georgia unique identifier for education (guide)dcconference.gadoe.org/documents/fy2017/data...
TRANSCRIPT
Georgia Unique Identifier for Education (GUIDE)
What is a GTID?
What is GUIDE?
What are the identity elements used to get a GTID?
How do I get a GTID for a student, for a file of students?
What is a claim, a discrepancy, a near match?
How can I tell if a transfer student was getting special services in a previous district?
Workflows
GTID – Georgia Testing Identifier;
Only used in GA public education;
10 digit number;
Has no leading zero or no trailing zero;
Randomly assigned;
Has no intelligence in the number assignment.
Stays with the student from PK to 12.
Where you can find an existing GTID.
Where you can create a new GTID.
Open 24 / 7 / 350+ days.
http://www.gadoe.org/Technology‐Services/Data‐Collections/Pages/FY2016‐GUIDE‐Resources.aspx
All GaDOE data collections check the GTID in GUIDE to make sure the student identity data matches:
GUIDE
FTE
SR
Student Class
SLDSState Tests
PreID
GOIEP
FTESRStudent ClassSLDSState TestsPreIDGOIEP
Identity elements make a student unique and should not change. This data is referenced on legal documents (birth certificate and SSN card).
GUIDE Identity ElementsFirst NameMiddle Name Last NameGenderSSNBirth MonthBirth DayBirth Year
Rules regarding student names in our student databases are posted :
Only special characters in a name are: hyphen (Sanchez-Garcia), space (Smith – Jones), period (Jill St. John), and single quote (La’Mont or O’Brien)
Name: no complex characters like: Reneé, Bjørg, Fríða, or Анастасия(Anastasia in Belarus)
Other rules in the document, like Last name should not have comma or
suffix (Smith, Jr.)
Please use the full legal name, including middle name.
From GaDOE Rule 160-5-1-.28 and O.C.G.A. §20-2-150
A student shall be identified in the local Student Information System (SIS) and in the Georgia Statewide Student Information System (GSSIS) by the student 's legal name as it appears on the documentation submitted for age verification as delineated in paragraph (2) (a) 3, or in a court order changing the student's name.
Ask for the SSN and keep it secure in your SIS.
From GaBOE Rule 160-5-1-.28
Pursuant to O.C.G.A. § 20-2-150, before the final enrollment of a student to a publicly-funded Georgia school is complete, a parent, guardian, or other person shall provide a copy of the enrolling student’s social security number to the proper school authorities or shall complete and sign a form stating the individual does not wish to provide the social security number.
We do collect SSN and use it as a student identity matching element. Parents have a right to refuse to provide the SSN in which case they must sign a waiver (district designed.) Then you assign a pseudo-SSN to the student.
A pseudo-SSN is a state-assigned number starting with 999- that takes the place of a true SSN. It stays with the student from PreSchool to grade 12.• We issue GTIDs to babies as young as 2 months. • Every district gets a block of 999 numbers. Get
more from the GaDOE Helpdesk.• Migrant IDs, ITIN numbers, etc. are not valid
pseudo-SSNs. (ITIN = Individual Tax Identification Number; issued by IRS as a pseudo-SSN; usually start 991-xx-xxxx.)
GUIDE Identity ElementsFirst NameMiddle Name Last NameGenderSSNBirth MonthBirth DayBirth Year
Why use the SSN? We have 3,200 pairs of students with the same first & last names, gender, and birth date.
Identity elements make a student unique and should not change. This data is referenced on legal documents (birth certificate and SSN card).
Non-Identity elements are self-reported attributes of the student (like race/ethnicity) and data that can change (like System ID, School ID, & Fiscal Year).
GUIDE Identity Elements GUIDE Non‐Identity ElementsGTID System ID First Name School IDMiddle Name Fiscal YearLast Name School Entry DateGender Local IDSSN SuffixBirth Month Ethnicity HispanicBirth Day Race x 5Birth Year Parent / Guardian Name
HELP!!!
1) Search for the student in GUIDE and ‘claim’ him/her. (Students that have been in a GA school sometime.)
2) Add a new student – one at a time. (Students that have never, ever been in a GA public school.)
