GUIDE 101 – Back to the Basics

GA Unique Identifier for Education

Patricha F. Miller

GUIDE Administrator

September 13, 2017

GUIDE – Agenda and Target Audience

GUIDE• A deeper look at Searching GUIDE for a GTID• How can I tell if a Transfer student was previously receiving services• File Upload• Discrepancy Resolution• Near Match Resolution• Where are GUIDE Documents located?• Still need help?• Questions• Team slide

Target Audience – New coordinators and those individuals looking for

information on Discrepancy and Near Match Resolution

GUIDE – Student Enrollment Documentation

Please use the full legal name, including middle name From GaBOE Rule 160-5-1-.28 and O.C.G.A. § 20-2-150

A student shall be identified in the local Student Information System (SIS) and in the Georgia Department of Education official data collection and reporting systems by the student's legal name as it appears on the documentation submitted for age verification as delineated in paragraph (2)(d)1, or in a court order changing the student's name.

(2) REQUIREMENTS. (d) Enrollment Documentation. 1. Other than students specifically exempted by rule or by law, before admitting any individual to a public Georgia school or program, the superintendent or designee shall accept evidence in the order set forth below that shows the individuals date of birth: (i) A certified copy of a birth certificate, certified hospital issued birth record or birth certificate; (ii) A military ID; (iii) A valid driver’s license; (iv) A passport; (v) An adoption record; (vi) A religious record signed by an authorized religious official; (vii) An official school transcript; or (viii) If none of these evidences can be produced, an affidavit of age sworn to by the parent, guardian, grandparent, or other person accompanied by a certificate of age signed by a licensed practicing physician, which certificate states that the physician has examined the child and believes that the age as stated in the affidavit is substantially correct.

GUIDE – SSN Sample Waiver

Ask for the SSN and keep it secure in your SIS.From GaBOE Rule 160-5-1-.28

Pursuant to O.C.G.A. § 20-2-150, before the final enrollment of a student to a publicly-funded Georgia school is complete, a parent, guardian, or other person shall provide a copy of the enrolling student’s social security number to the proper school authorities or shall complete and sign a form stating the individual does not wish to provide the social security number.

Appendix J: Sample Social Security Number Waiver Form

• A Sample of a Social Security Number Waiver Form can be found in the;

Georgia Department of Education Guidance for State Board of Education Rule

160-5-1-.28 Student Enrollment and Withdrawal

GUIDE – Student Search – Basic Info

GUIDE – Student Search – Narrowed Info

GUIDE – Student Search – Tips & Fuzzy Search

Tips:1. The search is not case sensitive. 2. Entering more data elements will narrow down your results. 3. Entering more data elements will take less time to produce results. 4. Entering part of a name will find any name that starts with the letters entered. (For

example: use this when you are not sure if both last names of a double last name were entered. Search on Sanchez instead of Sanchez-Hill.)

5. To search on a Local ID in any district, leave the District selection defaulted to ALL. To find a Local ID that was issued in a specific district, use the District filter selection.

6. Fuzzy Search can be used only when a First or Last Name is entered. This will find names that sound like the name but have a different spelling than is entered in the search. For example, a fuzzy search will find "Ashlee" and "Ashlea" and "Ashley" when "Ashley" is entered. A fuzzy search takes longer than a regular search.

GUIDE – Information Bubbles

Enrollment data from SR 2007 - 2017

FTE 1 & 3 – Grade, Primary Area, Eng. Learner, WD Date

Every change to Identity

data

GUIDE – Is Student Receiving Services?

• To find out if a student is receiving services, click on the “Current Program” button. This displays the current year program information for the student.

GUIDE – File Upload

1. Extract a file from your SIS A. All active students (to update all students before FTE

for example)B. Enrolled between _date_ and _date_ (gets all new

students, even if you entered their GTID)C. Students without a GTID (new students)

2. Upload to GUIDE3. Look at your Errors, Warnings, and Discrepancies4. Resolve Discrepancies5. Resolve Near Matches6. Download IDs7. Import back into your SIS

• To find out how your specific SIS (Student Information System) works you will need to get with your local SIS coordinator.

GUIDE – File Upload

• An email with the upload results will be sent to the person that did the upload. If you are logged on as someone else, that person will get the notification, not you.

GUIDE – Discrepancy Resolution

• Discrepancies can be resolved on-line. Click on the hyperlink on the GTID to resolve the discrepancy in identity information.

• If there are errors and discrepancies there is no hyperlink. Errors like missing data elements, cannot be fixed on-line. Errors must be fixed at the SIS and resubmitted.

GUIDE – Discrepancy Resolution

2034567897 2034567897

Mouse Mousketeer

MIckey Mickey

234567890 999985202

12345

10/21/2012

M

12345

10/21/2012

M

Flora Call Disney

GUIDE - Near Match Resolution

• A near match occurs when a record is sent without a GTID and the identity data for the student in the sent record comes close to matching the identity data stored for a student or students in GUIDE.

• When a record is sent without a GTID, multiple records from the GUIDE database could and probably will be displayed, from which the user can choose a positive match.

