Simple Solution. Brighter Futures.

1. Simple Solution. Brighter Futures. UNIQUE ID RECAP Version 10.3 – Enrollment Events Texas Student Data System Texas Education Agency April 2018

2. Purpose of Reporting Enrollment Events 2 • The collection of Enrollment Tracking data was established in 2006 as a mechanism by which to assist LEAs in recovering leavers. • There is no mandate to collect enrollment data and TEA does not use the enrollment data submitted for any purpose. • TEA’s role is to facilitate the collection of the enrollment data for use by the LEAs. • In order for enrollment data to be of value in recovering leavers, it is imperative that all LEAs submit this data. Remidner: ESC1 Unique ID Enrollment Tracking Resource Page http://www.esc1.net/Page/2123

3. Enrollment Reminders UID version 10.3 2 • LEAs will need to submit a separate enrollment batch file into the Unique ID system. There is a dedicated screen in Unique ID for managing enrollment events. • Unique ID assignment files must not contain Enroll/Withdraw Event Type and Enroll/Withdraw Event Date • LEAs are required to add a groupmailbox into the AskTed system for their district and optionally campuses for the purpose of resolving enrollment event discrepancies. • If a personal email address is used and that individual leaves, the email address will no longer be valid and no one will receive enrollment discrepancy emails. • Charter schools should submit a TIMS ticket to have the group mailbox added in AskTED. Refer to TSDSKB-539.

4. New Enrollment Reports UID version 10.3 2 • New Unique ID enrollment reports are available to assist with leaver tracking and for verifying student enrollment status. • Based upon and similar to the legacy reports in PET application. • For monitoring the weekly submission of an LEA’s enrollment data loads, refer to the TSDS UID Missing Enrollment Event Submission Report (UID0-000-006) • Unique ID enrollment reports can be accessed from the TSDS Portal by entering the Unique ID Application Home page and selecting the View ET Reports button.

5. Historical Data Availability UID version 10.3 2 • TEA has completed the migration of the current year 2017-2018 PET data. The PET data as of March 12thhas been migrated over and is available in Unique ID version 10.3.0. • TEA has completed the migration of the prior two school years: 2015-2016 and 2016-2017. • Historical enrollment data can be accessed in the Unique ID application through the Enrollment Tab for a particular student.

6. Edit+ System Availability Historical Enrollment Data 2 • EDIT+ will continue to be available through the end of the 2019-2020 school year to provide access to PET Search functions. • LEAs will no longer be able to load enrollment data into the EDIT+ application • TEA will continue to roll school years out of the EDIT+ application each year, the same as we always have.

7. Master Record Ownership UID version 10.3 2 • UID assignment file processing gives master record ownership to the organization submitting the assignment file. • Enrollment tracking file processing gives master record ownership to the organization with the latest enrollment record submitted. • Master record ownership allows the LEA the ability to update the student demographics. • Master record ownership will be updated if the student is… • enrolled at a new LEA • Master record fields that will be updated if any of the following are changed by the owning LEA… • Campus • Grade Level • Local ID • School Year

8. Master Record Ownership UID version 10.3 12 • Currently the master record ownership is not changed as a result of an LEA submitting a record flagged with a delete. • Pending Enhancement: TEA has requested a vendor software change to set master record ownership back to the last owning LEA if the most current enrollment is deleted. • The master record ownership will stay with the organization with the latest non-deleted enrollment record.

9. Demographic Discrepancies UID version 10.3 14 • The Unique ID system is the single source TEA uses for all student demographics. LEAs should use the UID Assignment process when enrolling new students. • It is imperative that LEAs keep UID in sync with their source systems. • The student’s demographics is updated when there is… • an exact match is found in the UID Assignment file. • a near match and the LEA updates the record online. • LEAs should use the PEIMS UID discrepancy reports to identify when demographics in their source systems do not match demographics in the Unique ID system. • Remember, you can upload your PEIMS data and check these reports any time during the school year. • The PID error rate was eliminated two years ago.

10. Loading of Enrollment Events UID version 10.3 17 • LEAs should begin uploading their first enrollment file into the Unique ID application no later than the week of April 9, 2018. • For each subsequent enrollment event upload, LEAs should only submit the enrollment event changes from week to week. • If a cumulative file is sent every week, the LEA will receive error messages for duplicate records and system performance may be impacted. • LEAs should send a cumulative enrollment file at the beginning of each school year. • LEAs should not send in “empty” enrollment files. The user will receive an error message. • There is no longer a requirement to send an enrollment event file after PEIMS Submission 3.

