Logging in Search for EDID How to get an EDID number ADE EDIS batch submission

1. WELCOMEto theRITS Educator Identifier TrainingColorado Department of EducationDebbie Puccetti 303-866-6612puccetti_d@cde.state.co.ushttp://www.cde.state.co.us/edidproject/index.asp 1

2. This training includes: • Logging in • Search for EDID • How to get an EDID number • ADE EDIS batch submission • Data standardization • Duplicate EDID’s • Reports • Contact information

3. What is the RITS Educator Identifier • Assigns a unique identifier (EDID) to all educators/staff employed in Colorado’s Local Education Agency LEA. • Streamlines state data systems and enables the linkage of data sets down to the classroom level. • Intended to inform, research and policy on the connection between student learning and attributes of educators – including training, qualifications, teaching conditions, school leadership and the equitable distribution of teachers • To include all employees employed within an LEA. • Administrators, Classroom Instruction, Instructional Support, Other Support, Other Licensed Specialists, Professional Support, Computer Technology, Paraprofessionals, Office/Administrative Support and Crafts/Trades/Services.

4. Educator Identifier System (EDIS) Web Application https://edx.cde.state.co.us/rits-edis/ • The RITS web application allows district staff to locate educators/staff that have been added to EDIS, add new educators/staff for EDID assignment, edit existing educator/staff demographic information and review activity reports. • EDID remains with the educator/staff their entire educational career in the state of Colorado. • Allows CDE Case Management staff to track activity through case management.

5. RITS Educator Log In http://edx.cde.state.co.us/rits-edis/ 5

6. Menu Options

7. Educator Search Purpose: The Educator Search page allows you to locate a single educator or group of educators in the EDIS. • Every Educator • Minimizes case management • Ensures the best match for educator records • Reduces the chances of creating a duplicate EDID

8. Search for EDID

9. Search Criteria TIP:Oftentimes the best way to search for a particular educator in a large list of educators is to enter just enough information to find that educator.

10. Educator Search Results

11. View Educator Detail Screen

12. Edit Educator Detail Screen

13. ADE EDIS READ File Submission https://cdeapps.cde.state.co.us/ EDIS Read: Used when you need to search a large batch of educators to see if they have an EDID already assigned to them. This process WILL NOT assign or update an educator with an EDID. Please see the training power point at https://cdeapps.cde.state.co.us/ Click on Automated Data Exchange News & Updates Click on Educator ID

14. ADE EDIS Read File Layout Export your data from your HR System (talk to your IT Department on how to do this) If this is not possible then- Format your data according to the EDIS File Layout Specifications, file layout, data elements and definitions can be found at the link below. https://cdeapps.cde.state.co.us/doc_toc.htm#edis

15. ADE EDIS READ File Submission

16. ADE EDIS READ File Submission

17. The RITS Read file submission Confirm your choice choose yes Click on EDIS File Submission Browse to your file that you saved, click submit upload file. You will be notified by e-mail when you can download the report from the file. Return to the EDIS Read main menu and click the radial button Data Summary Report. Click Download Report. Save the report to your system at a location of your choice by first adding a txt to the file name. Open the report this will show you possible matches, look carefully to see if this is your employee. If a match is presented you will have your EDID number.

18. The RITS Read Optimizer • The RITS Read Optimizer is a tool that utilizes visual basic programming and Micro Soft Access Tables to read and organize the RITS Read Data Summary Report. • It is a tool used to find possible matches in an environment that is easier to work in than the Download Report. • Used for case management for both students and educators. • To access the Optimizer go to: https://cdeapps.cde.state.co.us/ • Automated Data Exchange News and Updates • You will find a training power point on using the Optimizer.

19. Add a single educator

20. Add a single educator cont.

21. Add Multiple educators

22. Add Multiple educators - Confirmation

23. ADE EDIS File Submission This process will assign a new EDID and update existing record if an EDID is already assigned to the person that you are entering. Automated data Exchange system link https://cdeapps.cde.state.co.us/ EDIS Batch: Used when you need to get an EDID assigned to an educator or update a current record. Will search for educators that already have an EDID and for those who are without one it will submit for a new EDID. (If there is a possible match with another person it will go into case management. This should be minimal with the use of the SSN.)

24. File layout specifications https://cdeapps.cde.state.co.us/doc_toc.htm#edis

25. ADE Home Page

26. ADE EDIS File Submission

27. ADE EDIS File Submission

28. ADE EDIS File Submission

29. ADE EDIS File Submission

30. ADE EDIS File Submission

31. ADE EDIS File Submission

32. ADE EDIS File Submission

33. ADE EDIS File Submission

34. EDID Download Report

35. Case Management Once in case management usually a one day turn around; however during the busy time it could be five days or more. State is experiencing budget cuts also so we in turn are short staffed. Please know that we are doing all that we can to ensure your EDID(s) is returned to you as quickly and accurately as possible.

36. Data Standardization • Locally Assigned Educator Identifier (LAEDID) must be 14 characters or less (optional) • Use legal names • Avoid nick names • Always enter the legal middle name. Use NMN for no middle name • Be careful of data entry errors • The only punctuation allowed is - dash, space • and an ‘ apostrophe. Only if part of the legal name. • Social Security number no dashes

37. Data Standardization

38. Duplicate EDIS With the use of Social Security Number this will not happen that often. If what appears to be a duplicate EDID, please e-mail me the information and It will be researched. It is always best practice to report a duplicate so we can work collaboratively to keep the data as clean as possible.

39. Reports Educator Activity Report Taken Educator Report Educator History Report EDID Download Report

40. Educator Activity Report

41. Educator Activity Report Select the Row Link on Educator Activity Report Displays the Educator History Detail

42. Taken Educators Report

43. Taken Educators Report Select the Row Link on Taken Educator Report Displays the Educator History Detail

44. Educator History Report

45. Educator History Report Educatory History Report Details

46. EDID Download Report Disclaimer

47. EDID Download Report

48. EDID Download Report

49. Helpful Links RITS EDIS Web https://edx.cde.state.co.us/rits-edis/ Student-Educator Identifier Website http://www.cde.state.co.us/RITS/ Respondent Link http://www.cde.state.co.us/edidproject/Resources.asp ADE EDIS https://cdeapps.cde.state.co.us/ File layout link https://cdeapps.cde.state.co.us/doc_toc.htm#edis Training Information https://cdeapps.cde.state.co.us/ade_news.htm#edis

50. Contact Information Debbie Puccetti RITS Educator & Student Consultant puccetti_d@cde.state.co.us 303-866-6612 Please e-mail or call with questions. Thank you for your participation today!