TSDS Unique ID batch files are created on the Texas State Reporting page. The Assign ID batch file, used to submit students in a batch file to the state for Unique ID assignment, is created on the Assign Unique ID tab. When created, the file contains demographic data for students who do not have Unique IDs. This file is then uploaded to the TSDS portal. At TSDS, Unique IDs are placed into the file, which is then downloaded from the TSDS portal. The file containing the Unique IDs is then imported to Aeries and the Unique IDs in the file are added to the students' records. This process will honor KEEP/SKIP queries.
Unique ID Functions
Filter Pages by "Texas State Reporting" or navigate to School Info > Imports and Exports > Texas State Reporting.
The Unique ID Functions horizontal tab can be expanded or hidden by clicking the chevron icon on the right of the tab. The Unique ID Functions horizontal tab contains two sub-tabs: Enrollment Tracking (whose functionality is documented in the Texas Unique ID Functions - Enrollment Tracking documentation) and Assign Unique ID. Click on the Assign Unique ID tab.
The Assign Unique ID tab is used for two related functionalities:
- Generate Unique ID Batch File - extract data for students who do not have Unique IDs (STU.CID), in a file format specified by TSDS. This file is then uploaded to the TSDS portal to request Unique ID assignments.
- Import Unique ID Batch File - import a similar file, downloaded from the TSDS portal, which contains Unique IDs for the students. When the file is imported, Unique IDs in the file will be saved to the students' records.
Generate Unique ID Batch File
When Run Process Now is pressed, students without Unique IDs (STU.CID) will be extracted. The Last Processed date and time indicate the last time the file was run.
After Run Process Now is pressed, a popup message will be displayed. Press OK to run the process or press Cancel.
After confirmation, an informational message will be displayed at the top of the browser window, confirming that the process is running:
When the process is finished, an email will be sent after the process has completed:
An newly created Unique ID batch file will be displayed in the File Download list as Type "AssignID":
The file can be downloaded by pressing the download icon button at left:
The Assign ID file is created in .csv format. It contains student demographic data and other information required by TSDS and is designed to be uploaded to the TSDS system. The data is delimited by double quotes and separated by commas. The file contains a header record row, student detail records, and a trailer record.
The Assign ID process will skip student records if the following fields are blank or the corresponding records do not exist: STU.FN (First Name), STU.LN (Last Name), STU.BD (Birth Date), STU.GR (Grade), STU.GN (Gender), STU.RC1 (Race), STU.ETH (Ethnicity), STU.ID (Student ID), and Student SSN/S-Number (stored in the ESD table).
Import Unique ID Batch File
After a Unique ID Batch file has been downloaded from the TSDS portal, the file can be imported to Aeries. The file format is the same as the Assign ID file, except that the file downloaded from the TSDS portal will contain Unique IDs. The file can be in .csv or .txt formats.
The file can be imported in two ways: by dragging the file onto the drop zone, or by browsing to the file from the Select files button and opening it:
The import process begins automatically once a file is imported. If a record in the file contains a matching Student ID (STU.ID), then the associated Unique ID in the record will be imported as the student's STU.CID.
During the processing, Uploading will be displayed by the Select files button:
After the Unique IDs have been imported, Done will be displayed by the Select files button:
Additionally, a message will be displayed: