student unique identification system student uid - dpi · updating student data in nc wise • if a...
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Student Unique Identification System
Student UID
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Student UID Objective
• Provides a way to link students to their school related information through a common unique identification number.
• This is the first step in DPI’s multistage effort to create the NC Common Education Data Analysis and Reporting System (CEDARS).
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Student UID in a Nutshell
To provide a NCWISE ID for every student in the state of North Carolina.
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The Components
NC WISE Schools
Student UID SystemUID Matching Engine
Program Schools
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NCWISE
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Student Enrollment in a Public School
NCWISENew StudentsNew Student Enrolled
in School
NCWISE ID
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Program Schools
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Student Enrollment in a Program School
Program Schools
Student
Student Enrolled in a Program School
Local ID
Migrant
CECAS
LEP
N & D
More at Four
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Student UID System
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User Roles
User Role Available Functionality
DistrictUsers can assign IDs and resolve near matches for all schools within their assigned district.
School AdminUsers can assign IDs and resolve near matches for their assigned school.
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The UID Data… How is it gathered?
Post YET Student Demographic Information
NC WISE (Authoritative Source)CECASMore at FourLEPMigrantN&D
This is known as the UID Student Population.
Student UID System
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The UID Life Cycle – Step 1
Student UID SystemStudent UID Population
UID Matching Engine
Source Systems
NCWISE, CECAS, Migrant, More at Four,
LEP, & N&D
1. Student Extract File
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Student Extract File
Is a batch file that contains the student demographic information of the records that have
changed or added for that Source System.
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The UID Life Cycle – Step 2
Source Systems
NCWISE, CECAS, Migrant, More at Four,
LEP, & N&D
1. Student Extract File
2. F
ile S
ubm
itted
Student UID SystemStudent UID Population
UID Matching Engine
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When is the file submitted to UID?
• NC WISE – Daily at 8:00 pm (one file per school)
• Migrant – Every 2 weeks on Friday morning.
• More at Four – 28th day of each month.
• CECAS (EC) – 22nd day of each month.
• LEP – Eventually Daily (working to fix automation).
• Neglected and Delinquent (N&D) – Daily at 3:00 pm.
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The UID Life Cycle – Step 3a
Source Systems
NCWISE, CECAS, Migrant, More at Four,
LEP, & N&D
3a. File Comparison
1. Student Extract File
2. F
ile S
ubm
itted
Student UID SystemStudent UID Population
UID Matching Engine
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UID Matching Engine
Compares the changed or added student demographic information of the Student Extract file to the UID Student Population to determine if records are a Match, No Match, or Near Match.
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What is being Compared?
• First Name• Middle Name• Last Name• Date of Birth• Gender• Social Security Number (if provided)• Alternate Last Name
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Exact Match Rules for Student UID:
A new record loaded into Student UID will be considered an exact match if the following data is the same.
– First Name– Last Name– Date of Birth– Preferred NC WISE ID
Exact Match Rule… the Main IDEA!
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The UID Life Cycle – Step 3b
Source Systems
NCWISE, CECAS, Migrant, More at Four,
LEP, & N&D
3a. File Comparison
1. Student Extract File
2. F
ile S
ubm
itted
Student UID SystemStudent UID Population
UID Matching Engine 3b. Match Decision(s)
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Match = Auto ID LinkingThe submitted student record is determined to be an exact match to the master record it was compared to.Takes the existing NCWISE ID and assigns it to the submitted student record.
No Match = Auto ID AssignmentThe submitted student record is determined that it does not match any record(s) or does not exist in the UID Student Population.New Student Record is created and new NCWISE ID assigned from an identifier pool.
Near Match = Your ResponsibilityThe submitted student record contains some demographic information that matches one or more records within the UID Student Population.
The Results
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The UID Life Cycle – Step 3b
Source Systems
NCWISE, CECAS, Migrant, More at Four,
LEP, & N&D
3a. File Comparison
1. Student Extract File
2.Fi
le S
ubm
itted
Student UID SystemStudent UID Population
UID Matching Engine 3b. Match Decision(s)
MatchNo Match
Near Match
4. Resolve Near Matches
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Tips for Resolving Near Matches
• If you see the same student in multiple near matches, resolve the newest near match but do not resolve any others. • Report the other near matches to the Help Desk for cancellation, providing
the student’s First and Last Name, ID, and Batch number.
• Research the records involved in a near match before making a decision.
• Work with the other LEA/Charter School to determine if this is the same or different student.
• Never make a “No Match” decision without researching the record.
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Student UID Demonstration
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Select Resolve Near Matches from drop down box and click Filter Results
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Click on the Student Name OR Review and Select
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Near Match
Multiple Near Matches
Review each record by clicking on the Student’s Name. Select the radio button for the Matching record, then click Match. If neither are a match, the radio button can be ignored, click No Match.
Review the record by clicking on the Student’s Name
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Click Return to List of Near Matches to make your Match or No Match decision
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The Comparison Screen
• When determining if a record is a “Match” or “No Match”:– Carefully review the “Compare Student Information” page to view
fields on the two students. • If fields are different between the two students, the background
color will be yellow and the values within the fields are italicized.
– Analyze the records offline if necessary by collecting and comparing more information.
– If the matching student is in a different school or school district, consider contacting the corresponding agency
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Duplicates
• If a near match appears to be a duplicate from NC WISE or two records have the same NC WISE ID, do not resolve the near match record. Take the following action:
1. Write down the Batch #, First & Last Name, and NC WISE ID.
2. Contact the NC WISE service desk at [email protected] and provide them with this information.
Note that appropriate action will need to be taken in NC WISE to resolve these duplicate students before the Near Match process is completed in Student UID.
3. Wait to hear from the NC WISE service desk with updated instructions on how to proceed in Student UID.
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Poor “No Match” decision = Duplicates
• UERS report errors, i.e. PMR student report with suspect withdraw status.
• Records can be pulled into different LEAs causing multiple inconsistent records.• Reports affected are:
• Transcript, Attendance, Credit Detail, Student at Risk Data
• Incorrect data being report to other DPI systems.
• Missed federal reporting deadlines due to duplicate cleanup.
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Updating Student Data in NC WISE
• If a Student data element from a non-NC WISE source is more accurate than NC WISE, the data in NC WISE should be updated prior to resolving the near match.
• If the near match is resolved, the accurate information from the non-NC WISE source system will be replaced with the inaccurate NC WISE information.
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Reminders
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• Use the system links and buttons to navigate through Student UID.
• Add student notes to clarify information about existing students in UID.
• Take note of the specific Batch ID you are working with so you can easily locate it in the future.
• Start with the Oldest Batch File first when there are a lot batches.
Best Practices
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• Report students that show up in Near Matches in multiple batches to the service desk. Provide the student name and batch number of the oldest batch. then resolve the most current near match
• Resolve your near matches on a daily basis.
• Click the radio button to the left of the student record that has been identified as the matching record before clicking the Match button.
Best Practices
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Student UID Resources
Student UID Training site: https://cedarstrain.schools.nc.gov/studentid/customerLogin.jsp
Student UID Production site: https://cedars.ncpublicschools.gov/studentid/customerLogin.jsp
Student UID Resources:http://www.dpi.state.nc.us/cedars/uniqueid/student/training/
PresentationFAQUser Contact List
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Thank You