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Roster FAQs & Use Cases

  1. DPI Roster Collection Schedule: For the 2018-19 school year moving forward, all schools and all grade levels except PK will be required to submit Roster data due to expanded reporting requirements. There will also be a Roster snapshot (date TBD) for the 2018-19 school year.
    • DPI will not conduct an official Roster snapshot for the 2016-17 or 2017-18 school years. For 2016-17 and 2017-18, schools with grade levels 7-12 are required to submit data, but DPI encourages all schools to submit.
      • Specifically for 2017-18, all WISEdata schools are encouraged to submit Roster data, as it allows DPI to pull a starter file for the Civil Rights Data Collection (CRDC) as we have done in prior years. This saves you significant time with that collection. By submitting Roster data schools are able to view their data in WISEdash for Districts dashboards for improvement planning and analysis, as well as for comparison purposes in future years.

      • In addition, all Title III district's Roster data for 2017-18 must include program associations that indicate which type of Language Instructional Education Program (LIEP) are included in their courses. 

  2. Roster Data Uses: Data collected via the Roster collection is used for a number of purposes. This includes:

    • National Arts Education Foundation Grants: NAEF’s grant programs support a wide variety of professional activities, including promotion of art education as an integral part of the curriculum; establishment and/or improvement of art instruction, promotion of the teaching of art through activities related to the instructional process, curriculum, student learning, student assessment, classroom behavior, management, or discipline; purchase of art equipment and/or instructional resources; and research in art education. Additionally, NAEF provides professional development scholarships.

    • EDFACTS C167 School Improvement Grants: Federal reporting providing course work participation in Advanced coursework (AP, IB, advanced math) and Dual Enrollment courses for schools that received a School Improvement Grant.

    • World Languages: Enrollment and Roster data is used for year-to-year comparisons to capture changes in world language participation over time. Because world languages are an elective subject, this information is valuable both for districts and the state. This data is also used for comparisons at the national level. The numbers may be important for grant applications. There will be a few new World Language courses in the 2018-19 SY.

    • Civil Rights Data Collection (CRDC): This isn’t a DPI survey (it is issued by the U.S. Department of Education Office for Civil Rights and is a mandatory collection); however, WISEdata Enrollment and Roster data contains 60 percent of the data an LEA submits for CRDC. In the past DPI has provided PARTIAL data files to districts to help complete the CRDC file. This reduces the burden of the CRDC survey on LEAs and helps increase accuracy and timeliness. This is a biennial report. The next collection will be in the fall of 2018.

    • Language Instruction Educational Program: This will be used to report English Learner (EL) students served by each type of Language Instruction Educational Program federally on the Consolidated State Performance Report (CSPR). This reporting will begin in 2017-18 as part of the reauthorization of the Elementary and Secondary Education Act (ESEA) also referred to as the Every Student Succeeds Act (ESSA).

  3. Who should submit Roster data?

    • Public School Districts

    • Non-district 2(R) Charters

    • County Children with Disability Education Boards (CCDEB)

    • State Schools (Wisconsin Center for Blind and Visually Impaired, Wisconsin School for the Deaf)

    • Note, Roster data will NOT be submitted by DOC, DHS, or Choice schools. 

  4. What data should be submitted for Roster? Data linking teachers to students and course-related data should be submitted.

    • The primary school where the student is enrolled is responsible for submitting course data for the student if the courses are offered by the primary school.

    • The agency that creates a Local Person ID for a staff member and where the staff member is associated to a section should submit staff section data. Note, whenever possible a Local Person ID should be assigned where the staff member is associated with a section offered at one of the agency’s schools, i.e., teaching or assisting a course.

    • If a K3 or K4 student has current enrollment records for an educational program, the student’s course data should be submitted to WISEdata. No Roster data is required for PK students.

    • Roster data should NOT be submitted for parentally-placed private students or students at a DOC or DHS facility at this time.

  5. Roster Differs from CWCS: Roster collects coursework data as well as student to teacher links the way CWCS did, but not all data elements that were in CWCS are present in Roster.

    • Final Marks/Grades and grade-associated data elements are not collected in Roster at this time.

