1 Michigan Michigan Student Data System Student Data System (MSDS) (MSDS) IHE Request for UIC Collection IHE Request for UIC Collection This PowerPoint presentation is intended to provide This PowerPoint presentation is intended to provide institutions of higher education (IHE) Registrars a institutions of higher education (IHE) Registrars a general overview of how to acquire Unique Identification general overview of how to acquire Unique Identification Codes (UICs) from the MSDS for their enrolled students and Codes (UICs) from the MSDS for their enrolled students and provides the results of the IHE Request for UIC Collection provides the results of the IHE Request for UIC Collection pilot test with some Michigan postsecondary institutions. pilot test with some Michigan postsecondary institutions.
Transcript
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Michigan Michigan Student Data System Student Data System
(MSDS)(MSDS)
IHE Request for UIC CollectionIHE Request for UIC Collection
This PowerPoint presentation is intended to provide institutions of higher education This PowerPoint presentation is intended to provide institutions of higher education (IHE) Registrars a general overview of how to acquire Unique Identification Codes (IHE) Registrars a general overview of how to acquire Unique Identification Codes
(UICs) from the MSDS for their enrolled students and provides the results of the IHE (UICs) from the MSDS for their enrolled students and provides the results of the IHE Request for UIC Collection pilot test with some Michigan postsecondary institutions.Request for UIC Collection pilot test with some Michigan postsecondary institutions.
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AgendaAgenda
IHE Request for UIC OverviewIHE Request for UIC Overview Navigating the CEPI Web siteNavigating the CEPI Web site Gaining access to the MSDSGaining access to the MSDS Characteristics, Components and Characteristics, Components and
Collections (C3) OverviewCollections (C3) Overview XML OverviewXML Overview Resources and SupportResources and Support
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IHE Request for UIC OverviewIHE Request for UIC Overview
The IHE Request for UIC Collection enables The IHE Request for UIC Collection enables IHEs to upload a XML file containing their IHEs to upload a XML file containing their student enrollment to the MSDS. Using this file, student enrollment to the MSDS. Using this file, if an existing UIC is found, that UIC will be if an existing UIC is found, that UIC will be associated with the student record; otherwise a associated with the student record; otherwise a new UIC will be created for the student. The IHE new UIC will be created for the student. The IHE can then download the file, which will now can then download the file, which will now contain UICs, and incorporate those UICs into contain UICs, and incorporate those UICs into their local student management system. their local student management system.
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Navigating the CEPI Web siteNavigating the CEPI Web site
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1.1. Go to the CEPI Web site at Go to the CEPI Web site at www.michigan.gov/cepi
2.2. Click on the blue “CEPI Applications” tab at the leftClick on the blue “CEPI Applications” tab at the left
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Navigating the CEPI Web siteNavigating the CEPI Web site3. Click on the Michigan Student Data System light blue tab at the left3. Click on the Michigan Student Data System light blue tab at the left
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Navigating the CEPI Web siteNavigating the CEPI Web site4. To get to the IHE Request for UIC Collection information, click on either the 4. To get to the IHE Request for UIC Collection information, click on either the
blue tab at the left or on the link titled “IHE Request for UIC”blue tab at the left or on the link titled “IHE Request for UIC”
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Navigating the CEPI Web siteNavigating the CEPI Web site The IHE Request for UIC webpage contains useful information regarding the XML file The IHE Request for UIC webpage contains useful information regarding the XML file
structure, the data elements needed for the upload and how to obtain access to the structure, the data elements needed for the upload and how to obtain access to the MSDS. It is recommended that you check this page often, as new information regarding MSDS. It is recommended that you check this page often, as new information regarding this collection will be posted here.this collection will be posted here.
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Gaining Access to the MSDSGaining Access to the MSDS
Step 1: Request permissions through your Step 1: Request permissions through your Single Sign-On (SSO) accountSingle Sign-On (SSO) account
Step 2: Send the appropriate security Step 2: Send the appropriate security agreement form to CEPI, signed by both agreement form to CEPI, signed by both the user and the IHE registrar.the user and the IHE registrar.
