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OverviewÌý´¥´¥ÌýResources:ÌýUIAS SIRS-701 Report GuideÌý|ÌýTimeline
Report Review Steps: LEAsÌý|ÌýSupport Steps: RIC/Big 5 UIAS PoCs
UIAS FAQÌý(Frequently Asked Questions)

Overview:ÌýUIASÌý(Unique Identifier Audit Summary) is a reporting tool used by the NYS Education Department (ÌÇÐÄlogoÈë¿Ú) to distribute select audit reports to Local Education Agencies (LEAs) such as public school districts, charter schools, non-public schools and other qualified agents participating in the NYS Student Information Repository System (or SIRS, aka the Statewide student data warehouse).

The UIAS SIRS-701 audit report relies on tracking a student's unique NYS identifier (the NYS Student Identification System ID, or NYSSIS ID) across enrollment locations throughout the State. UIAS SIRS-701 reports are intended to alert LEAs to specific scenarios in which students' enrollment records may be inappropriately aligned with the expected business rules for those enrollment cases (see the UIAS SIRS-701ÌýReport GuideÌýfor specifics). UIAS audit reports currently include:

• Disappearing Students: expected to be continuously enrolled in a given location, but with no re-enrollmentÌýin that locationÌýin the new school year (SY);
• False Dropouts: Students exited as dropouts but who may have subsequently re-enrolled (within a given time frame or in a qualifying location) that would then suggest the dropout code be replaced with a more appropriate exit code;
• False Transfers: Students who were coded as having transferred to a new location but appear not to have re-enrolled under the requirements for that particular type of transfer; and
• Simultaneous Enrollments: Students who appear to be inappropriately enrolled in multiple locations.

UIAS SIRS-701 reports are now provided to LEAsÌývia theÌýL2RPTÌýreporting system. For information aboutÌýeligibility to accessÌýL2RPT, see ourÌýSEDDAS resources page. More details are available in the UIAS SIRS-701 report guide below.

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UIASÌýResources

UIAS Report GuidesÌý|ÌýTimelineÌý|ÌýReport Review Steps: LEAs
Support Steps: RIC/Big 5 UIAS PoCsÌý|ÌýUIAS FAQ

UIAS Report Guide

(The UIAS SIRS-701 report guide is also linked from the main L2RPT Report Guides landing page.)

UIAS SIRS-701 Report Guide

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Timeline (Report Release Schedule)

UIAS SIRS-701 report is refreshed weekly, along with the majority of other L2RPT-based reports. At the beginning of a new School Year, when data populating this report have not yet been loaded to Level 2/SIRS, the UIAS report may be "empty" or unavailable. This can be confirmed by viewing theÌýL2RPT Report Refresh schedule, and should also be communicated by ÌÇÐÄlogoÈë¿Ú to Level 1 Project Managers via the NYSDATA Listserv and/or weekly Level 1 conference call. PMs may in turn redistribute as appropriate to their constituent LEAs through their own L1 CIO/District Data Coordinator (DDC) listservs.

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Steps for LEA review of UIAS reports

Local Education Agencies (LEAs) should review each Unique Identifier Audit Summary (UIAS) report (Student Information Repository System SIRS-701) using the SIRS-701 report guide, following the steps below.

1. LEAs should always first review the UIAS SIRS-701 report andÌýReport Guide. The report guide gives case-by-case explanations of business rules and a high-level overview of the most likely causes for each UIAS use case type/subtype combination.
2. LEAs should work with their regional Level 1 (L1) Regional Information Center (RIC) or Big 5 City School District (CSD) data warehouse support team to compare the LEA's official records (entry/exit enrollment codes, entry/exit dates, location codes, etc.) as stored in the LEA's local student management system (SMS) against data submitted to their L1 RIC/Big 5 CSD (or other L1 data hosting site), which are then sent to the Level 2 (L2) SIRS Statewide data warehouse (and reflected in the SIRS-701 report).
3. Any discrepancies between official records and data recorded in the local SMS should be considered for correction (in the LEA's SMS or at Level 1), following accepted State or local protocols if required for such changes.ÌýIt may be necessary to communicate with another LEA and/or with that LEA's Level 1 RIC/Big 5 data warehouse support teamÌýin order to fully resolve data issues when records conflict. In other cases,ÌýLEAs may need to resolve (reassign, unlink and/or merge) students' statewide NYSSIS IDsÌýif these are the cause of record discrepancies (seeÌýNYSSIS user guideÌýfor more information).
4. An LEA may request assistance with investigations suggested in Step 3 by contacting theirÌýÌý(PoC). All issues should be submitted to the LEA's Level 1 RIC or Big 5 CSD according to that regional support team's proscribed troubleshooting procedures. (An overview of ÌÇÐÄlogoÈë¿Ú's guidelines may be found in theÌýGuidance for RIC/Big 5 UIAS PoCs, Step 4, below.) LEAs shouldÌýnotÌýreport issues directly to ÌÇÐÄlogoÈë¿Ú, as ÌÇÐÄlogoÈë¿Ú does not directly handle LEA data movement. ÌÇÐÄlogoÈë¿Ú will continue to provide updates to theÌýUIAS FAQÌýbased on common inquiries as they occur.

