TSDS UNIQUE ID SYSTEM Unique ID 10 3

TSDS UNIQUE ID SYSTEM Unique ID 10. 3

What’s Coming with UID 10. 3 2 • • • LEAs Submit Last PET File Week of March 5 Ø LEAs should print Student Roster from PET by then Enrollment Data from PET to be Migrating to UID Ø 2015 -2016, 2016 -2017, and 2017 -2018 (thru March 12 th) UID and PET Unavailable During Migration Ø 8 am March 12 through 8 am April 2 Ø During Migration LEAs will NOT be able to retire any UIDs UID 10. 3 Available on April 2 Ø UID assignment file format changing from v 2. 1 to v 3. 0 LEAs Submit First UID ET Event File to UID 10. 3 Ø Should Contain all Enrollment and Withdrawal Events occurring after their last PET upload in March All LEA Subsequent ET Event Files Ø Should ONLY Include New or Updated Enrollment and Withdrawal Events from week to week

TSDS Unique ID and PET 3 Extract #1 – UID Assignment (students & staff) 1 A 1 B Unique IDwith ET PET 2 HRIS SIS Extract #2 – Weekly Enrollment Events (students only) X !! + t i d E o t s ile f T E P e r o No m Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

What’s New with UID 10. 3 4 q New Enrollment Functionality § § § q Email Capability § § q New enrollment interface tab Separate input batch file for enrollment events Campus uploading latest enrollment record will “own” student demographic record and have edit capability Assists with enrollment event discrepancies Emails will be sent from the users’ email systems (not TEA’s), so they will only be encrypted if the user encrypts them via their own system. New Enrollment Reports in UID § Reports similar to those in PET

Also new for Unique ID 10. 3 5 Batch File Format: UPDATED from 2. 1 to batch file format 3. 0 (enrollmen Web Service Description Language (WSDL) UPDATED to include Batch File Format 3. 0 element

UID 10. 3 File Naming Convention 6

New UID 10. 3 ID Assignment File Format (v 3. 0) 8 TH 05/25/2017 14: 00 Cumfile 4 3. 0 delimiter=0 X 2 C source=SIS qualifier=0 X 22 "ID", "043905005", "Norris", "Chuck", "", "M", "10/01/2002", "09", "0430 01", "S 81010100", "B", "043905", "2017", "", "", "", " ", "0", "", "", "", "", "", "", “ 001", “ 02", "", "", "", "", "", "" TT Cumfile 4 3 UID field will be blank and Enrollment Fields will be blank. Enrollment Fields Should be Left Blanks “ 001” Indicates this is an ID Assignment File. “ 02” indicates the person type is student; “ 03” would indicate person type is staff.

UID 10. 3 Enrollment Tracking Batch File Field Codes 8 Mandatory Fields on Each ET Batch File Record 001=UID Assignment (NEW field will Submission Type always be on Assignment Batch Files) 002=Enrollment Event 02=Student 03=Staff (NEW field will only be on Assignment Batch Files for staff) Person Type 04/04/2018 Enroll/Withdraw Date 01=Enroll 02=Withdraw Enroll/Withdraw Type 1=Verified 3=Calendar 4=Delete Enroll/Withdraw Verified Flag (Optional) Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

UID 10. 3 ET Event File 9 TH 01/22/2018 10: 00 DEVTEST 2 3. 0 delimiter=0 X 2 C source=SIS qualifier=0 X 22 "ID", "007901001", "Hogan", "Ben", "", "M", "12/25/2001", "10", "001022", "S 81510200 ", "B", "6618792118", "007901", "2018", "", "", "", "", "0", "", "", "", "", "", "", "002", "", "08/28/2017", "01", " 4 ", "", "", "", "", "" TT DEVTEST 2 3 The fields shown in the blue box MUST NOT be blank on the ET Event File: § Unique ID Field Enrollment Fields Should be Left Blanks § “ 002” Indicates this is an Enrollment Event File. § “ 02” Indicates the Person Type is Student. § Enroll/Withdraw Date § Enroll/Withdraw Type Code – 01 Enroll; 02 Withdraw Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and § “ 4” Indicates this record is to be marked “delete”. (Optional) proprietary.

UID 10. 3 Main Menu 10 Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

UID 10. 3 ET Event Batch File Loading 11 Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

UID 10. 3 ET Event Batch File Loading 12 File ONLY includes adds and changes from week to week. Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

UID 10. 3 ET Dashboard 13 Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

UID 10. 3 ET File Details 14 Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

ET Batch Download File 16 TH 01/22/2018 10: 00 DEVTEST 2 3. 0 delimiter=0 X 2 C source=SIS qualifier=0 X 22 "ID", "007901001", "Hogan", "Ben", "", "M", "12/25/2001 ", "10", "001022", "S 81510200", "B", "6618792118", "007901 ", "2018", "", "", "", "", "0", "", "", "", "", "", "", "002", "", "08 /28/2017", "01", "", "", "", "Master Record Not Updated during Event Processing", "Location Not Updated during Event Processing", "Event Updated Master Record Not Updated", "81889126", "11056", "01/25/2018" TT DEVTEST 2 3

UID 10. 3 Enrollment Tab 16 q Master Record Ownership will be updated based on the most current enrollment date. • The LEA with the latest (most current) enrollment date will own the master record. q Information on the ET Enrollment File that will update the Master Record • If the student is at a new LEA • If the student is at a new campus • If the student is in a new grade • If the student has a new local ID Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