3) Extract a file from your SIS and upload it to GUIDE.
A. Search for the student in GUIDE
B. Claim the student
C. Copy GTID
D. Paste
If you know the student has a GTID, search on any identity element(s).
Select a District to narrow down results –where did the student come from?
You won’t see the whole SSN until you drill in on your selected student.
You can only claim Active students.
The current claim is Last District to Update / Last School to Update.
A claim . . . Is the last district / school to update a student’s
GTID record.
Shows on the ‘View Student Detail’ page.
Can happen when you go through the Near Match process and select the student – “this is my student”.
Can happen when you search for a student, find him, and update his district and school to your district and school.
Is the key to accessing SLDS for a student.
2. Select School
1. Check identity data
4. Enter School Entry Date
5. CLAIM
3. Enter Local ID
Copy and Paste the GTID back into your SIS.
2007 - 2016
A. Extract a file from your SIS 1. All active students (to update all students before FTE
for example)2. Enrolled between date and date (gets all new
students, even if you entered their GTID)3. Students without a GTID (new students)
B. Upload to GUIDE
C. Look at your Errors, Warnings, and Discrepancies
D. Resolve Discrepancies
E. Resolve Near Matches
F. Download IDs
G. Import back into your SIS
A. Extract a file from your SIS 1. All active students (to update all students before FTE for
example)2. Enrolled between date and date (gets all new students,
even if you entered their GTID)3. Students without a GTID (new students)
B. Upload to GUIDEC. Look at your Errors, Warnings, and DiscrepanciesD. Resolve DiscrepanciesE. Resolve Near MatchesF. Download IDsG. Import back into your SIS
Upload to GUIDE
Record SentWith a GTID
Comparison Engine
Discrepancy Report
Record Sent Without a GTID
Matching Engine
Near Match Report
New matching process has two components
GUIDE Matching Elements Match Criteria
GTID Exact match
First Name Exact match
Middle Name Exact match, MI to MN, blank to all
Last NameExact match, MN–LN, MN LN, LN-MN, LN MN
Month of Birth Exact match mm to mm, or mm to dd
Day of Birth Exact match mm to mm, or dd to mm
Year of Birth Exact match
Gender Exact match
SSN Exact match
GUIDE Matching Elements Match Criteria
Middle Name Exact match, MI to MN, blank to allMonth of Birth Exact match mm to mm, or mm to ddDay of Birth Exact match mm to mm, or dd to mm
You send Elizabeth as a Middle Name Matches: Elizabeth, E, E. , and blank Does Not Match: Elisabeth
You send blank as a Middle Name for Ashley Smith
Matches: all 350 Ashley Smiths in the state
You send Ashley T Smith, Matches: Ashley Teresa Smith, Ashley Talia Smith, etc.
You send 12/11/2002 as the birth date Matches: 12/11/2002, 11/12/2002
Name fields must be exactly the same to match.
One letter different is a misspelling.
Misspelling 1 of the 3 parts of a name will give you a Near Match for the student.
Misspelling 2 of the 3 parts of a name will give the student a new GTID.
A. Extract a file from your SIS A. All active students (to update all students before
FTE for example)B. Enrolled between date and date (gets all new
students, even if you entered their GTID)C. Students without a GTID (new students)
B. Upload to GUIDE
C. Look at your Errors, Warnings, and Discrepancies
D. Resolve DiscrepanciesE. Resolve Near MatchesF. Download IDsG. Import back into your SIS
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Discrepancies - can be resolved. Go to Discrepancy Report
Errors - cannot be fixed in GUIDE. Errors must be correct in SIS and file uploaded again.
Warnings – are warnings. Look at them. These do NOT have to be ‘corrected’.
1. Extract a file from your SIS A. All active students (to update all students before FTE
for example)B. Enrolled between date and date (gets all new
students, even if you entered their GTID)C. Students without a GTID (new students)
2. Upload to GUIDE3. Look at your Errors, Warnings, and
Discrepancies
4. Resolve Discrepancies5. Resolve Near Matches6. Download IDs7. Import back into your SIS
Record Sent With a GTID
100% Match
0% ‐99% Match
What Happens?Automatic update of non-identity dataClaim student – change school information
No need for user to confirm or certify changes
Comparison Engine
Discrepancy
A discrepancy occurs when a record is sent with a GTID and the identity data for the student in the record does not perfectly match the identity data stored for that GTID in GUIDE.
