WISEdata Annual Tasks Checklist

• Make sure you have entered your schools, their start and end dates (First Day of School/Last Day of School), as well as school grade level information in the School Directory application.
  • Ensure you have the correct set of schools in School Directory and that the correct grades offered are listed. If you no longer offer a grade in a particular school, it should be removed.
  • The Grade Level Placement data element page can provide more details. 
• Security Administrators should review who has access to DPI applications in WISEsecure.
  • Revoke access for staff who are no longer working with your school.
  • Add access for new staff.
    • Both of the above tasks can be done quickly with the upcoming WISEsecure Mass Update tool (not yet available).
• Check your SIS software versions and update to the latest release.
• If you have changed SIS products or added a special education-only system to report to the Department of Public Instruction (DPI) for the upcoming school year, please start a support ticket to let us know. We will do some additional review to make sure everything is set up correctly to report current and prior years.
• Assemble a data team with an identified lead for each data collection area. The team should learn about and review how to collect and enter the data into your SIS and submit to WISEdata. For public schools, for example, the Roster data team should solicit input and assistance from course work and CTE experts in addition to current WISEdata users.

Note: Data elements marked with an asterisk (*) symbol do not apply to private Choice schools.

• During your registration process, collect the basic student demographic information that is needed for WISEdata at the beginning of the year:
  • Gender
  • Race/Ethnicity
  • Grade Level
  • Economic Disadvantage Status
    • Economic Disadvantaged Status is determined on household income information. Economic Disadvantaged Status must be reported for students regardless of whether or not the school participates in the National School Lunch Program.
  • Food Service Eligibility
  • Disability Status
  • English Language Proficiency
    • Students with English language proficiency classifications (ELP code) of 1-5 are considered Limited English Proficient (LEP). Students with limited English proficiency are also known as English Learners (EL) or English Language Learners (ELL). For former ELs the value reported is expected to be 6, and for students who were never ELs, an ELP code of 7 should be used.
  • Homeless Status*
  • Parent in Military*
    • Parent in Military is a self-reported data element from a student's parents. If the student meets one or more of the qualifications by answering Yes to at least one of the following questions, the student should be submitted as true for Parent in Military.
  • Digital Equity data, including:
    • Barrier to Internet Access
    • Internet Access in Residence
    • Internet Access Type in Residence
    • Internet Performance in Residence
    • Primary Learning Device Access
    • Primary Learning Device Away from School
    • Primary Learning Device Provider
      • NOTE: Digital Equity data collection is strongly recommended but not required for either Choice or Public schools.

• DPI recommends you upload a full Active Student WISEid file to the WISEid application once a week. This accomplishes the following:
  • Obtaining WISEids for new students
  • Updating existing students’ WISEid records with corrections made in your SIS
  • Updating your SIS with corrected WISEid numbers when DPI finds and corrects duplicate ID numbers
  • Eliminating WISEdata Portal validation messages about differences in the data between WISEdata and WISEid

• The first time you log in to WISEdata Portal you will be asked to confirm your contact information and acknowledge your responsibility for data collections and data quality by signing off on the Acknowledgment screens.
• Staff new to WISEdata state reporting are invited to complete e-learning modules.
• Familiarize yourself with new data elements and how to submit them.
• Learn about new features by reviewing release notes for WISEdata and WISEid.
• Use WISEdash for Districts (does not apply to private Choice Schools) for:
  • Improvement Planning (all dashboards)
  • Early Warning (DEWS, CCREWS, Absenteeism, FAFSA)
  • Data Quality Reviews (snapshot dashboards). Pay special attention to Graduation Rate, Dropouts, Absenteeism, and Cohorts.
• Review error and warning validations, especially persistent ones from the prior school year. Resolve and acknowledge as appropriate. Learn more about validations in this tutorial.
• Attend CESA and SIS vendor trainings and conferences.
  • Bookmark and use the WISEdata Events Calendar to find upcoming events, trainings, conferences, snapshot dates, webinars, and deadlines.
• Register for and attend User Group calls.
  • WISEdata Webinar: Tuesdays at 1:30 p.m.

Note: Data elements and steps marked with an asterisk (*) symbol do not apply to private Choice schools.

Year End (YE) data includes all the previous school year’s end of year data:

• Enrollment Type
• Attendance
• Dropouts
• Graduation
• Exits
  • Exit Dates
    • Exit Date is the last day a student received services in your district. For end of year, this will be the last day of school.
  • Exit Types
    • Majority of students will have Exit Type TC: Transfer to another WI school covered by WISEdata or continuing in the same school. Known to be continuing.
  • Academic Credentials
    • Majority of high school graduates will receive a Regular Diploma. HSED and Other Diploma are also appropriate for certain situations.
• Discipline*
• Special Education*
  • End sSEPA records
    • While IEP dates can cross school years, sSEPA records must end within the school year - usually the last day of the student’s enrollment.
• Demographics
  • Gender
  • Race/Ethnicity
  • Grade Level
  • Economic Disadvantage Status
    • Economic Disadvantaged Status is determined on household income information. Economic Disadvantaged Status must be reported for students regardless of whether or not the school participates in the National School Lunch Program.
  • Food Service Eligibility
  • Disability Status
  • English Language Proficiency
    • Language Instruction Service
    • Students with English language proficiency classifications (ELP code) of 1-5 are considered Limited English Proficient (LEP). Students with limited English proficiency are also known as English Learners (EL) or English Language Learners (ELL). For former ELs the value reported is expected to be 6, and for students who were never ELs, an ELP code of 7 should be used.
  • Homeless Status*
  • Parent in Military*
    • Parent in Military is a self-reported data element from a student's parents. If the student meets one or more of the qualifications by answering Yes to at least one of the following questions, the student should be submitted as true for Parent in Military.
  • CEIS (Coordinated Early Intervening Services)*
  • Section 504*
  • Immigrant (Title III)
• Roster*
  • Career Education
    • College and Career Readiness (CCR) - public schools - grades 9-12
      • Dual Enrollment
      • Advanced Placement
      • Certified Career Education Programs
      • Non-Certified Career Education Programs
      • Certificated Program Status Type
      • Performance Type/Grades
    • Career and Technical Education (CTE) - Carl Perkins districts - grades 11-12
      • CTE Concentrator
      • CTE Participant
      • Non-Certified Career Education Program
      • Performance Base Conversion Type
      • Single Parent Status
    • For more information on how CTE and CCR are related, refer to this document.

Note: Data elements and steps marked with an asterisk (*) symbol do not apply to private Choice schools.

Enrollment is a headcount of students receiving primary educational services from a school district as of the 3rd Friday in September. This collection includes:

• Enrollment Date
• Count Inclusion
• Demographics
  • Gender
  • Race/Ethnicity
  • Grade Level
  • Economic Disadvantage Status
    • Economic Disadvantaged Status is determined on household income information. Economic Disadvantaged Status must be reported for students regardless of whether or not the school participates in the National School Lunch Program.
  • Food Service Eligibility
  • Disability Status
  • English Language Proficiency
    • Language Instruction Service
    • Students with English language proficiency classifications (ELP code) of 1-5 are considered Limited English Proficient (LEP). Students with limited English proficiency are also known as English Learners (EL) or English Language Learners (ELL). For former ELs the value reported is expected to be 6, and for students who were never ELs, an ELP code of 7 should be used.
  • Homeless Status*
  • Parent in Military*
    • Parent in Military is a self-reported data element from a student's parents. If the student meets one or more of the qualifications by answering Yes to at least one of the following questions, the student should be submitted as true for Parent in Military.
  • Immigrant (Title III)

Note: Private Choice schools do not participate in this collection.

• Count Inclusion
• Special Education
  • Begin sSEPA records
    • While IEP dates can cross school years, special education records must start within the current school year.
• Educational Environment Codes
• PPP (Parent Placed Private) Enrollment Type
  • PPP is a student attending a private or choice school that receives Special Education services at a public school.

• Demographics
  • Gender
  • Race/Ethnicity
  • Grade Level
  • Economic Disadvantage Status
    • Economic Disadvantaged Status is determined on household income information. Economic Disadvantaged Status must be reported for students regardless of whether or not the school participates in the National School Lunch Program.
  • Food Service Eligibility
  • Disability Status
  • English Language Proficiency
    • Language Instruction Services
    • Students with English language proficiency classifications (ELP code) of 1-5 are considered Limited English Proficient (LEP). Students with limited English proficiency are also known as English Learners (EL) or English Language Learners (ELL). For former ELs the value reported is expected to be 6, and for students who were never ELs, an ELP code of 7 should be used.
  • Homeless Status*
  • Parent in Military*
    • Parent in Military is a self-reported data element from a student's parents. If the student meets one or more of the qualifications by answering Yes to at least one of the following questions, the student should be submitted as true for Parent in Military.
  • Immigrant (Title III)