Message Center - Menu in WISEid Portal
Message Center Overview Agency Notifications Change Requests
Duplicate Merge Requests Alerts
Message Center Overview
General introductory information is provided here.
Agency Notification
This is the WISEid user "opt in" page where you can choose to receive an email alerting you of new system notifications and the frequency for receiving those emails. Most, if not all, notifications require user attention. Examples include: changes requested to student or staff demographic data requiring your approval, addition of comments from dependent districts or from DPI regarding changes requested by your district, or existence of errors in recent person uploads. For greater detail about these notifications, please read the Alerts section, below.
Change Requests
Use the links below to navigate to specific sections of the Change Request Menu:
A change request occurs for the purpose of updating previously entered demographic information that now needs to be changed. Every student and staff member is assigned a WISEid when they enter the school system. For this reason, find change requests on either WISEid or WISEstaff in the Message Center menu.
There are two main types of change requests that apply to either students or staff: to correct a name, or to correct a date of birth.
There is also a staff specific change request: to add or correct an Entity ID.
For students, there is a nightly job that replicates name and birth date changes from the SIS to WISEdata, and then into WISEid for the active school year's most recent, current, and primary enrollment. These replications generate a Change Request if needed.
Return to Change Requests menu
FILTERS and FUNCTIONS of the Change Request tab in WISEid:
The Change Requests page provides a view and status of changes requested to personal demographic data. Requests made by your district and by other districts who have former students enrolled or staff employed by your district are displayed. If there are change requests that require your approval, a large orange banner across the top of the screen indicates this. The number of new change requests for your district appears in a red circle next to the message icon.
Find the following filters and functions from left to right across the screen:
- Status - This filter tells you the status of your change requests. You can set this filter to see:
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All
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Pending - Waiting for the dependent agency to complete the request work.
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Pending District Verification - Waiting for the LEA to confirm that they have reviewed the student or staff person's identity documentation and can verify that the requested change is being applied to the correct WISEid.
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Approved - Your change request was successfully granted.
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Denied - There was a problem with your change request. One big reason for denial of a change request is that a required comment was not provided. You can appeal denied change requests. Please read the example on Date of Birth Change requests for details on how to appeal a denied change request.
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Canceled - This change request no longer needed to be completed.
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Appeal Pending - You have submitted an appeal to a previously denied request and are now waiting for the dependent agency to complete the request.
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Appeal Denied - You have submitted an appeal to a previously denied request but the dependent agency denied the appeal. Read the comments section to learn more about why your appeal was denied.
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Action Needed - Click this blank box to filter for change requests that require your attention.
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New Comments - There is a new comment attached to this change request. View new comments in the comment section. NOTE: Replying to comments is not the same as appealing a denied request!
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WISEid - Lets you see change requests that only apply to a specific WISEid.
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Requesting Agency - The requesting agency is the source of the change request.
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If you are (i.e., District A) receiving the change request from another district (i.e., District B), District B is the requesting agency and District A is the dependent agency.
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Upload File - Allows you to see change requests that you have created for other districts to review.
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Local Person ID Type - Lets you see change requests that only apply to a specific Local Person ID.
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Change Type - Shows a list of all possible change requests: View the examples below for more details on requirements for each type of change request
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Entity ID (Entity ID data element page)
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First Name, Last Name, Middle Name, Suffix (Student Name data element page)
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Dependent Agency - The dependent agency is the agency receiving the change request. Dependent agencies have to take action to complete and submit or deny change requests.
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If you are (i.e., District A) sending a change request to another district (i.e., District B), District A is the requesting agency, and District B is the dependent agency.
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DPI is agency number 7300, listed as - Wisconsin Department of Public Instruction. DPI is always the dependent agency for birth date change requests.
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Filter - This button is blue; once you have selected all of your desired filters, click this button to apply the filters to the results you will see in the table below.
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Reset - Clears all filters and resets to default settings
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Download Change Requests - Click this to download a .csv file of all change requests visible in your table
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Cancel Selected - On the table below, there is a column titled Cancel CR; click in the blank boxes to select any change requests in your table. Selected change requests will be indicated with a blue check mark. Click "Cancel Selected" to bring up a hovering information window that asks, “Are you sure you want to cancel all selected Change Requests?”. Select "Yes" to cancel them or "No" to not cancel.
Return to Change Requests menu
Below the field of filters and functions is a table. All of the headers in this table are clickable. Click a header to sort the information in the entire table in either ascending (indicated with an upward pointing arrow) or descending order (indicated with a downward pointing arrow). Column headers are as follows:
Column headers on the filter results table are as follows:
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Action Needed: Requests with a red flag mean they are waiting on your district for action. This means you are the dependent agency and someone else is requesting your help.
