AzEDS: Answers

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Answers

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General Information

Will Arizona use AzEDS and Ed-Fi in the 2015-2016 school year?

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.

Will SAIS be completely replaced?

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

What is the AzEDS System Portal?
The AzEDS System Portal is a new feature that is currently under development. The default screen is the AzEDS Status Page, which displays the status of the overall system and all related processes, such as AzEDS-to-SAIS, SAIS-to-AzEDS, and Integrity. Soon, Aggregation status will also be added.

AzEDS reports can be accessed in the portal by clicking Reports at the top of the screen.

Click here for the Quick Reference Guide to learn how to visit the Status Page.
What AzEDS Reports are Available, and How can I find Information?
The following are descriptions of current AzEDS reports, available via AzDash (during FY16) and the System Portal.

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.

Currently:

  • 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.
    • 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.

  • Remember, funding is still based on SAIS data for FY16.
    • SAIS functionality necessarily takes priority over AzEDS enhancements.

Data Submission

Private School SPED Services (“Tuitioned-Out Students”)
Click here for the process guide on submitting data for “tuitioned-out” students.

These are students attending private schools for specialized educational services.

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.

Birth States for Students born Out of the Country
Students born outside of the country do not need to report a birth state, unless their place of birth was within one of the following US Territories. In these situations, submit the Birth Country (Birth Country Code) as US, and the Birth State (Birth State Abbreviation) as shown:

Territory Code
American Samoa AS
Guam GU
Northern Mariana Islands MP
US Virgin Islands VI
US Minor Outlying Islands UM
STC Data
During FY16, STC data must still be submitted for 40th day, 100th day, and End of Year Data. Submissions must be uploaded using the State Reporting Manager.

However, this process will retire in FY17 since separate STC transactions will not be necessary with AzEDS.

What is a REST API?
The REST API (application programming interface) is a back-end interface that allows any amount of information to be securely stored and retrieved using the internet. Since REST APIs are always in the back-end, they go unnoticed even though they surround us on a daily basis.

Examples of REST APIs
Facebook, Twitter, Amazon, and online banking: they all use REST APIs to transfer data. Last time you saw a doctor, did they write a paper prescription or send one to the pharmacy in a real-time transaction? The medical field is quickly relying on APIs to communicate information to pharmacies, insurance companies and other doctors. Since all the aforementioned APIs hide behind a web browser, most users are none the wiser.
AzEDS REST APIs
The AzEDS REST API will work similar to the examples mentioned above. Users will continue to use their SIS to create, modify, delete and search school and student data. Some vendors may have had to reconfigure their SIS to accommodate the new back-end. These changes should be minimal. Vendors will provide any necessary training to their clients to help ensure that the transition to this new behind-the-scenes technology is as smooth and simple as possible.

Although the idea of a REST API may sound intimidating, it really is as simple as checking your email using a web browser.

Recommendations for Data Submission
LEAs are able to configure the schedule for when their data will be submitted (pushed) via the AzEDS REST API. ADE makes the following recommendations regarding schedule and submission configurations:

  • 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.

Aggregation
ADE is still working on the Aggregation components and have yet to determine the aggregation execution date and time.
Discipline
The rules for providing discipline will not change. Discipline will continue to be reported via AzSAFE until ADE provides updates on additional applications. The plan is to include Discipline data in the student-data transmission eventually. We do not know when this will occur.
New FY16 ELL Program Codes
When using SAIS:

  • LEA Responsibility — Use the FY15 code A (SEI) in place of the new ELL FY16 Program Codes:
                                              A2 (SEI 2-Hour Model), A3 (SEI 3-Hour Model), and A4 (SEI 4-Hour Model)
    • No Action Required — The data will be copied into the AzEDS database using the new code value A2.
    • LEA Responsibility — When the LEA switches to the new AzEDS system, they must change the A4 entries to the correct codes (A2, A3) or leave them as A4.
  • LEA Responsibility — Use the FY15 Exit Code ELL03 (Withdrawn by Parent) in place of the new ELL FY16 Program Code, PW (Parent Withdrawn).
    • No Action Required — The data will be copied into the AzEDS database using the new Program Code PW.

When using AzEDS:

  • No Action Required — New ELL FY16 Program Codes, A2 (SEI 2-Hour Model), A3 (SEI 3-Hour Model, and A4 (SEI 4-Hour Model) will be submitted to the AzEDS database properly.
    • No Action Required — The data will be copied into SAIS database using the FY15 code A (SEI).
  • No Action Required — New ELL FY16 Program Code, PW (Parent Withdrawn) will be submitted into the AzEDS database properly.
    • No Action Required — The data will be copied into the SAIS database using the FY15 Exit Code ELL03 (Withdrawn by Parent).
Register ID
The Register ID is a required SAIS field that identifies a subgroup within a grade level, such as a specific class. This element will not be collected in AzEDS. When data is submitted via AzEDS and copied into SAIS, it will record a default Register ID of 001 or 000.

State Identities

Student State ID & AzEDS Identity

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 Student State 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.

Helpful Guides

Please select a panel below to read more about Student State 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.

Click here for Guidelines & Best Practices for Student Legal Names.

How will the Student State ID be different than the SAIS ID?
All State Identities will be stored in a centralized database. Each vendor has programmed their SIS to be able to search and add to this database. Creating this will:

  • Make it easier to find existing IDs
  • Simplify the process of creating new IDs
  • Reduce the amount of duplicate entries
What Is the Process for Creating a State Student ID?

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 Student State ID number will automatically be generated.
  • Once the student’s enrollment is submitted via SAIS or AzEDS, the Student State 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.

Staff State ID
Similar to students, teachers will also have a State ID number that is stored in the centralized database. However, unlike students, there are no-preloaded staff ID numbers.

How will the Staff State IDs be Assigned?
Each vendor has programmed their SIS to search the centralized database for existing identities. Before an LEA or school can add a teacher, they must conduct a search (using name, gender and birthdate) to see if an identity already exists. The SIS will return any matching, or potentially matching, results. If none of the matches are correct, the SIS will offer an option to create a new identity. A new 8-digit number will automatically be generated. Once the staff member is added to the school, the identity is saved in the database.
Will this Replace the Stakeholder ID?
The Educator Stakeholder ID is still a separately required ID for Highly-Qualified Teachers. When adding a teacher, this ID can be inputted into the teacher’s data. This ID is independent and cannot be used to search for a Staff State ID.
Do Non-Teaching Staff need a State ID?
At the present time, ADE does not require non-teaching staff members to have state IDs.

Resources

AzEDS Policies & Procedures
Date Document
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