Preparing Your School District for the Individual Student Enrollment System (ISES)

The ISES includes a wide range of demographic and outcome data needed to meet the ESEA report card and America Competes Act requirements at the state, district, and school levels. Districts will use Wisconsin student numbers (WSNs) instead of names to submit ISES data which will protect student privacy and facilitate consolidation of data collections over time. There may be changes to the detail over time as we work towards consolidation, but updates will be sent regularly.

Step K: Future ISES directions.

  • Expansion and changes in federal reporting mandates are anticipated.
  • Consideration of ways to protect privacy and promote integration of cross system data collections such as birth to 3, PK-12, and higher education data.
  • Consideration of a Statewide School Information System.

Step J: Begin planning for summer/fall 2012 ISES data Collection.

  1. No new data elements are proposed for the Discipline, Year End, 3rd Friday of September, and Child Count data submissions.
  2. The list of accepted Native Language codes is modified each year. The most recent list is found at http://www.dpi.wi.govhttp://ell.dpi.wi.gov/ell_lepdatacoll.
  3. Review new guidance (December 2011) for Reclassification of English Language Learners, http://www.dpi.wi.gov/esea/pdf/bul_0702.pdf.
  4. Determine what additional data is needed to comply with new reporting requirements for the

    Step I: Begin planning for summer/fall 2011 ISES data Collection.

    1. No new data elements or changes in code sets are proposed for the Discipline, Year End, 3rd Friday of September, and Child Count data submissions.
    2. Determine what additional data is needed to comply with new reporting requirement for Race and Ethnicity in Year End and Discipline data submissions.
    3. Determine district staff member responsible for District Certification of each ISES data submission.
    • Certification will be required for each of the Year End, 3rd Friday of September, and Child Count data submissions.
    • The individual certifying the data should be someone other than the individual responsible for submitting the data to the on-line application.
  5. Determine what additional data is needed to comply with new reporting requirements for the

    Step H: Summer/fall 2010 ISES data Collection

    1. Determine what additional data is needed to comply with new reporting requirement for Race and Ethnicity.
    2. Determine changes in code sets

    Step G: Summer/fall 2009 ISES data collection.

    1. Determine what additional data is needed for Year End records to comply with new reporting requirements.
    2. Determine changes in code sets.
    3. Determine changes related to new file format for October 1 Child Count file upload.

    Step F: Summer/fall 2008 ISES data collection.

    1. Determine what additional data is needed for Year End and Count Date records to comply with new reporting requirements.
      • ELL Served (Required for Count Date and Year End records with English language proficiency codes 1-5 only)
      • Immigrant (Title III) (Required only for Count Date records)
      • Count Date and Year End records must be submitted for Parentally Placed Private students, students enrolled in the Wisconsin Department of Corrections (DOC) and the Wisconsin Department of Health Services (DHS) districts.
    2. Determine changes in code sets or other data requirements.

    Step E: Summer/fall 2007 ISES data collection.

    1. Note new uses of ISES
      • Release unofficial Preliminary Membership Reports – tentative depending on results of fall 2006 pilot
        (Districts must continue to submit official membership counts in the PI-1563 for the forseeable future. See also WSLS, ISES, and Membership. )
      • Consolidate ISES and Child Count – tentative depending on results of fall 2006 pilot
        (PI-2197 Child Count would be eliminated.)
      • Collect 2006-07 student discipline data
        (DPI will eliminate the collection of discipline data in the SPR aggregate collection and the ESEA Consolidated End of Year Report. Data collected will be used for WI SPR, IDEA, ESEA Consolidated State Performance Report, Gun-Free Schools Act Report, and for ESEA Intradistrict Safe School Transfer purposes. )
    2. Determine what additional data are needed for Year End and Count Date records for the consolidation of Child Count and other reporting requirements.
    3. Determine what additional data are needed for Discipline records.

    Step D: Fall 2006 ISES data collection.

    1. Note new uses of ISES data.
      • Pilot unofficial Preliminary Membership Reports
        (PI-1563 will continue to be used for official membership counts. Even when these Preliminary Membership Reports become available statewide, hopefully in fall 2007, they will be unofficial draft reports for optional local use only. Although we are moving in the direction of consolidation, consolidation of ISES and membership reporting will not occur anytime soon. See also WSLS, ISES, and Membership. )
      • Pilot ISES - Child Count consolidation
        (PI-2197 will continue to be used for official Child Count. DPI tentatively plans to begin ISES - Child Count consolidation in 2007-08.)
      • Facilitate use of ISES data for ACCESS for ELLs (click on WIDA icon) Pre-ID purposes
      • Complete the collection of data required for the Annual Count of Limited English Proficient Students (s. 115.96(1), Wis. Stats. Required data will be included in ACCESS Pre-ID files.
    2. Determine what additional data are needed.
    3. Determine changes in code sets or other data requirements
    4. Plan to use ISES to generate ACCESS for ELLs pre-ID files. Native language is added for this purpose. Migrant status will now be collected at all grades. Most but not all ACCESS Pre-ID data are collected in ISES.
    5. Other data may be required for further consolidation of collections (Additional information will be provided at a later date.)

