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					GUIDELINES for

Statewide Student Identifier
This brief is intended to provide detailed instructions to help you successfully download SSID numbers for your students – SSID numbers are assigned at the state level and are used to keep track of all students in the Utah public education system. This process must be completed by mid-September. Please note that pre-print uploads for the UBSCT, DWA’s and CRT’s will not be accepted unless the SSID field in your SIS system is populated. This is an ongoing process and has to be done several times during the year if you have new students or at least done before uploading any type pf pre-print or clearinghouse files. Always run a VERIFY request file (for all students) through the SSID system prior to submitting preprint or all student files. Before you can proceed with the process you need to acquire your SSID Administrator User ID and Password by submitting the necessary forms https://ssid.schools.utah.gov/SSID/res/docs/USOE_SSID_New_Admin_Agreement.pdf. Contact Lisa Lindgren at (801) 538-7637 or lisa.lindgren@schools.utah.gov to request your login info.

SSID

(Note: LEA is the acronym for Local Education Agency. The SSID process views each charter school as an LEA.)
There are basically four different types of requests.

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NEW SSID (Code “N”): Requests a new SSID for a student enrolling for the first time in a public school in the state of Utah. This creates a location record for the charter school LEA. RETRIEVE (Code “R”): Requests an existing student’s SSID. This creates a location record for the charter school LEA, in addition to the location record that exists for the LEA that the student attended previously. VERIFY (Code “V”): Determines if the student’s SSID and attributes as recorded in your SIS system match the SSID system. A location record for the charter school LEA must exist. If the LEA matches what is in the SSID system, but the school number is different than what is in the SSID system, the school number will be updated if it is a valid school number for the charter school LEA. UPDATE (Code “U”) Changes the attributes for a student that already exists in the SSID system. A location record for the charter school LEA must exist. Please see the document titled, ‘SSID User Manual’, section ‘Types of Requests’, from the SSID web site’s support page for more information at https://ssid.schools.utah.gov/SSID/res/docs/USOE_SSID_User_Manual.pdf.

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Charter schools need to run the RETRIEVE request first to retrieve the SSID for students who have been already assigned SSID. Once this is completed, follow the same steps outlined below to create NEW, UPDATE and VERIFY requests.

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Step 1 - Creating an SSID RETRIEVE request file

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After logging on to your SIS system, click on the “UT Audit/Uploads” button to go to the “Utah Uploads” screen. Select “SSID Process” from the list to open the “State Student Identifier (SSID)” screen. Select your school from the option at the left of the screen (it should be the only option available to you). Now select “Retrieve SSID Numbers” under the heading “Create Request File for SSID System”.

Click on the box (with three dots) to the right of “Select File Location”.
A popup screen will prompt you to select the path and type the file number. The output file name and the extension are created by default. Be sure to change the file number every time you create a new file under the heading “Output File Name”. The request file name convention is [LEA Number][Date][File number][.CSV]. Now click on the box (with three dots) under the heading “Output Path”. Please see the document titled ‘SSID File Format Specification’, from the SSID web site’s support page for more information. A popup screen will say, “Access is denied”, ignore this and select ok. Then select “My Computer” from the options available. Ignore the first five options available and select the C drive or any other drive you wish to save the file you create (be sure to make a note of the path and folder you have selected). Click on the “OK” button near the bottom of the screen. This will take you back to the SIS “State Student Identifier (SSID)” screen. Click on the “Create” button, this will create a file (.CSV) and save it in the folder you have selected in the prior step. A popup screen will inform you that the file has been successfully written. Select “Quit” to come out of this window and SIS.

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This process has created an SSID Request file.
Step 2 – SSID Request File Validation

Your SSID Request File must be validated (file error checking) with a program you download from the SSID web site as a download link on the Support page or by contacting USOE you can request a CD with the application.
Documentation about the SSID Request File Validation application and the web site is available on the USOE SSID web site https://ssid.schools.utah.gov/SSID. Please see the link titled ‘Application Setup’, from the SSID web site’s support page for more information. You first download the SSID Request File Validation application from the SSID web site. Also, download the data files. These files should be installed in the same directory that the application is installed into. Please see the link titled ‘Latest Data Files’, from the SSID web site’s support page for more information. All files must pass the SSID Request File Validation application or they will not load into the SSID system for processing.