    • Because Roster is a part of WISEdata that uses the Ed-Fi framework, the data elements are collected differently now through individual endpoints/resources. In simple terms, these endpoints are the broad categories of the data resource that you’d interact with when submitting information. Each individual endpoint has a set of fields that are required as part of the primary key, a database column that identifies all the records in the table and certain additionally-required fields. There could also be conditionally-required fields that should be submitted in specific use cases. There are dependencies and relationships between various endpoints that create tighter associations between data elements than occurred in CWCS. 

    • For an example of how some data elements are collected differently in Roster than in CWCS, note that Virtual/Online Education and Distance Education were present as individual fields in CWCS. Now in Roster’s ‘Sections’ endpoint there is a type field called ‘medium of instruction type’. A list of type values from which to choose are provided, including Virtual/Online Education, Distance Education, etc.

    • Data Elements in CWCS Not Collected in Roster:

      • DPI Educator File Number/Entity ID or Educator License Number

        • This has been moved to the WISEstaff application.

      • College Credits Earned

      • Completion Status

      • Grade Earned; Final Grade/Mark earned will be required for 9-12 grade levels as of 2018-19 SY.

      • Graduation Equivalent Credit Indicator

      • High School Credits Earned

      • Alternative Education Programs

      • Academic Service-Learning

    • New Data Collected in Roster Not Previously Collected in CWCS:

      • Grading Periods (This is required by Ed-Fi to collect terms.)

      • Class Periods

      • Locations

      • Staff WISEid

    • Data Elements That Differ from CWCS:

      • Course Codes

      • Staff Role (Classroom Position Descriptors)

  6. Required Roster Components: Roster data submitted to WISEdata will use ten endpoints that house many more individual data elements associated with the endpoints. The ten endpoints include:

    1. Courses (populated by DPI, as DPI will provide the entire list and associated details for all course codes)

    2. Grading Periods

    3. Sessions

    4. Course Offerings

    5. Class Periods

    6. Locations

    7. Sections

    8. Student Section Associations

    9. Staff Section Associations

    10. Staffs (another DPI-populated endpoint using WISEid information)

    • For more detailed information about required Roster endpoints and associated data elements, please see the Roster Help page. There is a diagram and an informational table. Endpoints appear as the subject written first in each portion of the informational table, while the bulleted items are the associated data elements.

  7. WISEdata Portal Display: WISEdata Portal will provide export files of the data received by DPI. The first is Student Section Associations, an export of students in course sections. The second is Staff Section Associations, an export file provides staff information associated with a section. Starting for 2018-19 there will be additional Roster exports for reviewing school-level data for classes and final grades/marks. DPI recommends that you open these files in Microsoft Excel and review using data filters and Pivot tables to check that course counts, class sizes, and categories are as expected. Starting in 2018-19 you will also be able to see Roster data in the Student Details screen and Roster school-level data on the Roster School Details page. In addition, there will be several Roster L2 validation messages.

  8. Local Person ID: Only staff members who have a Local Person ID will be loaded into WISEdata, as the Local Person ID is what associates a staff member to an LEA. There are a few exceptions to this rule, such as when a school cannot create Local Person ID.

  9. Student Taking Courses in Multiple Schools: Students sometimes take multiple courses in multiple schools, such as students enrolled in a middle school taking most classes at the middle school but also taking a class at the high school. The student's primary school (the middle school) should submit Roster data for the courses the student is taking with them. Currently the high school will not be able to send Roster data because they cannot submit Student School Associations. At this time WISEdata is not able to handle this example, so we would not expect the high school class to be sent at this time. DPI is aware that course/section Roster data will not be submitted from the example high school in this use case for the "Cross-enrolled" student.

  10. Are homeschooled or private school students who are enrolled in up to two courses reported in Roster? No. These students will not have a WISEid currently assigned to your district and should not be included in the Roster data submission.

