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Student UID & PowerSchool Enrollment
Student UID & PowerSchool Enrollment
House KeepingUse the Chat feature to ask questionsPreface questions with the subject
Webinar recording will be posted at: http://www.nc-sis.org/recordings.html
Resources and Documentation located at: http://www.nc-sis.org/presentations.html
Intended AudienceStaff who regularly work with student enrollment records or use student IDs in PowerSchool
PowerSchool Data Managers
PowerSchool LEA Coordinators
Communication4/14/2014Letter of intentPS Coordinators, Tech Directors, and departments/business areas
4/22/2014Invitation to access Student UID PS Coordinators, Tech Directors, and departments/business areas
AgendaOverviewStudent UID RegistrationStudent UID Search OptionsStudent UID Search ResultsDuplicate Student RecordsMitigation, Resources and Support
OVERVIEW
Key Systems for Todays Session
The NC WISE EraNC WISE sent IDs to Student UIDIf a student was enrolled in NC WISE, the record that was created or selected during the enrollment process in NC WISE was sent to Student UID.
Student UID housed a range of NC WISE IDs for Federal Programs (the 400 LEAs)If a student was enrolled in a Federal Programs student information system, the record was sent to Student UID and an ID was provided from the NC WISE ID range
The NC WISE Era Cont..Source Systems and Student UID communicated updates on a regular basis NC WISE nightlyFederal Programs weekly or monthly
Student demographic updates were sent to Student UID on a nightly basis
Lists of near matches were housed in the Student UID system for LEAs/Charters to resolve
NC PowerSchoolStudent UID now assigns IDsIDs created by Student UID are 10 digitsIDs less than 10 digits were created during the NC WISE era
Student UID is integrated into PowerSchoolThe NC Enroll New Student screen is the only connection to the UID Student systemStudent demographics updates are not sent to UID Student after initial enrollment into school
NC PowerSchool ContStudent UID is designed to return a previously created ID if an exact match is found
Student UID will present a list of IDs if matching fields are not an exact match but are within a predefined range of probability
UID will generate a new ID for enrollment if there is no exact match or no match probability
NC Enroll New Student ScreenShould not be used as a search toolInitiates Student UID assignment functionSends required fields which are critical for Student UID assignmentUIDFirst Name *Middle NameLast Name *Gender *Birthdate *Race / Ethnicity *
* Required in PowerSchool NC Enroll New Student screen
What Does Student UID Look For During Assignment?
Statewide Student Search ScreenConnects to all PowerSchool databases (253)
Houses all student records in PowerSchoolIDs converted from NC WISE or generated in PowerSchool
Displays demographic data from PowerSchool
Does not display UID Student records
What does this Mean?If a change is made to demographic fields after enrollment in PowerSchool, Student UID fields are not updatedMisspelled NamesHyphenated Last NamesUpdates to birthdate, gender, race and ethnicity
Once changes are made in PowerSchool, the Student UID record may no longer match the Statewide Student Search screen
STUDENT UID REGISTRATION
Why Open Student UID to LEAs?Provide an alternative search tool that LEAs / Charters can utilize at their discretion until Pearson has completed all enhancement requirements for student enrollment
Reduce duplicate student record creation
Who May Be Granted Access?Each LEA / Charter School must appoint a Security Officer first to grant access to LEA and school level staff Personally Identifiable Information (PII)LEA must review ensure compliance with FERPA
Access to Student UID system is at the discretion of each LEA / Charter School
The State will approve LEA / Charter School Security Officers
Registering for Student UIDNavigate to registration system located: https://schools.nc.gov/uidstudent Log in using NCID credentialsComplete the form in chronological orderSelect the Security Officer role first if you are designated for this taskReceive pending and approval confirmation emails from systemRepeat steps 1-3 if necessary
Registration Form
Registration Form Second Role
Designated staff must request the Security Officer Role first
Granting Access to Student UID Security OfficerReceives email request sent by system
Logs into Registration system using NCID credentials
Approves or denies requestUser receives email if access is granted
Security Officer Best PracticeRegularly review accountsDisable accounts for staff who no longer work for your LEA
HR may be able to assist in determining who no longer works for your LEA
STUDENT UID SEARCH OPTIONS
Key Terms
Searching Student UIDNavigate to Student UID system: https://cedars.ncpublicschools.gov/studentid/Log in using NCID credentialsClick Student Search
Student UID Search OptionsSimple SearchAdvanced SearchInternal ID SearchAlternate ID Search
* Indicates a required field
Simple Search TipsEnter all required fields
Add the Date Of Birth
Add, remove, or use a variation of the Middle NameNo wild card character needed
Consider how others may have added the dataHyphened last namesSmith vs. Smyth
Advanced SearchEnter required fieldsAdd Date of BirthInclude Gender and Ethnicity/Race
Do not use Alt Last NameRight section of screen
Internal ID SearchThe Internal ID field will find any UID that the system considers valid
A student may have more than one valid UID in the Student UID system but only one UID should be used and Active in PowerSchool
Alternate ID SearchThe Alternate ID field will return any ID that was ever sent by NC WISE or PowerSchool** Must Select PS from the Source drop-down
An Alternate ID is an ID that was associated to a Valid ID
Which Search Should I Start With?If UID is known, start with Internal Search
If no results, use the Alternate ID Search
If the results of search are incorrect, use Simple Search
If you need more information expand search to Advanced Search
If no UID, use steps 3 & 4.
