Unique Identifier Audit System (UIAS) Training

Unique Identifier Audit System (UIAS) Training

Objectives Understand the What and Why Know where to locate the UIAS Report for your district Know how to address the items found in your UIAS Report

Agenda Getting Started UIAS Issue Types (cont.) False Transfers (FT) Simultaneous Enrollments (SE) SE Overview SE Sub-Types What is the UIAS Where/How to locate SIRS-701 how to read the report Where are changes made? FT Overview FT Sub-Types UIAS Use Cases (error types) Disappearing Students (DS) DS Overview DS Sub-Types False Dropouts (FD) FD Overview FD Sub-Types Q&A

Unique Identifier Audit System

What Is The UIAS UIAS (Unique Identifier Audit System) is a reporting tool used by the NYS Education Department (NYSED) to distribute select audit reports to School Districts. The UIAS SIRS-701 audit tracks a student's unique NYS identifier (NYSSIS ID) across enrollment locations throughout the State. UIAS Reports will include: Disappearing Students False Dropouts False Transfers Simultaneous Enrollments

UIAS Summary Report (SIRS-701)

Where to find the UIAS The UIAS (SIRS-701) Is Found In L2RPT

Where to find the UIAS Select the team content folder >L2RPT Reports- SEDDAS>UIAS>S IRS-701 Unique

Open the UIAS Enter the school year > your district > click Finish

View of UIAS An example of what you might see All underlined digits can be clicked on for a more detailed view of the error

View of UIAS Student Details | Use Case Details | Entry Information | Exit Information

Where to find the UIAS

Where Changes Are Made The data found in the UIAS Summary Report is data loaded through the warehouse. All changes will need to be made in your student management system. Level Zero Level 1 WNYRIC Level 2 SED Student Management System Thursday (only locked data) Friday - Sunday Monday NYSSIS Unique ID Audit Sys (UIAS)

UIAS Use Cases (SIRS-701)

UIAS Use Cases Disappearing Students: expected to be continuously enrolled in a given location, but with no re-enrollment in that location in the new school year (DS) False Dropouts: Students exited as dropouts but who may have subsequently re- enrolled that would then suggest the dropout code be replaced with a more appropriate exit code (FD) False Transfers: Students who were coded as having transferred to a new location but appear not to have re-enrolled under the requirements for that particular type of transfer (FT) Simultaneous Enrollments: Students who appear to be inappropriately enrolled in multiple locations (SE)

Disappearing Students (DS) SIRS-701

Disappearing Students Disappearing Students Disappearing Students (DS) are cases of an open enrollment scenario A student is not technically exited at the end of the school year. Instead, their enrollment record is left with NO exit code anticipating reenrollment in the exact same location the following school year. In general, all Disappearing Student cases will have an open enrollment in the prior school year, but no record of that student (student s NYSSIS ID) enrolled in that location in the current school year.

Disappearing Students Sub Disappearing Students Sub- -Types Types DS.01 Enrolled in different LEA/district: May change exit code to a transfer code, but requires documentation. DS.02 Disappearing student: May need to change exit code to a dropout code if never re-enrolled anywhere in NYS (no documentation of transfer). If student enrolled elsewhere and was given new NYSSIS ID, may reconcile/merge to a single NYSSIS ID then change to transfer exit code, but must include documentation (and requires coordination between both locations and their Level 1 data warehouse support teams).

Disappearing Student Example

Troubleshooting Check student enrollment at Level 1 using the Student Inquiry Report by Local ID - Select both School Years that appear on the UIAS report Compare your official records to the enrollment records on the Student Inquiry Report at Level 1 to make sure that the enrollment records are correct Review student enrollment in your student management system (SMS) Update the enrollment information in your student management system Update the enrollment information in Level 0 Historical if from prior school year reporting If your district received transfer documentation from the new location (Subsequent LEA) on the Disappearing Student Report

Troubleshooting cont. If it is found that the student transferred to the new location, request transfer documentation and update the enrollment information in your student management system and/or Level 0 Historical If the student enrolled in the new district was found to be the same student and the NYSSIS IDs are different, contact Edutech for assistance If the student who re-enrolled in the new district is a different student than the student that transferred and the NYSSIS IDs match, contact EduTech for assistance If district didn't receive transfer documentation, contact the new location (Subsequent LEA) on the Disappearing Student Report Check to see if there is transfer documentation anywhere that you can then follow previous steps If the student has siblings, what is their status If you can find no documentation to transfer the student out, you may need to change the exit reason code to 425-Left school no documentation of transfer and follow district procedures to see if family is still residing in district etc. If no subsequent enrollment (Subsequent LEA) location appears on the Disappearing Student Report

False Dropouts (FD) SIRS-701

False Dropouts A False Dropout is to alert a district to the fact that a student has been reported with an enrollment record having a dropout exit code -- but that this same student has possibly enrolled elsewhere during that same school year.

Dropout Enrollment Exits o 136 - Reached maximum legal age and has not earned a diploma or certificate o 340 Left school: first-time dropout o 391 Long-term absence (20 consecutive unexcused days) o 408 Permanent expulsion (student must be over compulsory attendance age) o 425 Left school, no documentation of transfer (Note: Includes students who are not yet of compulsory school age and who have been withdrawn from school by a parent/guardian and students who are declassified by the CPSE.) o 306 Transferred to other high school equivalency (HSE) preparation program o 357 Left school: previously counted as a dropout

False Dropout Sub-Types FD.01 Current Year False Dropout: may affect current year accountability and grad rate/cohort reports. May change exit code to a transfer code, but requires documentation. May leave dropout code under certain circumstances according to specific rules governing particular code cases. FD.02 Cross-Year False Dropout: May affect current year cohort reports. May change exit code to a transfer code, but requires documentation. May leave dropout code under certain circumstances according to specific rules governing particular code cases.