  11. Students Receiving Tutoring: Tutoring activities are not recorded and should not be included in the Roster data submission at this time.
  12. Students Receiving Only Speech and Language Services: 
    1. For 2016-17 and 2017-18 Roster data submission, students receiving only Speech and Language services cannot be reported because there is not yet an appropriate course code to match. SCED 3.0 did not provide a sufficient choice of courses for students receiving only special education services and some severely disabled students. 
    2. Starting in the 2018-19 school year, at least one course is now available with SCED 5.0 which may be appropriate for such students. We encourage review of these new courses such that these student groups may now be reported to the WISEdata Roster collection. It is still important to review the course description to make sure it's an appropriate match for the content of your course.
      1. 22252 Communication Instruction 
  13. Students Receiving Only Therapy/Social Interaction:
    1. Students with significant disabilities who receive only therapy and/or social interaction but where no course work can be associated to a particular course code should not be reported to in 2016-17 or 2017-18 Roster data submission because SCED 3.0 did not provide a sufficient choice of courses for students receiving only special education services and some severely disabled students. 
    2. Starting in the 2018-19 school year, several courses are now available with SCED 5.0 which may be appropriate for such students. We encourage review of these new courses such that these student groups may now be reported to the WISEdata Roster collection.  It is still important to review the course description to make sure it's an appropriate match for the content of your course.
      1. 22251 Community Living 
      2. 22252 Communication Instruction (Potential option for general PK Speech and Language)
      3. 22253 Social Development Instruction (Potential option for social interaction training of students with severe disabilities)
      4. 22254 Developmental Support (Potential option for occupational and physical therapy for severely disabled students)
  14. Who is responsible for reporting students who transfer from one district to another? All primary enrollment holders of a student should report Roster information to WISEdata. Report Roster data for all periods of time when a student is/was enrolled in your school/district.
  15. Students in Jails & Juvenile Detention Centers: County jails and juvenile detention centers have schools within them that are operated by the local school district.  School districts should treat these schools as any other district-operated school (and report Roster, Attendance, etc...).  For school districts that have students who are attending jail or detention schools outside of their district borders,  the LEA housing the school will do all the reporting.    The former resident school district should exit that student while the student is  residing at the jail or detention center.
  16. High School Students Taking College Courses: Students must be associated with a section, course, and a local (district) teacher. Though it's up to your district which classroom position descriptor to choose for the teacher's role, DPI recommends using Instructor of Record. In this scenario a monitoring educator from your district may be assigned as the Instructor of Record. The actual teacher in the technical college is NOT submitted to Roster.
  17. Long-Term and Short-Term Substitutes: It is the district's decision whom to report through Roster. You may choose to only report the single teacher, the long-term substitute, or both as multiple teachers. DPI asks the districts to discuss these types of reporting issues and set guidelines to report consistently. Roster will allow multiple teachers to be associated with a single section ID if your district chooses. Or, you may report only the primary teacher responsible. School/districts should submit the teacher information in the manner that your district deems to be most appropriate. DPI is neither mandating whether substitutes should be included nor how a substitute should be reported, if included.
  18. Elementary Coursework: For any course reported in elementary grades, the school identifies a teacher of record. The school and district decisions in this regard will guide how coursework is reported for students in elementary grades. For example, a student may have a single teacher in charge of English language arts, mathematics, science, and reading, but a specialist may provide instruction in art, music, physical education, or a world language. In another scenario, a licensed teacher of physical education may provide two of the three required sessions per week with the classroom teacher providing the third session. In this case the physical education teacher would be responsible for ensuring that the curriculum is taught through appropriate instructional strategies and also for providing guidance to the elementary classroom teacher. Therefore, the physical education teacher would be listed as the teacher of this subject area.
  19. Hiring and Working Agency: There are instances where the staff member has a different hiring versus working agency and can only be present in the SIS system and not in the HR system for the working agencies. We generally suggest you create a Local Person ID, so the staff Section Association can be submitted for these staff members. However,  in the case it is not possible to create a Local Person ID this school year for the staff member at the working agency, we understand the Staff Section Association will not be submitted in this case.
    • Same Hiring and Working Agency: Because the hiring agency is the same as the working agency, a Local Person ID is created for every staff member. A Staff Section Association can then be submitted.
  20. Why must districts report Roster data? Districts are required to submit all schools, all students, and all courses with at least one teacher per course. Under s. 121.006(1) and s. 121.006(2), Wis. Stats. the state superintendent has the authority to withhold state aid from any school district which fails to file all reports under state law. Advanced Placement coursework is required under the School Performance Report laws, s. 115.38(1)(b), in addition laws. 121.006 and s. 115.38, Wis. Stats. reporting falls under the general powers of the superintendent, s. 115.30(1), Wis. Stats. 
  21. What is the difference between an alternative school setting and an Alternative Education Program?  Students enrolled within your district that are enrolled in courses at an Alternative School setting are reported through the Roster Submitting School (the school to which the student is assigned in the WISEdata). This is an alternative setting where students receive general curriculum taught by a general education teacher. For more information on valid alternative education programs available, please refer to Alternative Education Programs.