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Open the SSID Request File application tool downloaded in the prior step. Click on “Select File”, browse to the SSID Request File location, select the SSID Request File and then select “open”. Select “Validate File” on the main SSID Request File screen. File Validation processing will begin. The file will be loaded, and then each field will be validated in each row. After validation the file’s status will be shown. If the file status is “File Passed Validation” then proceed to upload it to the SSID web site. The status for each row in the SSID Request File will be displayed in the application. By clicking on the “Save Displayed Results” saves the rows in multiple file formats for review and convenience. All validation errors must be fixed prior to uploading the file to the SSID system.

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In order to save the validation results in PDF format you must download and install the Ghostscript software from the support page of the SSID web site.

Step 3 - Uploading SSID Request File

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Log in to the SSID web site and select the “Upload Request File” on the left side under “File Maintenance”. Now click on the “Browse” button on the right side under “Request File Name” and navigate to the file created in the first step and which has also passed the validation without any errors. Then select the “Upload” button. This will load the file into the SSID system. After the file has been uploaded, the file-processing status can be checked using the “Review File Processing” link under “File Maintenance”. After the file uploads, a successful message appears and the file appears in the “File Processing” screen with its current status.

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After an SSID Request File has been uploaded, the file may have errors. If the file has errors while processing then a status of “Action Required” will appear next to the file name. Click on the file name with status of “Action Required”, this will enable the “View Errors” button. Click on the button to view the errors. You can click on the “Cancel Errors & Re-Process” to cancel the rows that had errors and process the file without these rows being posted. The SSID Response File will be created by the system. Now click on the “Reprocess File” button to submit file for re-processing. You can also browse through each error and either create a new student, cancel row or resubmit row. If the errors are not rectified, then the errors will prevent the file from being completed. Also, files can be cancelled before they are processed. Step 4 – Downloading an SSID Response File

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After an SSID Request File has been completely processed and posted to the SSID database, an SSID Response File is created by the SSID System. Clicking on a completed file to select it and then clicking on the Download button can download SSID Response File. Save the file on your computer (make sure to remember where the file is saved on your computer). For each row that was in the request file, there will be a corresponding row in the response file. Each corresponding row will include the requested row’s result. Please see the document titled ‘SSID File Format Specification’, from the SSID web site’s support page for more information on response file results.

Step 5 – Synchronizing the SIS system with the SSID Response File

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After logging on to your SIS system, click on the “UT Audit/Uploads” button to go to the “Utah Uploads” screen. Select “SSID Process” from the list to open the “State Student Identifier (SSID)” screen. Click on the box (with three dots) to the right of “Get Response File”, under the heading “Process Response File from SSID System”. A popup screen will say, “Access is denied”, ignore this select ok. Then select “My Computer” from the options available. Ignore the first five options available and select the C drive or any other drive to browse to the file saved in step 4. Select the “Update SIS System” and then click on the “Update SIS” button near the bottom of the screen.

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Follow this same 5-step procedure for NEW, VERIFY and UPDATE requests. You can also verify, retrieve or request new SSID numbers in the SSID system, and then enter them directly into your SIS databases by manually finding the student and then entering the SSID number using the SIS Student Editor module. The UPDATE SSID Records request is for correcting data like student name changes, birthdays, ethnicity, etc., that have been changed in the SIS system and that need to be passed to the SSID system. Thanks to Lisa Lindgren, Carla DeVita and Valerie Davis, of USOE District Computer Services, for their expertise in detailing the SSID process for SIS users. Valerie’s documentation is at http://www.schools.utah.gov/sis2000/quick.htm

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Follow this link to download the complete SSID Training manual from USOE Computer Services https://ssid.schools.utah.gov/SSID/res/docs/USOE_SSID_User_Manual.pdf. If you need additional assistance to complete the SSID process, contact your SIS specialist or SSID support person, Lisa Lindgren lisa.lindgren@schools.utah.gov at (801) 538-7637. If you don’t know who your SIS Specialist is, contact Derek Howard, District Computer Services Manager, at (801) 538-7614 or derek.howard@schools.utah.gov. You may also contact Ram Prasad Boppana for assistance at (801) 5968489 or (801) 865-8206 and ram@cityacademyslc.org.

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