Spring Data Conference, May 25, 2005


Date: May 25, 2005

Time: 8:30 a.m. - 4 p.m.

Location: Nebo Learning Center

570 South Main, Springville, Utah 84663

Phone: (801) 489-2833

The purpose of this meeting is to facilitate cooperation and coordination among the Utah State Office of Education (USOE), districts and charter schools to further the efficient, accurate and timely exchange of school performance data. This agenda and all the information presented during data meetings will be available on the USOE Information Technology website.


Wednesday, May 25, 2005

8:30 a.m.

Continental Breakfast

9 a. m.

Introduction, Statewide Student Identifier System (SSID), 2005 Clearinghouse and USOE Warehouse -John Brandt, Computer Services

Introduction and description of the goals of the meeting. 

Increasingly, decisions about public education are depending on quality data. Political pressures for joining of more student level data sets and the requirements for longitudinal data studies, in particular as they relate to U-PASS, have made an SSID imperative. Along with the USOE Clearinghouse, Warehouse and data extracts coupled with decision support tools such as Cognos, a core set of key components for ensuring quality data and useful information are evolving. Goals: mandate for SSID, including board rule and Utah Code 53A-1-301(e), SSID processes, tools, schedule.

Some other states have very recently implemented statewide student IDs. The design we are implementing is based, in part, on work done by other state such as Colorado and Oregon. The Statewide Student ID system should be operational in the fall of 2005. Districts should be ready to submit data to the USOE with SSID by Jan 1, 2006.

Even this new SSID system will depend on the matching of student characteristics or attributes. The difference is that now we are going to do this proactively by identifying problems before critical data submissions are made such as year-end Clearinghouse and CRT pre-prints. Currently such problems only present themselves in July when it is too late to correct errors.

Districts and charter schools will need to do a number of things to implementation SSID.

  • 1. A ten character field must be added to the local SIS master student record to store the SSID at the LEA level.
  • 2. Batch Request or "Match" files must be able to be submitted by LEAs on an as needed basis.
  • 3. LEAs must be able to update local SISs with the SSID for each student record in the submitted Request file that was given a status of "Match" or "No Match". Either the student attributes or the LEA student ID can be used as criteria for this update. These records will be returned to the LEAs in Response or "Matched" files.
  • 4. "Possible" matches must be reconciled either with a state provided online interface(s) to the state master SSID database, or by repeated Request/Response file submissions and retrievals.

Even if a student provides their SSID as they move to a new district either via transcript or other means they must still be matched via an online interface or a batch Request file submission.

Although it will be especially critical that all students achieve a Match or No Match before SSIDs are submitted with Clearinghouse files, testing pre-prints or all-student files, districts will be encouraged to submit all students, new or old, in each Request file. This will help guard against two students with identical attributes getting the same SSID and a student having multiple SSIDs because attributes were not reported consistently. Algorithm based on matching attributes (name, DOB, gender) and other attributes such as grade level, district, time stamps, and history records will help alert districts and state of such errors.

The original deadline for SSIDs to be operational in all LEA's SISs was for the Spring 2006 CRT pre-print files and the following 2006 Spring Clearinghouse submission. Due to changes in U-PASS the USOE is now asking that all LEAs be ready have SSID assigned to all their students and be ready to submit student level files for the February 2006 UBSCT administration.  

9:15 a.m.

SSID Processes, tools and schedules (User Manual & Web site) - Brad Loveland, Comsys

Distribute documentation.

Thanks to those who have already sent SSID Request files.

Sign-up form

  • If attendees fill this out before lunch, you will be able to participate in a “hands-on” workshop in the afternoon.

SSID System Overview (Background)

SSID Web Site (part of the process)

Manual vs. Automated (batch files) processing

Types of SSID Requests


File Formats

System codes

SSID Request File Validation Application

LEA SSID checklist

SSID System Security

SSID Web Site (Overview with user manual)


Home page / main menu (Navigating the website)

File Maintenance

Student Maintenance

User Maintenance

Support: ssid [at] schools [dot] utah [dot] gov (Email), Phone: (801) 538-7501.


