve these students that had possible matches already in the WSLS by requesting an exit on another identified match or assigning a new WSN if a match is not identified (Main Menu - Match Review - File Upload & Mass Entry). [More*]
  9. Request a file containing WSNs that were located for, or assigned to, students through the Match Review and completed Exit Confirmation processes. (Main Menu - File Download Request). [More*]
  10. Review download request file (Main Menu - Results - File Upload/Download & Mass Entry). [More*]
  11. Load download request file containing assigned WSNs into your SIS.
  12. Steps 7 through 11 will be repeated until all students on the Match Review screen are resolved.

Individual Student Search/Match Review - Locate/Assign WSN Checklist

  1. Try to locate the student enrolling in your school by entering search criteria for the student (Main Menu - Individual Student Search/Match Review). [More*]
  2. Review/resolve any possible matches to students already in the WSLS.
  3. If a match is identified and the most recent enrollment period has an exit date, the WSN is displayed upon successful assignment.
  4. If a match is identified, but the most recent enrollment periods does not have an exit date, the Exit Request submitted using the Individual Student Search/Match Review will appear in Match Review screens as a Pending Exit Request.
  5. If no match is identified, request a new WSN. All students transferring from another school within the WSLS should have a WSN. Care should be taken to ensure that the existing WSN is retained for the student.
  6. If you determine that you selected the wrong match, then cancel the Pending Exit Request. (Main Menu - Match Review -File Upload & Mass Entry) [More*].
  7. If the exit request is denied, then repeat steps above until your student is located in WSLS or until you determine there is no matching student in WSLS.
  8. To gather the newly assigned WSNs for export into a local SIS, complete steps 10 and 11 under Mass Student Entry.

Mass Student Transfer Confirmation - Locate WSN Checklist

  1. Review list of students expected to transfer to determine if they are actually enrolled in your school. (Main Menu - Mass Student Transfer Confirmation). [More*]
  2. Enter enrollment date(s) and confirm transfers as appropriate.
  3. If the exit date submitted by the requesting school conflicts with the enroll date in your school, then deny the request and notify the requesting school to resubmit the transfer request with no more than 14 days of overlap with your enroll date.
  4. Deny transfer requests if students are not enrolled in your school.

Individual Student Search/Match Review and Exit Confirmation may be the most efficient WSLS screens to use in transferring small groups of students between schools in your district. Starting in Individual Student Search/Match Review, select your district and enter the transferring student's WSN, request exit for the student from the most recent school, go to Exit Confirmation, enter an exit date, and confirm exit from the most recent school. Mass Student Transfer Confirmation may be used to process intradistrict transfers of student groups between schools [More*]. File Upload and Mass Student Entry may be the most efficent processes to use to enroll large groups of students. Individual Student Search/Match Review may be most efficient to enroll a small group of students.

* All links to "More" go to chapters in the WSLS User Manual. Click on the links to download these chapters in MS Word format.

**Locate/assign transactions should NOT include students who are continuing in the same school. Also, for students exiting from one school in your district in order to enroll in another school, each affected student will need an exit date from the former school before enrolling in the latter school. Exit dates can be added to WSLS by Exit/Update transactions (recommended especially if file uploads are used to maintain WSLS) or on the Exit Confirmation screen.

***When adding school enrollment records that were overlooked, it is important to process WSLS transactions in sequential order. So, if a student was in school A and moved to School B before a school A record was submitted in WSLS, then follow these steps:

  1. Submit a Locate/Assign WSN record for the student in school A.
  2. Exit the student from school A. This step can be done by including the exit date in the Locate/Assign record submitted in step 1 or by adding the exit date to the school A record using an Exit/Update transactions.
  3. Submit a Locate/Assign WSN transaction for school B.

If you submit the Locate /Assign transaction for school B first, without entering any info for school A, on-line Historical Enrollment Insertion is required to add the school A record.

Go to WSLS checklists:
Exit/Update, Locate/Assign, Exit Confirmation, Historical Insertion, Delegated Authority

Submit questions, comments, and suggestions about the WSLS or ISES to dpistats@dpi.wi.gov or call 1-800-507-5744.

Submit questions regarding the ESEA Report Card Requirements to dpieseadata@dpi.wi.gov.

For help with this page contact the DPI Helpdesk Expert Helpdesk Expert

Last updated on 2/28/2008 7:39:42 AM
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