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Step 1: Step 1: Request permission through your SSO accountRequest permission through your SSO account
Register online at: Register online at: https://sso.state.mi.us/https://sso.state.mi.us/ by clicking the Register button by clicking the Register button and following the on-screen directions.and following the on-screen directions.
When you finish registration for your SSO account, you will receive an e-When you finish registration for your SSO account, you will receive an e-mail titled “Account Information.” In it, you will receive a temporary mail titled “Account Information.” In it, you will receive a temporary password to use the first time you log in to the SSO.password to use the first time you log in to the SSO.
Log in to the SSO application at Log in to the SSO application at https://sso.state.mi.us/https://sso.state.mi.us/
Click the “Subscribe to Applications” link in the bottom left-hand corner of the Click the “Subscribe to Applications” link in the bottom left-hand corner of the screen.screen.
You will be taken to a new screen with drop-down menus. Select CEPI in the first You will be taken to a new screen with drop-down menus. Select CEPI in the first drop-down and MSDS from the second. Click Next.drop-down and MSDS from the second. Click Next.
Step 2: Step 2: Sending security agreement form to CEPISending security agreement form to CEPI
Go to the Go to the IHE Request for UICIHE Request for UIC page page
Click on “IHE User Security Agreement” linkClick on “IHE User Security Agreement” link Follow the instructions for completion of the security agreement formFollow the instructions for completion of the security agreement form
Once the form is completed, print a copy, obtain the required Once the form is completed, print a copy, obtain the required signatures, and fax to CEPI at (517)335-0488.signatures, and fax to CEPI at (517)335-0488.
To access the security agreement directly, go to:To access the security agreement directly, go to:
Gaining Access to the MSDS: Gaining Access to the MSDS: Things to Keep in MindThings to Keep in Mind The SSO subscription expires after 10 calendar days; make sure your The SSO subscription expires after 10 calendar days; make sure your
security agreement is sent to CEPI about the same time that you request security agreement is sent to CEPI about the same time that you request access to prevent auto-rejection notices.access to prevent auto-rejection notices.
Security agreements must be signed by the Registrar. CEPI will verify using Security agreements must be signed by the Registrar. CEPI will verify using the membership directory on the MACRAO Web site. Once verified with the the membership directory on the MACRAO Web site. Once verified with the SSO request, permission will be granted and the requester will be notified SSO request, permission will be granted and the requester will be notified via e-mail. via e-mail.
Access should be limited to only those persons who will be uploading the Access should be limited to only those persons who will be uploading the files or utilizing the student search function to do single student UIC lookups files or utilizing the student search function to do single student UIC lookups (should range between 2-5 people). MSDS IHE users typically include: (should range between 2-5 people). MSDS IHE users typically include: technology group members, admissions staff, and/or staff from the technology group members, admissions staff, and/or staff from the registrars office.registrars office.
When authorized users leave your organization, a removal request must be When authorized users leave your organization, a removal request must be sent in. CEPI does an annual refresh notice as well. To access the removal sent in. CEPI does an annual refresh notice as well. To access the removal form directly, go to: form directly, go to: http://www.michigan.gov/documents/CEPI-MDE_MEISRemovalReqFrm_12http://www.michigan.gov/documents/CEPI-MDE_MEISRemovalReqFrm_128431_7.pdf8431_7.pdf
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Creating the IHE Request for UIC FileCreating the IHE Request for UIC File
CharacteristicsCharacteristics Fields/data elements associated Fields/data elements associated
with a student (e.g., the with a student (e.g., the student’s first name, last name, student’s first name, last name, date of birth, gender and local date of birth, gender and local student ID)student ID)
ComponentsComponents Logical groupings of Logical groupings of
characteristics (e.g., personal characteristics (e.g., personal core)core)
Allow for making groups of Allow for making groups of characteristics conditionally characteristics conditionally requiredrequired
CollectionsCollections A set of components submitted A set of components submitted
for a particular purpose within a for a particular purpose within a particular timeframe (e.g., the particular timeframe (e.g., the IHE Request for UIC Collection)IHE Request for UIC Collection)
Collection:
IHE REQUEST FOR UIC
Component:PersonalCore
Characteristic: Last Name
Characteristic: Last Name
To begin, it is helpful to learn of the “C3”. This refers to: To begin, it is helpful to learn of the “C3”. This refers to: Characteristics, Components and Collection.Characteristics, Components and Collection.
