UID Assignment and Enrollment Tracking

UID Assignment and Enrollment Tracking

September 3, 2021 | PEIMS & Data Management

Did you know that all districts are responsible for submitting weekly Unique ID enrollment tracking event files to TEA through the Texas Student Data System application in TEAL? But first, a Unique ID number (UID) must be assigned to all students in your district to ensure they are included in your enrollment tracking file. It is incredibly important that you are successfully completing both the UID assignment and enrollment tracking submissions for your district each week during the school year. These submissions are necessary for all schools in Texas to support accurate Leaver tracking for your Fall PEIMS Submission. Not performing the weekly Enrollment Tracking submissions in a timely fashion will impact your district’s accountability!

How does NOT performing enrollment tracking (ET) submissions affect my district’s accountability?

The 2021 Leaver Records Data Validation Manual has been published and two of Leaver Records Data Validation Indicators are dependent on your district’s ET submissions!

  1. Leaver Records Data Validation Indicator #6: Missing UID Enrollment Tracking Submission
    • This indicator identifies LEAs that did not complete at least one UID Enrollment Tracking submission between the first day of school through September 10, 2021.
  2. Leaver Records Data Validation Indicator #7: Missing PET and UID Enrollment Tracking Submissions (2020-21 Reporting Year)
    • This indicator identifies LEAs that did not complete at least one UID Enrollment Tracking submission during the 2020-2021 reporting year.

There is no need to trigger these indicators! To ensure compliance verify that your district is submitting a comprehensive ET file prior to September 10th, 2021, and that you are submitting an ET file including all student entries and withdraws each week throughout your school year. You can access the 2021 Leaver Records Data Validation Manual at 2021 Leaver Records Data Validation Manual (texas.gov)

What should occur before your UID assignment?

Names

  • Verify all students have complete names – including middle names. * Must match Birth Certificate!
  • No accented letters.
  • Suffixes count!

SSN/State IDs

  • All students should have a valid SSN or state assigned id. If a student is transferring from another district, use UID search to lookup the state id or SSN.
  • It is acceptable to use the SSN from UID if you don’t currently have a copy, just remember to collect a copy from the parent or request a copy from previous district.

Grade level

Do not submit students for UID assignment with the incorrect grade level. Verify all students are in the correct grade level in your SIS.

Why do I need to assign a UID number to all students in my district?

Every student enrolled in your district, even if they were only enrolled for one day, needs to have a UID number assigned to them in your Student Information System (SIS). A student that is missing their UID number will not be included in your weekly ET file, or in your PEIMS submission, which means that you will not receive any ADA funding for that student! Once you have determined how to generate a UID assignment file in your SIS, save the file to your computer, without changing the file name.

  • Log in to the Texas Student Data System Portal in your TEAL account
  • Click on the Manage UIDs button
  • Click on the three lines on the top left of your screen to access the dropdown menu
  • Under Assign- Click on Upload File
  • Click Browse and locate the UID assignment file that you downloaded from your SIS
  • Click Upload
  • Resolve any Near Matches (if needed)
  • Download your assignment file to your computer
  • Determine how you upload this file back into your SIS to populate the UID’s for your students

What should occur before processing your ET file?

  • For BOY: Have all No-Show students been coded in your SIS? Do not send the first ET file until only the students currently attending school in your district are active in your SIS. Sending inaccurate ET records can hinder other districts looking for Leavers/Dropouts and cause incorrect TREx requests to be sent to you.
  • Are all entry dates correct for students who enrolled after first day?
  • Are all students enrolled in the correct instructional track and grade level?

Now that all of my students have a UID how do I submit an ET file?

All Student Information Systems process these files differently, so it is important that you reach out to your vendor if you are unsure of where these jobs or utilities are located in your SIS. Once you have assigned a UID for all of your students you can download an Enrollment Tracking File from your SIS and feel confident that all of your students and their entry and withdrawal events, will be included in your submission. Save the downloaded ET file you download from your SIS to your computer. Once again, do not change the file name or TSDS UID will reject your file!

  1. Log in to the Texas Student Data System Portal in your TEAL account
  2. Click on the Manage UIDs button
  3. Click on the three lines on the top left of your screen to access the dropdown menu
  4. Under Enrollment Events click on Upload File
  5. Click Browse and locate the ET file that you downloaded from your SIS
  6. Click Process File
  7. Click Back to Dashboard
  8. Once your file has been processed the line will say “Event Creation Complete”
  9. If your record count numbers match (ex: 10 of 10) then you have successfully updated every ET record. If your record count is different (ex: 7 of 10) click the gear icon to review the errors.

The only exception to the mandatory weekly ET file submission is if your district did not have any enrollment or withdrawal events in the prior week. Blank files will be rejected, so there is no need to complete this process until the following week.

QUESTIONS?

Contact Us!

If you have any concerns regarding the Unique ID assignment or Enrollment Tracking submissions required for you district weekly, please reach out to Laura Jandle at ljandle@charterschoolsuccess.com. CSS can help determine if this process has been occurring within the necessary timeline to avoid triggering the Leaver Accountability Indicators and to ensure that your ET events are being updated in TSDS accurately. CSS can also assist in training personnel in your district on this process or even take over performing the required weekly submissions for you, to ensure compliance for your district!

Online Training on this topic

Click here to register for the newly-updated online course, Unique ID Assignment and Enrollment Tracking Submission, for in-depth information about the process.

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