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(SSID) System

1. Optional Student Attributes Social Security Mother s Maiden Name Additional Student Information District IRN Called Name Given Name 999999 Mother s First Name Mothers Last Name Father s First Name Father s Last Name Polio Immunization Date MMR Immunization Date Ditap Immunization Date Current Address Street Number Apartment Character Street Name Street Type City Zip Code County Country Home Phone Other Phone Full Address 1 Full Address 2 Mandatory Fields 3 Potential Match If one or more existing records match the nine mandatory student attributes the user will be notified that an SID for the student potentially exists The user will be prompted to input additional student attributes to narrow down the search and verify if an SID for the student exists The user has the option to input only the last 4 digits of the student s Social Security Number If a user does not key in the SSN of the student as part of the search criteria the SSN will not be shown when the full record of the student is displayed If the user does key in the SSN as part of the search criteria and the SSN is part of the student record the SSN will be shown when the full record is displayed Similar to the SSN if the Mother s 34 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Maiden Name is not input as part of the search criteria the Mother s Maiden Name will not be displayed when the
2. Es Release 1 10 A Home Create a new SID View an SID Batch Process Maintenance News An SID for the student potentially exists Do you want to create a new SID or edit existing record E 3 Last Name Legal First Name Legal Date of Birth Middle Name Birth Place City Smith John Male 01 01 1990 Columbus ENG Smith John Male 1 1 1990 s Columbus ENG The user will be given the option to Create a New SID for the student or Edit the Existing Record The user is still given the option to create a new SID record 1f they believe this is a unique student The Create SID button will not be displayed 1f the user selected an Admission Reason Code of Transferred from another Ohio public district community school or Not newly enrolled in this school district If the user selects the Create SID button the system will display an email form for the user to provide his or her contact information The submitted form will generate an email to SSID Questions and the user will be contacted after review A user will not be allowed to force the system to create a new SID without the review of the help desk Below 1s an illustration of the SSID Request a New SID Contact Information Screen 32 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 le Statewide Student LP Identifier SSID System ggg Release 1 10 f Home Create a new SID View an SID Batch Process
3. ads Statewide Student Ts Identifier SSID System lt E e Release 1 10 f Home Create a new SID View an SID Batch Process Maintenance News Help Validate an SID SID Status Valid SID NA9560257 Last Name Legal First Name Legal Gender Date of Birth 5 Perfect Match SID is Inactive and there are no existing Active SIDs If one exact record is located based on the SID and the four mandatory elements input the Validate SID Results Screen will be displayed however if the SID is Inactive and there are no existing active SIDs the user will receive a message The user may verify if another SID exists for the student through the View an SID Screen Below 1s an illustration of the Validate SID Screen after the SID has been validated in the SSID System te Statewide Student Ts Identifier SSID System Es Release 1 10 A Home Create a new SID View an SID Batch Process Maintenance News Help Log Off The SID is Inactive However there is not an associated Valid SID Please verify if another SID exists for this student prior to creating a new SID You may query for an SID through the Modify an SID or View an SID screens Validate an SID SID Status ND5846256 INACTIVE Last Name Legal First Name Legal Gender Date of Birth 43 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 6 2 Modify Student Information If the use
4. Maintenance News Help There are potential matching SIDs for the student attributes that you entered The Help Desk must first review your request prior to creating a new SID Please provide your contact information so that we may contact you upon review Create a New Student ID User Contact Information Last Name First Name Phone Number Email Address Mandatory Fields If the user selects the Edit the Existing Record button then the existing record in the SSID System will be displayed to the user The student information is non modifiable through this screen however an authorized user may link to the Modify Student Information function through the button at the top of the page A user must have the Data Entry Administrator or Administrators access level to modify student information Below 1s an illustration of the SSID Request an SID Record Additional Student Information Screen 33 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 als Statewide Student gt sy Identifier SSID System ggg Release 1 10 f Home Create a new SID View an SID Batch Process Maintenance News Help View An SID Record SID ND5849209 Last Name First Name Date of Birth Gender Smith John 1 1 1991 Male Middle Name Birth Place City Ethnicity Language z Columbus White Non Hispanic English Admission Reason Student transferred from out of state out of country
5. additional student attributes input the user will notified that an SID for the student still potentially exists The user will be given the option to Create a New SID for the student or Edit the Existing Record If the user selects the Edit the Existing Record button then the existing record in the SSID System will be displayed to the user However the user is still given the option to create a new SID record if they believe this is a unique student 36 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Section 6 Data Entry Administrator Functions his section provides an overview of the functions available to the Data Entry Administrator to aid in maintaining the data within the system Illustrated are the SSID screen views along with the supporting information necessary to perform the system functions The Data Entry Administrator role will include at minimum all of the attributes of the Read Only role and Data Entry role plus the ability to change student attributes after an SID has been assigned This section is separated into the three functions available for a Data Entry Administrator Role user e Validate SID e Modify Student Information and e Delete an Invalid SID Record If the user clicks on the Maintenance link on the SSID Home Page the SSID maintenance menu will be displayed This screen provides a user access to the available maintenance functions Below is an illustration o
6. lt LF gt Jane Doe 01 01 1995 F 012237654 Sharp N 198 123 122 122 6 ENG W Columbus 423231234 01 01 2001 01 01 2001 01 01 2001 Ma rie Jane JayJay Alexandria Doe Clint Doe 123 Anywhere Rd Col umbus OH 432321234 Franklin USA 6145551234 6145554321 1e98532 lt CR gt lt LF gt 54 bu Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Output File Example The following is an example of two records separated by a carriage return BB1234569 John Doe 01 01 1997 M 012234567 Sharp Y 198 123 122 122 3 ENG W Columbus 423231234 01 01 1999 01 01 1999 R obert Johnny Johnboy Alexandria Doe Clint Doe 123 Anywhere Rd Columbus 0H 432321234 Franklin USA 6145551234 6145554321 1e9 8223 A lt CR gt lt LF gt AA1234144 Jane Doe 01 01 1995 F 012237654 Sharp N 198 123 122 122 6 ENG W Columbus 423231234 01 01 2001 01 01 2001 01 01 2001 Marie Jane J
7. Maiden Name Additional Student Information District IRN Called Name Given Name Mother s First Name Mothers Last Name Fathers First Name Father s Last Name Polio Immunization Date MMR Immunization Date Ditap Immunization Date Current Address Street Number Apartment Character Street Name Street Type City Zip Code County Country Home Phone Other Phone Full Address 1 Full Address 2 Mandatory Fields Cancel To delete an SID record in the SSID system 1 Verify this is the correct student record to Delete 2 Insert the associated active Valid SID 3 Press the Delete button to delete the record The user must enter the valid SID for the SID they are deleting The active Valid SID is the existing SID associated with the SID that is going to be deleted At least one of the four attributes First name Last name Gender and DoB of the inactivated SID must match one of the four attributes of the Valid SID input If one of the four attributes does not match the valid SID the user will receive an error message This edit check prevents a user from entering any valid SID during the deletion process 49 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 o Section 7 Administrator Functions his section provides an overview of the functions available to the Administrator to aid in maintaining the data within the system Illustrated are the SSID screen views along with the supporting info
