Key Items to Remember Batch ID Creation

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					New Mexico Student Identification System (NMSIS)                                                                                                 August 2006

Batch ID Creation                                                                                              Key Items to Remember
      Log onto SIS and sign on with your personal user ID and
1                                                                                                                 Step 2: Most upload errors are caused
                                                                                                                  by incorrect file format. Common errors
2     Select ‘Upload Batch File’ link from the main page. Locate your file to upload and select ‘Upload.’         include forgetting to include header and
                                                                                                                  footer rows, spelling “Delimiter”
                                                                                                                  incorrectly in the header row, and Not
3     Confirm that your file was uploaded successfully and select ‘Validate Data.’                                including header and footer in record
                                                                                                                  count. Refer to the Student Batch File
                                                                                                                  Layout document for further details.

      View the data validation results to determine if errors exist. If errors exist, select ‘Fix Errors’ to
4                                                                                                                 Step 4: Refer to pages 13 - 16 of the
      view student records with errors.
                                                                                                                  User Guide for further details on fixing
                                                                                                                  data validation errors.

      Then select ‘Edit’ to fix errors for each student record.
                                                                                                                  Step 6: If you encounter Near
                                                                                                                  Matches/Duplicates, research whether
                                                                                                                  or not a new State ID needs to be
5     Once all errors are resolved, select ‘Assign State ID.’
                                                                                                                  created. Refer to pages 19 - 22 of the
                                                                                                                  User Guide for further details on
                                                                                                                  resolving Near Matches/Duplicates.
      View the outcome of ID assignment to determine if Near Matches/Duplicates exist. If Near
6     Matches/Duplicates exist, select ‘Resolve Near Matches/Duplicates’ to view student records
                                                                                                                  Step 7: Refer to page 22 – 23 of the
      suspected to be Near Matches/Duplicates.
                                                                                                                  User Guide for further details on the
                                                                                                                  ‘Download State ID’ extract file.

      Then select ‘Review and Select’ to resolve each Near Match/Duplicate individually.                          Steps 3 – 7: If users are unable to
                                                                                                                  complete the ID assignment process for
                                                                                                                  a batch in one session, exit and
                                                                                                                  complete the process later. Data will be
      Once all Near Matches/Duplicates are resolved, select ‘Download State ID’ to view newly                     saved and users will be able to resume
      assigned IDs                                                                                                the ID assignment process for that batch
                                                                                                                  upon return.

    Need more information? Refer to the Student Identification System User Guide v5.0 and Student Batch File Layout document or contact Marlene Medrano

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