UID 10. 3 Download File Comments 17 Processed q Event Added – Master Record NOT Updated • BOY Enrollment, or a Withdrawal Record for a student at the same campus q Event Updated – Master Record NOT Updated • Enrollment or Withdrawal Record with a Verified Flag added q Event Added – Master Record Updated and History Created • Enrollment Record at new LEA, Campus or with new Local ID • Master Record Updates – ONLY Local ID, Grade, Campus, LEA q Duplicate Event – Master Record NOT Updated • Enrollment or Withdrawal Record currently in UID • If a file is loaded with cumulative records (from beginning of year), you will get this message on every record. Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

UID 10. 3 Download File Comments 18 Canceled q Prior Enrollment Must Exist for Withdrawal Events • Cannot load withdrawal record if there is not a prior enrollment at same LEA q Duplicate Event • This record is canceled because it was a duplicate record within the batch file. • If a file is loaded with cumulative records (from beginning of year), you will get this message on every record. q Event Not Updated – Invalid Logical Delete • Attempting to delete an event never added q Canceled During Data Validation • State ID (Unique ID) Invalid, School Year Invalid • Lookup Code Invalid (e. g. , Gender is invalid) • Submission Type is Invalid • Other Errors as Described in Output File Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

UID 10. 3 Enrollment Tab 19 Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

Enrollment Event Marked “Delete” 10

Edit ET Event in UID 10. 3 21 Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

22 Email Functionality in UID 10. 3 q Email Capability § Assists with enrollment event resolution q LEA Sets Up a New Email Inbox § Should be a group inbox and not associated to a specific person Example: Learning_ISD_enrollment@learningisd. org § Individual Inboxes may be setup for each campus (optional) Example: Learning_Elementary_enrollment@learningisd. org Example: Learning_Middle_enrollment@learningisd. org Example: Learning_HS_enrollment@learningisd. org Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and

Email Setup for UID Enrollment Tracking 23 1. 2. 3. The LEA Technology Staff will determine how the email address will be setup locally, determine who will be associated with the email, and set everything up locally. The District Ask. TED Administrator will go into Ask. TED and set up the Enrollment Tracking Email information using the newly created email tab. Charter schools will need to submit a TIMS ticket to get this set up in Ask. TED. Final details about this process will be released soon. Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

24 New Email Setup in Ask. TED q Email Addresses will be Entered and Maintained in Ask. TED by the District Ask. TED Administrator q The Ask. TED Administrator will Log In to Ask. TED q Next Click on the New Enrollment Tracking Email Tab Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and

25 New Email Setup in Ask. TED q District Level Enrollment Tracking Email Address is required q All current active campuses will display, allowing for a campus specific Enrollment Tracking Email to be entered. q Alternately, the District Level Enrollment Tracking Email will be copied to all campuses. Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and

Email Link in UID 10. 3 26 Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

UID 10. 3 Sample Email 27 Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

Unique ID 10. 3 Enrollment Reports 28 q Enrollment Reports in UID 10. 3 § Reports Similar to the Reports in PET § Reports Useful in Verifying Student Enrollment Status § Reports Assist with Leaver Tracking Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and

Unique ID 10. 3 Enrollment Reports 29 Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and

Unique ID 10. 3 Enrollment Reports 30 Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and

Unique ID 10. 3 Reports 31 ENT 0 -001 – TSDS UID Presumed Duplicate Student Report for Enrollment PET Report: PET 3 D 001 ENT 0 -002 – TSDS UID Students Showing Withdrawn PET Reports: PET 5 D 001 (Potential Movers Showing Withdrawn) PET 6 D 001 (Potential Leavers) ENT 0 -003 – TSDS UID Students Not Showing Withdrawn PET Reports: PET 5 D 002 (Potential Movers Not Showing Withdrawn) PET 6 D 002 (Continuing Students) ENT 0 -004 – TSDS UID Fall Enrollment Status of Prior School Year PET Reports: PET 7 D 001 (Potential Leavers) PET 7 D 002 (Continuing Students) ENT 0 -005 – TSDS UID Student Enrollment Roster Report Copyright © 2017 -2018 Texas Education Agency. Report) All rights reserved. TEA confidential and PET Report: PET 8 D 001 (PET Student Roster

Wrap Up 32 What’s new in UID 10. 3 q New Enrollment Tab q ETEvent File Submissions beginning on April 2 q LEAs will Submit Two files to UID – UID Assignment and ETEvent q ETEvent Files must have UID# and Enroll/Withdraw Information q ET Event Files should be Submitted each Week including only changes from the prior week. q Email Capability in UID 10. 3 q New ET Event Reports Copyright © 2017 -2018 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

Additional Resources 33 Knowledge Based Articles for UID 10. 3 in TIMS q q q TSDSKB-538 Unique ID: Enrollment Events – FAQ TSDSKB-537 Unique ID: PET/Unique ID Enrollment tracking Report Cross Reference TSDSKB-535 Unique ID: Batch File Format 3. 0 – Enrollment Event TSDSKB-531 Unique ID: Data Loading Guidance for Batch Format 3. 0 TSDSKB-530 Unique ID: Batch File Format 3. 0 – ID Assignment

Questions? TSDS Training mailbox at TSDS_training@tea. texas. gov 34