8. Menu Screen ate Statewide Student gt t Identifier SSID System g Release 1 10 A Home Create a new SID View an SID Batch Process Maintenance News SSID Batch Process Batch File Upload Batch File Download Batch Job Reversal 56 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 7 1 1 1 Batch File Upload Once the user clicks on the Batch File Upload link the SSID Batch File Upload Screen will be displayed This screen allows an authorized user to upload a batch text data file for processing via a secure SSL connection To upload a batch data file into in to the SSID system 1 Press the Browse button 2 Select the txt file that you wish to upload 3 Press the Upload button Below 1s an illustration of the Batch File Upload Screen sale Statewide Student E Identifier SSID System g Release 1 10 A Home Create anew SID View an SID Batch Process Maintenance News Batch File Upload Upload File Name If a file other than a txt file is selected the system will display an error message and the user must select a file with a txt extension Additionally the system will validate the format of the file to ensure that the correct number of fields 1s represented and there are no extra quotes within the value of the field If the file format is incorrect the system will display the error messages associated with the format problems The
9. Statewide Student Identifier SSID System Statewide User Manual Version 3 0 There are two scenarios that could occur with this search 1 No Match 2 One Perfect Match There will never be a case where there is more than one matching record since the Student ID is always unique 1 No Match If there are no existing records that match the SID and the four mandatory elements input the user will be notified that there are no existing records The user may then re enter or correct the SID and four mandatory elements input and perform the search again 2 Perfect Match If one exact record is located based on the SID and the four mandatory elements input the Modify Student Information Screen will be displayed with the information located in the SSID System The user may then update any of the information including the mandatory elements The SID is non modifiable throughout the entire SSID application Once all information is input the user must press the Update button to update the database with the changed key student information Once the user presses the Update button the system will verify that the changes did not potentially create a duplicate record If so the user will be prompted that the changes may create a duplicate record and to confirm that the information 1s valid prior to updating the SID record with the information Below 1s an illustration of the Modify Student Information Screen after the student information h
10. script will check for any new batch files If batch files exist an execution program will run The application will immediately verify the uploaded file for correct format Upon determining the correct format and validating each entry in the input file the application will assign SIDs and will generate a requested output file that will contain the assigned SIDs The SSID system will generate and send an email with the batch output file as an attachment to the user that initiated the Batch Job 60 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 section 8 Other Functions he SSID application also offers users such friendly features as Help and News Help will provide users with troubleshooting tips and answers to Frequently Asked Questions FAQs while News will describe to users such items as system enhancements or announcements These System Functions are described in further detail below 61 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 8 1 News The News link on the Navigation bar will take the user to an area on the website that will provide the user with information on new releases and upcoming events 62 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 8 2 Help Online help will be available for all fields and will include information on all edit rules the field must p
11. system will use the additional information input to narrow the search and search for the SID record There are two scenarios that could occur with this search 1 No Match 2 One Perfect Match There will never be a case where there is more than one matching record since the Student ID is always unique 1 No Match If there are no existing records that match the SID and the four mandatory elements input the user will be notified that there are no existing records The user may then re enter or correct the SID and mandatory elements input and perform the search again 2 Perfect Match If one exact record is located based on the SID and the four mandatory elements input the Delete an Invalid SID Screen will be displayed Below is an illustration of the Delete an Invalid SID Attributes Screen after the student information has been located in the SSID System 48 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 as Statewide Student egy Identifier SSID System ggg Release 1 10 A Home Create a new SID View an SID Batch Process Maintenance News Help One Matching Record Found Delete an Invalid SID Record Delete SID AA1234567 VALID SID Last Name First Name Date of Birth Gender Smith John John 1 1 1990 Male Middle Name Birth Place City Ethnicity Native Language a Columbus White Non Hispanic English Optional Student Attributes Social Security Mother s
12. the ability back out the requested Batch Job Only the last job processed for a district may be reversed To reverse a batch data file in the SSID system 1 Enter the Batch Job ID to reverse the Batch Job desired 2 Press the Reverse Job button 3 The Administrator will be prompted to confirm reversal of the batch job 4 Verify that you wish to reverse this batch job and press the Yes button Below 1s an illustration of the Batch Job Reversal Screen le Statewide Student E czy Identifier SSID System ggg Release 1 10 f Home Create a new SID View an SID Batch Process Maintenance News Batch Job Reversal Job ID The acceptance to reverse the particular batch job will reverse or remove the records created by that particular batch job The Batch history regarding the reversal of a batch job will be recorded during the record reversal of the Batch Job The administrator s UserID as well as the date time and action taken will be recorded 59 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 7 1 2 Batch Via Email The ITCs and School District will also have the ability to transfer Batch files through email via a Transport Layer Security TLS secure connection between the exchanging mail servers The Administrator or Application Security Administrator will submit an email with the attached batch input file A script will be run nightly to initiate the batch process The
13. to ensure that the Y records will be returned with SIDs in the even that the matching N record is within the same file The SSID system will only allow Administrators and Application Security Administrators to process Batch files Each authorized user can submit as many Batch files as desired Also the authorized user may consolidate the student information from multiple Schools and Districts and submit one Batch file with all of the data to be processed which this method is preferred by the SSID application 32 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 The Administrators will have the ability to send Batch files through the online batch process using the SSL secured SSID website as well as via email if transmission of the email is secured through the use of Transport Layer Security TLS A standard file format must be followed to import export data to the batch process The input and output files should meet the following standards and requirements e File should conform to the order and data type of the file layout in Attachment 2 e Basic ASCII standard with a txt extension e The input and output files should follow the following file name formats gt Input File Name Format ITC School District Date vyyymmdd e g NWOCA20020603 txt gt Output File Name Format ITC School District Date yyyymmdd Job ID e g NWOCA20020603 JobID 100 txt e Commas should se
14. user must correct the errors prior to being allowed to upload the file to the system E 57 Statewide Student Identifier SSID System Statewide User Manual Version 3 0 7 1 1 2 Batch File Download Once the user clicks on the Batch File Download link the Batch File Download Screen will be displayed This screen allows an authorized user to download an output batch text data file processed by the SSID application Any Administrator with the same District IRN as the Administrator that uploaded a particular batch input data file would be allowed to download the associated Batch Output file Below is an illustration of the Batch File Download Screen ll Statewide Student sy Identifier SSID System ggg Release 1 10 f Home Create a new SID View an SID Batch Process Maintenance News Batch File Download 02test2 txt 3KB 10 8 2004 3 32 01 PM Otest2 txt 3KB 10 8 2004 3 31 40 PM test2 txt 3KB 10 8 2004 3 31 16 PM test txt 14KB 3 21 2003 9 49 52 AM 58 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 7 1 1 3 Batch Job Reversal Once the user clicks on the Batch Job Reversal Link the Batch Job Reversal Screen will be displayed This screen allows an authorized user at a ITC or School District to back out the results of a particular batch job All SID records in the SSID database include a column that identifies what batch job if any created the entry to support
15. Es J Release 1 10 A Home Create a new SID View an SID Batch Process Maintenance News SID is Active Validate an SID SID Status AA1234567 ACTIVE Last Name Legal First Name Legal Smith John John Gender Date of Birth Male 1 1 1990 40 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 3 Perfect Match SID is Active but one or more of the 4 attributes do not match If one exact record is located based on the SID and the four mandatory elements input and the SID is active the Validate SID Results Screen will be displayed however if one or more of the four attributes input Last Name First Name Date of Birth and Gender do not match the four attributes associated with the Active SID the user will receive a message Below is an example of this scenario The user input the following information SID AA123457 First Name John Last Name Roberts DoB 01 01 1990 Gender Male The information in the database for the matching SID 1s as follows SID AA123457 First Name John Last Name Smith DoB 01 01 1990 Gender Male In this scenario the last name input Roberts does not match the last name in the database for this SID Smith The user may validate the attributes for the SID through the View an SID Screen Below is an illustration of the Validate SID Screen after the SID has been validated in the SSID System 41 E Statewide Student
