GUIDE Beyond the Basics. GA Unique Identifier for Education Patricha F. Miller GUIDE Administrator September 13, 2017

Transcription

1 GUIDE Beyond the Basics GA Unique Identifier for Education Patricha F. Miller GUIDE Administrator September 13, 2017

2 GUIDE Agenda And Target Audience GUIDE Discrepancy Resolution Near Match Resolution Error Report Download IDs Claimed Out Report Claimed IN Report Transmission Verification Special Ed History Report New Program Information FAQs Where are GUIDE Documents located? Still need help? Questions Team slide Target Audience New coordinators and those wanting to learn about Error Reports, Download IDs, Claimed In and Out Reports, New Program Information

3 GUIDE Discrepancy Resolution Discrepancies can be resolved on-line. Click on the hyperlink on the GTID to resolve the discrepancy in identity information. If there are errors and discrepancies there is no hyperlink. Errors like missing data elements, cannot be fixed on-line. Errors must be fixed at the SIS and resubmitted.

4 GUIDE Discrepancy Resolution Mouse MIckey Mousketeer Mickey M 10/21/ M 10/21/ Flora Call Disney

5 GUIDE - Near Match Resolution A near match occurs when a record is sent without a GTID and the identity data for the student in the sent record comes close to matching the identity data stored for a student or students in GUIDE. When a record is sent without a GTID, multiple records from the GUIDE database could and probably will be displayed, from which the user can choose a positive match. Select Near Match Resolution from the main GUIDE screen and you will be taken to the Near Match Resolution page. To resolve Near Matches, click on the hyperlink under the # of Near Matches column

6 GUIDE - Near Match Resolution On the Main Menu, when you click on the hyperlink under the # of Near Matches column. You will get a Near Match List. Each Near Match must be resolved individually. Click on the Student ID and you will get the Resolve Near Match screen Campbell Elementary School Adams F 1235 Campbell Elementary School Caldwell M

7 GUIDE - Near Match Resolution No history in SLDS New school won t know the student was receiving Special Education, ESOL, migrant, or EIP services. Click on the Student ID and you will get the Resolve Near Match screen. 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 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 received Special Education services. Federal funds for the district can be withheld for compliance issues for a single student.

8 GUIDE - Near Match Resolution If you hover over the Matching Rule, the elements that were matched will be displayed Caldwell Caldwell

9 GUIDE - Matching Engine The Matching Magic Behind the Scenes Matching process has two components Record Sent With a GTID Record Sent Without a GTID Comparison Engine Matching Engine Discrepancy Report Near Match Report 9

10 GUIDE - Matching With a GTID Record Sent With a GTID 100% Match 0% - 99% Match Comparison Engine What Happens? Automatic update of nonidentity data Claim student change school information Claim student change school information User selects changes to be made Discrepancy No need for user to confirm or certify changes User must confirm or certify changes before any changes are made to database 10

11 GUIDE - Matching Without a GTID No GTID > 99% Match 67.5% - 99% Match <67.5% Automatic update of nonidentity data Claim student change school information User selects changes to be made or user can assign a new ID Claim student change school information Student is claimed and assigned a new GTID Matching Engine What Happens? No need for user to confirm or certify changes User must confirm or certify changes before any changes are made to database 11

12 GUIDE - Matching Elements GUIDE Matching Elements GTID First Name Middle Name Last Name Month of Birth Day of Birth Year of Birth Gender SSN Match Criteria Exact match Exact match Exact match, MI to MN, blank to all Exact match, MN LN, MN LN, LN-MN, LN MN Exact match mm to mm, or mm to dd Exact match mm to mm, or dd to mm Exact match Exact match Exact match 12

13 GUIDE - Matching Elements GUIDE Matching Elements Middle Name Month of Birth Day of Birth Match Criteria Exact match, MI to MN, blank to all Exact match mm to mm, or mm to dd Exact match mm to mm, or dd to mm Example of Middle Name matching 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. Example of Month and Day matching You send 12/11/2002 as the birth date Matches: 12/11/2002, 11/12/

14 GUIDE - Matching Elements 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. 14

15 GUIDE Error Report The Error report contains Discrepancies, Errors and Warnings Errors cannot be fixed in GUIDE. Errors must be corrected in the SIS and a new file uploaded to GUIDE. Warnings are generated and displayed to the user to call attention to data. This data may or may not be a problem. If the data causing a warning is accurate, the warning can be ignored. The error report can be displayed by individual school, can be printed or exported to an Excel spreadsheet. Clicking on the hyperlink under Error Code will display the error code, error message, and the student the error is on.

16 GUIDE Error Report So in looking at the E480 error below, it tells us that there was no middle name uploaded from your SIS but GUIDE has a middle name of Alexander. You need to pull your documentation on this student to determine if the student has a middle name. If he does then you need to make sure your SIS has the middle name and reupload. If he does NOT have a middle name you will need to submit a Dticket so GUIDE admin can remove the middle name for you 1111 Hammett Bowen Jr. Elementary School Sebastian Caldwell :Alexander The on-line help file in GUIDE also provides information on Errors. Below is the information for E Information E480: When GTID is provided and STUDENT MIDDLE NAME exists in GUIDE, STUDENT MIDDLE NAME submitted cannot be blank. The GUIDE application will not let an existing middle name be replaced with a blank. If this is a valid name change or correction, contact the ID Administrator by sending in a dticket to the GaDOE Helpdesk to remove the name stored in the database.

