WSLS, ISES, and WSAS Roster Files

Beginning in fall 2005, student data from the WSLS and ISES are used to build a statewide WSAS Roster for fall WSAS testing and disaggregated reporting. The WSLS, ISES, and WSAS collect separate, but closely related student level data. To reduce the burden of equivalent data in multiple data collections, these three systems will work together.

 


 

WSAS Roster File #1

WSAS Roster File #1 is used by the WSAS testing contractor, CTB, to create WSAS Labels for WSAS Label Shipment #1. WSLS must be current and accurate for the WSAS Roster Files to be accurate. WSLS will be the primary source of data for these files. File #1 will include all students with a WSLS enrollment period that includes the date File #1 is created if (based on ISES/WSLS data) the student appears to be in a WSAS testing grade.

Out of date or invalid school enrollment periods in WSLS could result in label delivery to the wrong district/school or hand coding of student data. Districts should focus on bringing WSLS up-to-date by late September/early October when WSAS Roster File #1 is created.

ISES data will also be used in the creation of WSAS Roster File #1 (and all other Roster Files) if available. September ISES Count Date data need not contain all the ISES data elements that are required for final ISES lock in November. The WSAS testing contractor will receive a more complete and up to date WSAS Roster file from DPI in early December based on the data in WSLS/ISES at the time the final WSAS Roster File is created.

Including current grade level placements in ISES by the end of September is strongly recommended. Grade will be used

  1. by DPI to determine which students need WSAS labels and
  2. by CTB for sorting of the labels.

If current grade data are not available in ISES when the initial WSAS Roster file is generated in late September or early October (see ISES Important Dates), then grade will be estimated based on birth date or prior year ISES records so that labels will be generated for student in WSAS testing grades. Some students who should have labels, will not, because their estimated grade incorrectly places them outside the range of testing grades.

 

When requesting the Create Student Record List Process you have the option to carry forward the grade stored in the ISES for the previous collection. You may, if desired, increment the grade via this option. Regardless, grade level placement will not reflect certain promotions or retentions so should be verified and corrected based on actual grades levels of students in September. If you choose not to carry forward grade, you will need to enter the grade for each student via the Individual Student Record function.

If WSLS is up to date and if grade level placements are provided in ISES count date records by late September, then labels should almost always go to the correct district and school and the grade on the label will almost always indicate the appropriate grade level test for the student.

If primary disability and English language proficiency code are in ISES when File #1 is created, then this information will appear on the WSAS text-coded labels for local reference purposes, such as alternative assessment.

Parentally Placed Private students are not required to participate in WSAS testing so districts can destroy labels received for these students. Beginning in 2008-09, WSAS Roster files will not include records for "Parentally Placed Private" students, and CTB will not create labels for these students, if districts submit "Y"s in the "Parentally Placed Private" field of count date records as appropriate. This must be done by the Roster File generation date.

WSAS Roster File #2

WSAS Roster File #2 is created in late October/early November (see ISES Important Dates) and is used by CTB to create WSAS Label Shipment #2. The information about WSAS Roster File #1 also applies to WSAS Roster File #2. If a student with any given WSN had a label in shipment #1 for your district or any other district, then CTB will not include a 2nd label for the student in Label Shipment #2.

If your district did not receive labels for certain students in School A in Label Shipment #1, then the most likely explanation is that the students did not have a WSLS enrollment period at School A on the date Roster File #1 was created. If these same students were not in enrollment status (according to WSLS) at any WI public school on that date, then it is likely that they were not included in Label Shipment #1 at all. In other words, students new to WI public schools or whose most recent enrollment record in WSLS included an exit date before the Roster File #1 create date would not be in Label Shiptment #1. If they are in enrollment status (according to WSLS) on the date Roster File #2 is created and if (based on ISES/WSLS data) they appear to be in WSAS testing grades, then they should be included in Roster File #2.

You can verify a student's WSLS enrollment status on any given date by using WSLS File Download Request. See "Downloading a WSLS File that Includes Students in Enrollment Status on a Count Date." You can verify a student's grade level placement in the most recent ISES count date record by using "ISES File Download Request."

When to Use Labels

WSAS Labels can be used whenever available as long as the labels identifies the correct students. Errors in demographic data like race/ethnicity, gender, birthdate, ELP code, etc. can be corrected later in WSLS or ISES through mid-late November. Final WSLS/ISES data will not be sent to CTB until shortly after the end of the testing window.

Labels can be used even though the WSLS school or ISES grade on the label may be incorrect. This is because, for WSAS purposes, the school and grade will come from the School Header Sheet. If a label was shipped to District A but the student was actually in District B during the testing window, then the label can still be used by District B. If a label says a student is in Grade 4 but the student is actually in Grade 3, then the label can still be used but the student should take the grade 3 test.

Final WSAS Roster File (Roster File #3)

A final WSAS Roster File will be sent to CTB in early December (see ISES Important Dates). This file will include students in WSLS enrollment status at any time between the beginning of the testing window and the middle of the testing window (for fall 2005 this date is November 11) and will include the most up to date WSLS and ISES data available. If multiple enrollment periods exist for a student during this time period then the record for most recent qualifying enrollment period will be included. Remember that final WSAS data about school and grade level will come from WSAS School Header Sheets not WSLS or ISES.

ISES and WSLS cannot be used to modify the WSAS Roster File after Roster File #3 is sent to CTB or after the final ISES lockdown date whichever occurs first. Also, if a record exists in the final WSAS Roster File but there is no matching WSAS record, then CTB will not include the final WSAS Roster File record in the WSAS Record Editing System. The WSAS Record Editing System will be available after testing and after ISES lockdown, but changes made in the WSAS Record Editing System will not be reflected in the WSLS and ISES.

As part of the process of preparing Roster File #3 records for inclusion in the WSAS Record Editing System, CTB may insert default values in place of most null values in ISES fields. If the default values are wrong then districts can correct these values in the Record Editing System.

NCLB requires that accountability decisions be based on all students enrolled in a school as well as on specific demographic sub-groups of students. This requirement places an extremely high premium on the accuracy and completeness of student demographic data.

For more information, go to:


Submit questions, comments, and suggestions about WSAS Labels, WSAS Roster Data, and the WSAS Record Editing System to oealistl@DPI.listserv.wi.gov.

Submit questions, comments and suggestions about the WSLS or ISES to the 24x7 DPI Online Helpdesk Application or call 800-507-5744.

Submit questions regarding the ESEA Report Card Requirements to dpieseadata@dpi.wi.gov.

For questions about this information, contact Melissa Aro (608) 266-1746