GUIDE 101 Back to the Basics. GA Unique Identifier for Education Patricha F. Miller GUIDE Administrator September 13, 2017

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1 GUIDE 101 Back to the Basics GA Unique Identifier for Education Patricha F. Miller GUIDE Administrator September 13, 2017

2 GUIDE Agenda and Target Audience GUIDE A deeper look at Searching GUIDE for a GTID How can I tell if a Transfer student was previously receiving services File Upload Discrepancy Resolution Near Match Resolution Where are GUIDE Documents located? Still need help? Questions Team slide Target Audience New coordinators and those individuals looking for information on Discrepancy and Near Match Resolution

3 GUIDE Student Enrollment Documentation Please use the full legal name, including middle name From GaBOE Rule and O.C.G.A A student shall be identified in the local Student Information System (SIS) and in the Georgia Department of Education official data collection and reporting systems by the student's legal name as it appears on the documentation submitted for age verification as delineated in paragraph (2)(d)1, or in a court order changing the student's name. (2) REQUIREMENTS. (d) Enrollment Documentation. 1. Other than students specifically exempted by rule or by law, before admitting any individual to a public Georgia school or program, the superintendent or designee shall accept evidence in the order set forth below that shows the individuals date of birth: (i) A certified copy of a birth certificate, certified hospital issued birth record or birth certificate; (ii) A military ID; (iii) A valid driver s license; (iv) A passport; (v) An adoption record; (vi) A religious record signed by an authorized religious official; (vii) An official school transcript; or (viii) If none of these evidences can be produced, an affidavit of age sworn to by the parent, guardian, grandparent, or other person accompanied by a certificate of age signed by a licensed practicing physician, which certificate states that the physician has examined the child and believes that the age as stated in the affidavit is substantially correct.

4 GUIDE SSN Sample Waiver Ask for the SSN and keep it secure in your SIS. From GaBOE Rule Appendix J: Sample Social Security Number Waiver Form Pursuant to O.C.G.A , 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. A Sample of a Social Security Number Waiver Form can be found in the; Georgia Department of Education Guidance for State Board of Education Rule Student Enrollment and Withdrawal

5 GUIDE Student Search Basic Info

6 GUIDE Student Search Narrowed Info

7 GUIDE Student Search Tips & Fuzzy Search Tips: 1. The search is not case sensitive. 2. Entering more data elements will narrow down your results. 3. Entering more data elements will take less time to produce results. 4. Entering part of a name will find any name that starts with the letters entered. (For example: use this when you are not sure if both last names of a double last name were entered. Search on Sanchez instead of Sanchez-Hill.) 5. To search on a Local ID in any district, leave the District selection defaulted to ALL. To find a Local ID that was issued in a specific district, use the District filter selection. 6. Fuzzy Search can be used only when a First or Last Name is entered. This will find names that sound like the name but have a different spelling than is entered in the search. For example, a fuzzy search will find "Ashlee" and "Ashlea" and "Ashley" when "Ashley" is entered. A fuzzy search takes longer than a regular search.

8 GUIDE Information Bubbles Enrollment data from SR FTE 1 & 3 Grade, Primary Area, Eng. Learner, WD Date Every change to Identity data

9 GUIDE Is Student Receiving Services? To find out if a student is receiving services, click on the Current Program button. This displays the current year program information for the student.

10 GUIDE File Upload To find out how your specific SIS (Student Information System) works you will need to get with your local SIS coordinator. 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 GUIDE 3. Look at your Errors, Warnings, and Discrepancies 4. Resolve Discrepancies 5. Resolve Near Matches 6. Download IDs 7. Import back into your SIS

11 GUIDE File Upload An with the upload results will be sent to the person that did the upload. If you are logged on as someone else, that person will get the notification, not you.

12 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.

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

14 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

15 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

16 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.

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

18 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 18

19 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 19

20 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 20

21 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 21

22 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/

23 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. 23

24 GUIDE FAQ Question- How do I get rid of an error. I uploaded a file and got some errors. I ve fixed the problems back in my SIS but how do I get rid of the error? Answer - New file upload replaces old file by School-System ID so files cannot be processed twice. So when you upload a file from the same school again, all the old problems will go away the errors, warnings, near matches, and discrepancies. 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. Question - So how do I change a 999 number if the one I entered was miss-typed? Answer You need to put in a dticket and have a state ID Administrator make the correction for you. Can change: Cannot change: SSN to to a new 999 SSN to SSN

25 GUIDE FAQ Question- Some of our kindergartens are being assigned 999 numbers because we don t have the SSN yet and we need to get a GTID for GKIDS. The parents have 30 days to turn in documents. How do we update the SSN without changing the School Entry Date? Answer When you upload a file and the GTID is included on the record. You will get a discrepancy on the SSN, not the School Entry Date. The School Entry Date does not have to change when uploaded. Online When you edit the SSN, the School Entry Date has to be at least 1 day later.

26 GUIDE FAQ 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! Question - We have assigned a student a GTID number when she registered, but now she is a no show. Answer - 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

27 GUIDE FAQ 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 Who, When, and How You Can Claim a Student WHO WHEN HOW New / Transfer Students.they enroll Individually Search and Claim Batch Extract NEW students without a GTID from your SIS Batch Extract transfer students without a GTID from your SIS Batch Extract transfer students with a GTID by enrollment date range Pre-registered PK and KK Students.they register Individually Search and Claim the student is already in GUIDE (for example: KK students that attended PK-Bright from the Start) Batch Extract NEW students without a GTID from your SIS Students that were enrolled last year and indicated they are returning.after no-shows have been WD Batch Extract all ACTIVE students

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

30 GUIDE Documentation Rules regarding student names in our student databases are posted on GaDOE.org Name: no complex characters like: Reneé, Bjørg, Fríða, or Анастасия (Anastasia in Belarus) 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). 30

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

32 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:

33 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)

34 Questions?

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