QuickGuide: Process Texas Unique Student IDs (UIDs)

Click here to generate a PDF of this guide.

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

Prior to creating the UID Enrollment file, generate the Missing UID report to identify any students in the district who do not have a UID assigned. 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. You can use the UID Import tab within the utility to import that data.

It is not recommended to create the 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 Registration > 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.

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

❏ Complete the TSDS Assign IDs via Batch File process. Instructions for this process can be found in the Unique ID User Guide found on TSDS Portal Help > Unique ID Launch Page.

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

❏ 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. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.

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

❏ After importing the file, return to the UID Export tab and 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,” meaning their Enrollment Event Flag is blank, which indicates that their enrollment event information has not been previously exported. NOTE: The Enrollment Event Flag is maintained automatically by the system. Users will not see it change or need to update it. 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.

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,” meaning their Enrollment Event Flag is blank, which indicates that their enrollment event information has not been previously exported.

NOTE: The Enrollment Event Flag is maintained automatically by the system. Users will not see it change or need to update it.

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

❏ Complete the TSDS Assign IDs via Batch File process. Instructions for this process can be found in the Unique ID User Guide found on TSDS Portal Help > Unique ID Launch Page.

About Resetting UID Enrollment Event Flag:

Once students have been exported, ASCENDER flags the student as P-Processed so these students will not be exported to the UID enrollment file.

NOTE: The Enrollment Event Flag is maintained automatically by the system. Users will not see it change or need to update it. However, if necessary, you can use Registration > Utilities > Reset Values to reset the UID Enrollment Event Flag value to blank for students who were already exported 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 Students That Meet Criteria grid on the left, select the students whose UID Enrollment Event Flag should be reset to blank.

❏ Click --> to move the students to the Students to be Reset grid on the right.

TIP: If all students need to be reset, use the arrow with the multiple trailing lines to move all students quickly without having to select each one.

❏ Click Save.

A pop-up window will appear with the option to print the Reset Values Report. Select Yes to view it. The report lists each item that was reset, its original value, its new value, and all students whose item was reset.

Once the student flags have been reset to blank, you can re-export the UID Enrollment file.