(Click on a question to see the answer)
The short answer: Yes and No
The long answer: On October 19, 2012, the Arizona Data Governance Commission directed the Arizona Department of Education (ADE) to use Ed-Fi as the Agency’s internal physical data model. The agency originally committed to fully implementing AzEDS by July 1, 2015; however, it was determined that not all LEAs and vendors could be AzEDS-compliant by that date to meet this Data Governance Commission directive. Instead, FY17 is a year of transition, allowing LEAs and ADE to work together to test AzEDS while SAIS remains the system of record.
Short Answer: Yes – Eventually
Long Answer: Beginning on July 1, 2015, AzEDS and SAIS will run in parallel using a “single submission, dual reporting” model. This means that each LEA will submit data using either AzEDS or SAIS, but ADE will provide reporting through both AzEDS and SAIS and continue to calculate school payments using SAIS. This will give LEAs and ADE time to not only transition to AzEDS, but to also ensure all calculations and reporting is accurate before the final switch over to AzEDS. SAIS will continue to be the “database of record” until July 1, 2016.
AzEDS Reports and System Portal
AzEDS reports can be accessed in the portal by clicking Reports at the top of the screen. The Verification Dashboard is listed next to the reports to provide current student count numbers.
Click here for the Quick Reference Guide to learn how to visit the Status Page.
Refer to the AzEDS Reports page for report descriptions, instructions, and a release calendar of future reports. This page is updated to also reflect updates, changes and issues.
-Verification Reports: Pre-integrity reports that display all data submitted to AzEDS, regardless of correctness.
-Transmission Reports: Pre-integrity reports that help discern if data submitted to AzEDS was successful.
-SAIS to AzEDS Reports: Pre-integrity reports to discern if AzEDS-submitted data was successfully submitted to SAIS.
-Integrity: The Integrity report is available to LEAs but is still under development to improve performance and stability.
- Even as we are working toward a nightly run, Integrity is currently being run once a week and takes approximately 72 hours to complete.
- The goal is to run Integrity nightly, but the high volume of data in the AzEDS system is currently preventing that.
- Integrity rules continue to be developed and tested, which means that the Integrity Report also remains under development.
- Performance and stability enhancements to the Integrity Report will be deployed every two weeks.
- These deployments are documented on the AzEDS Technical Documentation webpage in the AzEDS Reports Deployment Matrix section.
- Before running the report, we strongly recommend referring to the AzEDS System Status Portal to confirm that Integrity was run as scheduled; if the process did not run, the report will not be updated.
- The AzEDS System Status Portal is available in ADEConnect.
- f you find errors on your INTEG-15 report, please refer to the AzEDS System Status Portal above to make sure the Integrity process has run and has updated the data in the report.
- Performance and stability enhancements to the Integrity Report will be deployed every two weeks.
- Remember, funding is still based on SAIS data for FY16.
- SAIS functionality necessarily takes priority over AzEDS enhancements.
This page can be navigated to by going to the ADE home page (www.azed.gov), clicking on AELAS (www.azed.gov/aelas), clicking on AzEDS (www.azed.gov/aelas/azeds), then clicking on AzEDS Reports, Rules & System Portal (www.azed.gov/aelas/azeds/azedsreports).
FY16, FY15, and FY14 will be in SAIS. To find your School Finance Account Analyst, please refer to this link: http://www.azed.gov/Administrators/SF/Lists/LEAAccountAnalysts/AllItems.aspx..
b. The AzEDS to SAIS process still runs, although LEAs can opt out and ADE IT will no longer fix errors identified in this specific process. The TRANS11 report in ADEConnect will help an LEA to reconcile their SIS and SAIS after transition. For further assistance with timing and data in SAIS, contact your Account Analyst.
Please see the integrity rules posted on the AzEDS Reports & System Portal web page under the Rules tab.
Navigate to this page by going to the ADE home page (www.azed.gov), clicking on AELAS (www.azed.gov/aelas), clicking on AzEDS (www.azed.gov/aelas/azeds), then clicking on AzEDS Reports, Rules & System Portal (www.azed.gov/aelas/azeds/azedsreports).
If the tuitioned-out school is not a district school and permission to upload is denied, contact School Finance to add the school as a “dependent school” within Enterprise. This applies to Headstart programs.
|Northern Mariana Islands||MP|
|US Virgin Islands||VI|
|US Minor Outlying Islands||UM|
Do not submit UNKNOWN for the birth state, as this will result in an integrity error. NULL is an accepted value for students born outside of the US/US Territories.
However, this process will retire in FY17 since separate STC transactions will not be necessary with AzEDS.
Although the idea of a REST API may sound intimidating, it really is as simple as checking your email using a web browser.