11. Best Practices

12. Assignment & Enrollment UID version 10.3 • LEAs should upload an ID Assignment file containing  any newly enrolling students (including returning students) on a weekly basis to avoid UID discrepancies. • LEAs should resolve any near match records when uploading ID assignment files into the Unique ID system. • LEAs should keep their source systems and the Unique ID system in alignment. Ensure updates are performed in both systems. • LEAs should ensure an entry event exists prior to adding a withdraw event for a particular student. • This will result in cancelled records by the Unique ID system. • The Duplicate Enrollment (UID0-000-001) report and Movers Not Showing Withdrawn (UID0-000-003) report are available to assist LEAs. • These reports may help determine whether a student who has not been in attendance for an extended period of time has enrolled into another LEA.

13. Verifying Data Loads UID version 10.3 • LEAs should download and store their Processed and Cancelled enrollment event results files from the Unique ID application. • LEAs can utilize these files to identify what records were successfullyloaded into the system and to avoid duplicative or cumulative data loads. • LEAs should resolve any errors with Cancelled records and reload into the Unique ID system as necessary.

14. Deleting Enrollment Events UID version 10.3 • For an event record loaded in error, an LEA can delete the existing event either on-line or through a batch file. • Always delete the record in error first before you make the correction. Otherwise, a new enrollment event will be created. • LEAs should resolve any errors in their source system, extract the data and reload. A file cannot be processed twice, so the batch file names must be unique. • LEAs should ensure the trailer record count is accurate prior to uploading any corrections.

15. Current Known Issues

16. Current Known Issues UID version 10.3 25 • For a Retired Unique ID, the Retired Enrollment tab does not have Grade Level, Enroll/Withdraw Date or Enroll/Withdraw Type as part of the display. • When entering an enrollment event manually, any value selected from the drop down for ‘Source System’ will always displayas ‘SIS’ on the enrollment tab. • When editing an existing enrollment event, a student’s date of birth is displayed in the ‘Enroll/Withdraw’ field on the Edit screen.This field is not editable. • The Enrollment Event Dashboard has column heading of ‘Building’ instead of ‘Campus’. • The Edit Enrollment button is enabled when no data row is selected for editing. If the user clicks the button, it will just refresh the page.

17. Frequently Asked Questions

18. Frequently Asked Questions (FAQ) 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.

19. Frequently Asked Questions (FAQ) Are enrollment files still needing to be sent 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.

20. Frequently Asked Questions (FAQ) How do I correct an enrollment event? It can be corrected through the batch file 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.

21. Frequently Asked Questions (FAQ) 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. 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.

22. Frequently Asked Questions (FAQ) What if a Year Round School opens prior to the August 1st beginning of year start date? If the start of the Year Round school is less than 2 weeks prior to the August 1st date, you can wait till the August 1stdateto begin sending in your enrollment events. For any start dates earlier than 2 weeks prior, please open a TIMS ticket for TEA assistance. For the 2017-2018 school year, events can be added and updated from April 02, 2018 through July 31, 2018.

23. Frequently Asked Questions (FAQ) What is the current limit on the number of records that can be sent in a single enrollment batch file? The current limit is set to 40,000 records. TEA can configure and adjust this limit as needed to support large districts sending cumulative files at the beginning of the school year. 

24. Knowledge Base (KB) Articles UID version 10.3.0 36 • TSDSKB-530 Batch File Format 3.0 – ID Assignment • TSDSKB-531Data Loading Guidance for Batch Format 3.0 • TSDSKB-535Batch File Format 3.0 – Enrollment Event • TSDSKB-537PET/UID Enrollment Tracking Report Cross Reference • TSDSKB-538Enrollment Events – FAQ

25. Resource Example - Enrollmentversion 10.3.0 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","S81010100","B","5468112175","043905","2017","","","","","","","","","","","","","","","0","","","","","","","","","","","","","","","","","","","","","","","","002","02","","","08/22/2016","01","","","","","","","","","","","","","","","","","","" TT Cumfile4 3 Enrollment Event Example Batch File: 701603_000_ETEVENT_201803051225 New Enrollment Fields

26. Resource Example – ID Assign 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","S81010100","B","","043905","2017","","","","","","","","","","","","","","","0","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","","" TT Cumfile4 3 Enrollment Fields Should be Left Blank

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

28. PET/Unique ID Reports version 10.3.0