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Creating the IHE Request for UIC FileCreating the IHE Request for UIC File
To begin, go to the IHE Request for UIC webpage on the CEPI Web To begin, go to the IHE Request for UIC webpage on the CEPI Web site and click on the “IHE Request for UIC Collection Components” linksite and click on the “IHE Request for UIC Collection Components” link
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Creating the IHE Request for UIC FileCreating the IHE Request for UIC File
All of the components are listed along the left side of the table.
Clicking on the name of the component will bring up an Excel spreadsheet containing the business rules for that component.
Please note that the personal demographics component Please note that the personal demographics component will be an optional component in this collection. The will be an optional component in this collection. The fields included in the Personal Demographics Component fields included in the Personal Demographics Component are very helpful for performing resolution and looking for are very helpful for performing resolution and looking for additional student matches. This may be necessary when additional student matches. This may be necessary when looking at Mass Linking results and future UIC resolution.looking at Mass Linking results and future UIC resolution.
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Submitting Entity (Required)
Submitting Entity Code (Required)
This is the 5-digit code for the uploading entity. To obtain your IHE code, search within CEPI’s Educational Entity Master (EEM) at: https://cepi.state.mi.us/eem/
Submitting Entity Type (Required)
This code is used by the MSDS to identify which type of entity codewill be reported in the Submitting Entity Code characteristic. Entitycodes in EEM are unique within type categories. This characteristicidentifies which category the system uses for validation of thesubmitting entity and to confirm user entity permissions.NOTE: This will be a “B” for IHEs
Creating the IHE Request for UIC Creating the IHE Request for UIC FileFile
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Personal Core (Required)
Last Name (Required)
First Name (Required)
Date of Birth (Required)
Gender (Required)
Unique Identification Code (Optional)
Personal Core ComponentPersonal Core Component
Middle Name (Optional)
Student Suffix (Optional)
Multiple Birth Order (Optional)
Creating the IHE Request for UIC Creating the IHE Request for UIC FileFile
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IHE Entity Demographics (Required)
School/Facility Number (Required) To obtain your IHE code, search within CEPI’s Educational Entity Master (EEM) at: https://cepi.state.mi.us/eem/
Student ID Number (Optional)NOTE: This characteristic is especially useful for importing UICs back into your local student information system
IHE Entity Demographics IHE Entity Demographics ComponentComponent
Creating the IHE Request for UIC Creating the IHE Request for UIC FileFile
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XML Basics (REALLY basic):XML Basics (REALLY basic):
Order mattersOrder matters – Components and characteristics must be reported – Components and characteristics must be reported within the file in the order set up in the schema.within the file in the order set up in the schema.
No blanksNo blanks – There must be data included between the element – There must be data included between the element tags; spaces or blanks will cause errors.tags; spaces or blanks will cause errors.
