Effective Begin and End Dates

Effective Date: WISEdata Calculated Field

The effective dates reflect the entry and exit dates when a student receives educational services from a school during a period of continuous enrollment at a school, but the effective date is designated by WISEdata logic if overlapping enrollments occur. 

DPI cannot accept overlapping enrollment records. Because only one enrollment is valid on a given day, LEAs should make every attempt to resolve any enrollment overlap issues. When a student transfers schools, the former school must enter an exit date prior to the new enrollment-holding school’s entry start date. LEAs may need to work together to resolve any overlapping dates. However, if LEAs’ attempts to resolve overlapping enrollments are not successful, DPI has developed new logic around effective dates to accept the data anyway, as it is more important to collect enrollment information in WISEdata for validation and review.

The effective dates for the start and end of each enrollment record are calculated in a context of all the enrollments between any schools and districts that may be associated with the student, as well as all of the program associations for the student and the year. If one enrollment begins and then a second enrollment starts later, the first enrollment will receive an effective end date the day prior to the effective entry date of the new school enrollment.

• EXAMPLE: A student enrolls in School A on 9/1 and is expected to continue there all school year (no exit date entered, expected to be end of year). However, that student then shows up in WISEdata with an enrollment in School B on 10/15 with the expectation of finishing the school year there. In this case, WISEdata logic will truncate the first record to prevent overlapping enrollments if the schools can't resolve the issue first. The effective end date for School A will be 10/14, the day prior to the effective entry date for School B on 10/15.

Effective begin dates will always use the enrollment start date for the school association that the school/district entered; DPI can't change entry dates. Only the effective end dates will be determined by WISEdata logic based on overlapping record dates.

DPI will load these effective dates into WISEdash for Districts in place of entry and exit dates when a student enrollment overlap exists. With this logic in place, a student will no longer display as simultaneously enrolled in two schools or districts. Any enrollments that are eliminated because of overlap will not load into WISEdash. This will reduce unnecessary confusion that previously existed around overlapping enrollments.

• Effective dates are intended to eliminate overlap between a student’s enrollment start and exit dates for multiple schools/districts.
• The logic evaluates all student school associations (sSA) and student special education program associations (sSEPA) for an individual student within a single school year.
• This process intends to provide a single sSA or sSEPA used in validation on a particular day.

USES: Effective dates will be used for multiple data collection, reporting, and accountability purposes including logic checks, routing of email requests and notifications, student counts on count dates, duration of enrollment at a school, calculation of certain fields/codes, discipline incidents and more.

FAQs, Details, and Points to Note

This data element is required for Choice schools.

1. Totally Encompassed Records: If an enrollment record starts on or after a separate enrollment record and then ends before the other one, causing it to fall completely within the timeframe of the longer enrollment, the totally encompassed record in the overlap will be deleted.

2. Two Records Have the Same Entry and Exit Dates: If two separate enrollment records have the exact same entry and exit dates, the Effective Date logic will keep the record created most recently and delete the older record. This does not necessarily mean that is the correct record, but it will prevent overlapping records. This is why it is very important for schools/districts to resolve the overlap issues with the accurate data.

3. Count Inclusion Credit: If schools/districts have not resolved overlapping enrollment issues prior to a snapshot, Effective Date logic will truncate records as explained above. With this method, the school/district with the enrollment on the count date will receive credit for the student. The only exception to this is for parentally-placed private (PPP) students in a Choice school receiving services from a public school. In this case, overlapping enrollments is allowed, so long as the public school marks the PPP flag for the student and only provides the special education services. The Choice school would receive credit for the 3rd Friday of September Enrollment Count, and the public school will receive credit for the October 1 Child Count. 

   • Enrollment Overlap for 3rd Friday of September: If both schools are claiming that the students were present on Third Friday of September (TFS) and are unwilling to change the exit date and/or enrollment date, the error would remain in WISEdata Portal for both schools/school districts. WISEdash for Districts by default will count the student as Third Friday of September (TFS) eligible for the school district in which the student is currently enrolled.

4. Enrollment: Enrollment status is not interrupted simply by truancy, suspensions, breaks in school sessions, or breaks during the operation of summer classes. Expulsions do not interrupt enrollment status if either one of the following applies:

   • the student continues to receive his or her primary PK-12 educational services through the school or

   • the student does not receive these services, but the expulsion is temporary or with early reinstatement conditions and the student is not yet eligible to return to school. School session is defined by s. 115.001, Stats, to mean "the time during a school term that the schools of a school district are operated for the attendance of pupils."

5. Exits: Enrollment status at a school could be interrupted by transfer to another school or any other situation described in the list of exit types. Students in these situations who are known to have left the school should have an exit withdraw date. The exit withdraw date is the date before transfer to another school, the date on which a student graduated, the date official evidence is received or documented that the student left the school, or the date a student died, whichever comes first. For continuing students, the exit date is the last day of attendance for the school year. Every year you must exit all students at the end of the school year, usually in May or June. You want to make sure your dropouts, high school completers, and continuing students are in place with exit dates and exit types first. However, if upcoming grads are still working to finish a class or two, you can put in either their last day of school or the last day of completed work for the exit date when they complete the requirements.

   • formal records transfer request from another school,

   • formal withdrawal document signed by a parent or adult student indicating that the student transferred to another school,

   • completed PI 1206 home-based private educational program registration form,

   • documentation that steps for contacting parents under Wis. stats. s.118.16 (5) due to habitual truancy have been followed with no response from the parents/guardian,

   • documentation that describes the efforts to locate a student and which results in a district determination that the student is no longer resident in the district.

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