16. Identifier SSID System Statewide User Manual Version 3 0 Statewide Student Identifier SSID System Release 1 10 A Home Create a new SID View an SID Batch Process Maintenance News Help Log Off The SID is an Active SID However one or more of the four attributes Last Name First Name Date of Birth and Gender do not match the attributes associated with the SID Please validate the attributes entered on the screen You may view the SID through the Modify an SID or View an SID screens In order to view the SID record please follow one of the following options e Enter the four attributes Last Name First Name DoB and Gender Enter the SID and the Last Name of the student If you are still unable to resolve the issue please contact your POC at your DA Site and request that they submit an email to SSIDQuestions us ibm com to resolve the issue Validate an SID SID Status AA1234567 ACTIVE Last Name Legal First Name Legal Gender Date of Birth 4 Perfect Match SID is Inactive and there is an active SID If one exact record is located based on the SID and the four mandatory elements input and the SID is inactive the Validate SID Results Screen will be displayed with the Active SID Below 1s an illustration of the Validate SID Screen after the SID has been validated in the SSID System 42 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0
17. Information Date of Birth 1 1 1991 Ethnicity White Non Hispanic Given Name Father s First Name Ditap Immunization Date Zip Code Home Phone Full Address 2 Gender Male Language English Fathers Last Name Street Type County Other Phone Mandatory Fields The SID and the nine mandatory elements are not modifiable through this screen after the new SID is assigned An authorized user may maintain the key attributes through the Modify Student Information maintenance screen A button is provided at the top of the page to link to the Modify Student Information function A user must have the Data Entry Administrator or Administrators access level to modify student information All other fields displayed are optional fields available for storing additional information about the student 31 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 The user may add additional student information as desired Once all information is input press the Update button to update the database with the additional student information 2 One Exact Match If one existing record exactly matches the mandatory student attributes plus the additional student attributes input the user will notified that an SID for the student potentially exists Below is an illustration of the SSID Request a New SID Potential Match Screen le Statewide Student zy Identifier SSID System
18. Legal Last Name Gender Date of Birth Middle Name Birth Place City Ethnicity and Native Language If multiple records are located the matching logic will then search based on additional student attributes to narrow the search The sequence of the additional optional elements used to decide the outcome of the matching process is as follows 1 Social Security Number 2 Mother s Maiden Name Based on the combination of these factors the logic will determine the outcome of the Matching Entries Process which will be one of the following three e 100 Match same student exists in table e No match found new SID will be assigned e Potential Duplicate user will be prompted to modify the entered information or add additional information to determine uniqueness E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 2 4 SSID Audit Functions The SSID application generates audit trail entries for all on line and batch processes An audit trail is maintained when the user requests the creation of a new SID or validates and modifies identifying student attributes The following audit information will be kept for all additions modifications and deletions to the database records e Date time of change Old value New value Batch Job ID blank if change made through the online process User ID of agent making the modification District IRN of user making modification Building IRN of user making modificati
19. Optional Student Attributes Social Security Mother s Maiden Name Mandatory Fields Once the Create SID button is pressed the system will perform the edit checks on the mandatory fields If all validations pass the system will then check for any existing records that match the mandatory elements input before creating a new SID There are three possible scenarios that could occur with this search 1 No Match 2 One Exact Match 3 Potential Match 1 No Matching Records If there are no existing records that match the mandatory elements the user will be prompted to confirm the creation of a new SID for the student If an Admission Reason Code of Transferred from another Ohio public district community school or Not newly enrolled in this school district is selected and no matching records are found the user will be notified the Admission Reason selected indicates that the student should have an existing SID The user will need to verify the information input and make any necessary corrections Below 1s an illustration of the SSID Request a New SID confirmation Screen 29 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Statewide Student Identifier SSID System E Release 1 10 Yes Last Name Legal First Name Legal Smith John Gender Date of Birth Male 01 01 1991 Middle Name Birth Place City os Columbus Ethnicity Nati
20. SID Inactive Correct SID SID submitted is inactive and Returned valid SID is returned N Attributes of the Valid SID do not SID submitted is inactive and match the Inactive SID valid SID exists however last name first name date of birth or gender in the file do not match the attributes of the active Valid SID No Match Exists SID Not Attributes provided do not Returned match existing record for those records with an Existing Student Code of Y New SID not assigned Invalid Attributes provided do not Admission Reason Code match existing record however new SID is not assigned because invalid Admission Reason Code submitted 6 or 7 SID Inactivated SID provided has been inactivated The Existing Student Code in the Batch Input File is used to indicate if the user presumes that the student has already been enrolled in an Ohio public school and likely has an existing SID If the field contains Y the record will be used only to query for the SID and the information will not be updated in the SSID application If the field is null the default will be No or N the information will be updated in the SSID System or a new SID record may be created This will assist SSID users such as those at JV Schools from generating a new SID for that student when the student information may be unreliable The Y records should be placed at the end of each batch file if submitted with other N records This is
21. SSID User Manual October 23 2007 Statewide Student Identifier SSID System AAA E EA A r o A A A A On behalf of the Ohio Department of Education Information Technology Office 25 S Front St Columbus OH 43215 4183 Statewide Student Identifier SSID System Statewide User Manual Version 3 0 TABLE OF CONTENTS l INTO GU CHOI rta A A AA AA l 1 1 Usne This Montal eeraa ere isa 2 2 eo INES 3 2 1 A Miettinen cearasinats 4 A SES RO ROE ROR RD RR O ore eee ee 6 2 3 SSID Matce ine Lo Cesta iii ii 8 2 4 So ID AU PUM CH ONG siii 9 2 SIDET A A ae tec E ethane tans to 10 3 ACCESS ING APplcCAO Mi a aa 14 3 1 Connecting to the Secure Website oooonccccccccnonnnoocncnnnnnnnnnnnnnnnnnnnnnnnnnnnaninonoss 15 32 Lose e Into Dios 16 3 3 Home Page and Navi Sati scusa a ai cedida 19 4 Read Only TOnCHONS a aia 20 4 1 NIC Wd UD et ees A Sab He onthe nas 21 y Data Mir y PUNCH OMS ias 21 5 1 Croate aN Gy Sl tactica old ia 28 6 Data Entry Administrator Functions ccccccncnnnnocnnnnnnnnononononnnnnnnnnnonnnnnncnnnnnnnonnnnnninnnnss 3T 6 1 vandat SiD usera as 39 02 Nod Studen ION ION AA 44 6 3 Delete an Invaltd SID RECOTA a A 4 Admisar UNC IONS ease sass ea dela accent ee eccrine ae aceon ew ea enabe eee isaeaees 50 7 1 Bate i Proce SS sia a 51 7 1 1 PCEN TONING tii a a 56 RELI Bati FPICUpOId n ee ie Acct ori aie 57 AEZ Bathe DOWN Ad sereis A 58 TELS Baten Job ReverSaluunstesicodaisosiniisl
22. a user to change his or her password in order to gain access into the system e Password Expiration gt User passwords will expire every 90 days after the password has been changed If a user attempts to login with an expired password they will be prompted to change their password upon login e Session Timeout gt Ifthe user remains on a web page for 20 minutes the user s session will timeout and the user will be automatically logged off of the SSID Application The user will then be presented the option to return to the Login Screen to login back into the SSID Application e Back Button Disabled gt The SSID Application is designed in a manner where the user will be permitted to view the current web page without returning to a previous page Auto Complete Disabled gt The SSID Application is designed in a manner where the text boxes on all web pages will not display previously entered information in the form of auto complete drop down boxes 18 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 3 3 Home Page and Navigation Once the user successfully logs into the SSID Application the SSID home page will be displayed The home page allows the user to navigate throughout the entire SSID application Below 1s an illustration of the SSID Home Page EA Statewide Student cd Identifier SSID System Release 1 10 LA Welcome to the Statewide Student ID system To regist