Which Search Should I Start With?: Decision Search Tree
Decision: Do I have a UID? Yes
Decision: Do I have a UID? No
UID SEARCH RESULTS
Match ProbabilityA numerical value (1 to 100) is assigned by Student UID to represent the match probability of a newly submitted student record against all existing Student UID records 0-87 = No Match88-93 = Near Match94-100 = Match
Reviewing Student UID Search ResultsNo need to look further than the Search Results
Enrolling a Student Best PracticeSearch Student UIDEnroll student in PowerSchool using UID search resultsFields to use to ensure proper enrollment of student in PowerSchool:Frist Name (Required)Middle Name (if available)Last Name (required)DOB (required)Gender (required)
DUPLICATE STUDENT RECORDS
The Term DuplicateStudent has more than one PowerSchool IDIDs may or may not be Valid in Student UID
An ID exists in more than one LEA in PowerSchool but is not the same student Caused by incompatible browser
Student is active in more than one LEA at a time in PowerSchoolPowerSchool functionality, functioning as designed
Why are there so Many Duplicates?User unable to locate the students original enrollment record and creates a new record
Duplicate student records from NC WISE were converted into PowerSchool
User attempts to use NC Enroll New Student screen as a search tool
Default PowerSchool IDs http://www.nc-sis.org/Documents/recent_emails/IssueAssigningDefaultPowerSchoolIDUsingIE.pdf
Conversation Year - Resolution Clean-up ProcessLEA: Identify duplicates to the best of your ability, using the Student UID screen; document which is the best ID to use
LEA: Submit IDs to NCDPI via Home Base Support CenterDuplicate Student Spreadsheet is located: http://www.nc-sis.org/
NCDPI: Confirm valid UID
LEA: Manually update records
NCDPI: Indicates inaccurate record as (Dup), ensures users cannot re-enroll bad record
What Data Should be Manually Updated?Examples:Historical courses, credits, marksTests and Test scoresImmunizationsTransfer info (Enrollment History)Handle these records as if the student is coming from out of stateImport assistance is pending
MITIGATION, RESOURCESAND SUPPORT
Mitigation Plans SY 14/15NC Enroll New Student screen ID will be passed to Student UIDWill accept if valid in Student UIDWill produce an error if invalid in Student UIDWill not generate a new ID
PowerSchool demographic data sync to Student UID System Required UID fields will be updated if changed in PowerSchool
Statewide Student Search screen Optimize performanceOnce PowerSchool is synced with UID, this screen can be used for the enrollment process
ResourcesStudent UID (Registration, System, and documents) as of 4/30/14 http://www.ncpublicschools.org/cedars/uniqueid/student/training/
NC SIS Admission and Withdraw information: http://www.nc-sis.org/admit_withdraw.html
Webinar Recording: http://www.nc-sis.org/recordings.html
Presentation and supporting documents: http://www.nc-sis.org/presentations.html
NC SIS Whats New?: http://www.nc-sis.org/what's_new.html
NC SIS e-bulletins (communications archive): http://www.nc-sis.org/e-bulletins.html
Support
Enrollment & Duplicate Students:[email protected] ensure the appropriate personnel in your LEA contact the Support Center
NCIDContact your LEA NCID Administrator
**********Charters may have a management company that works with their data.A lot of charters use the same management company this person may be a Security Officer for multiple charters*Security Officers must identify that role first or they will not receive the button to allow registration again in the Student UID Registration system
Security Officers do not receive access to Student UID initially must register again for search capabilities
**************We (DPI) need to develop a set of reports that will export student data in the format that is needed for import (or as close as we can get it to import format).The idea is that DPI will fix duplicate student ids but not merge any student data. There are too many risks in automatically merging data since many of these dupes have been in existence for months, and data managers have probably already entered a lot of the essential data. Importing data in an attempt to merge data, in many cases, may cause duplicate records.So the idea is that the school that needs the data would request the data from the other school/LEA. That school/LEA would run all of these export scripts, package the data, and deliver the data to the requestor.Then the requestor would examine the data ; eliminate any records they did not need ;maybe adjust the student_id for example and import the data where possible, or perhaps just use the data to make manual changes.Areas include: stored grades, test scores, immunizations, and enrollment history
**** IAM project may be notedAt this point, log in credentials will differ from UID***
