WISEdata

WISE

Removing Records from WISEdata Portal Mini Tutorial

Removing Records from WISEdata Portal

Occasionally, you need to remove student records that were submitted to WISEdata Portal. Reasons for record removal include:
  • removing a student ‘no-show’
  • removing a record that was submitted to DPI but that is no longer accessible in your SIS (i.e., a disconnected or invalid record)
  • removing an incorrect record so that you can replace it with a correct record
  • closing a school that still has active student enrollments

To remove a record from WISEdata Portal, you will need to pull the record back using your SIS, even if the records no longer display there. Keep in mind that each SIS has unique protocols. The steps provided below in this mini tutorial may be helpful for you if your vendor allows LEAs to remove records. Yet, some SIS vendors do not allow LEAs to remove records. Rather, they require the LEA to submit a help ticket, and the vendor will remove the record on behalf of the LEA. Contact your SIS vendor representative so that you know their requirements before you proceed.

Record removals can occur at any time during the school year.

Record Details: The Ed-Fi ID

You must remove WISEdata records one student at a time. Each student can have multiple records, such as enrollment, discipline, food service, and many more. Each of the records associated to a single student has a specific identification number (i.e., Jane Doe's enrollment record has a different identification number than her discipline record). This record-specific identification number is called the Ed-Fi ID.

  1. To remove, or pull back, a WISEdata record, locate the Ed-Fi ID for each record. The Ed-Fi ID is what allows the record to be removed through your SIS.
  2. Once you have the Ed-Fi IDs for each record, work with your SIS vendor to remove the records. 
    • To delete records from WISEdata Portal, your SIS needs to pull the data back with the Ed-Fi ID (this may also be called a Resource ID within your SIS). Remember that WISEdata Portal is a read-only application, and all data that is visible in WISEdata Portal has been pushed into it from your SIS. WISEdata Portal cannot “pull” data in from your SIS.  
  3. To locate the student, log in to WISEhome. 
  4. Click WISEdata Portal.
  5. Under the Agency menu, click Student Search.
  6. On the Student Search screen, enter information into the filters.
  7. Click Search. 
  8. Once you locate the student in the results table, notice the Action column.
  9. Click Details from the Action column to open their specific Student Detail screen as a new tab in your browser.
Screenshot of the Agency, Student Search screen in WISEdata Portal.

Record Removal Order

There is a specific order for removing records. Some collections have smaller records within them. These smaller records are called "dependent" records. You need to first remove all dependent records before you can remove the general (e.g., enrollment) record itself.

Screenshot of a Student Detail screen. General records can only be removed after the dependent records are removed.

There are dependent and general records.

Dependent records:

  • must be removed before a general record can be removed 
  • must also be removed from most dependent to least dependent. 
    • For example, a student section association (/student Section Association) record must be removed before a section (/section) record can be removed.  
  • The order of record topics (i.e., discipline, versus food service) does not matter.
  • examples: Program, Discipline, Roster, Academic Records
    • Each dependent record may have multiple records attached to it. 
    • For example, Programs can have any of the following records attached to it: 
      • Career Education, Food Service, Homelessness, Student Language Instruction, Other, and Special Education. 
    • You need to individually remove each of these records.
    • Program records that state “No Data” in the teal banner do not have any record information. 
    • Click the expander icon on all headers without the “No Data” indicator to find each record. In the example student screen, there are records for Food Service and Special Education.
Screenshot of a Food Service and a Special Education record on the Student Details screen, with the Ed-Fi API view highlighted.

General records:

  • are tied into the overall Student Enrollment record.
  • cannot be removed until the dependent records (green box) are removed first
    • because general records encompass dependent records.
  • examples: Demographics, Parent/Guardian, and Enrollments 
    • Removing the Enrollment will also remove the student from reporting in WISEdata Portal by your LEA.

How to Remove a Record: Locate the Ed-Fi ID

  1. Click the expander arrow on the far-right edge of each record header to open the record. At the bottom of each record is a hyperlink for the “Ed-Fi API View”.
  2. Click the hyperlink “Ed-Fi API View” to open a pop-up window.
    • Screenshot of the pop-up window that appears when the Ed-Fi API View tool is selected.
  3. Click the triangular expanding icon on the far-left edge to expand the details of the record. You may need to resize the pop-up window or scroll down to find the Ed-Fi ID.
    • Screenshot of the Ed-Fi API pop-up window for a Food Service Program Association record.
  4. Open each record you wish to delete, as there may be more than one. Scroll down until you see “Ed-Fi Id”. This is the ID to enter into your SIS tool to pull back the WISEdata record. Remember to work with your SIS representatives to complete their specifically required procedures, as some vendors require LEAs to copy and paste the Ed-Fi ID for the record(s) you are removing, while other vendors do this work on behalf of the LEA.

Whatever the SIS vendor’s procedure may be, it might be useful to have a working document open where you can copy and paste the Ed-Fi IDs and the specific record that ID is associated with that student.