Updating Agency Contacts in WISEdata Portal

Updating Agency Contacts in WISEdata Portal

At the beginning of each new school year, agency contact information must be updated by all local education agencies (LEAs) for users of: 

• WISEadmin Portal
• WISEdata Portal
• WISEid and WISEstaff

Click the accordion headers below to expand the sections for each application listed below:

NOTE for Mid-Year Updates: When staff updates occur in the middle of the school year, these changes should be updated in a timely manner. 

NOTE for Choice Schools: If a Choice school updates their contact information in the Online Application System (OAS), the contact information in OAS will correct, but OAS does not push this information to WISEdata Portal. Choice school administrators must update contact information in WISEdata Portal and OAS for both systems to have the same, accurate information. 

WISEadmin Portal

The Agency Contacts screen on WISEadmin Portal is read-only. Contact information for WISEadmin Portal is actually entered in WISEdata and WISEid, then pushed into WISEadmin.

NOTE: If your WISEdata or WISEid contact information is incorrect, then your WISEadmin Portal contact information will also be incorrect. To edit, change, or remove contact information in WISEadmin Portal, you will need to take action in WISEdata Portal and/or in WISEid.

WISEdata Portal Agency Contacts: Primary, Secondary, Generic, and Snapshot Contacts

To edit, change, or remove contact information in WISEdata, you must first hold the WISEsecure user role of Agency to make these edits and updates. If you do not have this user role, you must reach out to your LEA District Security Administrator (DSA) or Application Administrator. DPI does not assign access to WISE secure applications.

1. You will see a System Alert in WISEdata Portal to update your contacts upon your first login after a new school year begins (July 1). Click the hyperlinked text to add Primary Contact.
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2. On the Contact Information screen, you can enter contact information. 
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   2. An agency can list as many generic contacts as it likes, however, the requirement from DPI is:
      1. One primary contact 
      2. One secondary contact
      3. Email and phone number information for the LEA contacts should be emails and phone numbers from the LEA - avoid submitting personal email addresses and phone numbers. 
      4. These primary, secondary and generic contacts will push to WISEadmin and display in the WISEadmin Agency Contacts screen.
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3. WISEdata also requires snapshot specific contacts. These contacts also push to WISEadmin. 
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4. Make a selection for each snapshot topic using the dropdown menu. As per the directions stated at the top of this section, selecting:
   1. I acknowledge, you are accepting the responsibilities outlined in the agreement below. 
   2. I do not acknowledge, you are stating that these responsibilities do not apply to you. For example, a Choice school should select, "I do not acknowledge" for the Career Education (CTE & CCR) snapshot focus because Choice schools do not report Roster data.
   3. Not sure, you will be allowed to save this form, but you must come back and select another value prior to the December student snapshot.
   4. Visit the Snapshot Preparation Guidance webpage for listings of data requirements for each snapshot. Items on that webpage marked with an asterisk (*) do not apply to Choice schools. 
5. These snapshot specific contacts will push over to WISEadmin Portal. 
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   2. NOTE: Updating contact information in WISEdata and WISEid is school year dependent. 
      1. The screenshot above displays all of the December Student Snapshot contacts as acknowledged because the school years presented in both WISEdata and WISEadmin match. For both applications, the school year was set to 2025-26.
      2. However, 3^rd Friday of September and October 1^st Child Count did not update in WISEadmin Portal because the school years presented in both WISEdata and WISEadmin did not match. TWISEdata Portal was set to the 2025-26 school year, and WISEadmin Portal was set to the 2026-27 school year.

WISEdata Portal: Previous Year Agency Contact Rollover

WISEdata Portal automatically pushes last year’s agency contacts to the following school year.

An alert banner will appear, informing you that contacts have been carried over from the previous school year.

The difference between the black text and the gray text is quite subtle. In the example below, Jeff is the current contact, and Joan has been carried over from the previous school year:

If this information is not accurate because this staff member retired or otherwise no longer holds this position with your agency, you must open a Help Ticket to have Partner Support remove this contact from WISEdata Portal, and hence from WISEadmin Portal.

As per guidance provided on the Help Ticket Tips page, please do not submit PII on your initial Help Ticket. Your free text could say something like, “I need to change primary contacts in WISEdata Portal,” but don't provide any other details beyond that just yet. Once your Help Ticket is opened by Partner Support, the Help Ticket becomes secure, and an exchange of PII is safe.

WISEid and WISEstaff: Agency Primary and Secondary Contacts

To edit, change, or remove contact information in WISEid, you must first hold the WISEsecure user role of Agency to make these edits and updates. If you do not have this user role, you must reach out to your LEA District Security Administrator (DSA) or Application Administrator. DPI does not assign access to WISE secure applications.

WISEid and WISEstaff contacts are entered into WISEid. These contacts are then pushed over to WISEadmin Portal. 

• For information on how to update Agency Contacts in WISEid, visit the WISEid User Guide: Update Contact Information section.
• For information on how to update Agency Contacts in WISEstaff, visit the WISEstaff Resources Menu User Guide, Update Contact Info section.

School Directory Management Portal: Mandatory Contacts

School Directory Mandatory Contacts are entered into School Directory Management Portal. There are various mandatory staff contacts in School Directory for each agency type, and a required primary contact.

NOTE: School Directory contacts do not push into WISEadmin Portal. 

• For information on how to update Agency Contacts in School Directory, visit the School Directory User Guide for your agency type (e.g., public, private), under the Address and Contact Person Tile.