PreK-12 PAsecureID September 30, 2008 October 2, 2008 Patti Bach Rose Cramer & Cheryl Wenger

1. PreK-12PAsecureID September 30, 2008October 2, 2008 Patti Bach Rose Cramer & Cheryl Wenger Edward G. Rendell, Governor Dr. Gerald L. Zahorchak, Secretary of Education

2. Edward G. Rendell Governor Gerald L. Zahorchak Secretary of Education

3. The Pennsylvania Department of Education (PDE) does not discriminate in its educational programs, activities or employment practices based on race, color, national origin, sex, sexual orientation, disability, age, religion, ancestry, union membership, or any other legally protected category. This policy is in accordance with state law, including Pennsylvania’s Human Relations Act, and with federal law, including Title IV and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967 and the American Disabilities Act of 1990.

4. The mission of the Pennsylvania Department of Education is to lead and serve the educational community, to enable each individual to grow into an inspired, productive, fulfilled lifelong learner. 4

5. Objectives • Provide an Overview of PAsecureID. • Identify the use of student IDs within PDE reporting and the importance of maintained data integrity. • Define typical user processes in PAsecureID. • Provide usable screen shots to define processes. • Provide meaningful direction in completing common LEA functions within the application. • Provide procedures for troubleshooting common errors and proper steps for obtaining PDE assistance.

6. Websites and Documentation

7. PAsecureID Overview PDE implemented PAsecureID in 2006 to provide a unique and consistent ID to each student educated in Pennsylvania. • PAsecureID’s follow a student between LEAs and remain valid when a student moves out of state or transfers between institutions. • PAsecureID’s facilitate accurate longitudinal tracking of data across a variety of programs. PAsecureID has been successful in accomplishing these objectives and will continue to do so in the future.

8. One student – One ID PAsecureID Used in PDE Reporting

9. One student – One ID PIMS PAsecureID Used in PDE Reporting

10. Student Enrollment Data Integrity and PDE Reporting

11. Student Enrollment PSSA test labels Data Integrity and PDE Reporting

12. Student Enrollment PSSA test labels PASA test labels Data Integrity and PDE Reporting

13. Student Enrollment PSSA test labels PASA test labels Low Income Reporting Data Integrity and PDE Reporting

14. Student Enrollment PSSA test labels PASA test labels Low Income Reporting Child Accounting Data Integrity and PDE Reporting

15. Non-Legal Names Data Integrity Violations

16. Non-Legal Names Incorrect Date Of Birth Data Integrity Violations

17. Non-Legal Names Incorrect Date Of Birth Duplicate or Shared IDs Data Integrity Violations

18. Non-Legal Names Incorrect Date Of Birth Duplicate or Shared IDs Non-communication among LEAs is the most common cause of data integrity violations. Data Integrity Violations

19. Non-Legal Names Incorrect Date Of Birth Duplicate or Shared IDs Non-communication among LEAs is the most common cause of data integrity violations. Data Integrity Maintenance would improve considerably with the implementation of these PDE recommended data integrity protocols. Data Integrity Violations

20. Do I Need to Obtain a New PAsecureID? PAsecureID Has this student EVER been educated by a Pennsylvania educational institution? (Follow ‘Yes’) Or are they entering school for the first time as a preschooler or kindergarten student or transferring in from outside of the state? Locate Existing School Records Yes PAStudent? No Obtain New PAsecureID Obtain existing PAsecureID Use this ONE ID and PASS IT ALONG to future educational facilities along with any transcript information

21. PAsecureID Home User Functions

22. From the main page, users can navigate to each of the 4 key functions: Basic Functions • Upload Batch File: Allows users to upload the information for multiple students in a Student Batch File and assign IDs • Enter Individual Student: Allows users to input the information for one student to edit or update information and/or assign an ID • Student Search: Allows users to search for individual student records • Extract & Download Batch: Allows users to extract and download different types of batch output files Key Function Links The main page also displays all LEA submissions

23. PAsecureID Home

24. Search Individual StudentSimple Search

25. Search Result

26. Search Result

27. Search Individual Student by State ID

28. Search Individual StudentAdvanced Search

29. Was the student previously educated in PA? If Yes: Contact the sending LEA. They will be happy to give you the ID that they reported in PIMS. When in doubt, contact the PAsecureID Help Desk and ask to have a Level II analyst contact you. No Existing ID ?

30. New ID Process Create and Upload Student Batch File ID Assignment Download Batch Data Validation Errors? No Near Match or Duplicate? No Enter Individual Student Yes Yes Fix Errors Resolve Near Matches / Duplicates

31. Two Methods Batch Upload - useful for assigning or updating State IDs when the number of student records to be processed is large Enter Individual Student – one student at a time; for a small number of students Creating a New ID

32. Create and Upload Student Batch File IDAssignment Download Batch Data Validation Errors? No No Near Match or Duplicate? Enter Individual Student Yes Yes Fix Errors Resolve Near Matches / Duplicates New ID Process (Problem Areas)

33. Create and Upload Student Batch File • Steps for Creating a Student Batch File along with the file layout are located within the PAsecureID Document Repository. • Batch files can be created by the LEA by creating a spreadsheet of information or by downloading the information from their Student Information System (SIS) into the spreadsheet format or directly into the .txt format. • All batch files must adhere to the predefined file format as detailed in the “Student Batch File Layout” document.

