[DistrictEmisCoordinators] Changes

[Karen Wilson]

Good morning
As you know we have always gone with the information on which SSID to report based on EMIS Alliance SSID training and a ticket I had with ODE
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Hi Karen, As we discussed last month.  The EMIS guidance is to use the oldest SSID to retain the Help Me Grow history, and the new SSID deactivated.   I had a follow-up discussion with the ITC associated with the other district last month as well, and to my knowledge the situation should now be resolved.  If a district isn't able to see a student's Assessment History in ODDEX due to the SSID change, the district can have their ITC submit a ticket to the ODE EMIS Helpdesk requesting the data if they're not able to get that data from another district.   Additionally, for any specific SSID change situations where the EMIS guidance for SSID changes is a concern, please submit a detailed ticket to the ODE EMIS Helpdesk.   Thank you, Melissa

Well, there is a FY24 change about SSIDs   Change 24-32

Other Ohio state agencies also issue SSIDs to students from early childhood through college age. It
is therefore possible that a student who has never attended an Ohio PK-12 public school may already have
an SSID.
In cases where a district finds that a student has multiple SSIDs, which SSID is maintained and
reported depends on factors such as the entity that requested the SSIDs, the entity that has reported the
SSIDs, and when and how long the SSIDs have been reported. If only one of the SSIDs has previously been
reported to EMIS by a PK-12 school, then that is the SSID the newly enrolling district should use. If more
than one SSID has been reported to EMIS by PK-12 schools, the newly enrolling district should consider
the following when determining which SSID to use.
* If the student was a high school student at only one of the previous districts, the newly enrolling
district should always use this high school SSID.
* If the student was a high school student at more than one of the previous districts, the newly
enrolling district should evaluate the data reported under both (or all) SSIDs to determine which
to report.
* If the student was not a high school student at any of the previous districts, the newly enrolling
district should evaluate the data reported under both (or all) SSIDs to determine which to report.
When it is not clear which SSID to use (e.g., when multiple SSIDs were reported for high school), the newly
enrolling district should consider things like how long the SSIDs were reported, how much data is associated with each, and which was reported with more assessment or progress toward graduation related data
when determining which to report.
All non-selected SSIDs that are not being reported in the current school year should be deactivated
and mapped into the selected SSID.
For non-selected SSIDs that are being reported in the current school year, all districts currently
reporting the student must coordinate to keep only one SSID and to deactivate all others. If an SSID that is
currently being reported is deactivated, the reporting district will receive fatal errors. These fatal errors will
likely lead to the reporting district reactivating the prior SSID and deactivating the SSID selected by the
newly enrolling district.


So basically, you will NOT ALWAYS use the oldest SSID.
Since other ITCs seem to already be doing this even before this change came out, I would recommend you use the guidance above in determining which SSID to use starting now.  This will probably avoid a lot of confusion and disagreements between districts.  I understand the thought process and honestly agree with using the one that was in use the longest but for years ODE was adamant that we use the 1st SSID created.



Please let me know if you have any questions.

K

Karen Wilson MCEP
EMIS Support Specialist
Miami Valley Educational Computer Association
888 Dayton Street, Suite 102
Yellow Springs, OH 45387
937-767-1468 ext 3115
Fax 937-767-1793

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