03/27/08

S S I D   I N   S I S
Statewide Student Identifier

 

A new District file, SSID, has been created to store the SSID number and the additional fields that are required to assign an SSID.  Two additional SIS screens have been developed for use in assigning SSID's, SSID and SAID.  These two screens are the same, except the SSID screen will display an SSID number if assigned; the SAID screen will not display an SSID number. 

 

§         The SSID screen is designed for use by EMIS Coordinators to see SSID numbers and if needed, to enter an SSID number for a student. 

 

§         The SAID screen is designed for use by building secretaries to enter the data required for assigning SSID. 

 

Both screens contain the following fields:

 

First Name                                          Birth City

Middle Name                                       Native Language

Last Name,                                         Mother's Maiden Name

Name Suffix                                        Polio Immunization Date.

 

 

 

The SSID/SAID screens are used to provide additional data required for assigning an SSID (Statewide Student Identifier).  This only needs to be entered for those students who do not have an SSID.  The majority of your students will have the SSID/SAID screen empty (except Native Language field) and do not need to be updated since they already have the SSID assignment. 

Remember, only EMIS Coordinators have access to the SSID screen.

 

 

REQUIRED FIELDS

The minimum data required on SSID/SAID for assigning an SSID number is:

1.      Legal Middle Name - Or an asterisk '*' if the child has no legal middle name on birth certificate.
 

2.      Birth City - Only the city should be provided and not the State or Country.  If the birth certificate has County instead of City, provide the County. 
 

3.      Native Language

The other required fields needed to assign an SSID are taken from the STUD screen:

First Name
Last Name
DOB
Gender
Ethnicity

HOW TO ENTER DATA ON SAID SCREEN

To create an SAID record you must be in ADD mode.  Change the command mode to ADD and follow these steps:

1.      At the Student ID prompt, enter ID# ( or use Name Search)

2.      Enter the minimum data required on SAID:

           Middle name

           Birth City

           Native Language (pop-up window available for this field)

3.      Press <RETURN> to leave the other fields blank on the SAID screen.

4.      At the cursor prompt “Enter Field Number To Change,” press <RETURN> to SAVE THE RECORD. 

5.      The cursor will be placed at the Student ID prompt, in order to continue adding student SAID records. 

 

After the student’s SAID record has been added, it can be accessed in CHANGE or DISPLAY mode.   

 

 

GIVEN NAME OPTION

The SAID/SSID screen allows you to have the GIVEN NAME field on the STUD screen contain what the student/parent/guardian "want" the student to go by.  The GIVEN NAME entry will be used for report cards, reports, transcripts, etc. 

In this case enter the Legal First and/or Legal Last Name on the SAID/SSID screen, and leave the STUD screen LastName and/or given name as you want it.  The name fields on the SAID/SSID screen are to be filled in ONLY if the name in the last name and/or given name fields on STUD are not the student's legal name, and the user does not want to change the names on STUD for reports.

When the SSID export procedure is run, it will take from the SAID/SSID screen if there is a value in any of those fields. If a field is not complete on SAID/SSID (i.e. first name), it will use the value on the STUD screen.   However, to have the student extracted for assigning of an SSID, you must have the eight required fields completed via STUD and/or SAID/SSID.

DISTRICT FILES

On the SAID/SSID screen the student's name from STUD displays next to their SIS ID.  The standard fields of sex, grade level, status, school year, and homeroom also display across the top of the screen for informational purposes. 

Since this is a district file, if you "scroll through" the file (PF1, next SSID record), records for students who are not in the current SIS building display "?????????" in the information across the top of the screen.  These are students in your district, but not in the building you are currently accessing.  To see data for these students, you must bunny into the student's SIS building if you have bunny access.