UNIQUE ID Texas Student Data System John Reese / Glenn Shelton Simple Solution. Brighter Futures. UNIQUE ID Texas Student Data System John Reese / Glenn Shelton Texas Education Agency August 2017

Agenda & Discussion Deployment Schedule Batch File Format / Web Services / Software Changes Unique ID Enrollment Reports Data Migration and Schedule FAQ and Resources Version 10.1.1. Version 10.2.0 Version 10.3.0 No Enrollment Update for Direct Certification Module / Texas Dept. of Agriculture Enrollment Functions

Deployment Schedule for Unique ID

Deployment Schedule August 11, 2017 September 15, 2017 March 5, 2018 Version 10.1.1 No Enrollment Version 10.2.0 Update for Direct Certification Module / Texas Department of Agriculture Version 10.3.0 Enrollment Added Data Migration

Unique ID version 10.1.1

Unique ID version 10.1.1 Batch File Format: continue to use batch file format 2.1 Web Service Description Language (WSDL) continue to utilize existing web services Software User Interface Changes update to Personal Information Screen NO CHANGE NO CHANGE MINOR CHANGE

Batch File Format version 10.1.1 Specific format must be followed when submitting students and staff for ID assignment Consists of Header record, Detail record and Trailer Record No Change for version 10.1.1 Continue to use the existing batch file format until Unique ID version 10.3.0 is deployed in March 2018 ID Assignment Example TH 10/05/2012 10:42:35 TEAPID 2.1 delimiter=0X2C source=SIS qualifier=0X22 "ID","557900101","","Student","Jane","","","F","3/2/2009","EE","123456","S 00005678", "W","","557900","2017","","", "","","","","","","","","","","","1","","","","","" TT TEAPID 3

WSDLs (web services) version 10.1.1 Designed to allow source systems and vendors the ability to communicate with TSDS Unique ID using an XML-based process. Web services available for: No Change for version 10.1.1 assigning or retrieving IDs searching for students or staff requesting a list of near matches submitting near match decisions

Current Production Version 9.0.2 Person Information Screen version 9.0.2 Current Production Version 9.0.2

Person Information Screen version 10.1.1

Person Information Screen version 10.1.1 Current Version 9.0.2 Version 10.1.1

Relocated Batch Information and Location/Enrollment Person Information Screen version 10.1.1 Relocated Batch Information and Location/Enrollment

moved into a separate tab Person Information Screen version 10.1.1 History Information moved into a separate tab

Separate Tabs for History and Associated Retired IDs Person Information Screen version 10.1.1 Separate Tabs for History and Associated Retired IDs

Unique ID version 10.2.0

Unique ID version 10.2.0 Batch File Format: continue to use batch file format 2.1 Web Service Description Language (WSDL) continue to utilize existing web services Software User Interface Changes update for Direct Certification Module / Texas Department of Agriculture NO CHANGE NO CHANGE Terri would like to speak briefly to the audience about what this is so they can see the big picture of how UID is helping other organizations.   NO CHANGE

Unique ID version 10.3.0

Unique ID version 10.3.0 Batch File Format: to batch file format 3.0 (enrollment) Web Service Description Language (WSDL) to include Batch File Format 3.0 elements Software User Interface Changes for enrollment, email feature, new reporting UPDATED UPDATED UPDATED

Batch File Format 3.0 version 10.3.0 Batch File Format 3.0 is required File Format 2.1 will no longer be valid after March 5, 2018 Specific Batch File for ID Assignments Additional Batch File for Enrollment events

Enrollment Event Example Batch File Format 3.0 version 10.3.0 Enrollment Event Example Batch File: 701603_000_ETEVENT_201803051225 TH 05/25/2017 14:00:00 Cumfile4 3.0 delimiter=0X2C source=SIS qualifier=0X22 "ID","043905005","","Norris","Chuck","","","M","10/01/2002","09","043001","S810101 00","B","5468112175","043905","2017","","","","","","","","","","","","","","","0","","","","","" ,"","","","","","","","","","","","","","","","","","","002","02","","","03/05/2018","01","","","",""," ","","","","","","","","","","","","","" TT Cumfile4 3 New Enrollment Fields

Enrollment Fields Should be Left Blank Batch File Format 3.0 version 10.3.0 ID Assignment Example Batch File: 701603_002_STUDENT_201708241015 TH 05/25/2017 14:00:00 Cumfile4 3.0 delimiter=0X2C source=SIS qualifier=0X22 "ID","043905005","","Norris","Chuck","","","M","10/01/2002","09","043001","S810101 00","B","","043905","2017","","","","","","","","","","","","","","","0","","","","","","",""," ","","","","","","","","","","","","","","","",“001",“","","","","","","","","","","","","","","","", "","","","","","","" TT Cumfile4 3 Enrollment Fields Should be Left Blank