- Weekly submission is recommended. Each LEA sets its own submission schedule, which in turn determines what “near real-time” means for them. ADE recommends that LEAs submit data at least weekly and do so daily, if possible.
- Validate data before submission. In order to reduce submission errors, ADE recommends that LEAs validate data before submitting it. For example, validating that a student is enrolled before that student’s attendance is submitted.
NOTE: ADE does not have insight into the configuration options available in each SIS; LEAs are encouraged to work with their SIS vendors regarding these settings.
- LEA Responsibility — Use the SAIS Code A (SEI) in place of the new FY 2016 ELL Program Codes:
A4 (SEI 4-Hour Model), A3 (SEI 3-Hour Model), and A2 (SEI 2-Hour Model).
- No Action Required — The data will be copied into the AzEDS database using the new ELL Program Code A4.
- LEA Responsibility — When the LEA switches to the new AzEDS system, they must revise the A4 entries to the appropriate ELL Program Codes A3 or A2 (if applicable), or leave the ELL Program Code as A4.
- LEA Responsibility — Use the SAIS ELL Program Exit Reason Code 3 (Withdrawn by Parent Request) in place of the new FY 2016 ELL Program Code PW (Parent Withdrawn ELL).
- No Action Required — The data will be copied into the AzEDS database using the new ELL Program Code PW.
When using AzEDS:
- No Action Required — New FY 2016 ELL Program Codes: A4 (SEI 4-Hour Model), A3 (SEI 3-Hour Model), and A2 (SEI 2-Hour Model) will be submitted into the AzEDS database accordingly.
- No Action Required — The data will be copied into the SAIS database using the SAIS Code A (SEI).
- No Action Required — New FY 2016 ELL Program Code PW (Parent Withdrawn ELL) will be submitted into the AzEDS database accordingly.
- No Action Required — The data will be copied into the SAIS database using the SAIS ELL Program Exit Reason Code 3 (Withdrawn by Parent Request).
- Submits a Student School Association using the State Student ID, School ID (where the service is provided), MembershipTypeDescriptorID = “P”, EntryDate = beginning of the service, EntryGradeLevelDescriptorID = Grade Level, and the appropriate calendar track.
- Submits a Student School Association Tuition Payer using the State Student ID, School ID, EntryDate = beginning of service, PayerStartDate = beginning of service, and TuitionPayerDescriptorID = 2
- Submits a Student Education Organization using the State Student ID, School ID, Start Date of the service, EducationOrganizationID = District of Residence Entity ID and Responsibility Descriptor = 3
- Submits a Student Need
- Submits a Student Special Education Program Association
Vendors have programmed their SIS to comply with the process listed above.
In other words, the ID generated for a parent is strictly used for back-end, technological purposes.
Beginning in FY 2016, ADE will upgrade identity management to take advantage of the increased capabilities offered by AzEDS. Existing SAIS IDs will continue to be valid; they will simply be referred to as State Student IDs to match newly created IDs.
A new application—AzEDS Identity—allows ADEConnect users to search all existing State Student IDs (including SAIS IDs). The SAIS ID Search application in Common Logon was deactivated at the end of August 2015.
Please select a panel below to read more about State Student IDs.
Note: When entering a student name into the SIS, the name should read exactly as stated on the birth certificate. This will prevent duplicate identities and assure better search results.
- Make it easier to find existing IDs
- Simplify the process of creating new IDs
- Reduce the amount of duplicate entries
The process for creating a new State Student ID is consistent and simple.
- The user first checks for an existing identity using either their student information system’s (SIS) built-in search function* or using the new AzEDS Identity application in ADEConnect.
(*When a new student is entered, the SIS checks the AzEDS Identity database to see if that student already has a State Student ID.)
- If none of the returned identities matches the student being enrolled, a new identity is created using the SIS.
- A new State Student ID number will automatically be generated.
- Once the student’s enrollment is submitted via SAIS or AzEDS, the State Student ID is permanently recorded.
Tip: If an exact match is not immediate found when searching for student, type in only the first 4-5 letters of their last name and conduct the search again. This will query up a larger list of potential matches.
|AzEDS Policies & Procedures|
|11/18/2015||Submitting Data for Tuitioned-Out Students|
|11/18/2015||Entering Student Legal Names|
|Answers from 12/11/2015 ASCUS Meeting|
|2/11/2016||ASCUS Answers – General Recurring|
|2/11/2016||ASCUS Answers – Synergy|
|2/11/2016||ASCUS Answers – PowerSchool|
|2/11/2016||ASCUS Answers – SchoolMaster|
|2/11/2016||ASCUS Answers – Infinite Campus|