Student UID & PowerSchool Enrollment

1. Student UID & PowerSchool Enrollment

2. House Keeping • Use the Chat feature to ask questions • Preface 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

3. Intended Audience • Staff who regularly work with student enrollment records or use student IDs in PowerSchool • PowerSchool Data Managers • PowerSchool LEA Coordinators

4. Communication • 4/14/2014 • Letter of intent • PS Coordinators, Tech Directors, and departments/business areas • 4/22/2014 • Invitation to access Student UID • PS Coordinators, Tech Directors, and departments/business areas

5. Agenda • Overview • Student UID Registration • Student UID Search Options • Student UID Search Results • Duplicate Student Records • Mitigation, Resources and Support

6. Overview

7. Key Systems for Today’s Session

8. The NC WISE Era • NC WISE sent IDs to Student UID • If 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 IDsfor 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

9. The NC WISE Era Cont.. • Source Systems and Student UID communicated updates on a regular basis • NC WISE – nightly • Federal Programs – weekly or monthly • Student demographic updates were sent to Student UIDon a nightly basis • Lists of near matches were housed in the Student UID system for LEAs/Charters to resolve

10. NC PowerSchool • Student UID now assigns IDs • IDs created by Student UID are 10 digits • IDs less than 10 digits were created during the NC WISE era • Student UID is integrated into PowerSchool • The NC Enroll New Student screen is the only connection to the UID Student system • Student demographics updates are not sent to UID Studentafter initial enrollment into school

11. NC PowerSchool Cont… • Student 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

12. NC Enroll New Student Screen • Should not be used as a search tool • Initiates Student UID assignment function • Sends required fields which are critical for Student UID assignment • UID • First Name * • Middle Name • Last Name * • Gender * • Birthdate * • Race / Ethnicity * * Required in PowerSchool NC Enroll New Student screen

13. What Does Student UID Look For During Assignment?

14. Statewide Student Search Screen • Connects to all PowerSchool databases (253) • Houses all student records in PowerSchool • IDs converted from NC WISE or generated in PowerSchool • Displays demographic data from PowerSchool • Does not display UID Student records

15. What does this Mean? • If a change is madeto demographic fields after enrollment in PowerSchool, Student UID fields are not updated • Misspelled Names • Hyphenated Last Names • Updates 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

16. Student UID Registration

17. Why Open Student UID to LEAs? • Provide an alternativesearch tool that LEAs / Charters can utilize at their discretion until Pearson has completed all enhancement requirements for student enrollment • Reduce duplicate student record creation

18. 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

19. Registering for Student UID • Navigate to registration system located: https://schools.nc.gov/uidstudent​ • Log in using NCID credentials • Complete the form in chronological order • Select the Security Officer role first if you are designated for this task • Receive pending and approval confirmation emails from system • Repeat steps 1-3 if necessary

20. Registration Form

21. Registration Form – Second Role • Designated staff must request the Security Officer Role first

22. Granting Access to Student UID – Security Officer • Receives email request sent by system • Logs into Registration system using NCID credentials • Approves or denies request User receives email if access is granted

23. Security Officer – Best Practice • Regularly review accounts • Disable 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

24. Student UID Search Options

25. Key Terms

26. Searching Student UID • Navigate to Student UID system: https://cedars.ncpublicschools.gov/studentid/ • Log in using NCIDcredentials • ClickStudent Search

27. Student UID Search Options • Simple Search • Advanced Search • Internal ID Search • Alternate ID Search * Indicates a required field

28. Simple Search Tips • Enter all required fields • Add the Date Of Birth • Add, remove, or use a variation of the Middle Name • No ‘wild card’ character needed • Consider how others may have added the data • Hyphened last names • Smith vs. Smyth

29. Advanced Search • Do not use • Alt Last Name • Right section of screen • Enter required fields • Add Date of Birth • Include Gender and Ethnicity/Race

30. Internal ID Search • The 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

31. Alternate ID Search • The 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

32. 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.

33. Which Search Should I Start With?: Decision Search Tree

34. Decision: Do I have a UID? Yes…

35. Decision: Do I have a UID? No…

36. UID Search Results

37. Match Probability • A 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 Match • 88-93 = Near Match • 94-100 = Match

38. Reviewing Student UID Search Results • No need to look further than the Search Results

39. Enrolling a Student – Best Practice • Search Student UID • Enroll student in PowerSchool using UID search results • Fields to use to ensure proper enrollment of student in PowerSchool: • Frist Name (Required) • Middle Name (if available) • Last Name (required) • DOB (required) • Gender (required)

40. Duplicate student records

41. The Term ‘Duplicate’ • Student has more than one PowerSchool ID • IDs 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 PowerSchool • PowerSchool functionality, functioning as designed

42. Why are there so Many Duplicates? • User unable to locate the student’s 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

43. Conversation Year - Resolution Clean-up Process • LEA: 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 Center • ‘Duplicate 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

44. What Data Should be Manually Updated? • Examples: • Historical courses, credits, marks • Tests and Test scores • Immunizations • Transfer info (Enrollment History) • Handle these records as if the student is coming from out of state • Import assistance is pending

45. Mitigation, resourcesand support

46. Mitigation Plans SY 14/15 • NC Enroll New Student screen • ID will be passed to Student UID • Will accept if valid in Student UID • Will produce an error if invalid in Student UID • Will 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 performance • Once PowerSchool is synced with UID, this screen can be used for the enrollment process

47. Resources • Student UID (Registration, System, and documents) as of 4/30/14http://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 What’s New?: http://www.nc-sis.org/what's_new.html • NC SIS e-bulletins (communications archive): http://www.nc-sis.org/e-bulletins.html

48. Support • Enrollment & Duplicate Students: homebase.incidents@its.nc.gov Please ensure the appropriate personnel in your LEA contact the Support Center • NCID Contact your LEA NCID Administrator