23. age gt Refers to the primary or home language of the student ALB AMH ARA CAM CAN CRE GER 11 Statewide Student Identifier SSID System Statewide User Manual Version 3 0 G TRI Racial Ethnicity gt Racial ethnic group to which the student belongs or with which the student identifies White Non Hispanic Persons having origins in any of the original peoples of Europe North Africa or the Middle East Black Non Hispanic Persons having origins in any of the black racial groups in Africa Hispanic Persons of Mexican Puerto Rican Cuban Central or South American or other Spanish culture or origin regardless of race American Indian or Alaskan Native Persons having origins in any of the original peoples of North America and who maintain cultural identification through tribal affiliation or community recognition Multiracial Persons having origins in two or more of the above options A Asian or Pacific Islander Persons having origins in any of the original peoples of the Far East Southeast Asia the Pacific Islands or the Indian subcontinent This area includes for example China India Japan Korea the Philippine Islands and Samoa 12 Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Admission Reason gt The reason the district is requesting an SID be issued for a newly enrolled student Admission Reason ID Description Student transferred from Ho
24. as been located in the SSID System 45 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Statewide Student kk Identifier SSID System ggg Release 1 10 One Matching Record Found Modify Student Information SID AA1234567 Last Name First Name Date of Birth Gender Smith John John 1 1 1990 Middle Name Birth Place City Ethnicity Native Language a Columbus White Non Hispanic English Admission Reason Optional Student Attributes Social Security Mother s Maiden Name Additional Student Information District IRN Called Name Given Name Mother s First Name Mothers Last Name Father s First Name Fathers Last Name Polio Immunization Date MMR Immunization Date Ditap Immunization Date Current Address Street Number Apartment Character Street Name Street Type City Zip Code County Home Phone _ Other Phone Full Address 1 Full Address 2 Mandatory Fields 46 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 6 3 Delete an Invalid SID Record If the user clicks on the Delete an Invalid SID Record ink the SSID Delete an Invalid SID Record Screen will be displayed This screen allows an authorized user to delete invalid SID records from the system however in order for an SID to be deleted from the system the associated active Valid SID will be required to be input The authorized user w
25. ass to be considered valid The SSID application will provide online help for all system functions to explain the purpose of the functions and how to use the functions Helpful Hints will also be included through the Online Help link to provide quick solutions to system functions Answers to Frequently Asked Questions FAQs located in this link can also be used to solve common problems among users Below 1s an illustration of the Help Screen 5 3 Statewide Student Ts Identifier SSID System Es Release 1 10 A Home Create a new SID View an SID Batch Process Maintenance News SSID Help SSID Point of Contacts POCs SSID Users IBM_SSID FAQs 031903 doc SSID Application Training Exercises 093002v1 5 doc SSID User Manual 093002v1 5 doc 63 E
26. ayJay Alexandria Doe Clint Doe 123 Anywher e Rd Columbus 0H 432321234 Franklin USA 6145551234 61455543 21 1e98532 B lt CR gt lt LF gt The process for submitting batch files online through the secured website as well as via email 1f transmission of the email is secured through the use of Transport Layer Security TLS will be discussed in the following sections Prior to the Batch Job submission the Administrator should review the data for following edit checks e Research potentially duplicate records run a query using First Name Last Name Date of Birth and Gender as a minimum and then adding optional attributes such as SSN before submitting them to the Batch file e Check that all Mandatory fields are populated e Ensure that Gender is M or F e Provide the full Social Security Number for the initial load and do not include dashes just the 9 digit number e Look for Social Security Numbers that appear to be invalid 1 e 000000000 or 999999999 e Validate all lookup fields which include Ethnicity Native Language Admission Reason Code Building IRNs and District IRNs e Ensure that all date data type fields contain data that are valid e Validate that dates are less than the current date e Verify that the Date of Birth is between a defined reasonable age range ex between 0 and 30 years old e Remove all junk dummy or te
27. dent i Identifier SSID System ggg Release 1 10 News Help View an SID Record Last Name Legal First Name Legal Gender Date of Birth v Middle Name Birth Place City Ethnicit Native Language Optional Student Attributes Social Security Mother s Maiden Name Mandatory Fields Once the Search button is pressed the system will perform edit checks on the fields input Ifall validations pass the SSID system will use the additional information input to narrow the search and verify if an SID for the student exists The search process will return one of the following results 1 No Match 2 One Exact Match 3 Potential Match 1 No Matching Records If there are no existing records that match the student information input the user will be notified that no there are no existing records The user may then re enter or correct the elements input and perform the search again 22 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 2 One Exact Match If one exact matching record is located based on the elements input the full record will be displayed The student information is non modifiable through this screen however an authorized user may link to the Modify Student Information function through the button at the top of the page A user must have the Data Entry Administrator or Administrators access level to modify student information Below is an illustration
28. distales 59 7 1 2 Baca Ye VA is 60 A O tiineta ue mantissa eda ineto uae mantiet erat 61 8 1 NEWS is 62 O He on 63 Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Section I Introduction elcome to the Statewide Student Identifier SSID System The SSID system is designed to create disseminate to districts and to identify store and assign a unique student identifier code to each student The end result of successful implementation and ultimate integration with the EMIS will be the ability to track personally unidentifiable student progress across time and schools and to determine the impacts of Ohio public school programs on student success The SSID application will allow authorized users at ITCs Information Technology Centers and School Districts to access the system through a Secure Socket Layer SSL secured website https www ohiossid com The application will facilitate the assignment of individual Student Identifiers SID through online web forms or mass assignment of SID s through batch processing The SSID web application is designed from the user s perspective to include all the functionality necessary to perform the user s role effectively and efficiently pu Jona IN l Ihi tl 1 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 1 1 Using This Manual The SSID User Manual introduces the user to the SSID system and provide
29. er with the student ID system Please navigate to the action you would like to perform by clicking the links above All of the major functions of the SSID application can be accessed through the links on the homepage The system functions that a particular user can access will depend on his or her data access role The major system functions will be discussed in detail in the following sections of the User Manual In addition the navigation links will appear at the top of all SSID online screens A user will be able to access the major system functions from any page within the application E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Section 4 Read Only Functions his section provides information related to all functions available for the Read Only role The Read Only role has access to functions to search for an existing SID record Illustrated are the SSID screen views along with the supporting information necessary to perform the system functions This section covers the one function available for a Data Entry role user e View an SID The Data Entry role Data Entry Administrator role and the Administrator role will include at minimum all of the functions of the Read Only plus additional functionality that will be described in later sections 20 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 4 1 View an SID If a user clicks on t
