Pupil Count Report for Membership (Public LEA Only)

This data collection is to count pupils for membership purposes on the third Friday in September and the second Friday in January (Pupil Count). This data collection is only for public LEA's. County Children with Disability Education Board (CCDEB) has a separate report from the Pupil Count report. For instructions on the Pupil Count Report, visit https://dpi.wi.gov/sites/default/files/imce/sfs/pdf/guidelinesforcounting-Febuary-2021.pdf

In the Wisconsin School Finance Portal (WiSFiP) - Pupil Count module, DPI pre-fills counts for most of the pupil count categories. In cases where DPI does not have the data to pre-fill, then LEAs can manually enter the counts in the new Pupil Count module in WiSFiP.

For more information about the relationship between the accountability pupil count and the membership pupil count, visit Enrollment: Pupil Count (WiSFiP)

This endpoint is NOT expected from Choice schools, Independent Charter schools, and State agencies

Data Properties:

#	Resource Name	Property Name	Data Type	Public (Required/ Optional/ Conditional)	Choice (Required/ Optional/ Conditional)	Business Definition	Data Element Page

#	Resource Name	Property Name	Data Type	Public (Required/ Optional/ Conditional)	Choice (Required/ Optional/ Conditional)	Business Definition	Data Element Page
1.0	studentSchoolAssociation	fullTimeEquivalency	number	REQ'D	NOT REQ'D	The full-time equivalent ratio for the student s assignment to a school for services or instruction.	Full Time Equivalency: Pupil Count (WiSFiP)
2.0		EnrollmentTypeDescriptor (moved to core starting 2025-26)	string	REQ'D	NOT REQ'D	Indicates how a student is enrolled at a school, whether as a Primary, Coursework, or Membership (see full description values & below) Note: PPP (Parently Placed Private) enrollments are not counted in pupil count.	Enrollment Type (WISEdata)
3.0		primarySchool	boolean	REQ'D	REQ'D	Indicates if a given enrollment record should be considered the primary record for a student.	Primary School
4.0		residencyStatusDescriptor	string	REQ'D	NOT REQ'D	An indication of the location of a persons legal residence relative to (within or outside of) the boundaries of the public school attended and its administrative unit. (see full description & values below)	Residency Begin and End Date: Pupil Count (WiSFiP)
5.0		residentLocalEducationAgencyId	integer	CONDITIONALLY REQ'D	NOT REQ'D	The identifier assigned to a local education agency.	District of Residence (Resident District) School in Resident District
6.0		beginDate	string	REQ'D	NOT REQ'D	The month, day, and year on which the student entered the residency status.
7.0		endDate	string	CONDITIONALLY REQ'D	NOT REQ'D	The month, day, and year on which the student exited the residency status.
8.0		countDateNameDescriptor	string	REQ'D	NOT REQ'D	The count date name for the student status (e.g 3rd Fri Sept). (see full description & values below)	Count Date Name: Pupil Count (WiSFiP)
		countDateReceivingServiceDescriptor		REQ'D	NOT REQ'D	The status of the student during the specific count date (e.g. Present)
9.0		partTimeInstructionalMinutes	integer	OPT	NOT REQ'D	Instructional minutes for up to two classes for part-time students	Part Time Instructional Minutes: Pupil Count (WiSFiP)
10.0	studentEducationOrganizationAssociation	residentLocalEducationAgencyReference. localEducationAgencyId This data property moved under the studentSchoolAssociation endpoint starting on the 2023-24 SY	integer	CONDITIONALLY REQ'D	NOT REQ'D	The district in which the student resides.	District of Residence (Resident District) School in Resident District
11.0	studentProgramAssociation	programName	string	REQ'D	NOT REQ'D	The formal name of the Program of instruction, training, services, or benefits available through federal, state, or local agencies. Value values are: ‘Challenge academy’ and ‘5 yr old Blended’	Programs
12.0	studentProgramAssociation	programTypeDescriptor	string	REQ'D	NOT REQ'D	The type of program. Value should be: Other	Programs

Descriptors & Programs:

Resource Name	Descriptor Name	Code Value	Short Description	Long Description

Resource Name	Descriptor Name	Code Value	Short Description	Long Description
studentSchoolAssociation	residencyStatusDescriptor	NR-TW	non-resident - Tuition waiver	non-resident - Tuition waiver
		NR-66.0301	non-resident - 66.0301	non-resident - 66.0301
		NR-CESA	non-resident - CESA	non-resident - CESA
		NR-T	non-resident - Tuition	non-resident - Tuition
		NR-TP	non-resident- Tuition by parent	non-resident- Tuition by parent
		NR-9-18ST	non-resident - 9-18 weeks special tuition	non-resident - 9-18 weeks special tuition
		NR-OE	non-resident - Open enrolled	non-resident - Open enrolled
		NR-CCDEB	non-resident - CCDEB	non-resident - CCDEB
		NR-OUTSIDEAGE	non-resident -Outside age eligibility	non-resident -Outside age eligibility
		R-HOME	Resident- Homeschool	Resident- Homeschool
		R-PRIVATE	Resident- Private school	Resident- Private school
		R-OUTSIDEAGE	Resident -Outside age eligibility	Resident -Outside age eligibility
		NR-HOME	non-resident- Homeschool	non-resident- Homeschool
		NR-Chapter220	non-resident-Chapter220	non-resident-Chapter220
		NR-CH	non-resident - ChildrenHospital	non-resident - ChildrenHospital
		NR-JUV	non-resident - Juvenile facility/Jail	non-resident - Juvenile facility/Jail
		R	Resident	Resident (The code ‘R’ should be sent when a student changes between non-resident and resident, but it isn't strictly necessary)
	countDateNameDescriptor	M-1FM	First Friday of May	First Friday of May
		M-3FS	3rd Friday of September - Membership	3rd Friday of September - Membership
		M-2FJ	2nd Friday of Jan-Membership	2nd Friday of Jan-Membership
	countDateReceivingServiceDescriptor	P	Present	Present, receiving services on the count date
		A	Absent	Absent, receiving services on the count date
		N	Not Receiving Services	Not receiving services
	enrollmentTypeDescriptor	M	Membership	Membership
		P	Primary	Primary
		C	Coursework	Coursework
studentProgramAssociation	programTypeDescriptor	O	Other	Other
Program Names and Types:
Resource Name	Program Type Code Value	Program Type Description	Program Name
studentProgramAssociation	O	Other	Challenge Academy
studentProgramAssociation	O	Other	5 yr old Blended

