WISEstaff: Data Collection and Reporting in Public Schools

WISEstaff WISEstaff New User Training New User Training Adam Mueller and Jennifer Janik DPI CST and WISEstaff Teams October 24, 2024

WISEstaff Topics WISEstaff Topics WISEstaff topics covered today: Purpose of WISEstaff Data collected Who should report data / who gets reported Data collection timeline Navigating the WISEstaff application Basics of data entry Where to go for help

Purpose of WISEstaff Purpose of WISEstaff (1 of 2) (1 of 2) WISEstaff is a secure web application used to maintain required information about school staff members. It stores assignment and salary information for all staff positions within the school, including teachers, paraprofessionals, and principals, as well as support staff such as custodians, bus drivers, and school nurses. WISEstaff can be accessed through WISEhome.

Purpose of WISEstaff Purpose of WISEstaff (2 of 2) (2 of 2) We collect data for a number of reasons: State and federal requirements Conducting staff assignment audits to confirm licensing qualifications Reporting Special Education staff to secure funding for aid reimbursement Generation of the Public Staff Reports that are used by members of the education community, researchers, and the public. Wisconsin School District Performance Report (SDPR)

WISEstaff: Data Collected WISEstaff facilitates the collection of staff contract and assignment data. Assignment Data: Contract Data: Position and Area (i.e. Teacher - Elementary Classroom) FTE Grades Position-dependent questions Salary, Fringe Benefits Highest Degree Years of Experience

WISEstaff: Who Gets Reported? (1 of 2) (1 of 2) WISEstaff is a point in time collection of all staff members in public schools as of the 3rd Friday of September and includes known assignments for the entire regular school year. Who Should Be Reported?

WISEstaff: Who Does Reporting? (2 of 2) (2 of 2) Hiring Agency reports staff If you subcontract staff from a school district or CESA, they report staff they hire If you subcontract staff from an outside agency, you report staff as subcontracted

WISEstaff: Data Collection Timeline (1 of 2) (1 of 2) WISEstaff is NOT a year-round collection, like some other WISE apps. Each school year has two data collection phases: Preliminary Certification and Final Certification. Preliminary Certification focuses on collection of licensed assignments to facilitate preliminary educator licensing audit. For the 2024-25 school year: Collection opened September 27, 2024 Deadline is November 12, 2024 Preliminary audit reports published around end of December

WISEstaff: Data Collection Timeline (2 of 2) (2 of 2) Final Certification focuses on corrections to assignments and entry of all other data for final audit and publication of staff data reports. For the 2024-25 school year: WISEstaff remains open for additional data entry and corrections Deadline is March 18, 2025 Public Staff Reports published around end of April Final audit reports published around end of June

WISEstaff: Navigation Each menu has an Overview page to summarize menu functions Home: Data Quality Dashboard, Staff Collection Checklist Message Center: View system notifications, review change requests Person Search: Access a staff record, report duplicate WISEids Manage Staff Data: Upload contracts and assignments, data validation, certification Reports: Salary reports, All Staff report, audit results, Staff List Resources: WISEstaff contacts, Assignment Code List, provide feedback Need Help: WISEstaff user guide, site map, WISEstaff help, licensing help

Basics of WISEstaff Data Entry (1 of 3) (1 of 3) Preliminary Certification Phase Contact Information WISEids / Local Person IDs / Entity IDs Review previous year final audits Review Assignment Codes (Changes) Enter Assignment Data, focus on licensed assignments Review Data Validation Complete Preliminary Certification Final Certification Phase Review Audit Reports Assignment Corrections Remaining Assignments Contracts Data Quality Review Complete Final Certification Review Final Audits

Basics of WISEstaff Data Entry (2 of 3) (2 of 3) Staff Collection Checklist List of preliminary and final certification tasks Status of each task Deadlines for tasks

Basics of WISEstaff Data Entry (3 of 3) (3 of 3) Data Quality Dashboard Compares current contracts and assignments to previous years License and background check alert widgets Teacher salary alerts

Contact Information Contact Information Resources tab Update Contact Info It s important to make sure the contact information at your school is up-to-date throughout the school year. * Contacts are used for training opportunities, deadline reminder emails, program updates

Staff IDs: WISEid / Local Person / Entity Staff IDs: WISEid / Local Person / Entity WISEid Person Upload Upload all staff to assign Local Person ID and keep demographic data current Local Person ID Generated by your school; attaches staff to your school Entity ID Link to DPI license data; required for staff in licensed assignments

Review Previous Years Audits Review Previous Year s Audits Reports tab Audit Results Review Reject Report and Audit Error Reports before or early in the new school year to identify staff missing Entity IDs or improperly licensed during the previous year

Review Assignment Codes Review Assignment Codes Resources tab Assignment Code List Review which assignments require a DPI license and contract information

Enter Assignments Enter Assignments (1 of 2) (1 of 2) Manage Staff Data tab Upload Staff Data Upload assignment codes, grades, FTE for all staff working in your school

Enter Assignments Enter Assignments (2 of 2) (2 of 2) Person Search tab Person Search / Edit Edit Staff Manually enter assignment data for each staff person

Enter Aggregate Assignments Enter Aggregate Assignments Manage Staff Data tab Enter Aggregate Staff FTE Manually enter aggregate FTE for subcontracted bus drivers, cafeteria workers, maintenance staff

Enter Contract Data Enter Contract Data Manage Staff Data tab Upload Staff Data Upload contract data (working days, salary and fringe, degree, experience) for staff whose assignment requires contract data (see Assignment Code List) Person Search tab Person Search / Edit Edit Staff Manually enter contract data for each staff person

Data Validation Data Validation Manage Staff Data tab Validate Staff Data WISEstaff runs validations on assignment and contract data to check for missing info and inconsistencies Three levels: Error Warning Informational Message

Data Quality Data Quality Reports tab (Multiple Reports) Multiple reports are available to review for data quality: Admin Salary/Fringe, Salary/Fringe Variance, All Staff, FTE Summary Home Data Quality Dashboard

Certification Certification Manage Staff Data tab Certify Data Required before Preliminary Certification Deadline (11/12/2024) and Final Certification Deadline (3/18/2025) Validation errors must be resolved; warnings must be resolved or acknowledged

WISEstaff Help WISEstaff Help Join the weekly WISEstaff User Group Calls to hear updates from different teams and ask questions of DPI staff on the call Calls began October 1 and run through April 1 WISEstaff User Guide WISEstaff Data Collection webpage WISE Events Calendar for new user trainings Submit a Help Ticket

Q & A Q & A Questions? Thank you for attending!