guide beyond the basics - georgia department of … send _blank as a middle name for ashley smith...

GUIDE – Beyond the Basics

GA Unique Identifier for Education

Patricha F. Miller

GUIDE Administrator

September 13, 2017

GUIDE – Agenda And Target Audience

GUIDE• Discrepancy Resolution• Near Match Resolution• Error Report• Download IDs• Claimed Out Report• Claimed IN Report• Transmission Verification• Special Ed History Report• New Program Information• FAQs• Where are GUIDE Documents located?• Still need help?• Questions• Team slide

• Target Audience – New coordinators and those wanting to learn about Error Reports, Download IDs, Claimed In and Out Reports, New Program Information

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.


• 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


• 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.


• 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

9

Matching process has two components

GUIDE - Matching Engine

10

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%

11

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

12

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

13

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


14

• 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 – Error Report

• The Error report contains Discrepancies, Errors and Warnings• Errors cannot be fixed in GUIDE. Errors must be corrected in the SIS and a new file uploaded to GUIDE.• Warnings are generated and displayed to the user to call attention to data. This data may or may not be a

problem. If the data causing a warning is accurate, the warning can be ignored.• The error report can be displayed by individual school, can be printed or exported to an Excel spreadsheet.• Clicking on the hyperlink under Error Code will display the error code, error message, and the student the error

is on.

GUIDE – Error Report

• So in looking at the E480 error below, it tells us that there was no middle name uploaded from your SIS but GUIDE has a middle name of Alexander.

• You need to pull your documentation on this student to determine if the student has a middle name. • If he does then you need to make sure your SIS has the middle name and reupload.• If he does NOT have a middle name you will need to submit a Dticket so GUIDE admin can remove the

middle name for you

1111 Hammett Bowen Jr. Elementary School 456218523 7785123456 Sebastian Caldwell :Alexander

E480: When GTID is provided and STUDENT MIDDLE NAME exists in GUIDE, STUDENT MIDDLE NAME

submitted cannot be blank. The GUIDE application will not let an existing middle name be replaced with a

blank. If this is a valid name change or correction, contact the ID Administrator by sending in a dticket to the

GaDOE Helpdesk to remove the name stored in the database.

The on-line help file in GUIDE also provides information on Errors. Below is the information for E480.https://oraapp.doe.k12.ga.us/ows-bin/owa/guide_pack_common.student_search_help#General Information

GUIDE – Download IDs

• Use the Selections and Sort Orders below to view and download all GTIDs that have been modified or created for the selection.

• Choose an individual school or select “All” to limit the selection of GTIDs created or changed to a specific school.

• The file produced from this search can be uploaded to your SIS.• Clicking on the GTID hyperlink will pull up the complete GUIDE Transaction Log for that GTID.

Pearl Martin Matthew

Pelham Mona Yvette

Perry James Tyler

Quincy Mary JaneRawley Peter Paul

Roberts Catherine Winona

Roberts Cynthia Rose

GUIDE – Claimed Out Report

• The Claimed Out Report will show you which students of yours have been claimed by other districts.

• You can select by individual schools or date range.

Abrams Adam Abraham

Adams James John

Brown Thom Thade

GUIDE – Claimed IN Report

• The Claimed IN Report will show you which students you have claimed.

• You can select by individual schools or date range.

Abrams Adam Jay

Adams Jane J

Brown Thom Thade

GUIDE – Transmission Verification

• List of schools in the last batch upload – 30-day history

• Records entered online are not included in the report.

123456

GUIDE – Transmission Verification – Record Download

• Select the records you want to download

• For help, visit the GUIDE Help file section 14 – Transmission Verification

GUIDE – Special Ed History Report

• Students in this report have been placed in Special Education and have not exited the program yet.

• Search by GTID, E799 Records, By Claim Date, or Last Name.

GUIDE – Special Ed History Report

• Sample report of SWD students with events in other districts

GUIDE – Update – Current Program InformationPrevious view and information

GUIDE – Update – Current Program InformationNew view and information

GUIDE –FAQs – Removing a MN & Pseudo SSNs

• Question- E480 Double Last Name issue – If you have a student that you can’t claim because the last record in GUIDE is 3 separate names but you are trying to fix the name to: FIRST, (no middle), double LAST NAME

• Answer - Search for student, Claim (don’t touch the names) but put in school, SCHOOL ENTRY DATE. Then put in dticket to GUIDE Admin to fix name (only put the following info in the dticket: Current 3 names, correct 3 names, and last 4 digits of GTID).

• 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.

GUIDE – FAQ – Getting a GTID for a Student Who is Not Enrolled

• 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 – FAQ – Claiming Back a Student

• 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!

GUIDE – FAQ – Special Ed

• Question – How can I allow my Special Ed Director to have access to the Special Education History report?• Answer – In the GaDOE Portal, the Special Ed Director should already have the role -

District Other User. Then the director needs the application GUIDE.

• Question - I have a Special Ed. student that was reported as graduated in SR with a Special Education diploma. Now that student has decided to return until their 22 birth day. How do I reactivate that student in GUIDE?• Answer – Confirm the student’s eligibility. Then send me an imail in the Portal with the GTID(s),

Parent Name (if missing in GUIDE), and School Entry Date. I will reactivate the student(s) in GUIDE. You will still get an error in FTE that will have to be commented on and relieved.

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/

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

http://www.lexisnexis.com/hottopics/gacode/

GUIDE – Documentation Continued

• FY2017 GUIDE Resources - http://www.gadoe.org/Technology-Services/Data-Collections/Pages/FY2017-GUIDE-Resources.aspx

GUIDE – Documentation Continued

Inside 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: [email protected]” 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: [email protected]• Call: 800-869-1011

mailto:[email protected]

mailto:[email protected]

Data Collection Team

Levette Williams

Chief Privacy Officer,

[email protected] of Technology Management(Data Collections & Reporting, Customer Support, Database Administration)

Kathy AspyData Collections Manager(Data Collections & Reporting)

404-651-5312 [email protected]

Patty MillerGTID Administrator(GUIDE, Private School Data Collection)


Carl GarberData Collections Specialist(Student Record)


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


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


Irish SaxtonData Collections Specialist(FTE, EOPA)


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

http://www.gadoe.org/External-Affairs-and-Policy/communications/Pages/surveys/Tech-GCPNTFK.aspx