1. 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

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

3. Deployment Schedule for Unique ID

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

5. Unique ID version

6. 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

7. 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
Continue to use the existing batch file format until Unique ID version is deployed in March 2018
ID Assignment Example
TH 10/05/ :42:35 TEAPID 2.1 delimiter=0X2C source=SIS qualifier=0X "ID"," ","","Student","Jane","","","F","3/2/2009","EE","123456","S ",
"W","","557900","2017","","", "","","","","","","","","","","","1","","","","",""
TT TEAPID 3

8. 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
assigning or retrieving IDs
searching for students or staff
requesting a list of near matches
submitting near match decisions

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

10. Person Information Screen version 10.1.1

11. Person Information Screen version 10.1.1
Current Version 9.0.2
Version

12. Relocated Batch Information and Location/Enrollment
Person Information Screen version
Relocated Batch Information and Location/Enrollment

13. moved into a separate tab
Person Information Screen version
History Information
moved into a separate tab

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

15. Unique ID version

16. 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

17. Unique ID version

18. 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, feature, new reporting
UPDATED
UPDATED
UPDATED

19. 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

20. Enrollment Event Example
Batch File Format 3.0 version
Enrollment Event Example
Batch File: _000_ETEVENT_
TH 05/25/ :00:00 Cumfile4 3.0 delimiter=0X2C source=SIS qualifier=0X22 "ID"," ","","Norris","Chuck","","","M","10/01/2002","09","043001","S ","B"," ","043905","2017","","","","","","","","","","","","","","","0","","","","","" ,"","","","","","","","","","","","","","","","","","","002","02","","","03/05/2018","01","","","",""," ","","","","","","","","","","","","","" TT Cumfile4 3
New Enrollment Fields

21. Enrollment Fields Should be Left Blank
Batch File Format 3.0 version
ID Assignment Example
Batch File: _002_STUDENT_
TH 05/25/ :00:00 Cumfile4 3.0 delimiter=0X2C source=SIS qualifier=0X22 "ID"," ","","Norris","Chuck","","","M","10/01/2002","09","043001","S ","B","","043905","2017","","","","","","","","","","","","","","","0","","","","","","",""," ","","","","","","","","","","","","","","","",“001",“","","","","","","","","","","","","","","","", "","","","","","",""
TT Cumfile4 3
Enrollment Fields Should be Left Blank

22. New Batch File Field Codes
Batch File Format 3.0 version
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

23. 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

24. 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

25. Software Changes version 10.3.0
New Enrollment Functionality
New enrollment interface tab
Separate input batch file for enrollment events
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.

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

27. New enrollment tab on Person Information Screen
Enrollment Functionality version
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.

28. 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

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

30. Email Functionality version 10.3.0
Clicking on the Enrollment Tracking 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 addresses

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

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

33. Email Functionality version 10.3.0
Sample
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 address rather than campus. This allows users to determine which campus the is directed to.

34. Unique ID Enrollment Reports

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

36. PET/Unique ID Reports version 10.3.0
ENT – TSDS UID Student Enrollment Roster Report
PET report: PET8D001
ENT – TSDS UID Enrollment Submission Summary Report
PET report: PET8D002
ENT – TSDS UID Missing Event File Submission Report
PET report: PET4D001
SJ: Where are the titles for PET8D001, PET8D002, PET4D001? Please populate

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

38. ENT0-000-002 – TSDS UID Students Showing Withdrawn

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

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

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

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

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

44. Data Migration and Schedule

45. Data Migration & Schedule
Data migration will begin after the Fall 2018 PEIMS collection has completed
TEA will extract the prior 2 years ( / ) of PET data and migrate into UID version
TEA will extract current year ( ) PET data and migrate into UID version
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 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?

46. 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

47. EDIT+ and PET Availability
EDIT+ will continue to be available through the end of the 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 school year
TSDS
current
prior year 1
prior year 2
archive
archive
archive
EDIT+
prior year
archive
archive
archive

48. Frequently Asked Questions

49. 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.

50. 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.

51. Frequently Asked Questions (FAQs)
Are we still required to send enrollment files on a weekly basis when Unique ID 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.

52. 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.

53. 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 school year, events can be added and updated from March 5, 2018 through July 31, 2018.

54. 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 collections or retrieve a file from one of the Approved collections.

55. Resources -

56. 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
for technical assistance