How to Avoid Creating Duplicate Student IDs
- Fri, Jul 29 2022 •
- Data Hot Topics
Every new school year, the School Finance Analyst Team observes an increase in duplicate State Student IDs reported. Creation of duplicate student IDs can lead to incorrect funding and be time consuming for districts, charters and the School Finance Analyst Team to resolve. Please read the information below to avoid creating duplicate student IDs this year.
A State Student ID (SSID) is a unique identifier used to report student data to AzEDS. An SSID is also known as an EdFI ID, SAIS Number or AzEDS ID. To prevent creating a duplicate SSID, please ensure you are researching the student’s ID history.
If a new student is enrolling in your charter or district, review the student’s records thoroughly to determine if an SSID has been previously assigned. If a student has previously been educated in an Arizona public school they will have an SSID assigned.
Per A.R.S § 15-828 an acceptable document to enroll a student includes:
1. A certified copy of the pupil's birth certificate.
2. Other reliable proof of the pupil's identity and age, including the pupil's baptismal certificate, an application for a social security number or original school registration records and an affidavit explaining the inability to provide a copy of the birth certificate.
3. A letter from the authorized representative of an agency having custody of the pupil pursuant to title 8, chapter 2 certifying that the pupil has been placed in the custody of the agency as prescribed by law.
If your Student Information System (SIS) searches SSIDs but multiple possible SSIDs are returned, utilize the AzEDS Identity Tool to validate you are choosing the correct SSID. Do not select an SSID in your SIS without further research. If multiple SSIDs populate, please report the IDs via Help Desk so the duplicate SSIDs can be retired.
If you are still uncertain about which SSID to select, review the student’s records if applicable. The Official Notice of Pupil Withdrawal Form will have the SSID listed on the form from the previous school.
If no results are returned for assigning an SSID from your SIS, please ensure you have exhausted all possible resources before assigning a new SSID.
Review students records
Verify the name was reported correctly
Check for misspellings, multiple last names, name order, hyphenation, etc.
Utilize the AzEDS Identity Tool
Contact the student’s previous school for additional information. Contact your SIS for additional support
- Create a HelpDesk ticket to request assistance on choosing the correct SSID