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academy:district_admin_texasuniqueidassignment

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academy:district_admin_texasuniqueidassignment [2023/12/05 21:19] – emorenoacademy:district_admin_texasuniqueidassignment [2023/12/14 16:14] (current) – emoreno
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 </WRAP> </WRAP>
  
 +**Created**: 11/30/2023
 +\\
 +**Reviewed**: 12/14/2023
 +\\
 +**Revised**: 12/14/2023
  
-<WRAP round intro>The purpose of this document is to guide you through the process of assigning a Unique ID using the **TSDS Unique ID** button in Personnel. This functionality works in conjunction with the Texas Student Data System (TSDS). TSDS uses web services for Unique ID and for the Data Transmission Utility (DTU) allowing ASCENDER to interact directly with their Unique ID application to assign Unique IDs. + 
 +<WRAP round intro>The purpose of this document is to guide you through the process of assigning a Unique ID using the **TSDS Unique ID** button in District Administration. This functionality works in conjunction with the Texas Student Data System (TSDS). TSDS uses web services for Unique ID and for the Data Transmission Utility (DTU) allowing ASCENDER to interact directly with their Unique ID application to assign Unique IDs. 
  
 Prior to using the **TSDS Unique ID** button in ASCENDER, the LEA's designated TEAL user must obtain web service access. See **Obtain Web Service Access** in the **Before You Begin** section of this document.   Prior to using the **TSDS Unique ID** button in ASCENDER, the LEA's designated TEAL user must obtain web service access. See **Obtain Web Service Access** in the **Before You Begin** section of this document.  
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 [[maintenance:nonemployee|District Administration > Maintenance > Non-Employee]] [[maintenance:nonemployee|District Administration > Maintenance > Non-Employee]]
  
-Retrieve an existing non-employee record or create a new record as needed. A new record must be saved prior to assigning a Unique ID. This allows the individual's demographic information to be validated in the TSDS Unique ID application. +Retrieve an existing non-employee record or follow the appropriate steps to create a new record. A new non-employee record must be saved prior to using the TSDS Unique ID functionality. This allows the non-employee's demographic information to be validated in the TSDS Unique ID application. 
  
-{{:academy:tsdsuniqueid_staffdemo.jpg|Staff Demo Unique ID}}+{{:academy:tsdsuniqueid_nonemployeerecord.jpg|Non Employee Page}}
  
 VCV Click **TSDS Unique ID**. The Texas Unique Staff ID pop-up window is displayed.  VCV Click **TSDS Unique ID**. The Texas Unique Staff ID pop-up window is displayed. 
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 <div indent> <div indent>
-{{:academy:tsdsuniqueid_useridpassword.jpg|Texas Unique ID Window}}+{{:general:tsdsuniqueid_useridpassword.jpg|Texas Unique ID Window}}
 </div> </div>
  
-  * Click **Search** to search through the TSDS Unique ID database. If the employee has never been assigned a TX Unique ID, a message is displayed indicating that the Unique ID cannot be found with the provided credentials.  +  * Click **Search** to submit the non-employee's information through the TSDS Unique ID Web Service to verify whether or not the non-employee has already been assigned a Unique ID. The following Demographic fields are required for a successful search:  
-  * Click **Assign New ID**. If the employee record contains the necessary demographic information (**Staff ID**, **Last Name**, **First Name**, **SSN**, and **DOB**), the employee's information is displayed and a Unique ID is generated. If the employee has multiple records, a list of records is displayed. +    * **First Name** 
 +    * **Last Name** 
 +    * **Staff ID/SSN** (Nine-digit SSN) 
 +    * **DOB** (Date of Birth) 
 +    * **Sex** (Gender) 
 +    * **Race** (At least one)  
 +   
 +  * If the search returns a match or near match record in the Unique ID web service, the **Match Probability** column is displayed with a percentage indicating how closely the submitted record matches the existing record in the web service. This helps to determine if the record is for the same non-employee.  
 + 
 +<WRAP box>**Note**: Per TSDS, records should not be considered matches if they are not higher than the Upper Near Match Threshold configured in the system. 
 +</WRAP>
  