Microsoft – Excel and Access will work with XML; check out the Microsoft – Excel and Access will work with XML; check out the Microsoft site for tutorials and informationMicrosoft site for tutorials and information
MSDS Technical Document – has additional information on using MSDS Technical Document – has additional information on using XML. It can be downloaded from the CEPI MSDS webpage at: XML. It can be downloaded from the CEPI MSDS webpage at: http://www.michigan.gov/documents/cepi/MSDS_tech_support_251http://www.michigan.gov/documents/cepi/MSDS_tech_support_251976_7.pdf976_7.pdf
Validate your file prior to uploadingValidate your file prior to uploading
Creating the IHE Request for UIC Creating the IHE Request for UIC FileFile
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IHE Request for UIC XML SampleIHE Request for UIC XML Sample
This is a sample XML located on the IHE Request for UIC webpage. To access This is a sample XML located on the IHE Request for UIC webpage. To access this sample directly, go to:this sample directly, go to:
Creating the IHE Request for UIC Creating the IHE Request for UIC FileFile
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IHE Request for UIC File UploadIHE Request for UIC File Upload
To access the MSDS directly, please go to: www.michigan.gov/msds
Go to the IHE Request for UIC webpage on the CEPI Web site and Go to the IHE Request for UIC webpage on the CEPI Web site and click on the “Go to MSDS” link. From here, it is recommended that you click on the “Go to MSDS” link. From here, it is recommended that you read the IHE Request for UIC User Guide posted on this webpage for read the IHE Request for UIC User Guide posted on this webpage for added assistance with navigation through the MSDS application.added assistance with navigation through the MSDS application.
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Errors and WarningsErrors and Warnings
Once you have uploaded a file, you will want to Once you have uploaded a file, you will want to review the error and warning messages.review the error and warning messages. An error message means that something is wrong An error message means that something is wrong
with the file structure or with the acceptable values for with the file structure or with the acceptable values for the components.the components.
A warning message means that something looks out A warning message means that something looks out of the ordinary of what would be expected.of the ordinary of what would be expected.
UICs will be generated regardless of errors and UICs will be generated regardless of errors and warnings.warnings.
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MSDS uses the following core fields for matching: MSDS uses the following core fields for matching: Last NameLast Name First NameFirst Name Date of BirthDate of Birth GenderGender
MSDS also uses the following fields in the matching logic:MSDS also uses the following fields in the matching logic: Last Name SuffixLast Name Suffix Middle Initial/Middle NameMiddle Initial/Middle Name Multiple Birth OrderMultiple Birth Order
MSDS runs additional steps for matchingMSDS runs additional steps for matching Strip CharactersStrip Characters Last Name Hyphenated Last Name Hyphenated First Name Last Name TransposedFirst Name Last Name Transposed Last Name ChangeLast Name Change First Name SynonymFirst Name Synonym Middle Name Matches One Side of the Hyphenated Last NameMiddle Name Matches One Side of the Hyphenated Last Name
Matching ProfilesMatching Profiles
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When records are uploaded to the MSDS, the UIC matching process When records are uploaded to the MSDS, the UIC matching process compares the records in the first name, last name, DOB and gender of the compares the records in the first name, last name, DOB and gender of the submitted record to the first name, last name, DOB and gender stored in submitted record to the first name, last name, DOB and gender stored in the MSDS.the MSDS.
Records that are submitted without a UIC follow a different path in the UIC Records that are submitted without a UIC follow a different path in the UIC Matching process than those records that are submitted with a UIC.Matching process than those records that are submitted with a UIC.
Submitted records are first checked against records in the MSDS to Submitted records are first checked against records in the MSDS to determine if a 100% match exists. If so, record is flagged as match found determine if a 100% match exists. If so, record is flagged as match found and existing UIC is placed on the record.and existing UIC is placed on the record.
If a 100% is not found, records are processed through the additional If a 100% is not found, records are processed through the additional checks.checks.
If a match is not found, the record is processed through Soundex which If a match is not found, the record is processed through Soundex which scores the records.scores the records.
Based on the scoring rules, the record will have one of the following Based on the scoring rules, the record will have one of the following statuses: a) Match Found; or b) New UIC Generated.statuses: a) Match Found; or b) New UIC Generated.
Scoring Rules for Match Found:Scoring Rules for Match Found: Single record with a score of >=95%Single record with a score of >=95%
Scoring Rules for New UIC Generated:Scoring Rules for New UIC Generated: More than one record with a score of >=95%More than one record with a score of >=95% One or more records with a score of <=94%One or more records with a score of <=94%
Based on recommendations from the IHE UIC Workgroup, IHEs will Based on recommendations from the IHE UIC Workgroup, IHEs will not perform resolution this first year. Resolution is when the MSDS not perform resolution this first year. Resolution is when the MSDS finds a potential match. A UIC resolver from your institution will need finds a potential match. A UIC resolver from your institution will need to manually resolve these issues to determine if a new UIC should to manually resolve these issues to determine if a new UIC should be created or to retain an existing one.be created or to retain an existing one.
