WISEid: User Guide - Home Menu

WISEid "Quick Start Guide"

Beginning of Year Best Practices Overview

Best Practices

The Department of Public Instruction recommends doing a manual upload of Active Student WISEid files before the count date (TFS data element page, Oct 1 Child Count data element page). WISEid File layouts and templates are available for ease of uploading. This allows schools to correct changes and report accurate data in plenty of time before the December snapshot. Uploading a full Active Student WISEid file accomplishes the following:

• Obtains WISEids for new students,
• Updates existing students’ WISEid records with corrections made in your SIS,
• Updates your SIS with corrected WISEid numbers when DPI finds and corrects duplicate ID numbers, and 
• Eliminates WISEdata Portal validation messages about differences in the data between WISEdata and WISEid.

Include the following:

• Student Name: WISE reporting requires a full name to include middle names, suffixes, and correct spelling and punctuation. This is often the student’s legal name, which is the name that appears on a birth certificate or a national legal identification document. However, based on your local school policy, you may also report the preferred name students who are transgender.
  • If the person is or was commonly known by another name, include that name in the Other Name field. This is especially important if the person is coming from a public school district or other charter school because both Legal and Other Names are used in the matching process. Use of both increases the chances of finding matches or near matches. 
  • Middle name can be an initial.
• Race/Ethnicity: A two-part question. It is required to answer both parts of the question. Both responses to the two-part question are submitted to WISEid and WISEdata. 
• Date of Birth
• Gender
• Local Person ID
• Multiple Birth Status
• Parent/Guardian Name 
• Parent Guardian Relationship

Overview

1. Gather student information required to request WISEid numbers:
2. Enter the above data into your SIS
3. Export a list of students. Typically, a report or utility within your local student information system (SIS) allows you to create a WISEid Person upload file for the students enrolled at your school. Please contact your SIS vendor for questions on how to use the WISEid functions within your vendor tool. 
4. Log in to WISEid via WISEhome. 
5. Upload the export file created above. 
6. Monitor the Results screen until the files show a Complete status.
7. Review and complete Match reviews.
8. Review and cancel erroneous Change Requests.
9. Download a WISEid by Student Local Person ID file to import WISEids back into your local SIS.

10. Review records that have upload errors and make corrections within your SIS. 

    Go back to step one to resend records with errors and to request WISEids for students who have enrolled since your last upload.

Access and Security

Before beginning, you must have a personal WAMS ID or an approved district email account via WISEhome. For more detailed information and instructions, refer to the refer to the WAMS: Detailed Information webpage.

Once you have created a WAMS account, you must be assigned a WISEid user role in WISEsecure by your District Security Administrator (DSA) or WISEid Application Administrator. You can request application access through WISEhome. For complete instructions, refer to the WISEhome and WISEsecure Information page.

Manage Person Data; Search/Edit

Search for a WISEid

First and last names are required fields. There are other fields to use to narrow down the search results as well. Please remember to use maiden names and other names as appropriate. Complete search instructions and helpful hints can be found in the WISEid User Guide: Manage Person Data Menu.

Create a WISEid

It is important to use a match if one exists, so a duplicate WISEid does not get created.

A new WISEid can be created manually by clicking the red Create new record icon towards the bottom of the page.

Edit a WISEid

After searching for a WISEid, click on the WISEid for the person you want to edit. You can then make edits from the Edit Person page for that person.

Report Duplicates

Enter the two WISEids.

Press the Create Request button.

File Tasks

Upload

If needed, a sample person file upload template is available.

Press Choose File, locate the file, and press Open.

Then press Upload.

Results

Locate the completed file and click the numbered blue button to review errors on the Error Review screen. The number on the button indicates the number of file errors to address.

Correct any errors until the error count is zero.

From the Error Review page, click Results under the File Tasks Menu.

Click Download. A pop-up window opens. Press Save to save the file.

Click Open to view the results that will now include WISEids for each person.

Review Matches

Click the Remove button to delete a potential match that is not correct.

Click the Review button to review and to work a potential match.

Reports

If you have attached a Local Person ID to a WISEid person, the person list including the WISEid will show up in the Student Download by Local Person ID as a CSV file. If you attached multiple Local Person IDs to the same person, they will show up multiple times – one row per Local Person ID. The CSV file may take a few seconds to download, so please be patient. It will show up in your internet browser file downloads folder when complete.

Training and Support

Self-help training material may be found on the following pages:

WISEdata Help

WISEid: Info. Help and User Guide webpage

WISE Training 

Submit questions, comments, and suggestions about the WISEid application or process by opening a Help Ticket.