30. f the SSID Maintenance Menu Screen 31 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 le Statewide Student Fs Identifier SSID System E Es J Release 1 10 A Home Create a new SID View an SID Batch Process Maintenance News Help SSID Maintenance Validate SID Modify Student Information Delete an Invalid SID Record 38 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 6 1 Validate SID If the user clicks on the Validate SID link the SSID Validate SID Screen will be displayed This screen allows an authorized user to validate the status of an SID active or inactive and retrieve the active SID if the SID is inactive The SID and the four mandatory elements Legal Last Name Legal First Name Gender and Date of Birth must be input to validate the status of an SID To validate an SID in the SSID system the user must enter the following information and press the Search button 1 Student s SID 2 Legal Last Name 3 Legal First Name 4 Gender 5 Date of Birth mm dd yyyy or mmddyyyy format Below is an illustration of the SSID Validate SID Screen atte Statewide Student t Identifier SSID System g Release 1 10 f Home Create a new SID View an SID Batch Process Maintenance News Validate an SID SID Last Name Legal First Name Legal Gender Date of Birth Mandatory Fields Once t
31. full record of the student is displayed To narrow the search and verify if an SID for the student exists the user should enter additional student attributes as shown below or modify the nine mandatory student attributes previously entered and then press the Create SID button e Social Security Number e Mother s Maiden Name Below is an illustration of the SSID Create a New SID Screen for a potential match scenario Statewide Student Identifier SSID System Release 1 10 f Home Create a new SID View an SID Batch Process Maintenance News Help An SID for the student potentially exists Please modify the information that was entered or provide additional optional student attributes to narrow down search and verify if an SID for this student exists This function allows you to Create new SID numbers If you would like to modify the student information for an existing SID please go to the Modify SID function under the Maintenance menu Create a New Student ID On Line Form Last Name Legal First Name Legal Smith John Gender Date of Birth Male x 01 01 1990 Middle Name Birth Place City Columbus Ethnicity Native Language White Non Hispanic x English Admission Reason Student transferred from a nonpublic school in Ohio Optional Student Attributes Social Security Mother s Maiden Name Mandatory Fields Once the Create SID button is pressed again the
32. h mm dd yyyy or mmddyyyy format 5 Legal Middle Name 6 Birth Place City 7 Ethnicity 8 Native Language 9 Admission Reason Code The Middle Name will be the only exception of the mandatory elements since a student may not have a legal Middle Name In this case an asterisk should be left in the Middle Name field to indicate that the student does not have a Middle Name The system will not allow the Middle name field to be Blank thus the user must enter an asterisk The two Optional Student Attributes Social Security Number and Mother s Maiden Name are not mandatory to be input however are important in determining the uniqueness of a student when a potential match exists The user is encouraged to input these elements as they are available Below is an illustration of the SSID Create a New SID Screen 28 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 ie Statewide Student zy Identifier SSID System lt E Release 1 10 f Home Create a new SID View an SID Batch Process Maintenance News Help This function allows you to Create new SID numbers If you would like to modify the student information for an existing SID please go to the Modify SID function under the Maintenance menu Create a New Student ID On Line Form First Name Legal Date of Birth Middle Name Birth Place City Ethnicity Native Language Admission Reason
33. h Input File If all edit checks pass the system will search for any existing records that match the identifying attributes before creating a new SID If an Admission Reason Code of Transferred from another Ohio public district community school or Not newly enrolled in this school district is provided and no matching records are found the user will be notified the Admission Reason provided indicates that the student should have an existing SID and no SID will be created Based on the results of this search a code will be assigned to each record indicating the result of the batching processing Created SID Modified Invalid etc The result codes are listed below Result Code Possible Reason for Outcome A No Match Exists New SID Attributes provided do not Assigned match existing record One Match Exists SID Returned Attributes provided match one existing record Multiple Matches Exist New SID Attributes provided match two Not Assigned or more existing records and uniqueness cannot be determined SID and 4 attributes Do Not Exist Attributes provided do not No Records Updated match existing record One Match Exists SID Record Attributes provided match one 51 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Result Code Possible Reason for Outcome Updated existing record and attributes are updated Missing or Invalid Data One or more edit check failures
34. he Search button is pressed the system will perform edit checks on the fields input If all validations pass the SSID system will use the additional information input to narrow the search and search for the SID record 39 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 There are five scenarios that could occur with this search 1 No Matching Records One Perfect Match SID is Active One Perfect Match SID is Active but one more of 4 attributes do not match One Perfect Match SID 1s Inactive and there is an existing active SID One Perfect Match SID 1s Inactive and there are no existing active SIDs oe There will never be a case where there is more than one matching record since the Student ID is always unique 1 No Match If there are no existing records that match the SID and the four mandatory elements input the user will be notified that there are no existing records The user may then re enter or correct the SID and four mandatory elements input and perform the search again 2 Perfect Match SID is Active If one exact record is located based on the SID and the four mandatory elements input and the SID 1s active the Validate SID Results Screen will be displayed with the message notifying the SID is Active Below 1s an illustration of the Validate SID Screen after the SID has been validated in the SSID System le Statewide Student Ty Identifier SSID System E
35. he View an SID link the View an SID Screen will be displayed The SSID application allows a user to search for a student s SID number through this process The student information is non modifiable through this screen however an authorized user may link to the Modify Student Information function through this screen The user may input the SID and the Legal Last Name or only the four mandatory elements Legal Last Name Legal First Name Gender and Date of Birth to search for an existing student record If the user inputs the SID of the student the user may input at a minimum the student s Legal Last Name To search for an existing SID record the user must enter the following student attributes and then press the Search button 1 SID of the student 2 Legal Last Name OR 1 Legal Last Name 2 Legal First Name 3 Gender 4 Date of Birth mm dd yyyy or mmddyyyy format The other Optional Student Attributes are not mandatory to be input however are important in determining the uniqueness of a student when a potential match exists The user is encouraged to input these elements as they are available The optional elements include 1 Middle Name Birth Place City Ethnicity Native Language Social Security Number and Mother s Maiden Name RO Below 1s an illustration of the SSID View an SID Record Screen 21 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 alts Statewide Stu
36. ill also be described in this section 09 Jona Wl he sti Te E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 2 1 System Functions The SSID application will facilitate both online and batch mode generation of Student IDs In the online mode users can enter the desired student attributes and request the Student ID or the users can provide the student ID and update any of the student information In the batch mode users can send the student data to the application and receive the feedback from the application as to whether the new students have been added or the data requires any investigation and rectification The major functions within the SSID application are listed below e Create a New SID gt Allows a user to generate a new student ID e View an SID gt Allows a user to search for an existing SID record e Batch Process gt Upload Batch Files to SSID Allows a user to upload a Batch Input text file for batch generation of student IDs gt Download Completed Batch Files from SSID Allows a user to download a Batch Output text file gt Reverse Batch Files Allows a user back out the results of any single batch run e Maintenance gt Validate SID Allows a user to verify the status of an SID active or inactive and retrieve the active SID if the SID is inactive gt Modify Student Information Allows a user to modify student information gt Delete an Invalid SID Record Al