Discrepancies have to be resolved; no automatic changes to identity data.
Discrepancies are triggered only for identity data, not Race, Ethnicity, Parent Name, School, District, and School Entry Date changes.
A. Extract a file from your SIS A. All active students (to update all students before FTE
for example)B. Enrolled between date and date (gets all new
students, even if you entered their GTID)C. Students without a GTID (new students)
B. Upload to GUIDEC. Look at your Errors, Warnings, and
DiscrepanciesD. Resolve Discrepancies
E. Resolve Near MatchesF. Download IDsG. Import back into your SIS
When there is no GTID provided, the matching engine compares the uploaded record to 3 million ID records. If multiple matches are found, then all matches, even a perfect one (99%), will be returned.
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A Near Match is not always the ‘right’ student. Sometimes a Near Match is just a student with the same name and/or birthdate.If the record displayed is the same
student, you have to verify which data is correct.If the record displayed is not the same
student, select the Add New Student button.
A. Extract a file from your SIS A. All active students (to update all students before FTE for
example)B. Enrolled between date and date (gets all new
students, even if you entered their GTID)C. Students without a GTID (new students)
B. Upload to GUIDEC. Look at your Errors, Warnings, and
DiscrepanciesD. Resolve DiscrepanciesE. Resolve Near Matches
F. Download IDsG. Import back into your SIS
1) Print2) Create Excel spreadsheet3) Download in GUIDE format
(bottom of page)
List of the schools in the last batch upload.
You can select the records you want to download.
Selection by ID, date range. Consider pulling on a regular schedule.
You can pull a list with just Primary Area, or a detailed report with event dates, and select only students with events in other districts (new students).
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If you find a student’s GTID on withdrawal / transfer papers, put it in your SIS.
Would you deposit a check without putting your checking account number on it? What if your name was John Williams – would you trust the bank to find the right account?
John Williams
When the student identity data is entered accurately and uploaded/verified while the parent is available and any identity questions are resolved immediately, you benefit because:
Saves time – back and forth from school to district, back and forth from the school to the parent, etc.
Identifying the student correctly opens up the SLDS history of a student.
That SLDS history can be used to schedule a student into appropriate classes and services.
No history found in the SLDS.
New school won’t know the student was receiving Special Education, ESOL, migrant, or EIP services, for example.
Testing and/or qualification to get these services requires a lot of time. So failure to positively identify a student can have a big effect on workload.
It is also a violation of federal law (IDEA –Individuals with Disabilities Act) to withhold, neglect, or deny services for a student who has previously been qualified to receive Special Education services.
Federal funds for the district can be withheld for compliance issues for a single student.
A ‘duplicate’ is a term we use to describe when a student ends up with 2 GTIDs.
Answer: If a student was sent in a file and 2 pieces of the 7 identity elements were different (last name misspelled, birth year different), then the matching engine might not recognize the student and gives him another GTID.
How to recognize a duplicate – look for 2 Near Matches that look like the same student, or 2 students in a search that look like the same student.
How to resolve duplicates – dticket or Portal imail to me.
Question: How did this happen?
Enter partial identity info in SIS;
Upload partial info from the school to the district every night;
Give a student a 999number because the parent does not have the SSN card with them at registration;
Get a GTID based on partial identity info, then correct the info in GUIDE. (If corrections need to be made in GUIDE, search again on the new/correct info and see if the student already had a GTID.)
Reduce the middlemen who are not invested in process.
During the school year, I would suggest:School registration – from claiming the
GTID to accessing data in the SLDS.OR
Centralized registration - from claiming the GTID to accessing data in the SLDS.
DISTRICT: At the beginning of the school year, AFTER no-shows are withdrawn, upload the students that have changed schools (ES to MS, etc.) and new students in KK - or all active students.
SCHOOL: All new students after the initial upload.