New Batch File Field Codes Batch File Format 3.0 version 10.3.0 New Batch File Field Codes 001|002 Submission Type 02 Person Type 03/05/2018 Entry/Exit Date 01 Entry/Exit Type Submission Type 002 – ET Event Person Type, Mandatory and should always be ‘02’ – Student Entry/Exit Date – Date of the event, enrollment or withdrawal Entry Exit Type – Enrollment or Withdrawal – 01 – Enrollment , 02 - Withdrawal

Batch File Format 3.0 version 10.3.0 For performance considerations, it is required that ID Assignment and Enrollment Events be sent in separate files. ID Assignment files must not contain Enroll/Withdraw Event Type and Enroll/Withdraw Event Data. Enrollment files must contain State Uniq-ID Person Type = “02” (student) Enroll/Withdraw Event Type Enroll/Withdraw Event Date

WSDLs (web services) version 10.3.0 Web services updated to include elements for batch file format 3.0 Updated Web Services published in TEDS section 9 Previous web services (v1 &v2) are still valid to be used after enrollment functionality is enabled. IDAssignmentV3 NearMatchResolutionV3 NearMatchListV3

Software Changes version 10.3.0 New Enrollment Functionality New enrollment interface tab Separate input batch file for enrollment events Email Capability Assists with enrollment event resolution New Enrollment Unique ID Reports Need to talk about the dual file types 1 for ID assignment and the other for Enrollment events.

Uniq-ID Campus, Uniq-ID LEA, Uniq-ID Search Enrollment Functionality version 10.3.0 Available to the following TEAL roles: Uniq-ID Campus, Uniq-ID LEA, Uniq-ID Search

New enrollment tab on Person Information Screen Enrollment Functionality version 10.3.0 New enrollment tab on Person Information Screen Enrollment events can be entered with a Batch File Upload or manually through the Unique ID system Encourage use of Batch file. Any online update MUST be reflected back in the SIS, otherwise Cumulative Batch file processing may be affected.

Enrollment Functionality version 10.3.0 New Enrollment View More Detailed Enrollment Screenshot Ability to add or edit or enrollment events on the Person Information page

Email Functionality version 10.3.0 Email addresses will be entered and maintained in AskTed Enter Enrollment Tracking Email address:   Ensure all appropriate LEA and/or Campus users have access to the inbox

Email Functionality version 10.3.0 Clicking on the Enrollment Tracking Email will take the user to a new screen that’s similar to the following: Houston ISD Entering a district name or number will take you to the page where you enter the email addresses

Email Functionality version 10.3.0 District Level Enrollment Tracking Email address is required All current active campuses will display, allowing for a campus specific Enrollment Tracking Email to be entered. Alternatively, checking the Apply to all campuses checkbox will copy the District Level Enrollment Tracking Email to all campuses. Terri recommending hiding this slide

Email Link will be populated with Campus/LEA email Address Email Functionality version 10.3.0 Email Link will be populated with Campus/LEA email Address  

Email Functionality version 10.3.0 Sample Email Bolded data are populated from the Unique-Id Master and Enrollment event records Note that the old campus is included in subject line for LEAs who use an LEA level email address rather than campus. This allows users to determine which campus the email is directed to.

Unique ID Enrollment Reports

PET/Unique ID Reports version 10.3.0 ENT0-000-001 – TSDS UID Presumed Duplicate Student Report for Enrollment PET report: PET3D001 ENT0-000-002 – TSDS UID Students Showing Withdrawn PET reports: PET5D001 (Potential Movers), PET6D001 (Potential Leavers) ENT0-000-003 – TSDS UID Students Not Showing Withdrawn PET reports: PET5D002 (Potential Movers), PET6D002 (Continuing Students) ENT0-000-004 – TSDS UID Fall Enrollment Status of Prior School Year PET reports: PET7D001 (Potential Leavers), PET7D002 (Continuing Students)

PET/Unique ID Reports version 10.3.0 ENT0-000-005 – TSDS UID Student Enrollment Roster Report PET report: PET8D001 ENT0-000-006 – TSDS UID Enrollment Submission Summary Report PET report: PET8D002 ENT0-000-007 – TSDS UID Missing Event File Submission Report PET report: PET4D001 SJ: Where are the titles for PET8D001, PET8D002, PET4D001? Please populate