37. ill only be able to logically delete invalid SID records The record will be marked as deleted in the SSID database and will be excluded from being displayed in the SSID system The Application Security Administrator Role will be the only user that can physically delete SID records from the SSID System The SID and the four mandatory elements Legal Last Name Legal First Name Gender and Date of Birth must be input to search for an existing SID record that you wish to delete One exact SID record must be located before the record is displayed To search for an SID record in the SSID system the user must enter the following information and press the Search button 1 Student s SID 2 Legal Last Name 3 Legal First Name 4 Gender 5 Date of Birth mm dd yyyy or mmddyyyy format Below 1s an illustration of the SSID Delete an Invalid SID Record Screen sale Statewide Student Identifier SSID System ggg Release 1 10 f Home Create a new SID View an SID Batch Process Maintenance News Help Log Off Delete an Invalid SID Record Last Name Legal First Name Legal Gender Date of Birth v Optional Student Attributes Social Security Mother s Maiden Name Mandatory Fields 47 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Once the Search button is pressed the system will perform edit checks on the fields input If all validations pass the SSID
38. istrator role The application security administrator role will include at minimum all of the attributes of the Administrator role plus ability to execute any controlled procedures such as administrative deletion of invalid SID records archival of outdated SSID records that have exceeded their useful life access to SID audit records or activating and deactivating application login accounts juan UE Mo al E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 2 3 SSID Matching Logic The SSID application uses matching logic to search for records that match identifying student attributes before creating a new SID or to search for an existing SID record a user wishes to modify Both the online and batch processes use this matching logic In addition the system will use SoundEX techniques where appropriate to search for existing records The SoundEX function searches for similar sounding words or names in the database to identify records that match the criteria input For example the following record in the database exists John Smith Male 1 1 1990 A user inputs the following information Jon Smith Male 1 1 1990 Using SoundEx techniques the system will recognize that although the first name is spelled differently this is actually a matching field Several factors weigh in the student match process The system first searches on the following eight mandatory elements e Legal First Name
39. lete an Invalid SID Screen Validate SID Screen Display On line Request Batch SID atch S Request SID SID Processing y Batch Modify Student i Batch Job oalty studen Batch Output Download File On line Edit Display Edit Validation Process Deletion Process Information Process Reversal Screen Checks Check Errors On line Matching Entries Display On line Matching Results Display On line Records Created Display On line Records Modified Record Audit History N juan Wl el mit Te Statewide Student Identifier SSID System Statewide User Manual Version 3 0 2 2 Access Levels The SSID system allows for five types of user roles to be assigned to individuals Each SSID user role has certain access rights to system functions that one can operate These roles include e Read Only gt The Read Only role will only have access to view an SID for a student The Read Only users will have read only access to all student information The system functions available to the Data Entry web users are listed below e View an SID e Data Entry gt The Data Entry role will have access to functions that request a new SID for an individual student and view an SID for a student The Data Entry user must enter at minimum all key student attribute
40. lows a user to delete an invalid SID record In addition to the online Batch process Administrators may also send Batch files via email if transmission of the email is secured through the use of Transport Layer Security TLS The SSID application also offers users such friendly features as Help and News Help will provide users with troubleshooting tips and answers to Frequently Asked Questions FAQs while News will describe to users such items as system enhancements or announcements The following figure illustrates the SSID application s system functions through System Site Map h jpm i Ihi al E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Read Data Admin APP Only Entry Admin 4 Weekly Mainten School A tii l ctivities Site v Monthly Mainten ance SSID System y Activities User View Yearly Mainten ance Activities Maintenance Screen User Login On line Create Batch Batch Input Batch Upload New SID Input File Process Flle Screen Racord y On line View an SID Record Batch Edit Checks y On line Create On line View an Batch Matching New SID SID Record Entries y Batch Job Reversal Screen Modify Student Information Screen De
41. me School in Ohio Student transferred from out of state out of country Student transferred from a non public school in Ohio Student enrolling for first time in Ohio public school community school because of age Preschool Kindergarten Not enrolled in an Ohio public district or community school since 2003 for a reason other than listen above Transferred from another Ohio public district community school 7 Not newly enrolled in this school district 13 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 oe Section 3 Accessing the Application his section provides an overview of accessing the SSID system as well system navigating techniques The user will become more familiar with connecting to the SSL secured website logging into the SSID application and viewing the various functions of the SSID application 14 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 3 1 Connecting to the Secure Website The SSID Application can be accessed through the secured SSL encrypted website https www ohiossid com The browsers used to access the website must be Internet Explorer 4 x or higher or Netscape Navigator 4 75 or higher Only personal computers PC and Apple Macintosh computers with valid IP addresses will be able to connect to the application over existing links at the ITCs and School Districts The verification of IP addresses b
42. nt Identifier SSID System Statewide User Manual Version 3 0 If a user has forgotten their User ID or Password there is a link Forgot Your Sign In Name Or Password below the Login Screen that enables the user to receive their Login information via email When the user clicks on the link the following web page is displayed Forgot Your Sign In Name Or Password Last Name Legal First Name Legal Email Address Mandatory Fields Link To Login If you have questions please email your concerns to ssidquestions us_ibm com The user must supply all of the following information to receive their User ID and Password via email e Legal Last Name e Legal First Name e Email Address Once the information is validated the user will be emailed their User Account information 17 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 The SSID Application includes the following features that aid in the prevention of unauthorized access and use of the system e Invalid User gt If the user does not type in the correct User ID or password the user will not be granted access into the SSID application The Login Screen will still be displayed for the user to re enter a correct User ID and password e Change Password gt If it is the first time that a user logs in to the SSID system the user will be prompted to change their password The Change Password screen enables
43. of the SSID View an SID Record Additional Student Information Screen 23 E Statewide Student Identifier SSID System Statewide User Manual te Statewide Student gt zy Identifier SSID System E One Matching Record Found View An SID Record SID ND5848416 Modify Student Information Last Name First Name Date of Birth Gender Smith John 1 1 1990 Male Middle Name Birth Place City Ethnicity Language E Columbus White Non Hispanic English Admission Reason Student transferred from out of state out of country Optional Student Attributes Social Security Mother s Maiden Name Additional Student Information District IRN Called Name Given Name 999999 Mother s First Name Mothers Last Name Father s First Name Father s Last Name Polio Immunization Date MMR Immunization Date Ditap Immunization Date Current Address Street Number Apartment Character Street Name Street Type City Zip Code County Country Home Phone Other Phone Full Address 1 Full Address 2 Mandatory Fields 24 Version 3 0 Release 1 10 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 3 Potential Match If more than one existing record matches the student attributes input the user will notified that an SID for the student potentially exists and be prompted to input additional student attributes to narrow the search and verify if an SID for the student e
44. on Change Type Code designating Creation Modification or Deletion The SSID application will retain at least the last three audit records for the identifying student attributes on each SID record All audit records in excess of the 3 most recent entries will be archived at least weekly E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 2 5 SSID Edit Checks The SSID application will perform edit checks on the student attributes for the online and batch processes If one or more edit checks fail during the batch process the record will be assigned a Result Code of F and the user must correct the errors and resubmit the batch file or use the online process Through the online process the users will receive interactive error messages when one or more validation checks fail The user will then have the opportunity to correct any errors on the screen and re submit the transaction The SSID application will perform the following edit checks Validate that the following nine mandatory fields are not blank Legal Last Name Legal First Name Date of Birth Gender Legal Middle Name Birth Place City Ethnicity Native Language Admission Reason Code Y V VVVVVV WV Validate that the following fields are case sensitive gt User ID gt Password gt SID Validate that the following fields are a correct date format mm dd yyyy or mmddyyyy gt Date of Birth gt Polio Immuniza