34. In Excel, format cells so that they hold leading zeros. Create Header record with all information in ONE cell. Input Detail records with one record per student following the guidelines in the “Student Batch File Layout” document. Steps for Creating a Student Batch File

35. Create Trailer record with all information in ONE cell Transmission ID must match Header record Record count includes Header and Trailer records. Steps for Creating a Student Batch File (cont.)

36. Batch File Template

37. Save file as a .csv file (FileSave As). There can be no spaces or special characters in the file name. Format the file for PAsecureID processing Steps for Creating a Student Batch File (cont.)

38. Creating a Batch File 1-800-661-2423

39. Format The File For Processing TH 06/17/2008 14:45:00 124 1.0 delimiter=,,,,,,,,,,,,,,, ID,0,110171607, STUDENT001,RYAN,,,M,6/10/1979,ADT,169600207,169600207,5,,110171607,2007 ID,0,110171607, STUDENT002,GREGORY,,,M,3/20/1964,ADT,186568611,186568611,5,,110171607,2007 ID,0,110171607, STUDENT003,BRIAN,,,M,4/29/1983,ADT,159649921,159649921,5,,110171607,2007 ID,0,110171607, STUDENT322,BILLY JO,,,F,6/8/1973,ADT,165642665,165642665,5,,110171607,2007 ID,0,110171607, STUDENT323,HEATHER,,,F,5/5/1988,ADT,210681373,210681373,5,,110171607,2007 ID,0,110171607, STUDENT324,,MELISSA,,,F,1/8/1979,ADT,161605954,161605954,5,,110171607,2007 TT 124 325,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,

40. Pay special attention to the values in the Header and Trailer records. A .csv file will often (if not always) have several commas added to the end of a record with trailing empty fields such as the Header and Trailer records. In this case, remove all of the commas that have been added to your records leaving only one comma at the end of the Header record and no commas at the end of the Trailer record. Format The File For Processing Leave 1 TH 06/17/2008 14:45:00 124 1.0 delimiter=,,,,,,,,,,,,,,, ID,0,110171607, STUDENT001,RYAN,,,M,6/10/1979,ADT,169600207,169600207,5,,110171607,2007 ID,0,110171607, STUDENT002,GREGORY,,,M,3/20/1964,ADT,186568611,186568611,5,,110171607,2007 ID,0,110171607, STUDENT003,BRIAN,,,M,4/29/1983,ADT,159649921,159649921,5,,110171607,2007 ID,0,110171607, STUDENT322,BILLY JO,,,F,6/8/1973,ADT,165642665,165642665,5,,110171607,2007 ID,0,110171607, STUDENT323,HEATHER,,,F,5/5/1988,ADT,210681373,210681373,5,,110171607,2007 ID,0,110171607, STUDENT324,,MELISSA,,,F,1/8/1979,ADT,161605954,161605954,5,,110171607,2007 TT 124 325,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,

41. PAsecureID Home

42. Upload Batch File

43. Invalid File Name File name can not contain spaces or special characters Invalid Header or Trailer: File does not appear to belong to this application Delimiter is not valid. The trailer record in the uploaded file is not valid.The uploaded file does not appear to be for this application. More than one comma at the end of the Header record -OR- commas following Trailer record; may also be records following Trailer record    File Errors

44. File Upload failed for the following reasons:  The uploaded file has too many data errors to proceed. The maximum number of allowable data errors in any one file is 100Data Errors School Code is not valid for the specified district on 323 line(s):2,3,4,5,6,7,8,9,10,11,12,13,14,15,16,17,18,19,20,2122,23,24,25,26,27,28,29,30,31,32,33,34,35,36,37,38,39,40,4142,43,44,45,46,47,48,49,50,51,52First 50errors displayed.Look to EDNA for School, district and AUN Code Errors SSN is not valid on 19 line(s):  26,69,101,104,125,164,176,192,197,200,232,238,251,254,264,281,285,306,319 The file you attempted to upload has been saved to the database and can be downloaded using the Extract & Download Batch feature. The batch number assigned to this file is 93512 Fix The Above Errors And Resubmit New File Batch Errors

45. Near Match Found

46. Near Matches are caused: When enough weighted information is entered when creating an ID to create the appearance of another record matching or nearly matching the information just entered. As a means of reducing a duplicate ID being created for a student already in the system. Near Matches must be resolved before any other work can be done on the record. Resolving Near Matches

47. Resolve Near Matches / Duplicates

48. Review Near Match Records

49. Compare Near Match Records

50. Select Near Match Records