SSID Demonstration (with/without File Errors)

Create SSID Request File

Installation of SSID Request File Application (show links)

User SSID Request File Validation Application to check file

  • File with no errors
  • File with errors

Login (with/without errors)

File Maintenance

  • Upload SSID Request File
  • Monitor SSID Request File
  • Managing Errors using View File Errors
  • Reconciling/Canceling Rows
  • Cancel Errors and Reprocess File
  • Downloading SSID Response File (View Response file results)

Student Maintenance

  • Searching for students
  • Retrieving Students (transfers)
  • New Students
  • Updating Student (Student History)
  • Merge multiple student records

User Maintenance

  • Change Passwords
  • Updating User Information
  • Creating new LEA users 

10:30 a.m.


10:45 a.m.

SSID Processes, tools and schedules (User Manual and Web site) - Brad Loveland, Comsys

Continuation of 9:15 items.

11:45 a.m.


You are on your own for lunch. Some restaurants are along Main St., others are at the freeway exit.

1 p.m.

SSID Hands-on Demos and Question and Answers - Brad Loveland, Stuart Schroeder, Casey Loveland, ComSys


3 p.m.

2005 USOE Clearinghouse Review and Questions - Bruce Hudgens, Computer Services

For school year 2004-2005 AYP is scheduled for release by August 15. This will require that clearinghouse and CRTs be very accurate on the first submissions.

Detailed explanation of what changes are required for the submission of Clearinghouse data for the 2004-05 school year have been distributed and discussed in past meetings. Due to mandates for ever faster turnarounds, July 15 will be a strictly enforced deadline this year. No data will be accepted after this data. Your AYP and U-PASS reports will be determined by the data we get by July 15. The same principal applies to CRT scores. All errors must be corrected no later than July 15. The mechanics of submission, including any changes to the file structure and new fields or changes to existing fields,have been reviewed along with edits and submission. Reasons for these mandated changes have also be addressed, adding insight into the effect they might have on future data gathering and reporting efforts at the state and local levels. Two significant changes involved the handling of graduation/dropouts and reporting of concurrent enrollment.

3:30 p.m.

2005 USOE Warehouse Review and Questions - Jerry Winkler, Computer Services

There are seven basic keys to data quality. Accuracy, integrity, consistency, completeness, timeliness, validity, accessibility. Both technology and program people must take responsibility for data quality.

In order to have high participation rates for AYP there must be consistency between the district, school, first name, last name, DOB and gender reported in the Clearinghouse data and the preprint/all-students files used in CRTs. In the USOE Data Warehouse, from which data are extracted for NCLB/AYP and U-PASS, demographic data are joined to test results based on these six fields. In order to have accurate data for your LEAs you must insure the data, on a student-by-student basis, submitted to the Clearinghouse matches the data submitted in the preprint/all-students file for CRTs. Schedules must also be maintained.

For NCLB/AYP (Adequate Yearly Progress) and U-PASS data are being disaggregated in ways that have not been done before at various levels (e.g. highly qualified teachers, class size). This puts new pressure on getting the content of student and course level data correct.

Correctly following test form submission procedures is imperative for accurate and complete test scoring. Changes in CRT Testing Procedures for 2005 and how they relate to U-PASS and AYP requirements will be reviewed. For example, again in 2005, there will be no such thing as an unknown student. Students on answer documents must match students on the all-student file.

Every S1 (student) record in the Clearinghouse file must be associated with a school officially recognized by the USOE. The Institutions and Schools tables in the CACTUS database are the authority for determining the district numbers and school numbers that should be used for reporting data about a school.

  • Core Codes

Course data in the clearinghouse and elsewhere must continue to conform to the 11 digit core course codes used in CACTUS. The guiding principle is "best fit". UEN has a Web site and database of all core standards, objectives and indicators for use in the classroom. Tables of these codes can be downloaded for local use. SIS systems are now integrating the core codes into gradebooks.

District research disk/extract files from the warehousewith CRT data have been improved and revised for 2005.

Limited English Proficiency data was problematic last year, and needs to improved for this year to more adequately meet Federal reporting requirements.  

4 p.m.

USOE and LEA Communications, Miscellaneous Items, Revised Schedules - John Brandt, Computer Services, Jerry Winkler, Computer Services

District participation in monthly warehouse meetings has been helpful. How can USOE facilitate better communications with Leas? Can better central communications help. Last February districts were asked to designate a primary data coordinator/contact within each LEA, along with e-mail address, phone and title. Would formal data coordinators help?

The USOE also needs to be clearer about the problem resolution process. We are working on a directory of who to call with what type of questions and an escalation tree. 

Thank you to everyone form making time in your busy schedules to participate in this meeting.