CWCS Student Extract (Wisconsin)

Last Modified on 10/22/2022 10:42 am CDT

Classic View: WI State Reporting > ISES Extract > CWCS Student

Search Terms: ISES Extract

The CWCS (Coursework Completion System) Student Extract captures student-level transcript information, including courses completed and grades earned.

This report is no longer collected by the Department of Public Instruction, and remains within Campus for retrieval of historical data which can be sent to the state for auditing purposes.

Users should submit data to the state via Ed-Fi functionality. For more information about Ed-Fi, see the following articles:

ISES CWCS Extract Editor

Report Logic

The CWCS Student Extract reports a student and the course(s) they have completed and earned a mark in the CWCS Reporting Term being generated. A student may have only one record per sectionID per Term.

The mark the student earns must be from a Score Group tied to a state reported Grading Task or Standard. When the Score Group is not tied to a state reported Grading Task or Standard, a record is not generated for the course section associated with the score group. A record will not report for students who have No Show flag, State Exclude flag, or CWCS Exclude flag not NULL.

A record will not report when:

  • The selected Calendar is flagged as either Exclude or Summer School.
  • Grade Level is flagged as Exclude from state reporting.
  • The student is marked as No Show, State Exclude or CWCS.
  • The student is in a Course with either the Course Exclude checkbox marked or the Active checkbox is NULL.

CWCS Student Extract Data Structure

The following image represents how data is organized in the CWCS Student Extract.

Extract Data Structure with Multiple Schools

Report Editor Field Descriptions

Field

Description

School Number

This number is attached to the file name of the generated extract and serves as an identifier. When more than one school is selected, the School Number is 0000.

Extract Type

Indicates what extract generated. Select CWCS Student. The following extract types are also available:

Extract Sequence Number

This number is attached to the file name of the extract and is used to identify the number of times the extract has been submitted to the State (i.e., an Extract Sequence Number of 00004 would indicate the extract has been submitted to the State three times prior and this extract is to be considered the fourth and most recent).
CWCS Collection Reports the selected Collection Option from the Extract Editor.

CWCS Reporting Term  

The options in the field CWCS Reporting Term is an indicator for when the course is offered.

Format

Extracts can be generated in either the State Format (XML), HTML, CSV or CSV Detail.

  • Use the HTML or CSV options for testing and review prior to submission to the state. Use the State Format (XML) for the final submission.
  • Use the CSV Detail Format for testing and reviewing specific student data and course information. The Detail option prints student names and course/section information in addition to the other fields in the layout.

When generating the extract in the State Format, use the Validating an XML File against a Schema File for guidance.
Selection Calendars At least one calendar needs to be selected in order to generate the ISES Extract. Multiple calendars can be chosen by using the CTRL and SHIFT keys. It is advised that not all calendars be chosen at once due to the amount of data that is returned in the extracts
Student Selection

Select students to include on the report by choosing either a Grade level of enrollment for the students or an Ad hoc Filter.

  • To include students in all grade levels, choose All Students in the Grade Level options.
  • Selecting an existing ad hoc filter reports only those students or courses included in those filters, if they meet the reporting requirements of the report.
Report Generation Reports can be generated immediately using the Generate Report button. Or, use the Submit to Batch button to determine when reports should generate.

Generating the CWCS Student Extract

  1. Enter the School Number of the selected calendar.
  2. Select the CWCS Student option from the Extract Type dropdown list.
  3. Enter the Extract Sequence Number.
  4. Select the CWCS Collection from the dropdown list.
  5. Select the CWCS Reporting Term from the dropdown list.
  6. Select the Format of the extract.
  7. Select the desired school calendar.
  8. If desired, select an Ad hoc Filter to report Course/Section information.
  9. Click the Generate Extract button to generate the extract immediately. Or, click the Submit to Batch button to save the report generation until a specified time.

CWCS Student Extract - State Format (XML) 

 CWCS Student Extract - HTML Format

 CWCS Student Extract - CSV Format

CWCS Student Extract - CSV Detail Format

CWCS Student Extract Layout

This information applies to the State Format (XML), HTML and CSV Format types. See the CWCS Student Extract Detail Layout for information on the CSV Detail Format.

The following tables define the elements and logic included in the CWCS Student Extract.

Header/Footer Information

Header

Extract Format

Description

Format

CWCS_TRANS

XML

XML header

N/A

DTG

CSV and XML

Reports the time the extract was generated

MM-DD-YYYY
HH:MM:SS Timezone

SEQ_NUM

CSV and XML

Sequence number for file being generated as entered on the Extract Editor.

Numeric, 5 digits

COLLECTION

CSV and XML

Reports the selected Collection option from the Extract editor.

Alphanumeric

DISTRICT

CSV and XML

District submitting the extract.

Numeric, 4 digits
SCHOOLS CSV and XML Lists the schools included in the extract N/A

Extract Layout

Element Name

Description

Location
School Elements

School

Indicates the school from where data is coming.


Numeric, 4 digits

System Administration > Resources > School > School Number


School.number

Record Type

Always reports WS.


Alphanumeric, 2 digits

N/A

Year

Reports Year End. Example, report '2011' when 2010-2011 school year is generated.


Numeric, 4 digits

System Administration > Calendar > Calendar


End.year

Term

An Indicator for when the course is offered. Reports from the term selected on the extract editor. The following codes report:

  • 1B: 1st Block
  • 2B: 2nd Block
  • 3B: 3rd Block
  • 4B: 4th Block
  • 5B: 5th Block
  • 6B: 6th Block
  • 7B: 7th Block
  • 8B: 8th Block
  • 9B 9th Block
  • 10B: 10th Block
  • 1S: 1st Semester
  • 2S: 2nd Semester
  • 1T: 1st Trimester
  • 2T: 2nd Trimester
  • 3T: 3rd Trimester
  • 1Q: 1st Quarter
  • 2Q: 2nd Quarter
  • 3Q: 3rd Quarter
  • 4Q: 4th Quarter
  • A: Annual

Only one term may be submitted per file.


Alphanumeric, 2 characters

N/A
Header for Student Includes one student record for each section ID and WSN ID combination. N/A
Student Elements

Section ID

Unique identifier defined by the district to differentiate courses into units associated with a specific teacher or group of teachers and a specific group of students.


Alphanumeric, 25 characters

Scheduling > Courses > Section Editor > SectionID


Section.sectionID

Section Number

CSV Detail Only

Reports the assigned section number of the reported section.


This field only displays in the CSV Detail Format.


Numeric, 3 characters

 Scheduling > Courses > Course > Section > Number

Section.number

Local Course Name

CSV Detail Only

Lists the name of the course into which the student is enrolled.


This field only displays in the CSV Detail Format.


Alphanumeric, 25 characters

 Scheduling > Courses > Course > Name

Course.name

WSN ID

Wisconsin Student ID.


Numeric, 10 characters

Census > People > Demographics > Person Identifiers > State ID


Person.StateID

Student Last Name

CSV Detail Only

Reports the student's last name.


This field only displays in the CSV Detail Format.



Alphanumeric, 50 characters

 Census > People > Demographics > Person Information > Last Name

Identity.lastName

Student First Name

CSV Detail Only

Reports the student's first name.


This field only displays in the CSV Detail Format.


Alphanumeric, 50 characters

 Census > People > Demographics > Person Information > First Name

Identity.firstName

Enroll Date

The first day of enrollment in a particular school ID with no lapse in enrollment is reported. The true enrollment date is reported.

  • The Enrollment Date is determined by the most recent enrollment record, by start date, where the End Status if not NULL.This is the End Status Enrollment.

  • If no enrollment applies, the Start Date from the earliest enrollment in the same school by start date reports; OR if the enrollment applies, the Start Date from the next earliest enrollment in the same school reports.

The following enrollments are excluded: enrollments from calendars marked "SS: Summer School", No Show, WSLS/ISES Exclude, or State Exclude, or which are Calendar or Grade Level excluded.

 

Reports the Enrollment Date for the WSLS School that holds the student's WSN when the school does not equal the WSLS School.


Numeric, 10 characters (MM/DD/YYYY)

Student Information > General > Enrollments > General Information Enrollment Editor > Start Date


Enrollment.Start =Date

Grade

The State Grade Level Code associated with grade in which the student is enrolled.

Valid values include the following:

  • K3: 3 Year Old Kindergarten
  • K4: 4 Year Old Kindergarten
  • PK: Pre-Kindergarten
  • KG: 5 Year Old Kindergarten
  • 01: First Grade
  • 02: Second Grade
  • 03: Third Grade
  • 04: Fourth Grade
  • 05: Fifth Grade
  • 06: Sixth Grade
  • 07: Seventh Grade
  • 08: Eighth Grade
  • 09: Ninth Grade
  • 10: Tenth Grade
  • 11: Eleventh Grade
  • 12: Twelfth Grade

Alphanumeric, 2 characters

Enrollments > Grade


Enrollment.grade

System Administration > Calendar > Calendar > Grade Levels > State Grade Level Code


GradeLevel.stateGrade

Completion Status

Reports the CWCS Completion Status value mapped to the grade the student earned.

The student is not reported if a Grading Task is not tied to a State Reported Grading Task or Standard.

Reports one of the following scores:

  • P - Pass
  • F - Fail
  • I - Incomplete
  • NA - Not Applicable
  • WD - Withdrawal or Dropped
  • CBC - Pass (CBC)
  • O - Pass (Other)
  • CNA - Not Applicable (CBC)
  • ONA - Not Applicable (Other)

Alphanumeric, 2 characters

Grading & Standards > Score Groups & Rubrics > Score Group List Items Detail > State Score


Grading & Standards > Grading Tasks > Grading Task/Standards Bank Detail > State Reported


ScoreListItem.state Score

High School Credit Earned

The number of credits that can be applied toward the requirements for a diploma, certificate, or other formal award. If the student does not have a credit, reports 0.000.

The State Reported field cannot be flagged.



Numeric, 5,3 (NN.NNN)

Value is generated from the following calculation: gradingTaskCredit tied to Grade Earned ( x ) CreditCoefficient


Student Information > General > Grades


Scheduling > Courses > Grading Task > Credit


Grading & Standards > Score Groups & Rubrics > Score Group List Items Detail > Credit Coeff


ScoreListItem.creditCoefficient

GradingTaskCredit.credit

College Credit Earned

The number of credits that can be applied toward college requirements. If the student does not have a credit, reports 0.000.

The State Reported field cannot be flagged.


Numeric, 5,3 (NN.NNN)

Student Information > General > Grades

Grading & Standards > Grading Tasks > Grading Task Detail > Code = CC


GradingScore.score

Grade Earned

Reports the numeric GPA value associated with the grading task's Score Group/Standard Rubric Score list item.

If the score list item does not have a GPA value populated: 

  • This field reports based on the CWCS Completion Status of the grading score;
    • Reports CBC when the CWCS Completion Status = CBC: Pass (CBC) or CNA: Not Applicable (CBC)
    •   Reports O when the CWCS Completion Status = O: Pass (Other) or ONA: Not Applicable (Other) 
    • Reports NA when the CWCS Completion Status = I: Incomplete, NA: Not Applicable or WD: Withdrawal or Dropped
  •  When the CWCS Completion Status = P: Pass;
    • Reports E when the grading score Name = Exempt 
    • Reports O when the grading score Name = Other 
    • Reports NA when the grading score Name = NA  
    • Reports NA when the grading score Name = Not Applicable  
  • Otherwise, this field reports 0. 

If the score is associated with a standard's Rubric score list item, this field reports CBC. 


Alphanumeric, 4 characters

Student Information > General > Grades


Scheduling > Courses > Grading Task


Grading & Standards > Score Groups & Rubrics > Unweighted GPA Value


Grading & Standards > Grading Tasks > State Reported checkbox


Scheduling > Courses > Standard


Grading & Standards > Standards Bank > State Reported 


ScoreListItem.score
ScoreListItem.unweightedGPAValue

Course Options District

 Reports the 4-digit code selected under Course Options District on the section. Reports NA when Course Options District on the section is blank.


Alphanumeric, 4 characters

N/A

WSLS School

Identifies the school code where the student is enrolled. If there are more than one Primary enrollments, a record will generate for each school.

If the student does not have an enrollment Service Type P (Primary) and only has S (Partial) or N (Special Education) in the term being reported, reports the State School Number at that school. 



Alphanumeric, 4 characters

System Administration > Resources > School > School Number


School.number

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