TSDS. **You must have TEAL access before you can request TSDS access.

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2 Table of Contents: TSDS UID o Roles o Search o View Tabs Upload Batches o Assigning UID # Near Matches o Assigning Enrollment Events Cancelled/Not uploaded Files Manually Enter Individual TIMS 2

3 TSDS The Texas Student Data System portal is your access to the TSDS Unique ID (UID), TSDS Student GPS Dashboards, Enrollment Tracking (ET) and the TSDS Incident Management System (TIMS). **You must have TEAL access before you can request TSDS access. 3

4 UID/ET Unique ID (UID): Defition TSDS will use an identity management system called Unique ID, which will ensure that each student and staff has only one unique identification number. Local education agencies (LEA Texas school districts and charter schools) will be responsible for loading assigned Unique IDs locally and for adding and maintaining records in the Unique ID application. Enrollment Tracking (ET TSDS Portal Roles There are different roles to apply for depending on the person s position. TEA Administrator TEA System Administrator Uniq-ID LEA can search and update (district level) Uniq-ID Campus can search and update (campus level) Uniq-ID Search can search and view only (this role is commonly for campus clerks to search for a student UID before entering into SIS.) 4

5 UID/ET SEARCH FEATURE Search feature you have three options to choose from. 1. Basic Search (First & Last Name) 2. ID Search (UID, SS/State ID#, or Alias) 3. Advanced Search 1. Click on the hamburger menu. 2. Under SEARCH click Person Option 1: BASIC SEARCH 5

6 Option 2: ADVANCED SEARCH (please note any field that has an * by it is a required field). 6

7 Option 3: ID SEARCH Unique ID SSN Alias ID Unique ID (10 digit #) 7

8 SS or State ID # (9 digit # no dashes) Alias ID (local id) 8

9 View TABS 1. Use the SEARCH Person menu option. 2. Select your student/staff member from results. (example Allen Kentucky) 9

10 Master Record TAB: Basic Demographics, batch and enrollment information. (Here you can EDIT PERSON to update basic demographic information) 10

11 History TAB: View student s demographic changes Don t do more than 1 save in a two-minute period. There will always be a line item for each update made to a person s record. 11

12 ASSOCIATED RETIRED IDs TAB: Another UID# that was created for the student/staff. When two UID#s exist then the # with the less history is merged into the other #. A TIMS ticket must be entered to retire a UID#. 12

13 ENROLLMENT TAB: View all the status changes throughout the student s school career. (Notice the filter is set for 2019, to see previous yr you must change.) Enroll/Withdraw Date Grade Change Campus Change assists with student discrepancies. Not a secure site Edit and Enrollment Event (make changes to an existing event) Add an Enrollment Event (to add an event) 13

14 To EDIT ENROLLMENT: 1. Click on the radio button beside the date you would like to change. 2. Click on EDIT ENROLLMENT 14

15 The only change options are: Verified verified that the date of enrollment/withdraw are correct Calendar conflicting dates with another district and their calendar for enrollment/withdraw Delete to remove the event **DO NOT USE UNVERIFIED 3. When done click EDIT ENROLLMENT to save. To ADD ENROLLMENT: Example Allen is missing his withdraw date of 6/1/ Click ADD ENROLLMENT 2. Complete all fields with * 3. When done click ADD ENROLLMENT (new event will appear in the list) 15

16 To 1. Click on the envelope 2. A canned will appear with the students information (enrollment/withdraw and UID#) again this is not a secure site please do not send birth certificates or ss cards or information. Verify all is correct. 3. Send 16

17 UPLOAD BATCH FILE There are three types of batches Student UID Assignment File - Assign UID#s to students Staff UID Assignment File Assign UIS# to teachers Student Enrollment File - Status changes on students (ex. enroll/withdraw dates) Each of these files have their own unique Naming Convention. If the file is not named correctly, then the file will fail when loading. Your SIS vendor should have this set up already. STUDENT UID ASSIGNMENT FILE CND# Underscore Campus Underscore ID Assignment Underscore Year Month Day Time (military) _ 000 _ STUDENT _ STAFF UID ASSIGNMENT FILE CND# Underscore Campus Underscore ID Assignment Underscore Year Month Day Time (military) _ 000 _ STAFF _ STUDENT ENROLLMENT FILE _000_STUDENT_ _000_STAFF_ _000_ETEVENT_ CND# Underscore Campus Underscore ID Assignment Underscore Year Month Day Time (military) _ 000 _ ETEVENT _ *A batch should only be uploaded when there is information to report. Do not upload empty files. 17

18 How to UPLOAD a Batch in Manage Unique IDs 1. Download your file out of your SIS (in the correct name format) 2. Sign into your TEAL 3. Go to TSDS Manage Unique IDs 4. Click on the hamburger menu 5. Click on upload under Assign or Enrollment Event Student UID Assignment File Staff UID Assignment File Student Enrollment File 18

19 Uploading a STUDENT/STAFF Batch File: 6. Click the BROWSE button. 7. Browse on your computer to find the file you created from your student/staff software and Click Open. 19

20 8. Click the UPLOAD button the file validation process will start. 9. Click BACK TO HOME button. 20

21 10. Review the STATUS column. If status is Data Validation Complete, you are ready to Assign Unique IDs. 11. Click the ASSIGN UNIQUE ID button. Make sure the STATUS: shows ID Assignment in progress. 12. Click the BACK TO HOME BOTTON 21