RIC or Big 5 UIAS PoCs will review all documented LEA inquiries, and, if necessary, further escalate issues to ÌÇÐÄlogoÈë¿Ú through the ÌÇÐÄlogoÈë¿Ú Datasupport troubleshooting system. UIAS PoCs may also use Datasupport to forward LEAs' suggestions about report design or report guide revisions.

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Guidance for Level 1 RIC/Big 5 UIAS PoCs

All Local Education Agency (LEA) issues with the Unique Identifier Audit Summary (UIAS) report (Student Information Repository System SIRS-701) should be handled by the LEA's Level 1 (L1) Regional Information Center (RIC) or Big 5 City School District (CSD)ÌýUIAS Point of ContactÌý(PoC) according to the L1 support team's proscribed troubleshooting procedures.

LEAs shouldÌýnotÌýreport issues first to ÌÇÐÄlogoÈë¿Ú, as ÌÇÐÄlogoÈë¿Ú does not directly handle LEA data. L1 RIC or Big 5 CSD UIAS PoCs should review all documented LEA inquiries, and, if necessary, further escalate issues to ÌÇÐÄlogoÈë¿Ú through ÌÇÐÄlogoÈë¿Ú'sÌýDatasupportÌýtroubleshooting system. L1 RIC or Big 5 UIAS PoCs may also use Datasupport to forward LEAs' suggestions about report design or guide revisions.

1. LEAs should have first reviewed and followed the steps outlined above in theÌýSteps for LEA review of UIAS reportsÌýsection. A key to this is ensuring that all involved LEAs have compared their official records (entry/exit enrollment codes, entry/exit dates, location codes, etc.) against the data stored in the LEA's local student management system (SMS) and/or as submitted to their L1 data hosting site.
2. The RIC, Big 5 or other L1 hosting site should assist the LEA in helping to determine whether discrepancies between official records and data recorded in the local SMS (or at Level 1) should be considered for correction, following accepted State or local protocols if required for such changes. In many cases,Ìýthe L1 RIC/Big 5 CSD or other Level 1 hosting site may need to facilitate communication with another LEA and/or its Level 1Ìýwhen records conflict. In others, the Level 1 hosting site may need to help LEAs resolve students' statewide NYSSIS IDs if these are the cause of record discrepancies (seeÌýNYSSIS User GuideÌýfor more information).
3. If an LEA's request for assistance cannot be resolved by the L1 RIC or Big 5 CSD support team, assistance from ÌÇÐÄlogoÈë¿Ú is available to UIAS PoCs throughÌý.ÌýÌÇÐÄlogoÈë¿Ú strongly urges RIC/Big 5 support teams to provide their LEAs with a set of recommended troubleshooting and documentation guidelines, including how to capture and edit screenshots, how to document and articulate a click-path, what types of data are mandatory, and what types of data should NOT be included (such as Personally Identifiable Information, or PII).

ForÌýDatasupport, sufficient documentation might include (but is not limited to):

• Student NYSSISÌýandÌýLocal IDs (mandatory),
• BEDS code(s) of enrollment location(s) (mandatory),
• Entry and exit enrollment reason codesÌýandÌýdates (mandatory),
• Date of UIAS SIRS-701 report run and/or last known data refresh if referencing local, Level 0 or Level 1 data movement (very helpfulÌýif a problem is discovered prior to the current refresh date, since new data loads may have corrected it),
• Screenshots,Ìýensuring that PII are NOT included or that they are permanently masked,
• Click-path, including descriptions of links and/or URLs as appropriate,
• Type of PC/Mac, O/S and/or browser software if applicable.

(Datasupport may also be used for posting LEA or RIC/Big 5 suggestions for UIAS report guidance, Web resources, or report or other user interface design feature requests.)

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UIAS FAQÌý(Frequently Asked Questions):

Q.01: How do I get my UIAS audit reports?
A.01: As noted in theÌýOverviewÌýat the top of the page, UIAS reports are now distributed through the L2RPT system. This is a secure, Web-based application available only to authorized users. OurÌýSEDDAS resources pageÌýprovides information about eligibility to access this system.

Q.02: I checked SEDREF and some of the contact information is wrong; how do I submit changes?
A.02: For public schools and districts, charter schools, non-public schools, BOCES and RICs, changes to SEDREF contact information must be submitted to the Information and Reporting Services (IRS) office, on institution letterhead, signed by the individual in the executive position for the governing organization. For example, any contact changes at the district level must be signed by the School Superintendent onÌýdistrictÌýletterhead. Public schoolÌýprincipalÌýchanges must also be submitted by the district; other public school-level contacts would be submitted by the Principal onÌýschoolÌýletterhead. All charter and non-public school contacts would be submitted by the Principal or other chief executive (heads of boards, etc.) on that institution's letterhead. See the "" section of theÌýÌýfor details.

Q.03: How often are UIAS reports run?
A.03: Weekly, though exceptions may occur (seeÌýTimelineÌýabove).

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For questions about UIASÌýreports or data, or to submitÌýfeedback or suggestionsÌýabout UIAS reports, please contact your Level 1 Regional Information Center (RIC) or Big 5 City School District UIAS Point of Contact (see ourÌý.)

To contact us regarding general information such asÌýinterpretation of ÌÇÐÄlogoÈë¿Ú policyÌýor data definitions/guidelines, please go to ourÌýÌýself-help site. If you need to submit a Help ticket, review the .