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

2. 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

3. 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.

4. 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 2012-2013 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.

5. 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.

6. 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.

7. Rollout Plan  September 15, 2012 – Technical specifications and requirements published in TEDS.  February, 2013- ESC staff trained by TEA on the TSDS Unique ID System.  February – March, 2013- LEA staff trained by ESCs on the TSDS Unique ID System.

8. 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, 2013.  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, 2013 - LEAs have Unique IDs populated in their student/staff source systems and can submit that information through EDIT+.  June 1, 2013 - LEA access to TSDS Unique ID Web Service Interface.

9. Legacy PEIMS Submissions 3 & 4

10.  New PEIMS Legacy System Data Elements for 2012-2013 Summer and Extended Year Collections  E1523 - TX-UNIQUE-STUDENT-ID is a unique number assigned to a student by the Texas Education Agency TSDS Unique ID System.  E1524 - TX-UNIQUE-STAFF-ID is a unique number assigned to a staff member by the Texas Education Agency TSDS Unique ID System.

11.  New PEIMS Legacy System Data Elements for 2012-2013 Summer and Extended Year Collections  E1523 - TX-UNIQUE-STUDENT-ID has been added to the new 102 Student Demographic record in columns 19-28.  E1524 - TX-UNIQUE-STAFF-ID has been added to the 043 Staff Demographic record in columns 34-43.

12.  Business Rules for TSDS Unique ID Data Elements for 2012-2013 Summer Collection for Staff  The PRIOR-ID (E0990) field on the 045 Staff ID Number Change record must be blank for Submissions 3 for 2012-2013. (Do not report the 045 record for staff that are reported in submission 3.) Beginning with the 2012-2013 Summer collection, all staff demographic data must be first added and then subsequently maintained through the new TSDS Unique ID System.

13.  Business Rules for TSDS Unique ID Data Elements for 2012-2013 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 2012-2013 school year.  Beginning with the 2012-2013 Summer collection, all demographic data must be first added and then subsequently maintained through the new TSDS Unique ID System.

14.  Business Rules for TSDS Unique ID Data Elements for 2012-2013 Summer and Extended Year Collections  The PRIOR-ID (E0990) field on the 105 Student record must be blank for Submissions 3 and 4 for 2012-2013.  Beginning with the 2012-2013 Summer collection, all student demographic data must be first added and then subsequently maintained through the new TSDS Unique ID System.

15.  Business Rules for TSDS Unique ID Data Elements for 2012-2013 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 2012-2013 school year.  Beginning with the 2012-2013 Summer collection, all demographic data must be first added and then subsequently maintained through the new TSDS Unique ID System.

16.  Business Rules for TSDS Unique ID Data Elements for 2012-2013 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.

17.  Edit Rules for TSDS Unique ID Data Elements for 2012-2013 Summer and Extended Year Collections  Reference Change Document 5 for these edits. These edits are noted with UIV in the version column.

18. PET and TREx

19.  TSDS Unique ID will be added to the PET submission file and the TREx extraction file in the 13-14 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.

20. Appendix D Update

21. Questions & Answers

22. Feedback For questions or to report any issues, please contact us at: TSDSCustomerSupport@tea.state.tx.us PEIMSCustomerSupport@tea.state.tx.us