WISEdata End-of-Year for Students

Congratulations on completing this school year!  The following are key points to work through to close out student records in your WISEdata portal for the current year:

Attendance – Choice and Public

• Confirm that your student data includes possible and actual days of attendance through the end of the school year or the exit withdraw date, whichever is earlier.
  • Attendance should be included on the student’s Ed-Fi Publishing page.  You can double-check that the correct data is being published to your WISEdata Portal by comparing these numbers to the System Reports > “ADA/ADM by Student” report. 
  • Students who attend under a modified calendar (using Tracks) should display possible days of attendance that reflect their modified schedule. 
  • Be sure that you run the “Run Now – Publish All” process for Enrollments to ensure that your most current data is being published to WISEdata.

Exit Type – Choice and Public

• Field Names:  WI_ExitT­­ype (if your data is Not migrated) or S_WI_STU_X.ExitType (if your data has been migrated).
  • Enter the Exit Type for all students (after the last day of school). 
    • Note that “Exit Code” and “Exit Type” are not the same.  The Exit Type is used for WISEdata and the Exit Code is defined and used within your District.  The students’ Exit Date and Exit Code will be generated as part of your end-of-year PowerSchool roll process.
    • Enter the Exit Type of “HSC” (High School Completion) for each of your graduates. 
      • Create a student selection of your Graduates and use Student Field Value to mass enter “HSC” in the Exit Type field (see above).
      • Twelfth graders who need to complete additional coursework to graduate will have an Exit Type of “TC” until the graduation requirements are fulfilled.  When requirements are met, replace the Exit Type of “TC” with “HSC” and enter the credential type.
      • Student records that include “HSC” as the Exit Type will be published (and are available for review) in the Transcript section located on the Ed-Fi Reporting Dashboard page. 
  • Enter the Exit Type of “MA” (Maximum Age) for students who have aged out of public school (are or will be 21 years of age before the first day of the next school year).
  • Enter the Exit Type of “BCA” (Below Compulsory Age) for students who have not yet reached age 6.
  • Enter the Exit Type of “TC” (Transfer to Another School, Known to be Continuing) for students who are advancing to a new school, either within your district or known to be continuing at another school or district.
  • Exit students that you know will be transferring out of your district and enter the Exit Type that most closely associates with the student.

Expected Transfer District Number and Expected Transfer School Number – Public

• Field Names:  WI_ExpectedTransferDistrict and WI_ExpectedTransferSchool (if your data is Not migrated) or S_WI_STU_X.ExpectedTransferDistrict and S_WI_STU_X.ExpectedTransferSchool (if your data has been migrated).
• If a student is exiting your school and is expected to be enrolling in a school in your District or in another school in Wisconsin, select the Exit Type of "ETC"  and enter the Expected Transfer District Number and Expected Transfer School Number.
• The Ed-Fi LEA (District) and School numbers are used for these fields.  These numbers may be found by navigating to System Reports>Ed-Fi Reporting>Organization Directory>Review>Districts and Schools.

High School Completion Credential – Choice and Public

• Field Names:  WI_Credential (if your data is Not migrated) or S_WI_STU_X.Credential (if your data has been migrated).
  • Each High School Graduate (with Exit Type of “HSC”) must have a designated Completion Credential.  Credential choices include “R – Regular High School Diploma”, “E – High School Equivalency Diploma” or “C – Other High School Completion Credentials.” Enter the credential type that most accurately reflects what the student has earned. 
    • Once again, Student Field Value will be a handy tool to use to mass-enter credentials.
    • High School Completion Credentials will be published (and are available for review) in the Transcript section located on the Ed-Fi Reporting Dashboard page.

Completed School Term – Choice and Public

• Field Names:  WI_CompletedSchoolTerm (if your data is Not migrated) or S_WI_STU_X.CompletedSchoolTerm (if your data has been migrated).
  • Completed School Term should be set to “Yes” for all students who receive an Exit Type following completion of the current school year.  Use the value “Y” if you’re mass-filling this field.
  • The value of “No” should be used for students who withdrew or exited the school prior to the end of the current school year.  Use the value “N” if you’re mass-filling this field.
    • You may confirm that this value has been entered for students who have exited earlier in the year by reviewing the student’s previous enrollment on the Student > Transfer Info page. 

Promotion to a Higher Grade Level – Public Only

• Field Names:  WI_PromotionHigherGrade (if your data is Not migrated) or S_WI_STU_X.PromotionHigherGrade (if your data has been migrated).
  • This field should be set to “Yes” for all students who will be promoted to the next grade level.  Use the value “Y” if you’re mass-filling this field.
    • Students who are being retained must have “No” entered in this field in order to report correctly to WISEdata. 
    • This field may be left Blank for your High School Graduates. 
    • “Parentally Placed Private” is the appropriate value for Parentally Placed Private students.
    • Note:  This field should be left Blank for withdrawals that take place during the school year. 

Special Programs – Public Only

• There’s nothing “special” to do at the end of the school year for your Special Programs > Special Education enrollments. 
  • Keep working on maintaining and updating accurate student records as the changes take place. 
  • WISEdata will be using your 2016-17 enrollments for the start of the 2017-18 school year.  No need to end this year’s enrollments and start new enrollments for the upcoming year, as we did this past fall.

Run Now > Publish All – Choice and Public

• Be sure that you run the “Run Now – Publish All” process for Demographics, then for Enrollments, Student Programs and Transcripts.  The Ed-Fi “Listener” may or may not gather all your hard work, so run these processes frequently, just to be sure.