Effective Begin and End Dates

Effective Date: WISEdata Calculated Field

Exit or entry dates are entered by an LEA for an enrollment record. These dates reflect when a student receives educational services from that LEA during a period of continuous enrollment.

DPI calculated effective dates are 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.

Date	Description/Comments
Day	Day of the month WISEdata considers student enrolled or exited
Month	Month of the year WISEdata considers student enrolled or exited
Year	Year WISEdata considers the student enrolled or exited

USES: This data element is required for Choice and public schools. 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.

Click the links below to navigate to different sections of this page:

Defining Effective Begin/Entry and End/Exit Dates in Detail

Effective dates are intended to eliminate overlap between a student’s enrollment start and exit dates for multiple schools/districts.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. Effective dates also take into consideration 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.

The logic evaluates all student school association (sSA) records and student special education program association (sSEPA) records for an individual student within a single school year.

This process intends to provide a single sSA and/or sSEPA record/s used in validation on a particular day. DPI calculates entry and exit dates for all student enrollments to meet these requirements:

• A student may only have a single primary enrollment on any given day.
• A student may not concurrently be enrolled as a parentally placed private student and a primarily enrolled student at a public school.
• A student may not have multiple concurrent enrollments at the same school on any given day.

Examples:

When a student transfers schools, the former school must enter: (1.) an exit date prior to the new enrollment-holding school’s entry start date, and (2.) an exit type.

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, DPI default date of 6/30). That same student then shows up in WISEdata with an enrollment in School B on 10/15 with the expectation of finishing the school year there.

• School B: 10/15 - (6/30) is substituted for ‘null’ by DPI effective date logic

• School A: 09/05 - (6/30) is substituted for ‘null’ by DPI effective date logic

In this case, WISEdata logic will shorten 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.

 

• School B: 10/15 - (6/30) - becomes the primary enrollment record

• School A: 09/05 - 10/14 DPI calculated effective date logic

 

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

Rules 6469, 6373, and 6374 work together to identify the enrollments which overlap.

• 6469 identifies enrollments which will be shortened and given a DPI calculated exit date will be used for reporting.
• 6374 identifies enrollments which will be used in reporting, and causes other enrollments to be either shortened or invalidated for reporting purposes.
• 6373 identifies enrollments which will have been invalidated and not be used for reporting.

 

 

 

General Steps for Resolving Overlapping Enrollments

LEAs need to work together to resolve any overlapping dates.

The WISEdata Portal Overlapping Enrollments screen (under the Resources menu) has a new feature on the DPI side. Both LEAs and DPI can view this screen, but this new feature gives DPI staff a better view of the details for students and LEAs that have overlapping enrollments. This feature will allow Customer Services Team staff to have a more accurate view of the situation when assisting customers with Help Tickets. Reminder, Wisconsin is a local control state, so DPI cannot mandate a course of action.

1. First, verify the exact dates the student was in attendance at your school compared to when they exited for another school.

2. Communicate with the other LEA to clarify details about this student’s enrollment and attendance. Contact information for this LEA will be visible in WISEdata Portal by clicking the hyperlink for that LEA.

   1. During conversations, try to discuss any: student safety issues, custody issues, court orders around a dual custody scenario, and other logistics that could pertain to the student’s enrollment situation.

   2. Contact the Customer Services Team with a Help Ticket if communication is difficult.

3. Then, modify the enrollment dates to eliminate any overlap in enrollment periods between the schools.

4. If both schools assert that the student was present on the Third Friday of September (TFS), or any other school day, and are unwilling to modify the enrollment exit date and/or start date, the error will persist in WISEdata Portal for both schools/LEAs.

   1. Enrollments determine the number of per pupil expenditures LEAs receive. This financial aspect makes it desirable for both LEAs to ‘claim’ the student for the TFS Count Date. But student data tells the story of the student, so accurate data tells the best story.

   2. NOTE: WISEdash for Districts by default will count the student as Third Friday of September (TFS) eligible based on effective dates for the school district in which the student was enrolled on TFS.

5. Once you have confirmed that the student is enrolled/attending another LEA, close the student’s enrollment record by adding an Exit date and an Exit Type (the most likely Exit Type is TC, but please read the data element page for details.)

Impact of Incorrect Records

Year End reporting as well as accurate credit for count dates are all potential ways that overlapping enrollment records impact LEAs data.

Additionally, 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.

FAQs, Details, and Points to Note

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.

Back