False Dropout Potential Reasons oA student was given an exit code and reported as having dropped out but was re-enrolled in a New York State school in the same school year oA student was given an exit code and reported as dropping out of school, but a new NYSSIS ID was incorrectly created and assigned to a different student that enrolled in a New York State school oA student was given an exit code and reported as dropping out of school and legitimately dropped out but re-enrolled in a New York State school in the same school year oA student was given an exit code of 306-transferring to other HSE preparation program, but was enrolled by the district in an approved AHSEP program (i.e. HSE program at BOCES)

False Dropout Example

Troubleshooting Same school within the district No action necessary, the state takes the last exit code on the last enrollment record for the school year when looking at annual dropout rates Different school in same district Remove the dropout code and use 153-Transferred to another school in this district or out-of-district placement Did the student dropout and return in the same school year to:

Troubleshooting Continued Approved AHSEP program Remove the dropout code and use 289-Transferred to an approved AHSEP program for the exit reason Create a new enrollment with beginning reason code of 5654-Enrolled in an AHSEP program School in different district Request transfer documentation and replace dropout exit reason with appropriate exit reason code Did the student dropout and return within the same school year Was the student (during grades 7-12) counted as a dropout in a previous school year Change exit reason to 357-Left school, previously counted as a dropout Review previous school year s enrollments

False Transfers (FT) SIRS-701

False Transfers False Transfers (FT) alert districts to cases where a student is reported by an LEA as having transferred to another location or program, but appears to have not enrolled anywhere else.

False Transfer Sub-Types These subtypes use the exit code as an identifier FT.153 Errors 153.01 No subsequent enrollment 153.02 Enrolled in different district 153.03 Enrolled in same school in district FT.323 Errors 323.01 No subsequent enrollment 323.02 Enrolled in same district FT.782 Errors 782.01 No subsequent enrollment 782.02 Enrolled in different school 782.03 Enrolled in same grade and school FT.170 Errors 170.01 No subsequent enrollment 170.02 Enrolled in same district FT.238 Errors 238.01 No subsequent enrollment 238.02 No subsequent homebound enrollment FT.5927 Errors 5927.01 7011 enrollment in same LEA/district FT.5938 Errors 5938.01 No 7011 enrollment in NYC CSD FT.289 Errors 289.01 No subsequent enrollment 289.02 No subsequent AHSEP enrollment

False Transfer Potential Reasons A student was given an exit code and reported as transferring to a new building or district, but a new enrollment record was never reported by a New York State school A student was given an exit code and reported as transferring to a new building or district, but a new NYSSIS ID was incorrectly created and assigned when the student re-enrolled in the new location A student was given an exit code and reported as transferring to a new building or district, and the new school enrolled the student with a date prior to the date the student transferred

False Transfers Example

Troubleshooting Check exit reason code on enrollment for accuracy; update as necessary If student transferred within the district, add subsequent enrollment line for the student If student transferred out of the district, correct exit reason out code Student has no subsequent enrollment record Student is enrolled in the same school district (incorrect use of Transfer out of district exit reasons) Verify student is still enrolled and update exit reason code accordingly Student enrolled in same grade and school (incorrect use of 782- Changed grade level ) Verify student grade and school is correct and change student exit reason code

Troubleshooting If the NYSSIS IDs match and the enrollment records match the official records, contact the location where the student transferred to make sure that the student is enrolled in the new location, has the same NYSSIS ID and has an enrollment entry date after the transfer date If the student didn't enroll in the new location adjust the official records and enrollment records accordingly in the student management system and Level 0 Historical; for current year records, update the student management system If the student is enrolled in the new location and the NYSSIS IDs don't match, contact EduTech for assistance If the student is enrolled in the new location, the NYSSIS IDs match and the enrollment entry date is prior to the transfer date, work with the new location to adjust the dates so there is continuous enrollment Student is enrolled in a different district

Simultaneous Enrollments (SE) SIRS-701

Simultaneous Enrollments Simultaneous Enrollments (SE) alert an LEA that a student recorded as enrolled in that LEA is also recorded as enrolled at the same time in another location (either in another LEA or elsewhere in the same LEA).

Simultaneous Enrollment Sub-Types SE.01 Concurrent open enrollment SE.02 Concurrent (other) enrollment: This may include False Dropouts or False Transfers that, once the overlapping enrollment dates are resolved, may still need to have entry/exit code changes to prevent them from showing up on a subsequent UIAS SIRS-701 report for those categories.

Simultaneous Enrollments Example

SE Potential Reasons o A student is incorrectly enrolled in two separate locations in New York State at the same time o A student is enrolled at two locations with overlapping start or end dates o A new NYSSIS ID was incorrectly created and assigned to a different student that enrolled in a New York State school new district enrolled the student before you exited them

Troubleshooting A student is incorrectly enrolled in two separate locations in New York State at the same time Request transfer of records and exit accordingly If the student enrolled at your district and the student enrolled at the new location reconcile the student's enrollment records with the new location so that the student has the correct, sequential enrollment dates that do not overlap A student is enrolled at two locations with overlapping start or end dates Contact edutech for assistance A new NYSSIS ID was incorrectly created and assigned to a different student

DataWarehouseExtracts@EduTech.org Help Desk: 1-800-722-5797