17 GUIDE Download IDs Use the Selections and Sort Orders below to view and download all GTIDs that have been modified or created for the selection. Choose an individual school or select All to limit the selection of GTIDs created or changed to a specific school. The file produced from this search can be uploaded to your SIS. Clicking on the GTID hyperlink will pull up the complete GUIDE Transaction Log for that GTID. Pearl Martin Matthew Pelham Mona Yvette Perry James Tyler Quincy Mary Jane Rawley Peter Paul Roberts Catherine Winona Roberts Cynthia Rose

18 GUIDE Claimed Out Report The Claimed Out Report will show you which students of yours have been claimed by other districts. You can select by individual schools or date range. Abrams Adam Abraham Adams James John Brown Thom Thade

19 GUIDE Claimed IN Report The Claimed IN Report will show you which students you have claimed. You can select by individual schools or date range. Abrams Adam Jay Adams Jane J Brown Thom Thade

20 GUIDE Transmission Verification List of schools in the last batch upload 30-day history Records entered online are not included in the report

21 GUIDE Transmission Verification Record Download Select the records you want to download For help, visit the GUIDE Help file section 14 Transmission Verification

22 GUIDE Special Ed History Report Students in this report have been placed in Special Education and have not exited the program yet. Search by GTID, E799 Records, By Claim Date, or Last Name.

23 GUIDE Special Ed History Report Sample report of SWD students with events in other districts

24 GUIDE Update Current Program Information Previous view and information

25 GUIDE Update Current Program Information New view and information

26 GUIDE FAQs Removing a MN & Pseudo SSNs Question- E480 Double Last Name issue If you have a student that you can t claim because the last record in GUIDE is 3 separate names but you are trying to fix the name to: FIRST, (no middle), double LAST NAME Answer - Search for student, Claim (don t touch the names) but put in school, SCHOOL ENTRY DATE. Then put in dticket to GUIDE Admin to fix name (only put the following info in the dticket: Current 3 names, correct 3 names, and last 4 digits of GTID). Question A student has a 999 number. If I have the SSN now, is it ok to change the 999 number to the SSN? Answer Absolutely! You can change a 999 number to a SSN. You can change a SSN to a different SSN (because there was an entry typo, Mom put her SSN or a sibling s SSN on the registration form, etc.) You can t change a 999 number to a different 999 number (that s an E481.

27 GUIDE FAQ Getting a GTID for a Student Who is Not Enrolled Question- We have 3 year old students who are being evaluated for special ed. They need to be entered into the GOIEP program but they are not actually a student. The GOIEP needs those students to have a GTID number. I cannot get them a number until they are enrolled into our system. Infinite Campus will not pull them into the extract without an enrollment date. If we give them an enrollment date that is going to cause problems with student records and the GTID program if the students end up not being eligible for Special Ed Babies Can t Wait program or PIP. Also, the enrollment date is not valid because the student is not actually enrolled. Answer - You can open GUIDE, use the Add a Single Student, put the student in GUIDE, at the school that the student is zoned to enroll in when he enrolls. Put in a School Entry Date of today or when the first Special Education event occurs it doesn t matter. It doesn t matter because there is no accountability out of GUIDE. We don t look at the kids in GUIDE and give you an error that the student is missing in FTE. If the student is not eligible for services and never enrolls in GA public school, it won t matter that he has a GTID.

28 GUIDE FAQ Claiming Back a Student Question- We have a student that enrolled on 07/29/2014 (the first day of school for our district). His previous district has already claimed him with a start date in August. I am unable to claim him due to the date, and the previous school can not edit their claim. What do I need to do to claim him? Answer Upload a file with that student again. That will allow a prior School Entry Date or send in a dticket. SOLUTION Don t upload all active students until after no shows have been withdrawn!

29 GUIDE FAQ Special Ed Question How can I allow my Special Ed Director to have access to the Special Education History report? Answer In the GaDOE Portal, the Special Ed Director should already have the role - District Other User. Then the director needs the application GUIDE. Question - I have a Special Ed. student that was reported as graduated in SR with a Special Education diploma. Now that student has decided to return until their 22 birth day. How do I reactivate that student in GUIDE? Answer Confirm the student s eligibility. Then send me an imail in the Portal with the GTID(s), Parent Name (if missing in GUIDE), and School Entry Date. I will reactivate the student(s) in GUIDE. You will still get an error in FTE that will have to be commented on and relieved.

30 GUIDE Documentation State Education Rules - Policy/State-Board-of-Education/Pages/PEABoardRules.aspx Official Code of Georgia -

31 GUIDE Documentation Continued FY2017 GUIDE Resources - GUIDE-Resources.aspx

32 GUIDE Documentation Continued Inside GUIDE Current Documentation GUIDE Messages Help File

33 GUIDE Still Need Help? The Technology Services Help Desk is the first line of contact for questions concerning errors, warnings, and collections in general. When contacting the Help Desk, please follow the guidelines below for or voice message correspondence: Include: First and Last name District/Charter name Phone number (where you can be most easily reached) address (Use and you will get a reply with ticket number) Indicate the collection (several collections overlap) Error/warning number and message Description of the issue or the question Please DO NOT include personally identifiable data in your correspondence This includes the use of full names, full SSN s/gtid s (partial # s are ok), or other personally identifiable data. Help Desk Assistance dticket@doe.k12.ga.us Call:

34 Data Collection Team Levette Williams Kathy Aspy Patty Miller Carl Garber Sharon Armour Katie Green Irish Saxton Chief Privacy Officer, Director of Technology Management (Data Collections & Reporting, Customer Support, Database Administration) Data Collections Manager (Data Collections & Reporting) GTID Administrator (GUIDE, Private School Data Collection) Data Collections Specialist (Student Record) Data Collections Specialist (Pre-ID, Student Class, Course Table Maintenance) Data Collections Specialist (CPI, Free and Reduced Meal) Data Collections Specialist (FTE, EOPA)

35 Questions?

36 How Did We Do? Let us know by completing our online survey at Policy/communications/Pages/surveys/Tech- GCPNTFK.aspx