getting started with isee - idaho state department of ......roger evans (208) 557-8838...

Supporting Schools and Students to Achieve

SHERRI YBARRA, ED.S., SUPERINTENDENT OF PUBLIC INSTRUCTION

Decar Scaff Amy SiglerIT Security Coordinator ISEE Coordinator

Getting Started With ISEEPart 2 – Using the Admin Tool, EDUID, OTIS & IDCI

Overview

•Administration Tool

•EDUID – Education Unique Identifier

•OTIS – Online Tool for IT Support

• IDCI – Idaho District Contact Information

Data Management Tools| 2

Administration Tool


Administration Tool

The Administration Tool (Admin Tool) is the security application that allows the SDE and local districts to manage access to SDE supported web applications and SDE reports.


Administration Tool

User permissions and application access are managed by assigning user roles to usernames and matching usernames to a person by their EDUID


Administration Tool

• Person Assignment• Map usernames to EDUID record

• Assign• Add users to specific roles

• Remove• Remove users from roles

• Verify• Confirm role assignments are still valid


Administration Tool

Who in the district has access to the Admin Tool?• Superintendent

Provisioned only by SDE with signed user authorization form

• Superintendent’s DelegateProvisioned only by SDE with signed user authorization form

•Technology DirectorProvisioned by District Superintendent, Delegate or a currently assigned Technology Director


Administration Tool

Best Practices:• Text Box Fields

Start to type text and select from drop down list

• Usernames, NOT Person NamesAssign roles to usernames

• District/Building Level Roles

• SRM RolesAssigned by SDE


Administration Tool

Admin Toolhttps://apps.sde.idaho.gov/Administration

Access Authorization form:http://sde.idaho.gov/tech-services/isee/files/general/program/Access-Authorizations.docx


https://apps.sde.idaho.gov/Administrationhttp://sde.idaho.gov/tech-services/isee/files/general/program/Access-Authorizations.docx

EDUIDEducation Unique Identifier


EDUID

•A system that allows the lookup, verification, and assignment of unique identifiers for people in the state of Idaho’s education system.

•Requires EDUID role assigned in Admin Tool

•Role can be assigned by district Admin Tool users


EDUID

Search Parameters:

•Spaces and hyphens do not effect search results

•First, Middle and Suffixes are Given Names

•Last Names are Family Names

•Gender and DOB also required


EDUID

Naming GuidelinesWhen creating a new EDUID be sure to:•Use the name exactly as it appears on legal

documentation•Do not add hyphens or other characters if they do

not appear on the legal documentation•Do not include nick names or “also known as” names

in legal name fields


EDUID

Examples of legal documentation:•Birth Certificate•Court Document•Marriage Certificate• State Driver’s License• State Issued ID•Tribal Identification•Certified Degree of Indian Blood (CDIB)


EDUID

Documents for name/gender changes:•Marriage Document•Divorce Decree•Court Document•Certificate of Naturalization•Adoption papers•New Birth Certificate•Tribal Enrollment Verification


EDUID

Common Entry Mistakes:

•Birth Date Transposition

•First/Last Name Transposition

• Incomplete Name

•Phonetic Error

•Nick Names


EDUID

Reference for Registering Students with Non-English Names

http://ies.ed.gov/ncee/edlabs/regions/northwest/pdf/REL_2016158.pdf

Getting a student's name right is the first step in welcoming him or her to school.

This set of naming conventions guides can serve as a reference for accurately and

consistently entering students' names in school, district, and state databases as

well as address and greet parents in a culturally responsive and respectful way.

Presentation Title | 17

http://ies.ed.gov/ncee/edlabs/regions/northwest/pdf/REL_2016158.pdf

EDUID

Use OTIS to submit EDUID corrections

EDUID Corrections Template located on EDUID website


EDUID

EDUID websitehttps://apps.sde.idaho.gov/EDUID


https://apps.sde.idaho.gov/EDUID

OTISOnline Tool for IT Support


OTIS

•Accessed through SDE Applications Portal

•Report technical issues

•Communicate PII securely

•Users are provisioned in Admin Tool by district• Superintendent•Delegate for Superintendent• IT Director


OTIS

OTIS websitehttps://apps.sde.idaho.gov/OTIS


https://apps.sde.idaho.gov/OTIS

IDCIIdaho District Contact Information


IDCI

•Accessed through SDE Applications Portal

•Users are provisioned by the district• Superintendent•Delegate for Superintendent• IT Director


IDCI

• SDE Communications

•Mailing Lists• Superintendents• Building Principals• School Counselors

• Searchable Contact Info• Quick Search• Advanced Search• District Search


IDCI

•Updated by Program Contacts File in ISEE Upload

•Program Contacts File can be updated at anytime

•Changes take effect business day after upload

•Program Contact Roles listed within the “ID Unit Record Collections Items and Option Sets” File