22 When ID assignment process has completed you may or may not have Near Matches. All near matchers must be worked before downloading new file. ***IF you have near matches go to page Click the DOWNLOAD UNIQUE ID button. 14. Click the DOWNLOAD button. 15. Save the file to your designated location on our computer and import back into your SIS. 22

23 What are NEAR MATCHES: Matching Process Submission Match Match Score Match (100-98) Uses existing info and updates Mary Sue Campus Female 10/12/2001 Mary Sue Campus Female 10/12/ If the system finda match it will assign the ID of the matching record to the submission record. The information contained in the submission reord becomes the IDs current information & the information of the master record gets moved to the ID history. Near Match (97-89) Requires human intervention Mary Sue Campus Female 10/12/2001 Mary Sue Campus Female 10/21/ If 2 or more potential matches are found in the Match threshold, the system forces a near match. Mary Sue Campus Female 10/12/2001 Local ID# Mary Sue Campus Female 10/12/2001 Local ID# If a match is found and the district code is the same but the local ID is different, the system forces a near match. Mary Sue Campus Female 10/12/ Mary Sue Campus Female 10/12/ If a match is found bu the SSNs or S-Numbers are difference between the records, the system forces a near match. Mary Sue Campus Female 10/12/ Jimmy Dean Female 10/21/ If no match is found but the SSN or S-Number submitted is the same as an existing record, the system forces a near match No Match (88 & below) Creates new identifier for record Mary Sue Campus Female 10/12/2001 Pam Freshman Female 06/29/ If the system finds no matching record it will assign a new student ID. These records do not need to be reviewed. 23

24 How to fix a Near Match: 1. Click the Resolve Near Matches button on the Unique ID home page. 2. Review the Near matches/duplicates list screen for information about the records and click the Review and Select button to view additional details. 24

25 3. The top screen displays the submitted person and bottom section displays a list of matching persons. 4. Click the hyperlinked Last Name or First Name to view the record details. 25

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27 5. Compare the two records and review the fields where the information is different. TIP: All fields in which information differs between two records are highlighted. 6. Decide how the near match will be resolved. 1. If the person under review is the same as one of the matching persons, the user should select the radio button to the left of the matching person and then click 2. If the person under review is different from the matching persons, the user should click 3. If the user wished to cancel the record under review, the user should click the 4. Users can also navigate back to the list of Near Matches by clicking 27

28 Uploading a STUDENT ENROLLMENT Batch File: 1. Click the BROWSE button. 2. Browse on your computer to find the file you created from your student/staff software and Click Open. 28

29 3. Click the PROCESS FILE button. 4. Go back to Enrollment Events Dashboard Under STATUS it shows Event Creation Complete that means you are done. You can download and save to your computer. 29

30 BUT!!!!!! If you see a gear next to the DOWNLOAD button that means there s problems. Click on the DOWNLOAD button and save to your computer. Open the file up and scroll all the way to the right to view potential issues. See comments next page. ******Comment from a files trouble shooting Comments on Processed Files: Event Added Master Record NOT Updated Beginning of year Enrollment, or Withdraw Record for student at the same campus. Event Updated Master Record NOT Updated Enrollment or Withdraw Record with a Verified Flag added. Event Added Master Record Updated and History Created Enrollment Record at new LEA, Campus, or with new Local ID Master Record Updates ONLY Local ID, Grade, Campus, LEA Duplicate Event - Master Record NOT Updated Enrollment or Withdraw Record currently in UID If a file is loaded with cumulative records (from beginning of year), you will get this message on every record. 30

31 Comments on Cancelled Files: Prior Enrollment Must Exist for Withdrawal Events Cannot load withdrawal record if there s not a prior enrollment at same LEA Duplicate Event This record is cancelled because it was a duplicate record with in the batch file. If a file is loaded with cumulative records (from beginning of year), you will get this message on every record. Event Not Updated Invalid Logical Delete Attempting to delete an event never added. Cancelled During Data Validation State ID (UID) Invalid, School Year Invalid Lookup Code (example: gender) Invalid Submission Type Invalid 31

32 Manually Enter an Individual: 1. Download your file out of your SIS (in the correct name format) 2. Sign into your TEAL 3. Go to TSDS Manage Unique IDs 4. Click on the hamburger menu 5. Under ASSIGN click Enter Online Anywhere you see an * it s a required field. 6. Click Assign UINQUE ID button. 32

33 TIMS (TSDS Incident Management System) 1. Sign into your TEAL 2. Go to TSDS 3. Click Support 33

34 4. Click Create an Incident or Log in to TIMS (depending on your access). or If you click Create an Incident you will see the following. 34

35 If you click Log in to TIMS you will see the following: **First time users only will follow this step. You will have to set up your Dashboard according to your access. 35

36 1. Select Level 1 Dashboard (Schools) - This will create your Dashboard. 2. Select Create 3. Complete the following form. Any field with an * is required. 36

37 Select the correct Subsystem from the drop box. Depending on what you select other options might appear. In the description please be as specific as possible. When retiring Duplicate UID# please add screenshots of both #s and if the # you are retiring belongs to another district add the where they are giving you permission to retire that #. 4. Click Create when done 37

38 Now that the ticket has been created the final step is to Escalate it to Level 2 (ESC Level) 5. Click Issues tab (top left corner) 6. Find and click on your ticket 38

39 7. Click Escalate to Level 2 8. Pick ESC Region Optional add comment. 10. Click Escalate to Level 2 DONE! 39