ENT0-000-001 – TSDS UID Presumed Duplicate Student Report for Enrollment HIDDEN: We should try to avoid showing these, unless absolutely needed

ENT0-000-002 – TSDS UID Students Showing Withdrawn

ENT0-000-003 – TSDS UID Students Not Showing Withdrawn

ENT0-000-004 – TSDS UID Fall Enrollment Status of Prior School Year

ENT0-000-005 – TSDS UID Student Enrollment Roster Report

ENT0-000-006 – TSDS UID Enrollment Submission Summary Report (LEA version Only)

ENT0-000-007 – TSDS UID Missing Event File Submission Report (ESC Version Only)

Data Migration and Schedule

Data Migration & Schedule Data migration will begin after the Fall 2018 PEIMS collection has completed TEA will extract the prior 2 years (2015-2016 / 2016- 2017) of PET data and migrate into UID version 10.3.0 TEA will extract current year (2017-2018) PET data and migrate into UID version 10.3.0 Loading this data will be a very time consuming and resource intensive undertaking. We are working with the technical teams to determine the amount of effort to migrate data prior to the 2016-2017 school year. PET search will still be available from EDIT+ for those occasions when someone wants to go further back in enrollment history. We need to establish a cutoff date for PET updates just prior to the migration and encourage LEAs to make whatever changes they need to make before that cutoff. SJ: John/Glenn. Is there anything the LEA needs guidance on during this “Freeze”? Should they avoid loading, etc?

Data Migration & Schedule Data Migration: January 22, 2018 – March 5, 2018 The Unique ID application may require system downtime during the data migration process The PET application will be available, however LEAs will not be permitted to load any additional PET data through Edit+. LEAs should load the suspended enrollment event data the week of March 5, 2018

EDIT+ and PET Availability EDIT+ will continue to be available through the end of the 2019-2020 school year to provide access to prior year and archived reports TEA will continue to roll school years out of the EDIT+ application each year, the same as we always have. PET Search capability will be available through the end of the 2019-2020 school year TSDS 2021-2022 - current 2020-2021 - prior year 1 2019-2020 - prior year 2 2018-2019 - archive 2017-2018 - archive 2016-2017 - archive EDIT+ 2015-2016 - prior year 2014-2015 - archive 2013-2014 - archive 2012-2013 - archive

Frequently Asked Questions

Frequently Asked Questions (FAQs) When will training be scheduled? TEA will be providing training to ESC Champions in the December – February timeframe. Stay tuned for more information and dates once finalized. DAVID BUTLER WOULD LIKE TO SPEAK ABOUT TRAINING.

Frequently Asked Questions (FAQs) Can I send both Unique ID requests and enrollment events in the same batch file? No. These must be separate processes. This decision was based upon potential performance concerns and the feedback received from the advisory committee. ID Assignment batch files should not contain Enroll/Withdraw Event Type and Enroll/Withdraw Event Date data. Enrollment batch files will have their own naming convention and will contain additional enrollment data.

Frequently Asked Questions (FAQs) Are we still required to send enrollment files on a weekly basis when Unique ID 10.3.0 is deployed? Yes, the same rules apply as with the PET application. Weekly files are required, except when the district is not in session at least one day during the week or during the week a PEIMS collection due date occurs. If there are no changes in enrollments or withdrawals, there is no need to send a batch file update.

Frequently Asked Questions (FAQs) How do I correct an enrollment event? Through the batch file, you can remove the event by adding an enroll/withdraw verify flag code = 04 (Delete). Once removed, you can enter a new event with the correct information. Additionally, you can correct events online through the Unique ID application. Please ensure the change is also updated in the LEA’s source system. Can I edit an enrollment event from prior years? No. The system will restrict a user from editing an event not within the current school year.

Frequently Asked Questions (FAQs) When will we be able to add events for the next school year? Unique ID is set up to only allow updates for the current school year. The Unique ID application uses August 1st as the beginning of the year start date. For the 2017-2018 school year, events can be added and updated from March 5, 2018 through July 31, 2018.

Frequently Asked Questions (FAQs) Will we still have to install the Alternate Security patch in order to send our Enrollment file to TEA? No, the patch was only for files sent to the EDIT+ application. The only reason that you may have to maintain the patch is if you need to send a PEIMS Working collection file for one of the 2015-2016 collections or retrieve a file from one of the 2015-2016 Approved collections.

Resources -

Resources TEDS: Section 9 (no enrollment) Effective August 7, 2017 TEDS: Section 9 (with enrollment) Effective March 5, 2018 Unique ID Web Services Vendors can contact TSDSCustomerSupport@tea.texas.gov for technical assistance