TSDS LEA APPLICATION SOFTWARE VENDOR WEBINAR – TSDS UNIQUE IDENTIFIER FOR STUDENTS AND STAFF Terri Hanson, Bryce Templeton – Texas Education Agency 11/13/2012

Agenda  Introduction  Vendor Requirements  Rollout Plan for TSDS Unique Identifier for Student and Staff  Legacy PEIMS Submission 3 and 4 Update  PET and TREx  Appendix D Update  Questions and Answers

Introduction  Phase I of the TSDS Project is the implementation of TSDS Unique ID.  A Unique ID is required for both Student and Staff in order to load information into the Education Data Warehouse (EDW).  All 1,245 Districts and Charter Schools must implement Unique ID in the Spring, 2013 in order to keep the Unique ID and PID in sync.

Introduction  For the initial assignment of Unique IDs, LEAs will log into the TSDS Unique ID System and upload files (one for student and one for staff) in CSV format.  The file(s) will include all students/staff from the LEA source systems that were active in the school year.  The file will be process in the TSDS Unique ID System and Unique IDs assigned.  The LEA will download the files and populate their source systems with the assigned Unique ID.

Introduction  After the initial assignment, as new students/staff enroll, LEAs will be required to assign a Unique ID:  LEAs will log in to the TSDS Unique ID System and upload files in CSV format (this file will contain new people needing a Unique ID), OR  LEAs will log in to the TSDS Unique ID System to search for the new student/staff and assign the Unique ID.

Vendor Requirements  Ability to create a Batch File for the LEA to submit students and staff to the Unique ID System.  Ability to store and populate a Student Unique ID and a Staff Unique ID in the source system.  Ability to submit the Student Unique ID and Staff Unique ID in the Legacy PEIMS Submissions.

Rollout Plan  September 15, 2012 – Technical specifications and requirements published in TEDS.  February, ESC staff trained by TEA on the TSDS Unique ID System.  February – March, LEA staff trained by ESCs on the TSDS Unique ID System.

Rollout Plan  March 11, 2013 – TEA will create the TSDS Unique ID database.  PID and PET updates through EDIT+ are no longer available.  PET Files cannot be submitted from March 11 – 25,  March 25, 2013 – TSDS Unique ID System in production (except for web services)  Unique IDs are made available to LEAs.  Demographic updates will be made through the TSDS Unique ID system.  April 8, LEAs have Unique IDs populated in their student/staff source systems and can submit that information through EDIT+.  June 1, LEA access to TSDS Unique ID Web Service Interface.

Legacy PEIMS Submissions 3 & 4

 New PEIMS Legacy System Data Elements for Summer and Extended Year Collections  E TX-UNIQUE-STUDENT-ID is a unique number assigned to a student by the Texas Education Agency TSDS Unique ID System.  E TX-UNIQUE-STAFF-ID is a unique number assigned to a staff member by the Texas Education Agency TSDS Unique ID System.

 New PEIMS Legacy System Data Elements for Summer and Extended Year Collections  E TX-UNIQUE-STUDENT-ID has been added to the new 102 Student Demographic record in columns  E TX-UNIQUE-STAFF-ID has been added to the 043 Staff Demographic record in columns

 Business Rules for TSDS Unique ID Data Elements for Summer Collection for Staff  The PRIOR-ID (E0990) field on the 045 Staff ID Number Change record must be blank for Submissions 3 for (Do not report the 045 record for staff that are reported in submission 3.) Beginning with the Summer collection, all staff demographic data must be first added and then subsequently maintained through the new TSDS Unique ID System.

 Business Rules for TSDS Unique ID Data Elements for Summer Collection for Staff  The DEMOGRAPHIC REVISION CONFIRMATION CODE (E0924) on the 043 Staff Identification/Demographic record must be reported as “0” for all staff reported in Submission 3 for the school year.  Beginning with the Summer collection, all demographic data must be first added and then subsequently maintained through the new TSDS Unique ID System.

 Business Rules for TSDS Unique ID Data Elements for Summer and Extended Year Collections  The PRIOR-ID (E0990) field on the 105 Student record must be blank for Submissions 3 and 4 for  Beginning with the Summer collection, all student demographic data must be first added and then subsequently maintained through the new TSDS Unique ID System.

 Business Rules for TSDS Unique ID Data Elements for Summer and Extended Year Collections  The DEMOGRAPHIC REVISION CONFIRMATION CODE (E0924) on the 101 Student Demographic record must be reported as “0” for all students reported in Submissions 3 and 4 for the school year.  Beginning with the Summer collection, all demographic data must be first added and then subsequently maintained through the new TSDS Unique ID System.

 Business Rules for TSDS Unique ID Data Elements for Summer Collection  The only students that will be reported with a 105 Student Record in Submission 3 will be students in grade levels Kindergarten, First, and Second Grade with the Early Reading Indicator Code.

 Edit Rules for TSDS Unique ID Data Elements for Summer and Extended Year Collections  Reference Change Document 5 for these edits. These edits are noted with UIV in the version column.

PET and TREx

 TSDS Unique ID will be added to the PET submission file and the TREx extraction file in the school year.  March 11 – 25, 2013, LEAs cannot submit a PET file while the TSDS Unique ID database is being created.  Starting March 25, 2013, the PET submission file will be checked against the TSDS Unique ID database to ensure the student has a Unique ID.  Starting March 25, 2013, all demographic updates will need to be made through the TSDS Unique ID system.

Appendix D Update

Questions & Answers

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