Center for Educational Performance and Information michigan/cepi

1. Single Record Student Database Unique Identification Code (SRSD/UIC) Training Presentation Center for Educational Performance and Informationwww.michigan.gov/cepi

2. Background • No Child Left Behind • CEPI • Single Record Student Database (SRSD) • Unique Identification Code (UIC) • UIC Resolution

3. Purpose of Training The purpose of the SRSD/UIC training is to familiarize local DIAAs and Resolvers with the use of the software so they can use it to complete the UIC Resolution process.

4. SRSD/UIC Application • What is it? • What does it do? • How is it used?

5. Vocabulary • Core Fields • Positive Matches • Possible Matches • Unique Identification Code • See Glossary (in User’s Guide)

6. SRSD/UIC Roles • Resolver • District Internal Account Administrator • SRSD Uploader • ISD FTE Auditor, UIC (view only)

7. User’s Guide 1. Phase 1 (Student UIC Resolution) 2. Phase 2 (Duplicate UIC Resolution) Issues Facing Users in Phase 1 and 2 3. Generate Reports/Download UICs 4. Student Search 5. Upload for UIC Request 6. Give Users Accounts Glossary

8. Section 1 (page 4 of the User’s Guide) Phase 1 – (Student UIC Resolution) In this phase users may resolve student records that may or may not be duplicates.

9. Phase 1- Student UIC ResolutionTimeline

10. Viewing Uploaded Batches

11. Batch Status List – Step 1 Check to see the status of your batch: • Pending - Submitted and waiting to be processed. • Processing - Batch is being processed now. • Completed - Processing of the batch has completed and there is no verification required. This means that all the records in the batch were either new and new UICs were assigned, or all the UICs matched records already in the system. • Verify - This is the most common status for batches. It indicates that the batch has finished processing and that at least one record in the batch needs to be verified and resolved by you. • Failed - This batch failed during processing. Information regarding the failure may be obtained through the ‘detail’ link.

12. Batch Summary – Step 2 • New UICs Created • Positive Matches found • Multiple Matches found • Possible Matches found

13. Data Errors

14. Data Errors Detail

15. Match List – Step 3

16. Match Resolution – Step 4

17. Matching Strategy Submitted records are automatically compared against the UIC Master Table and are given a score based on how closely the four core fields (last name, first name, date of birth, and gender) in the submitted batch match the four core fields for records already in the system. There is another layer of Helper fields that are displayed to assist the user in making decisions about possible matches. Helper fields are not considered by the system during the automated matching (see "Helper Fields" in the glossary). • Core Fields: Last Name, First Name, Date of Birth, and Gender • Helper Fields: ethnicity, middle initial, exit status, grade, multiple birth order, enrollment date, exit date, student number, ISD, district, and school

18. Review Phase 1

19. Section 2 (page 11 of the User’s Guide) Phase 2 (Duplicate UIC Resolution) After Phase 1 is complete and all students have a UIC, districts are allowed to resolve student records that are receiving the same UIC and may or may not be the same student. This step is Phase 2.

20. Phase 2 (Duplicate UIC Resolution)Timeline

21. Phase 2 (Duplicate UIC Resolution)

22. Click on UIC to get record:

23. Review Phase 2

24. Scenarios

25. Section 3Generate Reports/Download UICs(page 16 of User’s Guide) In Section 3, users are allowed to: 1) download reports in PDF regarding the status of their UICs and 2) download text file exports of UICs for import into local student information systems.

26. Generate Reports/Download UICs

27. Section 4Student Search(page 18 of User’s Guide) In Section 4, users are allowed to perform a student search using UICs or core data fields. Users with more than “view only” permission can also create new UICs.

28. Student Search Screen

29. Search by UIC

30. Student Search Results

31. Student Search - UIC Details

32. Create New UIC

33. Create New UIC (cont.)

34. UIC Details (to see that student has been added)

35. Students With More Than One UIC Linking UICs: E-mail Help-Desk@michigan.gov (include district name, district code, and phone number) Unlinking UICs: Refer to UIC Help (Student Information, Unlinking UICs)

36. Review Student Search

37. Section 5Upload for UIC Request(page 22 of the User’s Guide) In Section 5, users are allowed to upload batch files for obtaining new UICs.

38. Upload for UIC Request

39. Upload Request

40. Check Batch Status

41. Batch Summary

43. Review Upload for UIC Request

44. Section 6Give Users Accounts(page 26 of the User’s Guide) In Section 6, DIAAs are allowed to assign additional district staff to resolve student UICs, view resolution status, and generate reports.

45. Give Users Accounts The District Accounts Internal Administrator (DIAA) will be able to assign additional district staff to: • resolve student UICs • resolve duplicate UICs • view resolutions status • generate reports

46. Search for Users

47. View SRSD UIC Users List

48. Create New User

49. Save New User

50. SRSD UIC Users List