WISEstaff Data Collection and Reporting
This page provides districts with information and changes regarding the WISEstaff application. Members who will be interested in this site include district IT staff, software vendors, business manager/department, human resource director/department, staff responsible for completing the data collection, and district administrators.
Please refer to the WISEstaff Reference Guide for Administrators for a brief overview of WISEstaff aimed at District Administrators.
For more WISEstaff help, please view the WISEdata Events calendar. You can join our weekly user group calls and ask questions to support staff who will respond directly to your needs.
WISEstaff Application Available Statewide
Authorized users may access the WISEstaff application through WISEhome.
Technical Documentation
For Step 1c on the WISEstaff Collection Checklist - please view the:
Useful Links
| Date | Description |
|---|---|
| August 1, 2022 | WISEstaff rolls over to the 2022-23 school year: WISEstaff Contact updates and WISEid updates are enabled. |
| September 16, 2022 | (Third Friday in September) Staff count is taken and all staff must be fully licensed. |
| September 29, 2022 | The WISEstaff application is scheduled to open for agency use. |
| October 11, 2022 | Weekly WISEstaff User Groups calls with agencies begin. |
| November 3, 2022 | Preliminary Agency Certification window opens. |
| November 17, 2022 | Preliminary reporting deadline. All agencies should have submitted all staff and assignment data, passed validations, reviewed all staff reports in WISEstaff and indicated that they are certified for the 'Preliminary Agency Certification'. |
| November-January | LEAD begins preliminary auditing based on the preliminary snapshot data. Preliminary audit result reports will be published in WISEstaff during this timeframe as audits are completed. WISEstaff remains open during this time for edits and once audits are complete, if needed, agencies can make corrections based on preliminary results. |
| March 7, 2023 | Final Agency Certification window opens. |
| March 21, 2023 | Final reporting deadline. all agencies must have completed all updates in WISEstaff, passed validations, reviewed all staff reports and indicated that they are certified for the 'Final Agency Certification'. |
| Early May 2023 | Public WISEstaff Reports for 2022-23 are available. |
| May 2023 | LEAD starts the licensing audit based on the WISEstaff data snapshot taken after the March 21st final certification window closes. |
Presentations
WISEstaff New User Training 2022 - Video: Staff Collection Checklist - Steps 1 & 2 - Recorded Presentation with Demonstration
WISEstaff New User Training 2023 - Video: Staff Collection Checklist Steps 3 & 4 - Recorded Presentation with Demonstration
WISEstaff New User Training 2022 - Slide deck
Guidance & Recommendation Documentation
Who should be reported?
WISEstaff data collection is a point in time collection of all staff members as of the Third Friday of September and includes assignments for the entire regular school year as known on the Third Friday of September.
- Decision Tree Diagram
- WISEstaff Virtual Teacher Reporting Guide for Districts
- FTE Guidance
- Grade Level Guidance
- Working School Number Guidance
- WISEstaff Working in Residential Care Centers Staff Reporting Guidelines
- Annual WISEstaff Audit Letter
CESA and Marathon CCDEB
Fringe Benefit Guidance
- The coding for cash in lieu of benefits was clarified with the U.S. Census Bureau, to which DPI reports financial data, in fiscal year 2013. Cash in lieu of benefits should be coded as a benefit under object 290 (detailed account 296).
- Another item to note is that Fund 73 OPEB contributions that are not run through payroll, but rather allocated as a journal entry, should also be included as a 210 benefit. If a district is using a payroll report to determine the benefits and does a journal entry at the end of the year for the OPEB contribution, it is likely that the OPEB contributions are not being properly reflected on the PI-1202 as they should be.
Recommendations
- Teachers with assignments for grades 7 and 8 cannot be reported as 53-0050, Teacher-Elementary All Subjects. You must report the specific subject(s) taught.
- Example: 53-0400, grades 07-08 (mathematics) 50 percent FTE, 53-0300, grade 08 (English) 50 percent FTE.
- Example: 53-0400, grades 07-08 (mathematics) 50 percent FTE, 53-0300, grade 08 (English) 50 percent FTE.
- We recommend use of an individual person's name as listed on the most current social security card to reduce the name discrepancy warnings between agencies.
Links to Related Resources
- School Staff: Salary, Position & Demographic Reports
- License Look-up - Search DPI's license database
- Contact LEAD - Licensing, Educator Advancement and Development
- Data Errata
Links to previous years of the WISEstaff (PI-1202 Fall Staff Report) can now be found by using the navigation bar to the left of this screen.
For assistance, please contact us with a Help Ticket.