Use Cases:

Reporting Count Dates for the Pupil Count Collection (Reporting Receiving Services):

#	Use Case Title	Use Case Description	What to Submit/retrieve	WiSFiP Pupil Count Module

#

Use Case Title

Use Case Description

What to Submit/retrieve

WiSFiP Pupil Count Module

1.0

Sending the receiving services for a student present on a count date for Pupil Count

(For 23-24 SY and later)

On each enrollment covering the count dates, LEAs have to submit receiving services on a count date for Pupil Count on /studentSchoolAssociation (SSA).

The Pupil must be in attendance for instruction on the count date; or
If absent on the count date, have attended at least one of the days
before and at least one of the days after the count date and not have
been enrolled in any other school or have been homeschooled
during the absence.

The Pupil Count report has separate count dates and count date status than Acountability reporting.
Count Dates:

M- TFS (Third Friday of September)
M-2FJ (second Friday of Jan)
Milwaukee additionally has M-1FM (First Friday of May)

NOTE: SIS vendors need to ensure that the Count Date Status for accountability is independent from the Count Date Status for membership.

The residencyPeriod is added under the the studentSchoolAssociation (SSA) to avoid the need to end the existing SSA and start a new SSA when the residency information changes in the middle of the school year.

If the student is a regular resident student the whole time, then no need to send residencyPeriod, except for part-time resident students (R-Private or R-Home), a residencyPeriod is needed.
If the school is a 2R charter, a residencyPeriod is expected with ResidencyStatusDescriptor=R and the Resident LEA ID.
residencyStatusDescriptor ‘R’ is sent when a student changes between non-resident and resident, but it isn't strictly necessary.
- DPI treats any part of the SSA, not covered by a residencyPeriod, as a resident enrollment for that period.

POST on /studentSchoolAssociation:

entryDate: 2022-08-10
primarySchool: true
fullTimeEquivalency: 0.5
residencyStatusDescriptor: Null
partTimeInstructionalMinutes: Null
enrollmentTypes:
enrollmentTypeDescriptor: uri://dpi.wi.gov/EnrollmentTypeDescriptor#P
receivingServices:
countDateNameDescriptor: uri://dpi.wi.gov/CountDateNameDescriptor#M-TFS
countDateReceivingServiceDescriptor: uri://dpi.wi.gov/CountDateReceivingServiceDescriptor#P
countDateNameDescriptor: uri://dpi.wi.gov/CountDateNameDescriptor#M-2FJ
countDateReceivingServiceDescriptor: uri://dpi.wi.gov/CountDateReceivingServiceDescriptor#P

Starting the 2023-24 SY, the Residency Status is moved under the /studentSchoolAssociation endpoint

POST on /studentSchoolAssociation:

residencyPeriods:
residencyStatusDescriptor: uri://dpi.wi.gov/ResidencyStatusDescriptor#R
beginDate: 2023-09-22
endDate: 2023-12-22
residentLocalEducationAgencyReference:
localEducationAgencyId: (Resident LEA ID)

Note for testing : While testing for this use case

Verify SIS wire up count date receiving services
Understand the attendance calculation by SIS.
Actual testing can be done from 3.2 use case

2.0

Sending an enrollment record for a student whose status of receiving services is unknown.

If the student’s enrollment (studentSchoolAssociation) doesn’t cover the count date, you should leave both the CountDateNameDescriptor and CountDateReceivingServiceDescriptor as blank/NULL.
If the student’s enrollment cover the count date AND the receiving services is unknown, then the LEAs can set the CountDateReceivingServiceDescriptor to ‘N’ (this should be rare, and should be set up manually by the LEA).

POST on /studentSchoolAssociation

Student’s enrollment does NOT cover the count date:

entryDate : 09/18/2022
exitWithdrawDate: last day of attendance (e.g. 01/06/2023)
receivingServices:
countDateNameDescriptor: ““
countDateReceivingServiceDescriptor: ““

Student’s enrollment cover the count date, and the student’s receiving services status is unknown:

entryDate : 08/22/2022
exitWithdrawDate: last day of attendance (e.g. 01/06/2023)
receivingServices:
countDateNameDescriptor: uri://dpi.wi.gov/CountDateNameDescriptor#M-TFS
countDateReceivingServiceDescriptor: uri://dpi.wi.gov/CountDateReceivingServiceDescriptor#N

Note for testing : While testing for this use case

Verify SIS wire up count date receiving services
Understand the attendance calculation by SIS.
Actual testing can be done from 3.2 use case

3.0

Sending an enrollment record for a student who attended any day before count date absent on the count date and shows up any day after count date.

If the LEA is not aware of any break in the student enrollment, then they should leave the enrollment record open until the student shows up. When the student shows up, then receiving services should be ‘Absent’ on the count dates. If any pupils are absent on the count date, they can still be counted if all of the following conditions are met:

they have attended at least one day during the school year prior to the count date;
they have attended at least one day during the school year after the count date; and
they have remained a resident of the district during the period of absence.

POST on /studentSchoolAssociation