Setting up the UIC Matching ProfileSetting up the UIC Matching Profile
The MSDS is flexible to allow system The MSDS is flexible to allow system administrators to create UIC matching profiles administrators to create UIC matching profiles for specific collections.for specific collections.
It was determined to use the Standard UIC It was determined to use the Standard UIC Matching Profile for the IHE collection, at least Matching Profile for the IHE collection, at least for the first year.for the first year.
Over time, the UIC Matching Profile for the IHE Over time, the UIC Matching Profile for the IHE Request for UIC Collection could be modified Request for UIC Collection could be modified based on trends in the data.based on trends in the data.
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Setting up the UIC Matching Profile Setting up the UIC Matching Profile (cont’d)(cont’d)The weights and types can be altered to generate more or less stringent match rate criteria.
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IHE UIC WorkgroupIHE UIC Workgroup
Kortney Briske, Kortney Briske, Associate Registrar, University of MichiganAssociate Registrar, University of Michigan Kristin Schuette, Kristin Schuette, Associate Registrar for Technology, Michigan State Associate Registrar for Technology, Michigan State
UniversityUniversity
Scott Owczarek, Scott Owczarek, Associate Registrar, Michigan State University Associate Registrar, Michigan State University (MACRAO President)(MACRAO President)
Dr. Carrie Jeffers, Dr. Carrie Jeffers, Assistant Director of Enrollment Services, Macomb Assistant Director of Enrollment Services, Macomb Community CollegeCommunity College
Kara L. Fields, Kara L. Fields, Asst Director Records and Registration, Walsh College Asst Director Records and Registration, Walsh College
Tammy Grossbauer, Tammy Grossbauer, Director of Admissions / Registrar, Lansing Director of Admissions / Registrar, Lansing Community CollegeCommunity College
Randall Melton, Randall Melton, Executive Director Information Technology, Lake Executive Director Information Technology, Lake Michigan CollegeMichigan College
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IHE Request for UIC Collection Pilot IHE Request for UIC Collection Pilot TestTest
In April 2010, Macomb Community College, The In April 2010, Macomb Community College, The University of Michigan, Michigan State University and University of Michigan, Michigan State University and Grand Rapids Community College provide their current Grand Rapids Community College provide their current enrollment to CEPI.enrollment to CEPI.
The number of records that would have resulted in a The number of records that would have resulted in a match found and a new UIC generated was determined.match found and a new UIC generated was determined.
IHE UIC Workgroup considered adding additional fields IHE UIC Workgroup considered adding additional fields to increase matching. These additional data were:to increase matching. These additional data were: Prior Last NamePrior Last Name Graduating High SchoolGraduating High School High School Graduation YearHigh School Graduation Year
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Macomb Community College
UIC Creation Rates Matching Percentage for Birth Years 1987 - 1991
80% range
These are 18-23 year old students who, if in state, would have been assigned a UIC
IHE Request for UIC Collection Pilot IHE Request for UIC Collection Pilot TestTest
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University of Michigan
38.8% of student population come from out of state
UIC Creation Rates
Only 2% of records were identified as potential matches
(would require resolution)
Matching Percentage for Birth Years 1987 - 1991
60% range
IHE Request for UIC Collection Pilot IHE Request for UIC Collection Pilot TestTest
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Grand Rapids Community College
UIC Creation RatesMatching Percentage for Birth
Years 1987 - 1992
<1% of students come from out of state
80-90% range
IHE Request for UIC Collection Pilot IHE Request for UIC Collection Pilot TestTest
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Impact of Match Rules
IHE Request for UIC Collection Pilot IHE Request for UIC Collection Pilot TestTest
Results for Grand Rapids Community College
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UIC Creation Rates for Michigan State University
Baseline Test Run Test Run including Prior Last Name
Approximately 20% of students come from out of state
IHE Request for UIC Collection Pilot IHE Request for UIC Collection Pilot TestTest
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The IHE UIC Workgroup came up with conclusions based on the IHE The IHE UIC Workgroup came up with conclusions based on the IHE Request for UIC Collection Pilot Test:Request for UIC Collection Pilot Test:
The standard matching profile will be used.The standard matching profile will be used.