111111

Select Near Match Resolution from the main GUIDE screen and you will be taken to the Near Match Resolution page. To resolve Near Matches, click on the hyperlink under the # of Near Matches column.

GUIDE - Near Match Resolution

• On the Main Menu, when you click on the hyperlink under the # of Near Matches column. You will get a Near Match List.

• Each Near Match must be resolved individually.

• Click on the Student ID and you will get the Resolve Near Match screen.

1111 Campbell Elementary School 568789213 Adams F

1235 Campbell Elementary School 546987986 Caldwell M

GUIDE - Near Match Resolution

• No history in SLDS• New school won’t know

the student was receiving Special Education, ESOL, migrant, or EIP services.

• Click on the Student ID and you will get the Resolve Near Match screen.

• Testing and/or qualification to get these services requires a lot of time. So failure to positively identify a student can have a big effect on workload.

• It is a violation of federal law (IDEA –Individuals with Disabilities Act) to withhold, neglect, or deny services for a student who has previously been qualified to received Special Education services.

• Federal funds for the district can be withheld for compliance issues for a single student.

GUIDE - Near Match Resolution

• If you hover over the Matching Rule, the elements that were matched will be displayed

Caldwell

Caldwell

The Matching ‘Magic’ Behind the Scenes

Record Sent

With a GTID

Comparison Engine

Discrepancy Report

Record Sent

Without a GTID

Matching Engine

Near Match Report

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Matching process has two components

GUIDE - Matching Engine

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What Happens?Automatic update of non-identity dataClaim student – change school information

No need for user to confirm or certify changes

Claim student – change school informationUser selects changes to be made

User must confirm or certify changes before any changes are made to database

Comparison Engine

Discrepancy

GUIDE - Matching With a GTID

Record Sent With a GTID

100% Match

0% - 99% Match

No GTID

> 99% Match

67.5% -99% Match

<67.5%

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What Happens?Automatic update of non-identity dataClaim student – change school information

No need for user to confirm or certify changes

User selects changes to be made or user can assign a new IDClaim student – change school information

User must confirm or certify changes before anychanges are made to database

Student is claimed and assigned a new GTID

Matching Engine

GUIDE - Matching Without a GTID

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GUIDE Matching Elements Match Criteria

GTID Exact match

First Name Exact match

Middle Name Exact match, MI to MN, blank to all

Last NameExact match, MN–LN, MN LN, LN-MN, LN MN

Month of Birth Exact match mm to mm, or mm to dd

Day of Birth Exact match mm to mm, or dd to mm

Year of Birth Exact match

Gender Exact match

SSN Exact match

GUIDE - Matching Elements

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GUIDE Matching Elements Match Criteria

Middle Name Exact match, MI to MN, blank to all

Month of Birth Exact match mm to mm, or mm to dd

Day of Birth Exact match mm to mm, or dd to mm

Example of Middle Name matching –You send Elizabeth as a Middle Name

Matches: Elizabeth, E, E. , and blankDoes Not Match: Elisabeth

You send _blank as a Middle Name for Ashley SmithMatches: all 350 Ashley Smiths in the state

You send Ashley T Smith, Matches: Ashley Teresa Smith, Ashley Talia Smith, etc.

Example of Month and Day matching –You send 12/11/2002 as the birth date

Matches: 12/11/2002, 11/12/2002

GUIDE - Matching Elements

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• Name fields must be exactly the same to match.

• One letter different is a misspelling.

• Misspelling 1 of the 3 parts of a name will give you a Near Match for the student.

• Misspelling 2 of the 3 parts of a name will give the student a new GTID.

GUIDE - Matching Elements

GUIDE – FAQ• Question- How do I get rid of an error. I uploaded a file and got some errors. I’ve fixed the problems back in my

SIS but how do I get rid of the error?

• Answer - New file upload replaces old file by School-System ID so files cannot be processed twice. So when you upload a file from the same school again, all the old ‘problems’ will go away – the errors, warnings, near matches, and discrepancies.

• Question – A student has a ‘999’ number. If I have the SSN now, is it ok to change the ‘999’ number to the SSN?• Answer – Absolutely! You can change a ‘999’ number to a SSN. You can change a SSN to a different SSN (because there

was an entry typo, Mom put her SSN or a sibling’s SSN on the registration form, etc.) You can’t change a ‘999’ number to a different ‘999’ number (that’s an E481.

• Question - So how do I change a ‘999’ number if the one I entered was miss-typed? • Answer – You need to put in a dticket and have a state ID Administrator make the correction for you.

Can change: Cannot change:

SSN to 999 999 to a new 999

SSN to SSN

GUIDE – FAQ

• Question- Some of our kindergartens are being assigned 999 numbers because we don’t have the SSN yet and we need to get a GTID for GKIDS. The parents have 30 days to turn in documents. How do we update the SSN without changing the School Entry Date?

• Answer – When you upload a file and the GTID is included on the record. You will get a discrepancy on the SSN, not the School Entry Date. The School Entry Date does not have to change when uploaded.

• Online – When you edit the SSN, the School Entry Date has to be at least 1 day later.