IDCI

IDCI Websitehttps://apps.sde.Idaho.gov/IDCI

Program Contacts Filehttp://sde.idaho.gov/tech-services/isee/files/data-collection/2018-2019-required/2018-2019-Program-Contacts.csv

ID Unit Record Collections Items and Option Setshttp://sde.idaho.gov/tech-services/isee/files/data-collection/2018-2019-required/2018-2019-ID-Unit-Record-Collection-Items-and-Option-Sets.xlsx


https://apps.sde.idaho.gov/IDCIhttp://sde.idaho.gov/tech-services/isee/files/data-collection/2018-2019-required/2018-2019-Program-Contacts.csvhttp://sde.idaho.gov/tech-services/isee/files/data-collection/2018-2019-required/2018-2019-ID-Unit-Record-Collection-Items-and-Option-Sets.xlsx

Contacts

SDE Support (208)[email protected]

Amy Sigler (208)[email protected]

Cheryl McMurtrey (208) [email protected]

Roger Evans (208) [email protected]


mailto:[email protected]:[email protected]:[email protected]:[email protected]

Supporting Schools and Students to Achieve

SHERRI YBARRA, ED.S., SUPERINTENDENT OF PUBLIC INSTRUCTION

Questions?

Decar Scaff| IT Security Coordinator

Idaho State Department of Education

650 W State Street, Boise, ID 83702

208 332 6922

[email protected]

www.sde.idaho.gov/tech-services


mailto:[email protected]://www.sde.idaho.gov/tech-services

Structure BookmarksSlideSpanSupporting Schools and Students to AchieveSupporting Schools and Students to AchieveSupporting Schools and Students to Achieve

SHERRI YBARRA, ED.S., SUPERINTENDENT OF PUBLIC INSTRUCTIONSHERRI YBARRA, ED.S., SUPERINTENDENT OF PUBLIC INSTRUCTION

Decar ScaffDecar ScaffDecar ScaffAmy Sigler

IT Security CoordinatorIT Security CoordinatorISEE Coordinator

Getting Started With ISEEGetting Started With ISEEGetting Started With ISEE

Part 2 Part 2 Part 2 –Using the Admin Tool, EDUID, OTIS & IDCI

SlideSpanOverviewOverviewOverview

•••••Administration Tool

•••EDUID–Education Unique Identifier

•••OTIS–Online Tool for IT Support

•••IDCI–Idaho District Contact Information

SlideSpanAdministration ToolAdministration ToolAdministration Tool


The Administration Tool (Admin Tool) is the The Administration Tool (Admin Tool) is the The Administration Tool (Admin Tool) is the security application that allows the SDE and local districts to manage access to SDE supported web applications and SDE reports.


User permissions and application access are User permissions and application access are User permissions and application access are managed by assigning user roles to usernames and matching usernames to a person by their EDUID


•••••Person Assignment

••••Map usernames to EDUID record

•••Assign

••••Add users to specific roles

•••Remove

••••Remove users from roles

••••Verify

••••Confirm role assignments are still valid


Who in the district has access to the Admin Tool?Who in the district has access to the Admin Tool?Who in the district has access to the Admin Tool?

••••Superintendent

Provisioned only by SDE with signed user authorization formProvisioned only by SDE with signed user authorization form

••••Superintendent’s Delegate

Provisioned only by SDE with signed user authorization formProvisioned only by SDE with signed user authorization form

••••Technology Director

Provisioned by District Superintendent, Delegate or a currently Provisioned by District Superintendent, Delegate or a currently assigned Technology Director


Best Practices:Best Practices:Best Practices:

•••••Text Box Fields

Start to type text and select from drop down listStart to type text and select from drop down list

•••••Usernames, NOT Person Names

Assign roles to usernamesAssign roles to usernames

•••••District/Building Level Roles

•••••SRM Roles

Assigned by SDEAssigned by SDE


Admin ToolAdmin ToolAdmin Tool

https://https://https://Spanapps.sde.idaho.gov/Administration

Access Authorization form:Access Authorization form:

PLinkSpanhttp://sde.idaho.gov/tech-services/isee/files/general/program/Access-Authorizations.docxSpan

SlideSpanEDUIDEDUIDEDUID

Education Unique IdentifierEducation Unique IdentifierEducation Unique Identifier


•••••A system that allows the lookup, verification, and assignment of unique identifiers for people in the state of Idaho’s education system.