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New Comments: The ability to add comments to change requests which can help to clarify the reason for the change. Comments are very helpful for other districts and for DPI when reviewing and determining whether to approve the change. Sometimes comments are required, and if they are not present your change request will be denied.
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(View): To see more about the request, click View and the request will expand. Here you can see the requested change. If you need to deny a change request, you are required to to enter a comment about why you are denying it. Conversations can happen in the comments sections to determine if the change is correct or not.
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Cancel CR: See "Cancel Selected" in the filters section above
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Status: This will have one of the status labels listed, view them above for definitions.
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WISEid: Shows the WISEid of the person connected to the change request.
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WISEid and WISEstaff are secure portals, so you are not divulging personally identifiable information (PII) by sharing WISEids on this platform.
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Use the comment function to communicate using WISEids.
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DO NOT share WISEids via district or other emails as they are not considered secure and you risk sharing PII to persons without a need to know.
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Create Date: Change requests display in order with a date - time stamp.
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Requesting Agency: Shows the four-digit District Code and the name of the school or district requesting the change.
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Modified Date: Displays the date - time stamp when either the requesting or dependent agency last modified the change request.
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Not Responded / Approved / Denied: These columns display the number of requests with this status.
Return to Change Requests menu
Bundled Change Requests
To reduce instances of incorrectly updating the wrong person, last name and suffix (if applicable) are required fields on Change Requests for first name, middle name and/or birth date changes.
Change requests are no longer available solely for last name changes. Last name change requests only occur if they are 'bundled'. Bundled Change Requests include multiple fields being changed at one time (e.g., you change the person's last name and the first/middle name at the same time, or you change the person's last name and birth date at the same time).
Bundled Change Requests of any name type that also include a birth date change go to DPI for review. Read the sections below for more details on how to perform Change Requests for first names and how to perform Change Requests for middle names.
Otherwise, bundled Change Requests go to dependent agencies with Local Person IDs for review.
Return to Change Requests menu
Date of Birth Change - Change Request
First, verify the student's date of birth. Check it against the information in your SIS. Schools/districts have local control in Wisconsin, so each LEA may create its own list of acceptable documents to serve as evidence for birth date verification and changes (meaning, "x" document verified the student's real birth date, so we need to change the incorrect birth date we have listed on the school SIS). Common examples include but are not limited to documentation such as a birth certificate, passport, immigration form, legal affidavits, etc. to verify this change of birth date. DPI does not need to see the document used to verify a student's date of birth.
Next, add comments to the WISEid Change request regarding how the birth date was verified. The agency requesting the change must indicate what LEA-approved document the attending school/district viewed to validate the change. Change requests for date of birth go to DPI.
Return to Change Requests menu
Date of Birth Change Only
Change requests that are only for a date of birth change no longer need to go to DPI for approval. The district can self-approve these changes by adding comments that indicate what form of district-approved documentation was used.
Date of Birth and Name Change
If the change request is for a date of birth and a name change, then it goes to DPI for review after the district has completed the self-verification step.
Birth date change requests require comments.
Comments entered on change requests for birth dates must indicate that the district has approved the change request based on district policy for such changes. District policies determine what document or information the district requires to prove the birth date. Requirements may vary by district.
One example is:
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"The parent brought in a birth certificate, which I viewed, and the birth date currently on the student record does not match their birth certificate."
If a birth date change request is submitted without the proper comment, DPI will automatically deny the change request with the following comment:
“Comments entered on change requests for birth dates must indicate that the district has approved the change request based on district policy for such changes. District policies determine what document or information is required by a district to prove the birth date and what is required may vary by district.”
Here is an example of what a denied change request looks like:
Notice DPI’s denial statement highlighted in yellow. Also notice that the requesting agency must respond with a comment, such as “Verified with Birth Certificate, as per school district's policy,” then click "Post Comment."
NOTE: Comments may not display in chronological date order.
Return to Change Requests menu
Six Steps to Appeal a Denied Change Request
If your change request is denied, that means DPI has closed the change request in their queue. The next step for the school/district requesting the change is to:
- Log in to WISEid.
- In the Message Center menu, select the Change Request tab.
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On the Message Center Change Request screen, find the Change Request you want to check on using the filters (i.e., Status, Denied, or Change Type, Birth date).
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Click View to see the expanded view, including the Comments. Read DPI’s denial comment. (Example highlighted in yellow in the image above.)
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Write your comment in the comment box indicating that you have viewed legal documentation to support the change request - and click the blue ‘Post Comment’ button. (Example outlined in a red box in the image above.)
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Provide a comment that states the required documentation was viewed.
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Name the specific form of legal documentation in the comment.
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NOTE: Adding a comment and clicking the “Post Comment” button does not change the status of the Change request.
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Click on the Requested Changes tab.