GUIDE – FAQ

• Question- We have a student that enrolled on 07/29/2014 (the first day of school for our district). His previous district has already claimed him with a start date in August. I am unable to claim him due to the date, and the previous school can not edit their claim. What do I need to do to claim him?

• Answer – Upload a file with that student again. That will allow a prior School Entry Date.

• Or send in a dticket.

• SOLUTION – Don’t upload ‘all active students’ until after no shows have been withdrawn!

• Question - We have assigned a student a GTID number when she registered, but now she is a no show.

• Answer - It doesn’t matter because there is no accountability out of GUIDE. We don’t look at the kids in GUIDE and give you an error that the student is missing in FTE. If the student is not eligible for services and never enrolls in GA public school, it won’t matter that he has a GTID

GUIDE – FAQ

• Question- We have 3 year old students who are being evaluated for special ed. They need to be entered into the GOIEP program but they are not actually a student. The GOIEP needs those students to have a GTID number. I cannot get them a number until they are enrolled into our system. Infinite Campus will not pull them into the extract without an enrollment date. If we give them an enrollment date that is going to cause problems with student records and the GTID program if the students end up not being eligible for Special Ed Babies Can’t Wait program or PIP. Also, the enrollment date is not valid because the student is not actually enrolled.

• Answer - You can open GUIDE, use the Add a Single Student, put the student in GUIDE, at the school that the student is zoned to enroll in when he enrolls. Put in a School Entry Date of today or when the first Special Education event occurs – it doesn’t matter. It doesn’t matter because there is no accountability out of GUIDE. We don’t look at the kids in GUIDE and give you an error that the student is missing in FTE. If the student is not eligible for services and never enrolls in GA public school, it won’t matter that he has a GTID.

GUIDE – Who, When, and How You Can Claim a Student

WHO WHEN HOW

New / Transfer Students …….they enroll • Individually – Search and Claim• Batch – Extract NEW students without a GTID

from your SIS• Batch – Extract transfer students without a GTID

from your SIS• Batch – Extract transfer students with a GTID by

enrollment date range

Pre-registered PK and KK Students

…….they register • Individually – Search and Claim the student is already in GUIDE (for example: KK students that attended PK-Bright from the Start)

• Batch – Extract NEW students without a GTID from your SIS

Students that were enrolled last year and indicated they are returning

…….AFTER no-shows have been WD

• Batch –Extract all ACTIVE students

GUIDE Documentation

State Education Rules - http://www.gadoe.org/External-Affairs-and-Policy/State-Board-of-Education/Pages/PEABoardRules.aspx

Official Code of Georgia -http://www.lexisnexis.com/hottopics/gacode/

• Rules regarding student names in our student databases are posted on GaDOE.org

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GUIDE Documentation

Name: no complex characters like: Reneé,

Bjørg, Fríða, or Анастасия(Anastasia in Belarus)

Only special characters in a name are: hyphen (Sanchez-Garcia), space (Smith – Jones), period (Jill St. John), andsingle quote (La’Mont or O’Brien).

GUIDE – Documentation ContinuedInside GUIDE

• Current Documentation • GUIDE Messages• Help File

GUIDE – Still Need Help?

The Technology Services Help Desk is the first line of contact for questions concerning errors, warnings, and collections in general. When contacting the Help Desk, please follow the guidelines below for email or voice message correspondence:

Include:•First and Last name•District/Charter name•Phone number (where you can be most easily reached)•Email address (Use “email: youremail@doe.k12.ga.us” and you will get a reply email with ticket number)•Indicate the collection (several collections overlap)•Error/warning number and message•Description of the issue or the question

Please DO NOT include personally identifiable data in your correspondence This includes the use of full names, full SSN’s/GTID’s (partial #’s are ok), or other personally identifiable data.

Help Desk Assistance• Email: dticket@doe.k12.ga.us• Call: 800-869-1011

Data Collection Team

Levette Williams

Chief Privacy Officer,

lewillia@doe.k12.ga.usDirector of Technology Management(Data Collections & Reporting, Customer Support, Database Administration)

Kathy AspyData Collections Manager(Data Collections & Reporting)

404-651-5312 kaspy@doe.k12.ga.us

Patty MillerGTID Administrator(GUIDE, Private School Data Collection)

404-657-0533 pmiller@doe.k12.ga.us

Carl GarberData Collections Specialist(Student Record)

404-463-2326 cgarber@doe.k12.ga.us

Sharon ArmourData Collections Specialist(Pre-ID, Student Class, Course Table Maintenance)

404-657-1064 sarmour@doe.k12.ga.us

Katie GreenData Collections Specialist(CPI, Free and Reduced Meal)

404-463-1946 kagreen@doe.k12.ga.us

Irish SaxtonData Collections Specialist(FTE, EOPA)

404-657-0536 irish.saxton@doe.k12.ga.us

Questions?

How Did We Do?

Let us know by completing our online survey athttp://www.gadoe.org/External-Affairs-and-Policy/communications/Pages/surveys/Tech-

GCPNTFK.aspx