ISES Upload/Create Checklists

Schools and districts can load student records into ISES by (1) uploading a file, (2) requesting that ISES create a student record list based on existing WSLS and previous year ISES records, or (3) entering records on-line. There are two types of Individual Student Enrollment System (ISES) records: Year End (YE) and Count Date (CD or CDN) records. A minimum amount of data is required for successful Student Load. Much of the additional data marked as "nullable" or "optional" in the Interface specifications (B.2) will be required prior to locking data. These additional data can be submitted by file upload, on-line data entry, or some combination of the two.

Cautions:

  • The Student Load process may be successful but incomplete. If incomplete, additional data will be required prior to locking school or district data. To minimize the amount of on-line data entry required, it is recommended that districts uploading files provide all readily available data in these files.
  • If records have already been submitted or created for the current ISES collection that match the school and record type included in a subsequent upload file or in the student record list being created, then all previously submitted/created records for the collection type / school / record type combination will be deleted from ISES. ISES includes a warning when this situation occurs, and users may choose to cancel the upload/create process or continue.

Before Your District/School Begins

  1. Are ISES preferences set up for your district ('0000-All Schools') and for each school in your district including newly opened schools? If not, users with a district All Functions role must go to the ISES Web Application to set preferences. Note that a user with single school authorization may not complete this step. (Main Menu - District/School ISES Preferences)[More*]
  2. Users must have an All Functions or Full Entry role to complete the ISES Upload / Create task or to Download Baseline Data. To change authorizations, see the

    File Upload Checklist

    1. Generate student file from your student information system. Include only students enrolled on the Third Friday of September of the current school year and students enrolled at any time during the previous school year.1 [See Interface Specifications.]
    2. Upload file in ISES. (Main Menu - File Upload/Create Student Record List) [More*]
    3. If records exist in the current ISES collection for any collection type / school / record type combinations included in the upload file, you will receive a warning. Proceeding with the upload will DELETE all records for the submitted collection type / school / record type combinations.
    4. If you wish to cancel the upload process, click the 'Cancel Upload' icon. Do not click the 'Exit' icon. Review the Student Record List to determine the student records existing in the ISES. When you are ready to proceed again, return to step 1.
    5. Check file upload status (optional). (Main Menu - Process Status) [More*]
    6. Review file results. (Main Menu - Results) [More*]
    7. If the 'ISES Load Result Report' file status is SUCCESS skip to step 9.
    8. If the 'ISES Load Result Report' file status is a FAILURE, review/resolve the student file upload errors locally and return to step 1. The errors in the 'ISES Load Result Report' are available for download in the 'ISES Load Failure File'.
    9. If the file status is SUCCESS, then a validation process will automatically begin. Review/resolve the validation errors. Refer to the Validation Checklist for more information.
    10. If you wish to add additional data on line, refer to the Individual Student Record - Editing Checklist for more information.
    11. If you wish to add or correct student data by modifying your file locally and uploading the new file, then begin by downloading the 'Baseline Data' file from ISES (Main Menu - File Download Request) [More*]. The layout of the 'Baseline Data' file is the same as the layout required for file upload. The 'Baseline Data' file includes codes that were generated or modified by ISES as part of the validation process as well as any data subsequently edited on-line.
    12. Modify the 'Baseline Data' file as appropriate, and repeat steps 2 through 11. Each upload will DELETE ALL EXISTING RECORDS for the collection / school / record type combinations included in the upload file.

    Create Student Record List Checklist

    1. Select data from the previous ISES collection year to copy into current ISES records. If grade is selected, you must indicate whether grade should be incremented. (optional).
    2. Request the creation of ISES records from the existing WSLS records for your district. Note that these records will be incomplete. You must enter the additional data online or modify the records locally and upload a new file containing the remaining data.
    3. If records exist in the current ISES collection for the requested collection type / school / record type combination(s), you will receive a warning. Proceeding with the create will DELETE all records for the requested collection type / school / record type combination(s).
    4. If you wish to cancel the create process, click the 'Cancel Create' icon. Do not click the 'Exit' icon. Review the Student Record List to determine the student records existing in the ISES. When you are ready to proceed again, return to step 1.
    5. Monitor the Results for completion of the request (Main Menu - Results). [More*]
    6. When complete, a validation process will automatically begin. Review/resolve the validation errors. Refer to the Validation Checklist for more information.
    7. If you wish to add additional data on line, refer to the Individual Student Record - Editing Checklist for more information.
    8. If you wish to add or correct student data by modifying a file locally and uploading the new file, then begin by downloading the 'Baseline Data' file from ISES (Main Menu - File Download Request) [More*]. The layout of the 'Baseline Data' file is the same as the layout required for file upload such that you may modify the file locally and upload it to the ISES. The 'Baseline Data' file includes codes that were generated or modified by ISES as part of the validation process as well as any data subsequently edited on-line. Refer to the Modify the Baseline Data File.
    9. You may repeat step 7 and 8. Each upload will DELETE ALL EXISTING RECORDS for the collection / school / record type combinations included in the upload file.

    Modify the Baseline Data File

    (After student records exist in the ISES, you can download a baseline data file, modify it using spreadsheet software, and upload the new file to ISES.)

    1. Set your Data Submit Method to 'CSV' for the 'All Schools' record and apply this change to all individual school preferences (Main Menu - District/School ISES Preferences) [More*].
    2. Request the 'Baseline Data' file. (Main Menu - File Download Request) [More*]
    3. Download the file. (Main Menu - Results) [More*]
    4. Add and modify data, as needed. Note that if you use certain spreadsheet tools, you must Interface Specifications.]
    5. Upload the file into the ISES. Begin at step 2 of the File Upload Checklist.
    6. Reset your Data Submit Method to match previously set preferences as necessary. (Main Menu - District/School ISES Preferences) [More*]

    * All links to "More" go to chapters in the WSLS User Manual. Click on the links to download these chapters in MS Word format.

    1One student enrollment record is expected for each school that student attended during the school term; students who move between schools will have multiple enrollment records for the same school term.

    Go to ISES checklists:
    Upload/Create, Validate/Edit, Preview/Lock/Submit, Submit questions, comments and suggestions about the WSLS or ISES to the 24x7 DPI Online Helpdesk Application or call 800-507-5744