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Click the blue button that says, “Appeal to DPI”. If you do not click this button, your change request will not send the appeal to DPI and DPI will not be able to help you with this change request.-
NOTE: If you do not click the "Appeal" button, your comments will never make it to DPI. When DPI denies a change request, it closes that change request in DPI’s queue. Clicking the "Appeal" button is the only way to re-open the item and return it to the queue.
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Return to Change Requests menu
Student First Name Change or Student Middle Name Change - Change Request
Change requests for student first names or middle names no longer go to other agencies for approval. The district initiating the request does their own self-verification using their district-determined documentation to approve their own change requests.
When Should You Deny a Change Request?
A district can cancel their own change request if they realize it was in error. Other districts no longer determine if they should deny another district's change request.
Return to Change Requests menu
Duplicate Merge Requests
This is where WISEid Administrators resolve duplicate WISEid records, and where agencies view the status of submitted duplicates.
Alerts
Overview
System-generated alerts notify a district that there are updates to their WISEid or WISEstaff data which require their attention. Alerts come in two parts: first is a message generated within WISEid / WISEstaff which anyone in the district can view; second is an email sent to notify district staff that there are alerts awaiting review. Based on the importance of the data affected, some emails automatically notify the district via email, while others are optional, meaning the district opts in to receive emails.
Alerts generate nightly based on data changes or new data entry deadlines from the previous day.
Types of Alerts
A separate alert generates for each type of data affected.
WISEid Data
- New Change Request Comments - Student Data
- Change Request Action Needed - Student Data
- File Upload has Errors - Student Data
- New Potential Matches - Student Data
WISEstaff Data
- Entity IDs are Missing
- New Validation Errors / Warnings - Staff Data
- Checklist Progress Alert
- Agency Certification Needed
- New Change Request Comments - Staff Data
- Change Request Action Needed - Staff Data
- New Potential Matches - Staff Data
- File Upload has Errors - Staff Data
Viewing Alerts
To view your alerts, follow these steps:
- A “New” icon appears in the header section of the application near the Message Center option when you have unread alerts.
- Click the Message Center link and select Alerts to view a list of messages.
- The alerts page shows a list of messages generated for your district. It shows the subject and date of the alert. New, unread alerts have a “New!” label in red text next to the most recent occurrence date.
- The title of each alert indicates the type of data affected.
- The Important Information column contains more information about what the alert indicates and why it is important to address.
- To view the affected data, click the alert title. The system opens the page where you view the data you need to update.
Email Notifications
Users who do not work regularly in the WISEid or WISEstaff application but who have data changes requiring their attention can receive email notifications that new alerts exist.
Alerts pertaining to data with a specific deadline, like agency certification prior to a WISEstaff snapshot, automatically generate an email to the addresses listed as primary and secondary contacts in the WISEstaff or WISEid application.
For all other alert types, you can opt in to receive an email notification when your district has new alerts.
Opt in to Email Notifications
- Go to the WISEid or WISEstaff tab.
- In the Message Center menu, click the Agency Notifications link.
- Click the Add Email button at the top of the page. An email text field displays where you can enter the email address of the intended recipient (yourself or another district staff member). Click Update to save the email address or Cancel to disregard the email.
- After an email record is added, you’ll see a list of alert types that you can opt in for that email address to receive email notifications.
- First, click the Edit button on the far right for the alert type you want to receive.
- Next, click the checkbox in the Opt In column, then select the day/s of the week on which you want to receive email notifications. You may select more than one day or all days of the week.
- Click the Update button to save your changes.
- You may opt in to email notifications for any or all of the alert types listed.
- If you have opted in an email address and you no longer want to receive email notifications for any alert types, click the Delete Email button to remove that email address from the email notification system.
Notifications by Email Alert Types
These alert types will automatically generate an email alert to the email addresses listed as primary and secondary contacts within the WISEid or WISEstaff application:
- Entity IDs are Missing
- WISEstaff Agency Certification Needed
- WISEstaff Checklist Progress Alert
Use the Agency Notifications page in WISEid or WISEstaff to opt in to email notifications for these alert types:
- File Upload has Errors - Staff Data
- File Upload has Errors - Student Data
- New Change Request Comments - Staff Data
- New Change Request Comments - Student Data
- Change Request Action Needed - Staff Data
- Change Request Action Needed - Student Data
- New Potential Matches - Staff Data
- New Potential Matches - Student Data
- New Validation Errors/Warnings - Staff Data
Didn't Find What You Needed?
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Please submit a Help Ticket so we may better assist you.
Want help from a live DPI employee about a WISEstaff or WISEid question you have about your agency's staff? Please join us! Every Tuesday at 11am there is a WISEstaff & WISEid User Group. The WISEstaff and WISEid User Group Agenda allows users like you to add questions to our agenda as a comment, and also provides the link you need to join the Teams Meeting.