45. parate fields within a record e All fields containing data should be enclosed in quotes e Blank fields should contain no white space and no quotes but all fields should be represented with a comma e Records should be delimited by a carriage return e Header Row should be only the first row of the input file and consist of gt UserID gt DateTimeCreated gt SourceBuilding IRN gt SourceDistrict_IRN e Batch Output File will contain new SIDs assigned and the Result Code The Batch Output File is returned with the same data that was provided plus any new or returned SID s and the Result Code for each record This output file may not be in the same order as the Batch Input File depending on if there are failed records The reason for this is that failed records with the Result Code of F are placed at the end of the file Header Row The input file should contain a header as the first row of the ASCII batch input file The header row will have the same format as all of the other rows in the file however only four of the fields will be populated with information These four fields will be mandatory to process the batch input file The information provided should be for the User submitting the Batch Input File For instance the District IRN and the Building IRN fields should be populated with the location of that user or that User s primary responsibility This should be the same data that 1s initially collected when creating the User s Acco
46. r clicks on the Modify Student Information link the SSID Modify Student Information Screen will be displayed This screen allows an authorized user to modify the SID attributes including the key attributes of Legal First Name Legal Last Name Gender Date of Birth Legal Middle Name Birth Place City Ethnicity and Native Language The SID is non modifiable throughout the entire SSID application The SID and the four mandatory elements Legal Last Name Legal First Name Gender and Date of Birth must be input to search for an existing SID record that you wish to modify One exact SID record must be located before the record is displayed and modified To search for an SID record in the SSID system the user must enter the following information and press the Search button 1 Student s SID 2 Legal Last Name 3 Legal First Name 4 Gender 5 Date of Birth mm dd yyyy or mmddyyyy format Below 1s an illustration of the SSID Modify Student Information Screen sie Statewide Student S Identifier SSID System ggg Release 1 10 Last Name Legal First Name Legal Gender Date of Birth v Optional Student Attributes Social Security Mother s Maiden Name Mandatory Fields Once the Search button is pressed the system will perform edit checks on the fields input If all validations pass the SSID system will use the additional information input to narrow the search and search for the SID record 44 pr bu
47. rmation necessary to perform the system functions The Administrator role will include at minimum all of the attributes of the Data Entry Administrator role plus the ability to conduct the Batch Process This section will detail the Batch Process functions available for an Administrator Role user If the user clicks on the Batch Process link on the SSID Home Page the SSID Batch Process menu will be displayed This screen provides a user access to the available Batch Process functions 50 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 7 1 Batch Process The SSID Batch Process will facilitate e Mass assignment of unique Student Ids SID e Updates to the student information including the mandatory elements and gt However if the user desires to update the four mandatory elements the minimum required are the SID and at least one of the four mandatory elements remaining in the original state e Validation of the Status of the SID Active or Inactive and retrieval of the active SID for those that have been inactivated As areminder when updating student records through the Batch Process the SID plus the nine mandatory elements are required All of the student elements may also be modified online however should only be updated after the information is updated in the user s Student Software System The batch process will first validate the identifying student attributes contained in the Batc
48. s the instruction to enable the user to utilize the system effectively in a short period of time It explains how to accomplish the most common tasks and utilize the special SSID features within the SSID application The SSID User Manual is constructed in a manner to allow the user to find the answers to application questions easily It uses specific language found in the SSID system as well as application pictures to create direct references between the application and the supporting section of the manual For ease of use the manual is organized as follows e The manual is divided into multiple sections with each section separated with numbered tabs e Each section of the manual is divided into subsections with a hierarchical section number For example sections 2 5 1 and 2 5 2 would both be subsets of section 2 5 The Main Menu When making references between subsections the section number will be referenced in lieu of a page number w Jona lk E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Section 2 SSID Overview his section provides an overview of the SSID application and the major system functions within the SSID application In addition the user will become more familiar with the different data access levels within the application as well as the system functions that one can operate based on a particular SSID user role The SSID matching logic used in the system functions w
49. s when requesting a SID The SSID application will ensure that Data Entry users have read only access to key student attributes The system functions available to the Data Entry web users are listed below e Create a New SID e View an SID Record e Data Entry Administrator gt The Data Entry Administrator role will include at minimum all of the attributes of the Data Entry role plus the ability to change key student attributes after an SID has been assigned as well as delete an invalid SID The system functions available to the Data Entry Administrator web users are listed below e Create a New SID e View an SID e Maintenance gt Validate SID gt Modify Student Information gt Delete an Invalid SID Record ON jpm m lH l ith E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 e Administrator gt The Administrator role will include at minimum all of the attributes of the Data Entry Administrator role plus the ability to conduct the Batch Process The system functions available to the Administrator web users are listed below e Create a New SID e View an SID e Maintenance gt Validate SID gt Modify Student Information gt Delete an Invalid SID Record e Batch Process gt Batch File Upload gt Batch File Download gt Batch Job Reversal e Application Security Administrator gt A trusted member of the ASP who has been approved by ODE will execute the Application Security Admin
50. st data prior to creating the Batch file e Strip quotes from all the data fields before adding quotes around data in the Batch file 55 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 7 1 1 Batch Via Online This section provides an overview of the online batch process Illustrated are the SSID screen views along with the supporting information necessary to perform the online batch process functions This section is separated into the three functions available for an online batch process e Batch File Upload e Batch File Download and e Batch Job Reversal The user will have the ability to transfer Batch files with student information through a user interface in the SSID web application The user will upload the ASCH file with student information via a web form and download the output file via a web form The input and output files will be encrypted utilizing SSL security during transmission The user will also have the ability to back out the results of any singe batch run through the Batch Job Reversal Function if the user thinks there may have been a problem with that Batch Job If the user clicks on the Batch Process Link on the Home Page the Batch File Menu Screen will be displayed The links to the three functions will be displayed These online batch functions will be discussed in detail in the following three sections of the User Manual Below is an illustration of the SSID Batch File
51. system will perform the edit checks on the input fields If all validations pass the SSID system will use the additional information input to narrow the search and verify if an SID for the student exists 35 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Within the potential match scenario there are three possible outcomes that could occur A No Match B Two or More Matching Records C One Exact Match A No Match If there are no existing records that match the nine mandatory elements and the additional attributes input the user will be prompted to confirm the creation of a new SID for the student If the user confirms the creation of the SID the SSID application will assign a new SID for the student display the newly assigned SID and allow an authorized user to add additional information about a student after a new SID 1s created This will occur on the SSID Add Additional Student Information Screen B Two or More Matching Records If more than one existing record matches the nine mandatory student attributes plus the additional student attributes input the user will be notified that an SID for the student still potentially exists The user will be prompted to either input additional student attributes to narrow the search and verify if an SID for the student exists or to create a new SID C Exact Match If one existing record exactly matches the nine mandatory student attributes plus the
