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WISEstaff Data Collection: 2023-2024 Reporting Information

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WISEstaff Data Collection and Reporting

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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 WISE 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

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Authorized users may access the WISEstaff application through WISEhome.

2023-24 Staff Data Collection Timeline

Date Description
September 15, 2023 (Third Friday of September) Staff count is taken and all staff must be fully licensed.
September 29, 2023 The WISEstaff collection application is scheduled to open.
October 10, 2023 Weekly WISEstaff User Group calls with agencies begin. Join each week to hear about functionality updates, ask questions about how to enter your staff data, and hear what other agencies are asking. Visit the WISE Events Calendar page and click on the WISEid/WISEstaff User Group Call link to get info on how to join.
November 2, 2023  The agency certification window Preliminary Audit agency certification window opens.
November 16, 2023 Preliminary reporting deadline. All agencies should have submitted staff and assignment data for those staff with assignments that require a license, passed validations, reviewed all staff reports in WISEstaff and indicated that they are certified for the “Preliminary Agency Certification”. New for 23-24 - the preliminary snapshot only requires info for assignments and staff that require a license. Non-licensed staff and Contract data will only be required to be entered by the final certification.
November 2023-January 2024 LEAD* (formerly TEPDL) is able to begin preliminary auditing based on the preliminary audit snapshot data. Preliminary Licensure Audit result reports will be published to WISEstaff during this time frame as audits are completed. Once audits are complete, if needed, agencies can make corrections based upon audit results.
March 7, 2023 Final Agency Certification window opens.
March 21, 2024 Final reporting deadline. All agencies must have completed all updates in WISEstaff, all staff data entered for both licensed and unlicensed assignments, passed validations, reviewed all staff reports and indicated that they are certified for the “Final Agency Certification.”
May 2024 LEAD* starts the licensing audit based on the WISEstaff data snapshot taken after the March 21st final certification window closes.

* LEAD is DPI's Licensing, Educator Advancement and Development team. Formerly, this team was called Teacher Education, Professional Development and Licensing (TEPDL)

Presentations and Trainings

Live Training and User Groups: 

Visit the WISE Events Calendar to look for Weekly WISEstaff User Group calls - October 2023 through end of the school year.

Recorded Trainings:

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

WISEstaff Business Rules

WISEstaff Status Update

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.

CESA and Marathon CCDEB

Fringe Benefit Guidance

Important clarification regarding benefits** WISEstaff FRINGE BENEFIT GUIDANCE. There are two items being clarified for the collection of fringe benefit data:
  1. 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).
  2. 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.
Updated Contract Fringe Benefits Definition:
Include the total of all items under Object Code 200 Employee Benefits in the WUFAR Handbook. They are 210 Retirement, 220 Social Security, 230 Life Insurance, 240 Health Insurance, 250 Other Employee Insurance, and 290 Other Employment Benefits, including cash payments in lieu of benefits.

 

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.
       
  • 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

Staff Information

  • Use the Public Staff Reports application to view current staff data since 2016-17.
  • Use the Archived School Staff webpage to see salary reports, staff demographic reports, position summary files, All Staff files, etc. for previous school years from 1997-98 to 2015-16.
  • Visit the Data Errata page for staff data corrections. NOTE: Corrected data (data errata) information does not appear in the above linked staff reports.

Licensing Information

 

For assistance, please contact us with a Help Ticket.

 

 

 

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