    • What teacher should be associated with Alternative Education Programs, for example, jail or detention centers? If your district has specific staff assigned, to the jail site, for example, then that teacher should be reported.

  22. What is the minimum course schedule required for elementary students?  The intent is to capture district and school decisions. Certain courses are required to be provided to all students in s. 121.02.(1)(L), Wis. Stats., and those courses need to be identified and reported. For grades K4-6, those courses are reading, English language arts, social studies, mathematics, science, health, physical education, art, and music. Any additional courses to record are those that are reported to students and their parents, such as world languages or career and technical education. Please refer to Elementary School Submission Guidelines. To meet our requirements of the America's Competes Act, we must track every course taken by every student at all grade levels (K4 through 12).

  23. What is the minimum course schedule required for grade levels 7-12?  The intent is to capture district and school decisions. Certain courses are required to be provided to all students in s. 121.02. (1)(L), Wis. Stats., and those courses need to be identified and reported.

  24. Who should be reporting the distance learning courses, the host or the receiving site?  The submitting school (the school to which the student is assigned in the WISEdata) is responsible for submitting the distance education course records through Roster. If your student is at the "host site", you will have access to the teacher's DPI Educator File Number(s). If your student is at the receiving site, you will submit the host site teacher's DPI Educator File Number, Last Name(s), and/or Former Last Name(s). In the case when you are the receiving site and the course is provided by a third party not within the resident district, please contact the SIS vendor for more information. Per State of Wisconsin teacher licensure guidelines, all ITV and/or virtual/online vendors are required to be licensed through DPI.

  25. What courses would qualify as taught at the content level (rigor) of “basic or remedial”?  It is DPI's intent to capture the district's decision based on the course content and level of rigor at which the content was taught if it is reported as basic or remedial, general, advanced or enriched, or honors.

  26. Homebound Students: Report homebound students. The subset of students receiving education in their homes who are enrolled through a school district and assigned a WISEid should be included in the Roster data collection. 

  27. Migrant Students: If course information is reported at the local level for the student for the time period reported, then this data should be reported in Roster reporting. It is DPI's intent to collect what a school district deems as appropriate for migrant students.

  28. How do you report teachers for non-district off-site locations, for example, a community partner which hosts a K4 program?  For programs such as off-site four-year-old kindergarten, the district has to ensure a licensed teacher and oversee the program so that it meets state and district requirements. Thus, a licensed educator must be identified.

  29. Does Roster need to include inactive staff? Inactive in this case refers to a staff member who is currently inactive, but who was active at some point during the reporting year. Yes, Roster should include any staff (e.g., teacher) involved with a course within a section for the reporting school year even if the person is now considered inactive.
  30. How do I report Team teachers? If you have a pair of teachers, you can use the Co-teacher Classroom Position Descriptor. However, if the team has more than two members, especially if one person is ultimately responsible for the class, use the Lead Team Teacher Classroom Position Descriptor for the primary teacher and Secondary Instructor for any other team members. 
  31. GEAR UP Schools: For 2018-19 Final Grade/mark earned is only required for grade levels 9-12. However, for GEAR UP schools, if you are able to and wish to send in Final Grades/marks for students in grade levels 6-8 as well, we will accept the data. If GEAR UP schools are not able to send Final Grade/mark data for middle school students, DPI staff will contact you to collect it manually as in the past.
  32. How are interdisciplinary courses reported in Roster? DPI’s recommendation is districts should submit based on the primary discipline. If that isn't possible, there are miscellaneous codes under subject area 12 that are not subject specific for elementary and middle schools. For high schools, there are miscellaneous/other codes at the end of each subject area. You would also want to populate the Local Course Title with a description that identifies it as an interdisciplinary course. *For more information on courses and the full course listing, see the Courses page. 

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