The limited number of records that would have gone into resolution The limited number of records that would have gone into resolution supports the workgroup’s recommendation to not perform resolution for supports the workgroup’s recommendation to not perform resolution for the first year.the first year.
The UIC resolution will be revisited in subsequent years. In the The UIC resolution will be revisited in subsequent years. In the meantime, IHEs can utilize other tools such as the Mass Linking option meantime, IHEs can utilize other tools such as the Mass Linking option in MSDS.in MSDS.
IHEs will not need to add additional fields for matching.IHEs will not need to add additional fields for matching.
For the University of Michigan, the IHE Request for UIC Collection was For the University of Michigan, the IHE Request for UIC Collection was relatively easy. The upload was successful without using any MSDS relatively easy. The upload was successful without using any MSDS support materials. The XML validation step was essential.support materials. The XML validation step was essential.
IHE Request for UIC Collection Pilot IHE Request for UIC Collection Pilot TestTest
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When do we start this process?When do we start this process?
IHE Request for UIC Collection will be IHE Request for UIC Collection will be open December 1, 2010 - February 23, open December 1, 2010 - February 23, 2011. The collection will open back up on 2011. The collection will open back up on April 6 – April 27, 2011. These upload April 6 – April 27, 2011. These upload timeframes were scheduled around peak timeframes were scheduled around peak PK-12 collection times.PK-12 collection times.
UICs will be required on all records prior to UICs will be required on all records prior to submitting to the repositorysubmitting to the repository
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How often can we submit?How often can we submit?
The first round was carefully scheduled because this is the The first round was carefully scheduled because this is the entire enrolled populationentire enrolled population
Future: Will only be submitting records that Future: Will only be submitting records that dodo notnot have a have a UIC UIC
After the first IHE Request for UIC Collection window, the After the first IHE Request for UIC Collection window, the tentative timelines are:tentative timelines are: Late July - AugustLate July - August December - January December - January April – MayApril – May
Student Search is always available for UIC lookupStudent Search is always available for UIC lookup
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Resources & SupportResources & Support
The XML validation guide, security agreement, XML sample, XML The XML validation guide, security agreement, XML sample, XML schema, collection components and user guide mentioned in this schema, collection components and user guide mentioned in this presentation are located on the IHE Request for UIC Collection webpage.presentation are located on the IHE Request for UIC Collection webpage.
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The IHE Request for UIC User’s Guide will give detailed The IHE Request for UIC User’s Guide will give detailed instructions on how to perform each step necessary to instructions on how to perform each step necessary to obtain UICs and will include:obtain UICs and will include:
A checklist for obtaining UICsA checklist for obtaining UICs How to access the MSDSHow to access the MSDS Logging in to the MSDSLogging in to the MSDS Entering your data (what is required)Entering your data (what is required) Uploading filesUploading files Adding data manuallyAdding data manually Student SearchStudent Search Downloading your dataDownloading your data
Resources & SupportResources & Support
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Using the XML validation guide is essential before uploading files Using the XML validation guide is essential before uploading files into the MSDS. The XML validation guide provides:into the MSDS. The XML validation guide provides:
Step by step instructions for using XML Notepad to validate your file Step by step instructions for using XML Notepad to validate your file before loading into the MSDS.before loading into the MSDS.
Feedback on any errors in the file or in particular records that will cause Feedback on any errors in the file or in particular records that will cause the file to fail upon upload into the MSDS.the file to fail upon upload into the MSDS.
The XML Validation Guide can be found on the The XML Validation Guide can be found on the IHE Request for UICIHE Request for UIC page and at:page and at:
