You are here

WISEid FAQs

What is WISEid?
What is a WISEid?
Who can use WISEid?
From where can I access WISEid?
Can I use a Google log-in to access WISEid?

Where can I find the WISEid person upload file format?
What is a potential match?
How do I work potential matches?
How can I report a person with two WISEids?
Where is a file that I can upload into my SIS (student information system) or HR system?

Is a student’s WISEid considered PII?

Can you (DPI) include WISEids in public download files?

What about the staff reports? Didn’t you previously include a unique staff ID in the reports?

Can an LEA share WISEids instead of DPI?

Whom do I contact for support?

What is WISEid?

WISEid is a Secure Web Application used to maintain person information for schools.  Its purpose is to prevent some data quality issues in state and federal reports and enable detailed data collection/reporting in other WISE applications. 

What is a WISEid?

A WISEid is a unique, permanent, and unduplicated person identifier assigned to each person by DPI.

It's important to note that a WISEid is NOT the same as a Local Person ID, nor does it serve the same function. Assigning a Local Person ID to a student or staff allows a district to "claim" or link the district to that person. This is essential because the person's unique WISEid record is shared among any district associated with that staff or student; therefore, in order to send data for a particular person from your district, you need to assign a Local Person ID. If you don't populate the Local Person ID field, those person records are not pulled during a student or staff download file.

Staff members who need to be associated to a section in Roster are also required to have Local Person IDs assigned. Schools must assign staff both a WISEid and Local Person ID to properly pull into WISEdata for Roster.

Who can use WISEid?

WISEid is available to school personnel who have had their DSA (District Security Administrator) set them up with WISEid roles in ASM by using their WAMS ID

From where can I access WISEid?

Use your WAMS ID and password to log into the application via the Secure Home.

Can I use a Google log-in to access WISEid?

All DPI Secure Home applications allow for a single sign-on using Google. You will find a Log in with Google button when logging in to an application. In order to use the single sign-on feature, you must have a district email that uses the Google domain. This district email address must be associated to your WAMs account and entered in the WISEid application Email Address field. Signing in via the Log in with Google button will allow you to work within any application for which you have access.

Where can I find the WISEid person upload file format?

The file format may be located in the following WISEid Person Upload File Format.  If needed, a person template is available within the upload function to easily create a file to upload.

What is a potential match?

A potential match is a comparison between the uploaded person and a person in WISEid with the possibility that they may be the same person.

How do I work potential matches?

There are two methods to view the same potential match. 

  1. You may click the number under the Potential Matches column within Results to view the potential match. 
  2. Or, from the File Task menu, click the Review Matches link. 
    • Click Review to review a potential match. 
    • Here, make sure the first name, middle name, if available, last name, birth date, race, and parent/guardian information match. 
    • There may be circumstances where some fields may be a close match, so please do your research to ensure a duplicate WISEid does not get created. 
    • You can also click Remove to delete the potential match.  

View a training video by clicking here for guidance. 

How can I report a person with two WISEids?

There is a link under the Person menu to click Report Duplicates.  Here you may enter in both WISEids and click Create Request.  DPI staff will review the submissions and, if necessary, merge the duplicate records into one.

Where is a file that I can upload into my SIS (student information system) or HR system?

From the Results screen, click Download next to a person transaction. This will save as a CSV file to your local PC containing all information, including any changes made with the user interface screens.  

 

Is a student’s WISEid considered PII?

Yes, a student’s WISEid is considered PII. See the definition below from the Forum Guide to Privacy.

“FERPA generally prohibits schools from disclosing personally identifiable information (PII) from a student’s education records to a third party without written consent from the parent or eligible student. Each school year, LEAs must notify parents and eligible students of their rights under FERPA. The FERPA definition of PII includes direct student identifiers (e.g., name, student identification number, Social Security number), indirect identifiers (e.g., date of birth, address), and any other information that alone, or in combination with other information, is linked or linkable to a specific individual and would allow a reasonable person in the school community to identify the student (34CFR §99.3). Because this definition includes indirect identifiers and other linked or linkable information about the student, there is no definitive list of data elements considered to be PII under FERPA. Any student information may potentially be PII if it can be used by a reasonable person in the school community to identify the student. Aggregate or tabular data may be considered PII under FERPA if it includes information about individuals or small groups with unique or uncommon characteristics or extreme values.

Can you (DPI) include WISEids in public download files?

No. A WISEid is a unique person identifier assigned to both students and staff in Wisconsin by the WISEid application at DPI. This ID is used by LEAs to submit data to the state for required reporting and is used by DPI on the back end to link the data between systems for this reporting.

Because a WISEid is used for both student and staff unique identification, we do not publish WISEids publicly for external general use. DPI also does not provide statewide files with WISEids to a vendor for general public use.

What about the staff reports? Didn’t you previously include a unique staff ID in the reports?

Because staff and student data differ in how data can be shared and used, in the past, prior to the creation of the WISEid, a unique staff identifier was published in the staff data sheets. This identifier had limitations in that it did not link data for the same person over multiple years. Initially, WISEid replaced this unique identifier but DPI recently added a new, separate identifier called a Research ID in the Public All Staff Report downloads. This new Research ID will be able to link staff data between different years even if a person’s records merge over years.

Can an LEA share WISEids instead of DPI?

WISEids should not be shared publicly. However, there are circumstances where WISEids can and should be shared in a secure manner between a district and a 3rd-party provider. For example, when LEAs send data to the state through the secure WISEdata system, the WISEid is required to be sent for reporting and is usually stored in their SIS. WISEids could also be shared on a local case-by-case basis. For example, an agency can choose to upload their own agency data with WISEids if they have a secure version of software used for business activities like Human Resources, Payroll, and/or Financial/Budget type systems. Local data sharing agreements would be needed in all of these cases.

Whom do I contact for support?

Public Schools
WISEid questions can be answered by your CESA WISE Help Desk Staff.

Choice Schools
WISEid questions can be answered by the DPI Customer Services staff.

Submit Feedback About This Webpage