•••Requires EDUID role assigned in Admin Tool

•••Role can be assigned by district Admin Tool users


Search Parameters:Search Parameters:Search Parameters:

••••Spaces and hyphens do not effect search results

•••First, Middle and Suffixes are Given Names

•••Last Names are Family Names

•••Gender and DOB also required


Naming GuidelinesNaming GuidelinesNaming Guidelines

When creating a new EDUID be sure to:When creating a new EDUID be sure to:

••••Use the name exactly as it appears on legal documentation

•••Do not add hyphens or other characters if they do not appear on the legal documentation

•••Do not include nick names or “also known as” names in legal name fields


Examples of legal documentation:Examples of legal documentation:Examples of legal documentation:

••••Birth Certificate

•••Court Document

•••Marriage Certificate

•••State Driver’s License

•••State Issued ID

•••Tribal Identification

•••Certified Degree of Indian Blood (CDIB)


Documents for name/gender changes:Documents for name/gender changes:Documents for name/gender changes:

••••Marriage Document

•••Divorce Decree

•••Court Document

•••Certificate of Naturalization

•••Adoption papers

•••New Birth Certificate

•••Tribal Enrollment Verification


Common Entry Mistakes:Common Entry Mistakes:Common Entry Mistakes:

••••Birth Date Transposition

•••First/Last Name Transposition

•••Incomplete Name

•••Phonetic Error

•••Nick Names


Reference for Registering Students with NonReference for Registering Students with NonReference for Registering Students with Non-English Names

http://ies.ed.gov/ncee/edlabs/regions/northwest/pdf/REL_2016158.pdfhttp://ies.ed.gov/ncee/edlabs/regions/northwest/pdf/REL_2016158.pdfhttp://ies.ed.gov/ncee/edlabs/regions/northwest/pdf/REL_2016158.pdfSpan

Getting Getting a student's name right is the first step in welcoming him or her to school. This set of naming conventions guides can serve as a reference for accurately and consistently entering students' names in school, district, and state databases as well as address and greet parents in a culturally responsive and respectful way.


Use OTIS to submit EDUID correctionsUse OTIS to submit EDUID correctionsUse OTIS to submit EDUID corrections

EDUID Corrections Template located on EDUID EDUID Corrections Template located on EDUID website


EDUID websiteEDUID websiteEDUID website

https://https://https://Spanapps.sde.idaho.gov/EDUID

SlideSpanOTISOTISOTIS

Online Tool for IT SupportOnline Tool for IT SupportOnline Tool for IT Support


•••••Accessed through SDE Applications Portal

•••Report technical issues

•••Communicate PII securely

•••Users are provisioned in Admin Tool by district


•••Delegate for Superintendent

•••IT Director


OTIS websiteOTIS websiteOTIS website

https://https://https://Spanapps.sde.idaho.gov/OTIS

SlideSpanIDCIIDCIIDCI

Idaho District Contact InformationIdaho District Contact InformationIdaho District Contact Information


•••••Accessed through SDE Applications Portal

•••Users are provisioned by the district


•••Delegate for Superintendent

•••IT Director


•••••SDE Communications

•••Mailing Lists

••••Superintendents

•••Building Principals

•••School Counselors

•••Searchable Contact Info

••••Quick Search

•••Advanced Search

•••District Search


•••••Updated by Program Contacts File in ISEE Upload

•••Program Contacts File can be updated at anytime

•••Changes take effect business day after upload

•••Program Contact Roles listed within the “ID Unit Record Collections Items and Option Sets” File


IDCI WebsiteIDCI WebsiteIDCI Website

https://apps.sde.Idaho.gov/IDCIhttps://apps.sde.Idaho.gov/IDCIhttps://apps.sde.Idaho.gov/IDCISpan

Program Contacts FileProgram Contacts File

http://http://http://Spansde.idaho.gov/tech-services/isee/files/data-collection/2018-Span2019-required/2018-2019-Program-Contacts.csv

ID Unit Record Collections Items and Option SetsID Unit Record Collections Items and Option Sets

http://http://http://Spansde.idaho.gov/tech-services/isee/files/data-collection/2018-Span2019-required/2018-2019-ID-Unit-Record-Collection-Items-and-Option-Sets.xlsxSpan

SlideSpanContactsContactsContacts

SDE Support SDE Support SDE Support

(208)332(208)332-6987

[email protected]@[email protected]

Amy Sigler (208)553Amy Sigler (208)553-5509


Cheryl McMurtrey (208) 332Cheryl McMurtrey (208) 332-6941


Roger Evans (208) 557Roger Evans (208) 557-8838


SlideSpanSupporting Schools and Students to AchieveSupporting Schools and Students to AchieveSupporting Schools and Students to Achieve

SHERRI YBARRA, ED.S., SUPERINTENDENT OF PUBLIC INSTRUCTIONSHERRI YBARRA, ED.S., SUPERINTENDENT OF PUBLIC INSTRUCTION

Questions?Questions?Questions?

Decar ScaffDecar ScaffDecar Scaff| IT Security Coordinator

Idaho State Department of EducationIdaho State Department of Education

650 W State Street, Boise, ID 83702650 W State Street, Boise, ID 83702

208 332 6922 208 332 6922


PLinkSpanwww.sde.idaho.gov/tech-services