Student UID &
PowerSchool Enrollment
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
Intended Audience
• Staff who regularly work with student
enrollment records or use student IDs in
PowerSchool
• PowerSchool Data Managers
• PowerSchool LEA Coordinators
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
Agenda
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Overview
Student UID Registration
Student UID Search Options
Student UID Search Results
Duplicate Student Records
Mitigation, Resources and Support
OVERVIEW
Key Systems for Today’s
Session
System
Description
NC WISE
Legacy Student Information System
PowerSchool
Current Student Information System – foundation
system of Home Base project
Student UID
Registration
System to request access to Student UID
Student UID System
ID Assignment System integrated with PowerSchool
NCID
System used to authenticate user login credentials
to Student UID and Registration systems
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 IDs
for 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
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 UID on a nightly basis
• Lists of near matches were housed in the
Student UID system for LEAs/Charters to
resolve
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 Student after initial enrollment into school
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
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
What Does Student UID Look
For During Assignment?
Fields
Exact Match
Near Match
Match Weight
UID
X
First Name *
X
High
Middle Name
X
High
Last Name *
X
High
Gender *
X
X
Low
Birthdate *
X
X
Medium
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
What does this Mean?
• If a change is made to 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
STUDENT UID REGISTRATION
Why Open Student UID to
LEAs?
• Provide an alternative search tool that
LEAs / Charters can utilize at their
discretion until Pearson has completed all
enhancement requirements for student
enrollment
• Reduce duplicate student record
creation
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
Registering for Student UID
1. Navigate to registration system located:
https://schools.nc.gov/uidstudent
2. Log in using NCID credentials
3. Complete the form in chronological order
– Select the Security Officer role first if you
are designated for this task
4. Receive pending and approval confirmation
emails from system
5. Repeat steps 1-3 if necessary
Registration Form
Registration Form – Second
Role
• Designated staff must request the
Security Officer Role first
Granting Access to Student
UID – Security Officer
1. Receives email request sent by system
2. Logs into Registration system using
NCID credentials
3. Approves or denies request
User receives email if access is granted
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
STUDENT UID SEARCH
OPTIONS
Key Terms
Term
Description
Valid ID
An ID generated by Student UID and is seen as ‘active’
Note: A valid UID may not be the correct UID for the
student, however; the student must have a valid UID to
be enrolled in PowerSchool
Internal ID
A Valid UID
Alternate ID
An ID that was recorded by UID
• This ID was originally generated from an authoritative
student information system such as CECAS or More at
Four (think NC WISE era) and associated to a Valid UID
• This ID may be a UID that has been retired and
associated to a Valid ID
Searching Student UID
1. Navigate to Student UID system:
https://cedars.ncpublicschools.gov/studentid/
2. Log in using NCID credentials
3. Click Student Search
Student UID Search Options
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•
•
•
Simple Search
Advanced Search
Internal ID Search
Alternate ID Search
* Indicates a required field
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
Advanced Search
• Enter required fields
• Add Date of Birth
• Include Gender and
Ethnicity/Race
• Do not use
– Alt Last Name
– Right section of
screen
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
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
Which Search Should I Start
With?
1. If UID is known, start with Internal Search
2. If no results, use the Alternate ID Search
3. If the results of search are incorrect, use Simple
Search
4. If you need more information expand search to
Advanced Search
5. If no UID, use steps 3 & 4.
Which Search Should I Start
With?: Decision Search Tree
Decision: Do I have a UID?
Yes…
Decision: Do I have a UID?
No…
UID SEARCH RESULTS
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
Reviewing Student UID Search
Results
• No need to look further than the Search
Results
Enrolling a Student – Best
Practice
1. Search Student UID
2. 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)
DUPLICATE STUDENT
RECORDS
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
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.ncsis.org/Documents/recent_emails/IssueAssigningDefaultP
owerSchoolIDUsingIE.pdf
Conversation Year Resolution Clean-up Process
1.
LEA: Identify duplicates to the best of your ability, using the
Student UID screen; document which is the best ID to use
2.
LEA: Submit IDs to NCDPI via Home Base Support Center
– ‘Duplicate Student Spreadsheet’ is located: http://www.ncsis.org/
3.
NCDPI: Confirm valid UID
4.
LEA: Manually update records
5.
NCDPI: Indicates inaccurate record as ‘(Dup)’, ensures
users cannot re-enroll ‘bad’ record
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
MITIGATION, RESOURCES
AND SUPPORT
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
Resources
• Student UID (Registration, System, and documents) as of 4/30/14
http://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
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