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QuickGuide: Process Texas Unique Student IDs (UIDs)

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Effective April 2, 2018, districts are required to submit Enrollment Event data to the TEA on a weekly basis each full week of school (i.e., weeks that do not include holidays).This process replaced the Personal Identification Database (PID) Enrollment Tracking (PET) process.

The UID Export utility in ASCENDER Registration creates the UID Enrollment file that must be uploaded to the TEA TSDS Event Tracking Module on a weekly basis. The file must include all students who have a Texas Unique ID (UID) assigned.

Prior to creating the export file, generate the Missing UID report to identify any students in the district who do not have a UID assigned, and then run the UID Assignment utility to create a file that can be submitted to TEA to obtain UIDs for these students. The created file can be uploaded to the TEA via TEAL. The TEA will then provide an import file that contains the Texas UIDs for the students in the file, and you can use the UID Import tab in ASCENDER Registration to import that data.

Do not create the weekly UID Enrollment file until the Missing UID Report is blank.

Click here for more information (TEA website).

Prerequisites:

1. Run the Missing UID Report.

2. Run the UID Assignment utility.

Run the UID Assignment utility to create a file that can be submitted to TEA to obtain UIDs for any students who are missing them.

Registration > Utilities > Texas Unique Student ID Processing > UID Export

Ending School Year	The ending year of the school year is displayed.

❏ Under Select Export Type:

UID Assignment	Select to create an export file of all students at the campus who do not have an assigned Texas Unique Student ID.
Campus	Type the three-digit campus ID, or leave blank to export data for all campuses. NOTE: Students enrolled at a campus that has been excluded from district reporting on Maintenance > Campus Profile > Campus Information Maintenance > Control Info are excluded from the district-level export.

❏ Click Execute.

❏ The file is created, and a message is displayed indicating the number of students processed. Click OK.

The file is downloaded according to your browser settings. Locate and save the file in a known location.

The file name uses the following format:

cccddd_ccc_STUDENT_YYYYMMDDTTTT
where:

cccddd is the county-district number
ccc is the campus ID
YYYYMMDDTTTT is the date-time stamp

Example: 001901_000_STUDENT_201901211133

❏ Submit the file to the TEA.

3. Import UIDs for students.

Import the file provided by the TEA which contains the list of students and their assigned UIDs.

Registration > Utilities > Texas Unique Student ID Processing > UID Import

❏ Download the Texas UID file from the TEA and save the file in a known location on the network or local PC.

❏ Click Browse, then click Choose File. Locate and select the file.

❏ Click Submit.

File Name	The selected file name is displayed.

❏ Click Execute.

A message is displayed indicating that the import was successful. Click OK.

Print

Click to view the import report. If errors are encountered, they are listed. Otherwise the columns are blank.

❏ Run the Missing UID report again to ensure that it is blank.

4. Create the UID Enrollment export.

Run the UID Enrollment export to create the UID Enrollment file that must be uploaded to the TEA .

Registration > Utilities > Texas Unique Student ID Processing > UID Export

Ending School Year	The ending year of the school year is displayed.

❏ Under Select Export Type:

UID Enrollment

This utility creates the comma-delimited CSV file that must be uploaded to the TEA. Records are created for active and withdrawn students who have a UID assigned. The export file includes only 'unprocessed students' (i.e., students whose UID Enrollment Event Flag is blank) (i.e, students whose enrollment event information has not been submitted to TEA).

NOTE: Withdrawal Reason Code 33 (i.e., status change) is not considered an enrollment event unless the student's campus or grade level has changed.

❏ Click Execute.

❏ A message is displayed indicating the number of students processed. Click OK.

The file is downloaded according to your browser settings. Locate and save the file in a known location.

The file name uses the following format:

cccddd_ccc_ETEVENT_YYYYMMDDTTTT.csv
where:

cccddd is the county-district number
ccc is the campus ID
YYYYMMDDTTTT is the date-time stamp

Example: 001901_000_ETEVENT_201901211308.csv

❏ Submit the file to the TEA.

About Resetting UID Enrollment Event Flag:

Once students have been submitted through the UID Enrollment process, ASCENDER flags the student as “submitted” and these students will not be created again the UID enrollment file.

If necessary, you can use Registration > Utilities > Reset Values to reset the UID Enrollment Event Flag value to blank for students who were already submitted for a particular date range. This allows you to resubmit enrollment events for a specified date range with new enrollment events and any updated enrollment records.

The Reset Values utility retrieves all students whose entry date or withdrawal date is within a specified date range and have been processed (i.e., their flag is set to P-Processed) (i.e, their enrollment event information has already been submitted to TEA). The utility resets the flag for the selected students from P-Processed to blank. The utility includes all campuses, grade levels, tracks, and students in the district.

Registration > Utilities > Reset Values

❏ Make the following selections

Parameters For Reset	Select Active Students and Inactive Students. Leave the other fields blank.
Item to Reset	Select UID Enrollment Event Flag.
Values to Reset	Indicate the date range for which the enrollment event flag should be cleared.

❏ Click Reset Values.

Students whose entry or withdrawal date is within a specified date range and have been processed are listed.

❏ In the left grid, select the students whose enrollment event flag should be reset to blank.

❏ Click --> to move the students to the right grid.

❏ Click Save. Enrollment event flags are cleared for these students.

Once all student flags are blank, you can re-export enrollment event data and submit it to the TEA.

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