Updating the Ohio Educational Directory

1. Updating the Ohio Educational Directory

2. Log in to OEDS by clicking on the Sign In button in the upper left corner of any ODE Web page (www.ode.state.oh.us).

3. Enter your account name and password. Click on the Sign In button.

4. Under the application menu, click on OEDSR.

5. Search for the district or school by name or scroll down and search by IRN. If searching by name, do not put in too much information as it limits the search. OR

6. The results of the search are displayed. Click on the small picture of the magnifying glass next to the correct record.

7. This screen will display more information about the organization. There are tabs at the top that lead to detailed information about personnel, location, funding and relationships. If you see small pictures of pencils throughout the record, you have access to update. Clicking on the pencils above each section takes you to an update screen. Make sure to verify the information under each tab.

8. Updating district and school personnel.

9. To add or change personnel, click on the Personnel tab. Next, click on the pencil next to the words “Associated Personnel.”

10. If the person listed in an existing role needs to be changed, scroll down to that position and click on the pencil under the name next to the words “Associate different person to this role.” If it is a new position that is not listed, click on the Add New Role button at the top of the page. OR

11. Now, search for the name of the employee. The system requires this search in order to determine if the person is already in the system. This prevents the same person from being entered in the system multiple times. Do not input too much information as it limits the search. For Example: Mike Smith could exist in the system as Michael Smith, and searching for ‘Mike Smith’ would not display the proper results. After entering the name, click on the “Search” button.

12. If the person is already in the system, the name is listed in the Existing Person drop-down box. Click on the word “Select” next to the words “Existing Person.”

13. If the correct name is listed, select the name and continue.

14. If the correct name is not listed, click on the Establish New Person button.

15. This will bring up the Establish Person screen. Enter the correct name, last four digits of the Social Security number and birth date. Click on the Add Person button.

16. This will take you back to the search screen. If the name was entered manually it will now be in the Established Person drop-down box. Click on the word “Select” and highlight the name. Select the appropriate title from the “Role” drop-down box. The positions listed are the only roles available. You must choose from this list. Next, select the Role Status. Finally, click on the “Update” or “Add Role” button.

17. The correct name will now appear in the list of associated personnel. Please note that certain positions require an e-mail address. For these select positions, you will not be able to add personnel until the e-mail address has been entered.

18. Updating an address in OEDS.

19. To change an address, click on the Location tab. Click on the picture of the pencil next to the location name.

20. Now, click on the pencil next to the words “Update Address.” Notice both the physical and mailing addresses are listed. Correct both addresses. If using a PO Box, it is important to add the physical location as well.

21. Replace the old address with the new information. Click on the Standardize Address button.

22. If the address meets USPS standards, a message will appear in green. Click on the Use Standardized Address button.

23. If the address does not meet USPS standards, a message will appear in red. However, if the address is correct as is, click on the Use non-standardized address button. The system will require the user to enter the county and a reason for the address certification failure. If the address is incorrect, re-enter the location and try again.

24. Click on the Update Address button to complete the address change.

25. The updated address is in the system.

26. Changing a name and personal contact information.

27. To change a name (such as Frederick C Jones to Fred A Jones), salutation or e-mail address, return to the Search Organization/Person page by clicking on the link on the left side of the computer screen under the menu.

28. The main search page will load. Scroll to the bottom and click the Search Person button in the bottom left corner.

29. Search for the name of the person.

30. Click on the magnifying glass next to the correct name.

31. Update the information by clicking on the picture of the pencil in the appropriate section. The user can only change information for people currently associated with the district or school.

32. Indicate the updates are complete.

33. When the updates have been completed, navigate to the district or school record. Click on the General tab. Scroll to the bottom of the page.

34. Verify that the district and school entries are ready for the Ohio Educational Directory by checking the box next to the statement “Checking this box is an indicator to the OEDS-R System Administrator that the organization data has been updated and is available for inclusion in the Annual Directory .”

35. The box will disappear and a new message will state that the information has been updated for the directory.

36. If you have questions about the update process please contact your DA site first or email OEDSR.Support@ode.state.oh.us