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, Integrity, and Aggregation.

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.
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.

AzEDS Transition

How will LEAs know that the Counts in AzEDS are Accurate?
LEAs can reconcile the STUD10, ELL10 and SPED10 reports to their SIS. ADE is working on the AzEDS ADM report to allow LEAs to reconcile in AzEDS.
How will ADM be compared to Last Year, and How will Variance be Determined?
In the next few weeks LEAs will be able to compare the ADM output against the current year ADM in SAIS.
How does Current-Year Funding work, and What is the Impact when Transitioning to AzEDS?
The current year funding model dictates that monthly payments be sent to districts or charters based on the student data submitted to ADE that same school year. Charters are already on this system and districts are moving to it. That said, the switch to current year funding has absolutely nothing to do with the transition to AzEDS; it is simply a coincidence that both are happening this year. Whether student data is submitted to ADE via SAIS or AzEDS does not affect the funding model.
Where can LEAs go to find the Business rules for AzEDS?
The business rules for AzEDS are posted on the AzEDS Reports & System Portal web page under the Rules tab.

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).
How will 15-915s be done?
For information related to 915s in SAIS or AzEDS, contact School Finance : 602-542-5695. Information related to 915s can be found through this link: http://www.azed.gov/finance/files/2011/06/15-915-guidelines.pdf.

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..
LEAs have been told if they have Outstanding 15-915s, they cannot Transition to AzEDS. In light of this direction, What should LEAs with Outstanding 15-915s do?
That direction has been changed: If you have an outstanding 15-915, you can transition to AzEDS. Please note, if you are concerned about your open 915 and your upcoming transition, schedule a call with your School Finance Account Analyst and your SIS vendor to talk about options. That said, all LEAs must transition to AzEDS by June 30th.
What is the Expected Timeline for 15-915s when the SF Analyst has Closed the Request?
All 915s are different, please contact your Account Analyst for specific information.
ADE is still doing the AzEDS to SAIS process, will the SAIS to AzEDS process continue to exist?
a. The SAIS to AzEDS process has been turned off.

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.
Are Manual Files still accepted via SAIS; If LEAs need to make corrections in AzEDS, Can they submit via SAIS Online, or Create a File in their SIS and submit via Batch?
If an AzEDS LEA needs to make a correction that isn’t syncing the way they want it to, the LEA can contact their Account Analyst to talk about SAIS options. Batch files may be possible; the LEA would have to work with their vendor.
What kind of Testing are LEAs able to do once Transitioned to AzEDS?
In the coming weeks, LEAs will be able to see AzEDS ADM output through the available reports.
How can LEAs Balance FY16 data in SAIS?
Compare students in the SIS to an SDADMS 72 in Common Logon. For further support, please contact your Account Analyst.
AzEDS uses Track 1 for AOIs and SAIS uses track 0; How will these students get updated? What are the Business/Integrity rules for AOIs and tracks?
AOI students should be submitted with a Null track.
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).

What Required Elements must LEAs update in their SIS in order to Transition to AzEDS?
From the ADE Website, through the AzEDS link, LEAs will find a wealth of information related to AzEDS. The AzEDS Transition web page provides the necessary information regarding the move to AzEDS. Specific steps for transitioning from SAIS to AzEDS are found under the Making the Move to AzEDS tab.
Are Charter Schools Permitted to Transition?
The temporary halt on charter school transitions has been lifted. All LEAs, including charters, must complete the transition to AzEDS by June 30, 2016.

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



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.

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 FY 2016 ELL Program Codes
When using SAIS:

  • 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).
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.
Needs Only Students
To submit a Program Only student (a student receiving services without a public school enrollment), the Vendor SIS does the following:

  • 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, EntryTypeDescriptorID = Null, 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.

Responsible Party/Parent Fields and Unique ID
Each time a new person is created, including a responsible party/parent, the REST API creates a corresponding Unique ID. However, the only fields required when creating a responsible party/parent are First Name and Last Name. The Sex Type and Birthdate fields are not collected by the REST API. Because only name fields are collected, the REST API cannot search to see if a responsible party/parent has a pre-existing identity; each time a student is enrolled in a school and a responsible party/parent is created, a new Unique ID is generated for that person.

In other words, the ID generated for a parent is strictly used for back-end, technological purposes.

State Identities

State Student 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 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.

Helpful Guides

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.

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

How will the State Student 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 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.

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
6/30/2016 ASCUS Answers From Spring 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