 <div indent> <div indent>
-{{:academy:tsdsuniqueid_employeedemoinfo.jpg|Texas Unique ID Staff Demo}}+{{:general:tsdsuniqueid_matchprobability.jpg|TX Unique ID Probability}} 
 +</div> 
 + 
 +  * If the search returns no matches, the following message is displayed: "TX Unique Staff ID cannot be found with provided credentials." This indicates that the non-employee has not been previously assigned a TX Unique ID. 
 + 
 +<div indent> 
 +{{:general:tsdsuniqueid_cannotbefound.jpg|TX Unique ID Message}} 
 +</div> 
 + 
 +  * Click **Assign New ID**. If the non-employee record contains the required information, the non-employee's information is displayed and a new Unique ID is either generated or if already existing, is displayed in the **TX Unique Staff ID** field.  
 + 
 + 
 +<div indent> 
 +{{:general:tsdsuniqueid_employeedemoinfo.jpg|Texas Unique ID Staff Demo}}
 </div> </div>
  
 <div indent> <div indent>
   * **Staff ID**    * **Staff ID** 
-  * **Tx Unique Staff ID** - Displays the Unique ID. +  * **Tx Unique Staff ID** 
   * **Last Name**    * **Last Name** 
   * **First Name**   * **First Name**
   * **SSN**   * **SSN**
   * **DOB**   * **DOB**
-  * **Status** - Displays the status of the employee's Unique ID record from the Unique ID Web Service. This status varies based on the individual employee's record.  +  * **Status** - Displays the status of the non-employee's Unique ID record from the Unique ID Web Service. This status varies based on the individual non-employee's record.  Review the list of possible [[general:tsdsuniqueidstatus|TSDS Unique ID Status Messages]]. 
 </div> </div>
  
-  * Review the row(s) of employee data, select the radio button for the correct employee row and click **Assign New ID**. The Unique ID is populated in the **Texas Unique Staff ID** field on the Demographic Information tab. +<div indent> 
 +If the employee has multiple matching records, a list of records is displayed. Review the records and verify the non-employee's details to determine the best match.  
 + 
 +{{:general:tsdsuniqueid_multiplematchrecords.jpg|Multiple Unique ID Records}} 
 +</div> 
 + 
 + 
 + 
 +  * After reviewing and verifying the data, select the radio button for the correct row. The Unique ID is populated in the **TX Unique Staff ID** field on the Non-Employee page. Click **Assign New ID**. 
  
 <div indent> <div indent>
-{{:academy:tsdsuniqueid_employeedemoinforadiobutton.jpg|Texas Unique ID Radio Button}}+{{:general:tsdsuniqueid_employeedemoinforadiobutton.jpg|Texas Unique ID Radio Button}}
 </div> </div>
  
-  * Click X to close the Texas Unique Staff ID pop-up window and return to the Demographic Information tab. +  * Click X to close the Texas Unique Staff ID pop-up window and return to the Non-Employee page. 
-  * Click **Cancel** to cancel the process. The pop-up window is closed and the Unique ID is not populated on the Demographic Information tab. +  * Click **Cancel** to cancel the process. The pop-up window is closed and the Unique ID is not populated on the Non-Employee page.
  
-<WRAP Box>**Note**: If you click **Cancel**, the Unique ID that was generated for the employee will remain assigned to that employee in the Unique ID Web Services. This allows you to revisit the employee's record at a later time and assign the Unique ID in ASCENDER. +<WRAP Box>**Note**: If you click **Cancel**, the Unique ID that was generated for the non-employee will remain assigned in the Unique ID Web Service. This allows you to revisit the non-employee's record at a later time and assign the Unique ID in ASCENDER. 
 </WRAP> </WRAP>
  
-VCV Click **Save** to assign and save the Texas Unique Staff ID to the employee's record in Personnel.+VCV Click **Save** to assign and save the Texas Unique Staff ID to the non-employee's record in District Administration. 
 + 
 +{{:general:tsdsuniqueid_savednonemployee.jpg|Saved Non Employee Record}}
  
-{{:general:tsdsuniqueid_staffdemosavedrecord.jpg|Staff Demo Record}} 
  
  
  
academy/district_admin_texasuniqueidassignment.1701811169.txt.gz · Last modified: 2023/12/05 21:19 by emoreno

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