52. tion Date gt MMR Immunization Date gt DTaP Immunization Date Validate that the following date field 1s within the proper date range gt O years lt Date of Birth lt 30 years Validate that the following field is in the correct format gt Social Security Number XXX XX XXXX Or XXXXXXXXX OF XXXX 10 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 e Validate that the following fields are numeric gt Social Security Number Validate 9 or 4 digits gt Street Number gt Home Phone Number gt Other Phone Number e Validate that the following fields are text First Name Legal and other names Middle Name Last Name Legal and other names Mother s Maiden Name Birth Place City City State County Country 66 9 99 All name fields will accept hyphens and apostrophes In addition to these validations the following fields on the online web form will be drop down boxes to ensure that a valid value is input e Gender e Native Language e Ethnicity The SSID Application will use the codes provided by ODE to validate Native Language Ethnicity Admission Reason Code Building and District IRNs The Native Language Ethnicity and Admission Reason IDs and descriptions are provided in the tables below The IDs are what will be used in the Batch Process for the respective fields while the drop down boxes on the online screens display the description Native Langu
53. unt profile for the SSID Application The header row will contain the following fields 53 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Position Field Mapping Header Field 1 SID Batch File Type 2 FirstName UserID Joe 001 l 2 4 DoB The first position indicates the type of batch file being submitted The first position is optional and 1f left blank the value defaults to B for the normal batch processing and assignment of SIDs If the value of V is in the first position the system will validate the SIDs provided in the file and will return a result code indicating 1f the SID is valid or if the SID is inactive the associated active SID will be returned in the file The following is an example of a header row JDoe001 02 13 2002 04 18 31 016436 050633 s s5 2 39999399999999 SCR gt lt LE gt Input File Example The following 1s an example of two student records separated by a carriage return John Doe 01 01 1997 M 012234567 Sharp Y 198 123 122 122 3 ENG W Columbus 423231234 01 01 1999 01 01 1999 Robert Johnn y Johnboy Alexandria Doe Clint Doe 123 Anywhere Rd Columbus 0H 432321234 Franklin USA 6145551234 6145554321 1e98223 lt CR gt
54. ve Language White Non Hispanic English Admission Reason Student transferred from out of state out of country Optional Student Attributes Social Security Mother s Maiden Name Mandatory Fields If the user confirms the creation of the SID the SSID application will assign a new SID for the student display the newly assigned SID and allow an authorized user to add additional information about a student after a new SID is created Below 1s an illustration of the SSID Add Additional Student Information Screen 30 E Statewide User Manual Statewide Student Identifier SSID System E Statewide Student Identifier SSID System Version 3 0 Release 1 10 f Home Create anew SID View an SID Batch Process Maintenance News Help Log Off A new SID has been created and assigned to John Smith You can now add additional information Add Additional Student Information SID ND5849209 Last Name First Name Smith John Middle Name Columbus Admission Reason Student transferred from out of state out of country Optional Student Attributes Social Security Additional Student Information District IRN 999999 Called Name Mother s First Name Polio Immunization Date MMR Immunization Date Current Address Street Number Street Name City Country Full Address 1 Birth Place City Mother s Maiden Name Mothers Last Name Apartment Character Modify Student
55. w an SID Record Screen 26 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Section 5 Data Entry Functions his section provides information related to all functions available for the Data Entry role The Data Entry role will include at minimum all of the attributes of the Read Only role plus the ability to request a new SID for an individual student Illustrated are the SSID screen views along with the supporting information necessary to perform the system functions This section covers the function available for a Data Entry role user e Create an SID The Data Entry Administrator role and the Administrator role will include at minimum all of the functions of the Read Only and Data Entry role plus additional functionality that will be described in later sections 27 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 5 1 Create a New SID The Create a New SID screen allows an authorized user to request a unique nine character alphanumeric student identifier SID for a student An SID will never be reused or reassigned to another student The user must enter all nine mandatory identifying student attributes for a new student ID to be generated To create a New SID for a student the user must enter at minimum the following student attributes and then press the Create SID button 1 Legal Last Name 2 Legal First Name 3 Gender 4 Date of Birt
56. xists Below is an illustration of SSID View an SID Record Screen for a potential match scenario Statewide Student Identifier SSID System ggg Release 1 10 A Home Create anew SID View an SID Batch Process Maintenance News An SID for the student potentially exists Please provide additional optional student attributes to narrow down search and verify if an SID for this student exists View an SID Record Last Name Legal First Name Legal Smith John Gender Date of Birth 07 01 1990 Middle Name Birth Place City Ethnicity Native Language vl vl Optional Student Attributes Social Security Mother s Maiden Name Mandatory Fields The user will have the option to input only the last 4 digits of the student s Social Security Number If a user does not key in the SSN of the student as part of the search criteria the SSN will not be shown when the full record of the student is displayed If the user does key in the SSN as part of the search criteria and the SSN is part of the student record the SSN will be shown when the full record is displayed Similar to the SSN if the Mother s Maiden Name is not input as part of the search criteria the Mother s Maiden Name will not be displayed when the full record of the student is displayed To narrow the search and verify if an SID for the student exists the user should enter additional student attributes as shown below or modif
57. y the SSID System will only allow users to access the SSID application from an approved school district or ITC The user will not be able to access the SSID application from a home computer or from a computer at an unapproved location 15 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 3 2 Logging Into SSID Once the IP Address of the user 1s validated and the user connects to the SSID web site the SSID Login Screen will be displayed and the SSL security will be activated This screen allows an authorized user at an ITC or School District to login into the SSID system The user will be granted the level of access based on his or her login profile An individual user will participate in only one role and will be granted one login account of the highest level of access that the user is permitted The Login ID and password accounts will protect access to SSID functionality The Login Screen enables a user to type in their assigned User ID and password in order to gain access to the SSID system To log in to the SSID system the user must enter the following information and press the Login button 1 User s ID also referred to as Sign In Name 2 Password Below 1s an illustration of the SSID Login Screen st lt f atewide Student Identifier SSID System c Welcome Sign in Name Password Mea e gt Forgot Your Sign In Name Or Password 16 E Statewide Stude
58. y the student attributes previously entered and then press the Search button 25 E Statewide Student Identifier SSID System Statewide User Manual Version 3 0 Middle Name Birth Place City Ethnicity Native Language Social Security Number Mother s Maiden Name Once the Search button is pressed the system will perform edit checks on the input fields If all validations pass the SSID system will use the additional information input to narrow the search and verify if an SID for the student exists Within the potential match scenario there are three possible outcomes that could occur A No Match B Two or More Matching Records C One Exact Match A No Match If there are no existing records that match the student attributes input the user will be notified that are no there are no existing records The user may then re enter or correct the mandatory elements input and perform the search again B Two or More Matching Records If more than one existing record matches the student attributes input the user will notified that an SID for the student potentially exists and be prompted to input additional student attributes to narrow the search or modify the attributes previously entered in order to verify if an SID for the student exists C One Exact Match If one exact matching record is located based on the mandatory elements input plus the additional student attributes input the full record will be displayed on the Vie

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