SWG 2022-12-01 Meeting

Participation

The meeting was held 2022-12-01  1:00Pm -2:15pm CT via WebEx

Link to Meeting Recording

Agenda and Notes

• Question from SC - We're interested in understanding if other states are using the Identities API and the source of their Student and Staff Unique IDs. We use Escholar, and they are not moving forward with Identities integration right now. We're also wondering if other states use Escholar and have had any success motivating action in that area.
  
  • Multiple data source feeding into Ed-Fi ODS
•  Establishing the Unique Identifier (see PPT)
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• New issue: State-wide virtual school that students enroll into. Students may not know their unique ID - want to find a way to eliminate double entry into virtual school SIS and home school SIS - 
• What are other states doing to resolve problem of unique identifiers?
•  WI 
  • Custom id creation code that checks to prevent duplication
  • Identity API that’s part of Ed-Fi that is really a set of interfaces for search and create
  • Programmer's Guide for the Identity API: https://wisconsindpi.atlassian.net/wiki/spaces/widpiedfi/pages/6685927/Programmer+s+Guide+for+Student+Identity+Integration 
  • WISEid App: 
  • https://dpi.wi.gov/wise/wiseid
  •  Merged IDs are reported back to end-user
  •  Vendors have to do cleanup when duplicate ID is removed
  • Unique ID is used for student count and funding (WI is working on this)
• WISE id system for unique identifier
• PowerSchool does integrate for WI but have to do all of hooking up yourself
• There is a front-end website on PowerSchool for you to upload files and generate but want everyone to use identity API which finds students in the SIS and processes from there. 
• We have thorough user guides and pages - can post links that have screenshots.
• Does WI resolve near matches using this system? There are a number of workflows built into the WISE ID system for SIS vendors. SIS will do the search, if can’t find, send search token to create a new code
• WISE system will identify similar codes that may be a duplication for the same student. Some changes such as changing birthdate have manual approval.
• KS
• Kansas has app in state level portal system with student “claimed” in districts; a stand-alone application; can do demo for SC and others
• GA
  •  Stand alone app - Do logic fuzzy search 
  • EC have option to use system for unique ID interfaces
  • 15-days old can be assigned ID for funding
  • Student search and match to decide to go with match or create a new ID
• I do not have any Ed-Fi centric suggestions or solutions, but let me know if you would like to talk with my team about our current homegrown app that requires districts to claim a student from another system or set up a new student (thus creating the unique ID).
•  Is it an EC system that is hooked up
• DE  
  • Delaware does something not dissimilar- we have a home-rolled product that does name, dob search to find kids and assigns new IDs which is integrated via a custom with eSchoolPlus. We have kicker lists for duplicate IDs. Delaware uses commercial product for name search with bank of new IDs and can see if student has been registered before
  • Does this go in the Ed-Fi ODS system?
    • No. It was created before Ed-Fi. Unique ID is hooked to the SIS.
    • SIS has the ID that is posted into the unique ID
    • EC - can go on the website (pre Ed-Fi)  to find the student’s ID
•  NM  
  •  New Mexico uses an API for identity management
•  IN 
  • Indiana is releasing Ed-ID on 12/15 and we are using elastic search (?) with our requirements on matching is set pretty tight to allow a creation of a new ID 
  • Demo 
    • Ed-ID (Identities API) Identifying the appropriate ID for a student 
    • Leveraging ODS through student_school_assocation record
    • Run validation against school sets
    • There are many cases when different schools need access to a student’s records including historical data
    • Have used manual processes and switching to API implementation on Dec. 15th
    • Architecture - part of our Master Data Management and managing student and staff identities all in those structures; every request gets submitted and will either be auto-approved or needs manual review before approval or denial. 
    • Have a portal with manual interface - other agencies beyond DOE including into workforce all have access to this with credentials to the API with some organizations.
    • Data pumps from master data management into ODS. Pulling all identities into current year ODS to stay in sync. Can post to student or staff resources in the ODS with security set up not to accept record and post unless in our data management. If no match, will get an error message on mismatch to ID they are providing. 
      • First name, last name, birthday need to match  
      • Next year will also match ethnicity and home language
    • Application algorithm team worked on this for 2 years
      • DoubleLine put in the identify API initially, IN then made revisions
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  • Search screen
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  • Search will return similar matches for end-user to decide if a new code is to be created and submit for approval
    • Schools that don’t have SIS will have option to do bulk submission
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  • Sample mismatch
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• SC  - For next meeting  
  • Ask how people are transferring student records for longitudinal assessment if stored in the SIS. Want longitudinal history without student’s score - how to distinguish between school of enrollment and school for reporting and how this impacts different use cases 
• SC -  
  • Regional Workshop held 2 weeks ago
    • Review dashboard
  • Engage EducationAnalytics to meet with school leaders around the state from 20-25 districts to explain Level 1 errors in PowerSchool and how to resolve
    • Charleston - Able to help them go from 20,000 errors down to 700 
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Next meeting: TBD

Last Update: 28 Feb 2023