Ed-Fi State ID Tool (Arizona)

Tool Search: State ID Tool

The State ID Tool allows users to search for and request new Ed-Fi IDs that are placed in the Student State ID field. The State ID Tool can also be used to print a list of ID requests. Screenshot of the State ID tool, located at Reporting, Ed-Fi. State ID Tool

Read - Access the State ID tool.
Write - Generate state IDs, clear IDs, reject IDs, print requests and refresh data.
Add - N/A
Delete - N/A

For more information about Tool Rights and how they function, see the Tool Rights article.

Prerequisites

The following must be done PRIOR to using this tool:

  • Ed-Fi functionality must be enabled via the Enable Ed-Fi System Preference.
  • In order to properly use Ed-Fi tools, proper values must be established within the Ed-Fi Configuration tool. This ensures Campus is communicating with Ed-Fi and successfully sending data to their servers.
  • Ed-Fi IDs should be assigned to users via the Demographics tool.

State ID Tool Editor

FieldDescription
Generate State IDsAllows the user to generate State IDs for individuals.
Clear Accepted ID RequestsClears any requests from the State ID Requests Editor that have been accepted.
Clear Rejected ID RequestsClears any requests from the State ID Requests Editor that have been rejected.
Print RequestsAllows the user to print the requests displayed in the State ID Requests Editor.
RefreshRefreshes the results in the State ID Requests Editor.
Filter Options: Status TypeAllows the user to filter the State ID Requests Editor by Status Type.
NameDisplays the name of the individual for which the requests was made.
Status

Indicates the Status of the request. Options include the following:

  • No State ID / Ed-Fi ID
  • Match Found
  • ID Created and Assigned
  • Requires Resolution
  • Rejected
  • Create Request
  • Pending
Comments

Indicates any comments given to the request. Options include:

  • Displays StateID: UniqueID when a match is found
  • Displays the reason for rejection when the request has been rejected.
  • A Review button displays when the request needs user review. The user can review information about the request by pressing this button. The user can assign an Ed-Fi ID from this location.
  • Displays blank when the request is pending.
  • Displays Student Missing State ID and Ed-Fi ID when a State ID or Ed-Fi ID does not exist for the individual.

Generate State IDs

The State ID Requests Editor displays students who do not have an Ed-Fi ID or Student State ID but do have an enrollment in the active year that is not excluded. A student may be excluded when they are marked as State Exclude on their Enrollment, associated with a Grade Level that is excluded, associated with a Calendar that is excluded, or associated with a School that is excluded. This list can be filtered by using the Status Type dropdown under Filter Options.

Click Generate State IDs to assign IDs. When done processing, the screen refreshes and those individuals who weren't assigned state IDs now have them. Their status is now ID Created and Assigned.

Sreenshot of the Generate State IDs processGenerate State IDs

When students have a status of No Search Results after the Generate State IDs step, create Ed-Fi IDs using the Create button. Once created, click Clear Rejected/Stuck Requests to remove all No Search Results from the table. 

Review ID Requests

Requests with a status of Requires Resolution need to be reviewed before the Ed-Fi ID can be generated. A review occurs when the user has multiple potential matching identities or when their single potential matching identities is not similar enough to the search criteria. A single match needs a score of 95% or higher to be automatically used. Users can review potential matching identities or assign a new Ed-Fi ID. 

The Use This Person button can be used to select the identity that receives the new ID.

When you cannot locate the person within the State ID Request Review results, assign the person a new Ed-Fi ID by selecting the Assign New Ed-Fi ID button. Once the request has been accepted, a message indicates that the new request was successfully been sent to the Arizona Department of Education.

Screenshot of the Review ID process.State ID Request Review

Clear ID Requests

Clear Accepted ID Requests allows users to clear all State ID requests that have been accepted and have a status of MID Created and Assigned or Match Found. The Clear Rejected ID Requests allows users to remove all State ID Requests that have been rejected.

Screenshot of the Clear D Requests options.Clear ID Requests

Print ID Requests

Use Print Requests to print a list of requests that have been made. 

Screenshot of the Print Requests report.Print Requests