Unique Student ID System

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Unique Student ID System

• Webinar Overview

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Waiting for Participants

• If your internet connection is slow, you may want
  to call into teleconference and follow along on
  PowerPoint document (sent in email)
• If you dont have a microphone/speaker on your
  computer you can use teleconference number (sent
  in mail)

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Thanks for Joining

• Introductions

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Webinar Tips

• Please mute your microphone until you have a
  question, it will decrease overall background
  noise on the call
• Try to hold questions until the end of call,
  material may answer your questions as we progress
• We are using the PowerPoint document to provide
  high level documentation for districts. Notes
  section has details not on slides.
• Raise hand, fast/slow

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Agenda

• USID Goals Deadline
• Responsibilities
• SDE
• Districts
• Resources
• Processes
• FAQs
• Questions, open items
• Next Steps

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Todays Presentation

• High level, just enough to get you started
• Detailed manuals on USID site
• http//www.sde.idaho.gov/site/usid/
• Improved FAQs and documentation coming
• This is our first pass at this process,
  improvements coming
• Have to work with what weve got to meet deadlines

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USID Goals

• Assign a Unique State ID to every student
• Improve tracking of student achievement and needs
  over time
• Ability to provide accurate data about students
  as they move between Idaho schools
• Ability to provide continuity between systems
  tracking student information

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Deadline

• April 1, 2009 is the deadline for all students to
  have a Unique ID assigned
• First use will be in ISAT Student Enrollment File
  (SEF)
• Need time buffer to finalize SEF, so USIDs should
  be created by March 15, 2009

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Responsibilities - High Level

• Districts
• Create data file of students from current
  systems, upload to Unique Student ID System,
  correct errors
• Download USIDs and load into your student record
  files
• SDE
• Maintain Unique Student ID system
• Assist with data file questions and error
  correction
• Help desk functionality (add and remove users,
  reset passwords, etc.)
• Track/correct system bugs/issues
• Maintain data integrity (duplicates etc)

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Resources

• Web
• http//www.sde.idaho.gov/site/usid/
• Districts who completed USID
• Getting started guide
• File format requirements
• Prep guide
• Processing guide
• FAQs
• Helpdesk
• usidsupport_at_sde.idaho.gov
• Portal
• portal.sde.idaho.gov

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Getting a USID Log In

• Send email to helpdesk at usidsupport_at_sde.idaho.go
  v (coming soon) or helpdesk_at_sde.idaho.gov
• Data Required for Log In
• Location
• District number (up to 3 digits) and building
  number (001)
• User Name and Password will be provided to you
• Please reset password when prompted during first
  log in

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Overview
Lumen USID application
File Processing Mgr
Upload Mgr
Export USID
Error correction
Export CSV
Import USID
District Student Information System
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Overview

• USID application uses first name, last name,
  ethnicity, gender and DOB to create a unique
  numeric identifier for each student enrolled in a
  State of Idaho educational facility
• A database of student information is maintained
  to ensure duplicate student information does not
  exist across districts or schools.
• Only one district number and school number is
  allowed per student
• Districts continue to maintain all student
  records, USID is a single purpose application

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Step 1 - Create Student Data File

• Export list of currently enrolled students, with
  required fields, from your information system
• USID system will accept
• CSV file (one row per record)
• No header information (if header row is included
  an error will be generated for the row)
• Text file (comma delimited)
• File format on website
• Scrub the data for active students unknown
  characters, date format, duplicates, etc.
• Save file in easy to find location

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Step 2 - Upload file

• Browser Recommendation IE 7 or Firefox (or
  other standards compliant)
• Open Lumen USID application
• portal.sde.idaho.gov
• Login
• Open District USID Manager
• Icon on desktop, or EZStartgtLumen USID District
  gtMenu gt District Upload Manager
• Browse to Student Data File, Select File, and
  click Upload

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Step 3 - Process File and Correct Errors

• Click Menu gt District File Process Manager (3-5
  minutes to process file)
• Once File is Processed, Process Info Column will
  display error information
• Click Details to review and correct errors
  individually
• Common Errors
• Unknown characters (hyphens, asterisks, etc)
• Missing required fields
• Invalid data
• Student already in file

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Step 4 - Download USIDs

• Portal creates a file with your student data
  including a USID
• Menu gt Generate USID File
• In File column, click Download
• Select CSV, and then click Preview
• Select Open with and choose Excel
• Click File gt Save As (Select folder and Save)
• Process to Import into your system varies
• Vendors can/may provide support for import of
  USID information

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Add Individual Student

• Open District USID Manager
• Enter Student search criteria (First Name, Last
  Name, Birth Date)
• Click Search
• If Student Found
• Verify Match
• If student already exists in correct school,
  click student name and edit information as
  necessary.
• If student exists in different school, click
  district name, click Add New, search for correct
  school and select, then click Save Finish
• Continued next slide

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Add Individual Student, Continued

• If Student is not found
• Click Obtain New Unique Student ID
• Enter Required Student Data
• Click Process Request
• In either instance, the student will be added to
  the Generate Student USID File
• You can also copy the Unique Student ID Number
  assigned to the student to add to your student
  information system

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Error Examples

• Student in file
• Same student submitted by two districts
• May be created from non enrolled student
  information being in uploaded file
• Ethnicity does not match
• Code uploaded into USID for ethnicity does not
  match pre-defined values. See File format
  information on USID website to allowed codes

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Maintaining Your Records

• As new students enroll in your district youll
  want to periodically upload your data to get
  USIDs for new students
• If you upload a new file, including USIDs issued,
  the application will only issue USIDs to those
  students without a current USID.
• Or, you may only upload students without USIDs
  issued. This will decrease the chance of errors.
• Or, you may obtain an individual Student ID

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Student Information

• Name should match a legal document that would
  most commonly be used at another district for
  enrollment purposes (looking for consistency
  across districts)
• Use birth certificate information if available
• Use first word of first name, last word of last
  name if multiple names
• Only seven fields are required (see file layout
  document), uploaded file must have at least 11
  columns of information, blank fields must be
  separated by commas if using text file.

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Field Definitions

• Use Formatting document from website to decrease
  number of errors
• Student ID USID
• Gender see file format for allowed values
• Grade see file format for allow values

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Known Quirks

• Search engine-only use first name and last name
  when searching. This will give you the greatest
  chance of finding students who have been issued a
  USID

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Determining Primary School

• Student district/school information should be set
  to the district/school that student spends the
  majority of the time attending.
• Students enrolled in summer school classes etc.
  will have a USID from their primary school.
  Secondary school should either obtain USID for
  student from primary school, or, use USID
  application search feature to look up USID number.

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Questions

• Any time left will be used to answer individual
  questions and provide additional demonstrations.

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Review
Lumen USID application
File Processing Mgr
Upload Mgr
Export USID
Error correction
Export CSV
Import USID
District Student Information System
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Next Steps

• Try it.
• Report application issues and foreseen business
  issues. Via email please.
• SDE IT will address application issues and
  forward business issues to USID Steering
  committee for resolution.

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Thank you for attending!The End