    Step C: Fall 2005 ISES data collection.

    1. Note new uses of ISES data. ISES data submitted in fall 2005 will be used to report 3rd Friday September 2005 enrollment; 2004-05 high school completion and dropout rates. Key new uses include the following: Student enrollment records must be submitted for each school attended during the 2004-05 school term and for the school attended on the third Friday in September 2005. Demographic data, e.g. grade level placement, primary disability, etc., need to be the most current available for each enrollment period at each school attended. Attendance data need to be recorded at the individual student level beginning in 2004-05 and submitted as part of ISES in fall 2005 for each school attended during that school term.

    2. Determine what additional data are needed. In addition to the data elements listed under B.1. the following data will be required:
    3. Actual days of attendance
    4. Possible days of attendance
    5. Promotion indicator
    6. Additional demographic data required for WSAS Pre-ID (grades 3-8 and 10).

    7. Other data for further consolidation of collections.
    8. Determine changes in code sets or other requirements.

    Step B: Develop a plan to submit student enrollment data with WSNs by April 2005. Click on data element names below to view definitions, reporting categories, and related information.

    1. Identify data to be reported to DPI. ISES data submitted in spring 2005 will be used to report 3rd Friday September 2004 enrollment, 2003-04 high school completion and dropout rates, and baseline data for 3rd Friday September 2005 grade advancement, acquisition of English proficiency, and mobility.

      Student enrollment records must be submitted for the most recent school attended during the 2003-04 school term (unless students are known to have transferred before the end of the 2003-04 school term) and for the school attended on the third Friday in September 2004. Demographic data, e.g. grade level placement, primary disability, etc., need to be the most current available for each enrollment period. Note that the first 4 data elements are WSLS data elements needed to uniquely identify matching records within WSLS.

      • Wisconsin Student Number (WSN)
        All students included in ISES must have a WSN.
      • School(s)
        These are the school(s) recorded in the WSLS for your students during the ISES reporting period.
      • School exit type if applicable
        (e.g., transfer, high school completion, dropout, death)
        Exit types are only required if the matching WSLS record includes an exit date. Preliminary exit types will be provided by WSLS. Districts can change these exit types based on information available locally (e.g. high school completion or transfer to a school not covered by WSLS).
      • High school completion credential type
        (e.g., regular diploma, high school equivalency diploma other high school completion credentials)
      • Primary disability code
      • English language proficiency code
      • Reason out of district*
        Categories are those currently used for WSAS (i.e., Open Enrollment/Chapter 220 or Not) and will be used for similar public reporting and accountability purposes. Additional categories may be added in future years.

      *Required only for students with disabilities and only if enrolled in a district other than his/her district of residence. Otherwise these data are optional for spring 2005.

    2. Meet with staff responsible for preparing the Third Friday September Enrollment Report (PI 1290), the WI School Performance Report, and the WSAS Pre-ID files, including but not necessarily limited to:

      • staff preparing and/or submitting data for the PI 1290 (3rd Friday September Enrollment Report)
      • staff responsible for submitting the WI School Performance Report
      • the district School Performance Report coordinator(s)
      • those working with your SIS software vendor
      • technical staff
      • your school software vendor
      • registrars
      • staff responsible for creating the WSAS Pre-ID files (see October 2005 plan below)
      • the district assessment coordinator(s) (see October 2005 plan below)

    Step A: Review the "big picture."

    1. Keep your school enrollment data in the Wisconsin Student Number Locator System (WSLS) current. You will not be able to submit ISES data without complete WSLS data.
    2. By April 2005, submit 2003-04 demographic, transfer/dropout, and high school completion data for students and 3rd Friday September 2004 enrollment data. WSNs are required in lieu of student names.
    3. By May 2005, approve the final version of aggregated data for Web posting.
    4. For school year 2005-06, prepare to submit additional 2004-05 and September 2005 ISES data by October 2005 and approve aggregated data for Web posting by November 2005.

    See also:
    ISES Web Application
    ESEA Data Site Map
    WSLS/ISES Data Elements

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