WISEid Student Person Export/ Import (SRN)

Transcription

1 WISEid Student Person Export/ Import (SRN)

2 WISEid Student Person Export (SRN) What is WISEid Export? The purpose of this data collection is to link students to their state assigned WISEid. The WISEid is a ten-digit number that will be assigned to the student by the state as a means of identification. Districts will use an export to create a list of students/staff who do not have a WISEid. The WISEid will replace SSN for staff and the WSN for students. Existing student WSNs will become the WISEid and will be used in DPI collections. Students who have never had a WSN will be assigned a WISEid. An Export process will create a file that can be uploaded in the WISEid tab in the Secure Home portal at DPI. Once the file has processed results can be viewed, including data errors. ( et= Who should submit WISEid Export? At this time, all Choice Schools are required to submit records to the state for WISEid assignment. All public schools will be required to migrate to the WISEid in the Fall of When should this data be submitted? This report is collected whenever new staff or students are entered into Skyward and do not have a WISEid. Report Due: Ongoing Document Contents: Data Elements Processing Instructions FAQ Revised: 7/27/2017 Page 1 of 17 Version:

3 Data Elements Extraction Rules One parent/guardian must be entered in Family 1. Parent Type must be in place and this code must be cross walked to the ISES Guardian Indicator and Ed-Fi Relation Type. (Relationship code) Section 1 * Represents a cross walked field! Represents data that may cause an error or rejection WISE System Field Name WISEid Skyward Field Name and Menu Path WISEid WS\ST\TB\NC\NC Required/ Additional Info Data Entry Tools WISEid is a unique, 10 digits, permanent identifier. Local Person ID Required only if file upload is used to update a state record. WISEid will be required to be included in the upload file when it is to be used for gathering and for sending updates to the record such as correcting a birth date, etc. UID1 WS\ST\TB\GE\TB\PR\PR Unique field to be used by District to cross reference and join the local system s person ID to the state system s WISEid. Required Automatically created by the Skyward program when a student is entered into the system. Last Name Student Last Name WS\ST\TB\GE\TB\PR\PR Required (First and Last Name) Person s legal name Restricted to A-Z, Hyphen, Apostrophe, Period and Spaces. Revised: 7/27/2017 Page 2 of 17 Version:

4 ! Diacritical marks are NOT accepted at this time and will be rejected. First Name Middle Name Suffix Birthdate Gender ID Student First Name WS\ST\TB\GE\TB\PR\PR Student Middle Name WS\ST\TB\GE\TB\PR\PR Name Suffix WS\ST\TB\GE\TB\PR\PR Student s legal name suffix Restricted to I, II, III, IV, Jr, SJ 15 characters Date of Birth WS\ST\TB\GE\TB\PR\PR Date: mm/dd/yyyy Student s date of birth Should include leading zeros in the date. Gender WS\ST\TB\GE\TB\PR\PR Person s gender M (male) or F (Female) only 1 character Required Required Required - Revised: 7/27/2017 Page 3 of 17 Version:

5 *Race Key Other Name Last Name Other Name First Name Federal Race WS\ST\TB\GE\TB\PR\PR Race/Ethnicity Code or Race Key: A code corresponding to the racial ethnic group or groups with which the person identifies. The code is from DPI code table and is corresponding to the answers to both parts of the two-part race/ethnicity question. A four digit leading zero padded numeric code to determine Race/Ethnicity from a set of 63 codes. * Districts will need to use the WI DPO Race/Ethnicity Crosswalk to determine the correct race key.! Race Key where none of the choices are selected or where the Hispanic/Non-Hispanic question is answered but no other selection is made are NOT Valid choices. 4 characters Former and /or other names a person may have or had. Restricted to A-Z, Hyphen, Apostrophe, Period and Spaces.! Diacritical marks are NOT accepted at this time and will be rejected. Former and /or other names a person may have or had. Required Revised: 7/27/2017 Page 4 of 17 Version:

6 Restricted to A-Z, Hyphen, Apostrophe, Period and Spaces.! Diacritical marks are NOT accepted at this time and will be rejected. Other Name Middle Name Other Name Suffix Born Outside of US Birth City Birth State Birth County Birth Country 50 Characters 15 characters Former and/or other suffix a person may have or had. Restricted to I, II, III, IV, Jr, SJ Immigrant Record WS\ST\TB\SP\IM Was this person born outside of the United States or Puerto Rico? Valid Values: Y = Yes; N = No 30 characters 02 characters 35 characters 60 characters Required if Local Person ID Key Type = Student but recommended if Born Outside of US = N and Person ID Key Type = Student but recommended if Born Outside of US = N and Person ID Key Type = Student but recommended if Born Outside of US = N and Person ID Key Type = Student but recommended if Born Outside of US = Y and Revised: 7/27/2017 Page 5 of 17 Version:

7 Entity ID Local Person ID Key Type Parent 1 Type Parent 1 Last Name Parent 1 First Name DPI Educator File Number WS\SF\SF State Assigned number used to identify a teacher s licensing folder. Numeric/ usually 5 or 6 Name Type Valid values are Student or Staff. These values will pull automatically based on whether the person was entered into an entity as a student or a staff. 10 Relationship Valid Options include: F = Father, M = Mother, G = Guardian, O = Other This data pulls from the ISES crosswalk. 1 Guardian Last Name Parent/Guardian # 1 Legal Last Name Pulls from Family #1 Restricted to A-Z, Hyphen, Apostrophe, Period and Spaces.! Diacritical marks are NOT accepted at this time and will be rejected. Guardian First Name Person ID Key Type = Student for Staff. Not required for Students. Required Required if the Person Key Type = Student. Required if the Person Key Type = Student. Required if the Person Key Revised: 7/27/2017 Page 6 of 17 Version:

8 Parent 1 Middle Name Parent 1 Name Suffix Parent 2 Type Parent 2 Last Name Parent 2 First Name Parent/Guardian # 1 Legal First Name Pulls from Family #1 Guardian Middle Name Parent/Guardian # 1 Legal Middle Name Pulls from Family #1 Name Suffix Parent/Guardian # 1 Name Suffix Pulls from Family #1 Valid values = I, II, III, IV, Sr, Jr, SJ 15 characters Relationship Valid Options include: F = Father, M = Mother, G = Guardian, O = Other. This data pulls from the ISES crosswalk. 1 character Guardian First Name Parent/Guardian # 2 Legal First Name Pulls from Family #1 Guardian First Name Type = Student. Required if the Person Key Type = Student. Required if the Person Key Revised: 7/27/2017 Page 7 of 17 Version:

9 Parent 2 Middle Name Parent 2 Name Suffix Parent/Guardian # 2 Legal First Name Pulls from Family #1 Guardian Middle Name Parent/Guardian # 2 Legal Middle Name Pulls from Family #1 Name Suffix Parent/Guardian # 2 Name Suffix Pulls from Family #1 Valid values = I, II, III, IV, Sr, Jr, SJ 15 characters Type = Student. Revised: 7/27/2017 Page 8 of 17 Version:

10 Processing Instructions Export WISE ID WS\SR\WI\EF\ID Create Template 1. Click Export WISE ID-EX. 2. Add a template and enter a Template Description. Revised: 7/27/2017 Page 9 of 17 Version:

11 3. Enter current School Year. 4. Choose Record Type. The export can be used for Students or Staff. 5. Select Status: Active. (Inactive or Both are also options.) 6. If checked, Print Details will result in a report of students/staff being included in the file. 7. A new Update option has been added to the template that allows demographic updates for students who already have a WISEid in Skyward. Revised: 7/27/2017 Page 10 of 17 Version:

12 Check the Update box and continue with set up if the goal is to update existing records in the WISEid portal. When the update option is selected, no new WISEids will be imported into the system. 8. Entity Selection If running from the District level (000), specific entities can be selected by clicking on the Entities button. 9. Uncheck the All Schools check box and verify what is being included in the browse screen. Do not select schools which are not used for State Reporting purposes (Open Enrollment schools, etc.) 10. Save and Print. Revised: 7/27/2017 Page 11 of 17 Version:

13 WISE ID Export Report If the student details option is checked in the template the result will be a list of students/staff who will be included in the export. Find and open the report from the Print Queue icon in the upper-right corner of any main screen. The first page will be show the options selected in the template. Page 2 will show any errors that must be corrected. Once corrected, a new export will need to be created. Revised: 7/27/2017 Page 12 of 17 Version:

14 Remaining pages will display records created correctly. Report Headings WISE ID - Existing WSN entered on the WI NCLB tab will pull into the WISEid field on the Export Results report and in the file. This will be used to facilitate processing and the Match Review. Local ID - Skyward Internal ID (UID1) Last Name Legal last name First Name Legal first name Middle Name Legal middle name Suffix Suffix that is part of the legal name DOB Date of Birth Gnd Gender Race Federal Race Born Outside of US Will pull as Y-Yes if Birth Country is anything other than blank, U.S., or Puerto Rico. Birth City City of Birth, optional Birth State State of Birth, optional Birth County County of Birth, optional Educator File ID If exporting staff, this is the Educator File Number found in the Staff Profile. Person Type Student or Staff, which identifies the person s role in the District. Parent 1 Type Relationship code for parent/guardian 1. Parent 1 Last Name Legal last name of first parent/guardian listed in Family 1. Parent 1 First Name - Legal first name of first parent/guardian listed in Family 1. Parent 1 Mid Name - Legal last middle of first parent/guardian listed in Family 1. Parent 1 Suffix - Legal suffix of first parent/guardian listed in Family 1. Parent 2 Type Relationship code for parent/guardian 2. Revised: 7/27/2017 Page 13 of 17 Version:

15 Parent 2 Last Name Legal last name of second parent/guardian listed in Family 1. Parent 2 First Name - Legal first name of second parent/guardian listed in Family 1. Parent 2 Mid Name - Legal last middle of second parent/guardian listed in Family 1. Parent 2 Suffix - Legal suffix of second parent/guardian listed in Family. View Save Locally, Browse Screen Columns Date Created Date the Export was created Time Created Time of day Submission Record Type selected in Template Created By Person who created the Export Entity Entity in which the Export was created File Size (KB) Size of file created File Name Name of file Student_WISEid_5223_ _00002.csv Student - Record type WISEid File Name 5223 District (LEA) code Date the file was created File sequence number.csv File Type *Do not change Click on View to save File Locally. Revised: 7/27/2017 Page 14 of 17 Version:

16 FAQ Must two parents be entered in Family 1? No, only one parent/guardian is required. Upload File to WISEid portal by signing into Secure Home at The file will process and it may be necessary to complete the Match Review process. To review processing details at DPI use the WISEid User Guide available at Once all records have been processed, save the Local Person ID File (LID file) available under Reports/Validations. Save the file to your local machine for upload. Import LID File To populate the WISEid field in the WI NCLB tab in Student Profile, import the Local Person ID File (LID File) that you saved earlier. This will be a csv. file. 1. Click on Import Wise ID Revised: 7/27/2017 Page 15 of 17 Version:

17 2. Browse to locate saved LID file. 3. Upload file into File to Import area. Remove any old files is necessary. 4. Click Import on the right. Revised: 7/27/2017 Page 16 of 17 Version:

18 WISEid Import Report Report Headings: Local Person ID - Skyward Internal ID (UID1) Local Person ID Key Type Will be either Student or Staff, depending on the type of file exported. Local Person ID Description Description of how the LocalPersonId was created, if available. WISEid - 10-digit identifier assigned by the state. If a student had a WSN, this will become their WISEid. Last Name Legal last name First Name Legal first name Middle Name Legal middle name Suffix Suffix that is part of the legal name DOB Date of Birth Gender ID Gender Race Key Federal Race Other Name Last Name Former or other last names a person may have had. Other Name First Name Former or other first names a person may have had. Other Name Middle Name Former or other middle names a person may have had. Other Name Suffix Former or other suffix a person may have had. Birth City City of birth Birth State State of birth Birth County County of birth Birth Country Country of birth Entity ID Person s current Educator File number if they are licensed in Wisconsin. Parent 1 Type Relationship code for parent/guardian 1. Parent 1 Last Name Legal last name of first parent/guardian listed in Family 1. Parent 1 First Name - Legal first name of first parent/guardian listed in Family 1. Parent 1 Mid Name - Legal last middle of first parent/guardian listed in Family 1. Parent 1 Suffix - Legal suffix of first parent/guardian listed in Family 1. Parent 2 Type Relationship code for parent/guardian 2. Parent 2 Last Name Legal last name of second parent/guardian listed in Family 1. Parent 2 First Name - Legal first name of second parent/guardian listed in Family 1. Parent 2 Mid Name - Legal last middle of second parent/guardian listed in Family 1. Parent 2 Suffix - Legal suffix of second parent/guardian listed in Family. Revised: 7/27/2017 Page 17 of 17 Version: