Ed-Fi ID Indiana
Prerequisites
- Ed-Fi functionality must be enabled via the Enable Ed-Fi System Preference.
- Ed-Fi must be configured by a system administrator via the Ed-Fi Configuration tool.
Students / Staff: Indiana assigns unique Ed-Fi IDs for students and staff. These unique IDs are populated into the Student State ID and Staff State ID fields respectively. If Ed-Fi functionality is enabled on your version of Campus, the Use Ed-Fi ID button is available next to each Person Identifier to copy the Ed-Fi ID into the other fields (if desired).
Parents: Indiana does not assign unique Ed-Fi IDs for parents. However, a unique ID must be populated for parent information to send to the state. If districts leave the Parent Ed-Fi ID field blank, a default value of (4 digit District ID) + (Person ID) is populated into the field and sent. Districts can also populate this field with a different unique value if they do not want to use the default value.
Users must have Read, Write, and Add tool rights to the following for the ability to select the Get Ed-Fi ID button and access the Ed-Fi database to search and locate a person's Ed-Fi ID:
Demographics - Ed-Fi Configuration - Ed-Fi Locator - Ed-Fi Tools
Access to the System Administration Ed-Fi tools should be reserved for the Campus Administrator; however, access to the Error Log and Resync tool may be granted to other users depending on their role within the district.
Use extreme caution when assigning Delete tool rights. Deleting or modifying a person's Ed-Fi ID after it has been issued will cause the person's data to be deleted from the original person's record and synced to the new person's record. For more information about Tool Rights and how they function, see the Tool Rights article.
Assign an Ed-Fi ID
Tool Search: Demographics
Select the Get Ed-Fi ID button to assign an Ed-Fi ID to a student or staff member.
The Ed-Fi Locator will display. Enter the person's information. Fields in red are required. The information auto fills if it already exists on the person's Demographics page. Entering additional identifying information is not required, but is highly encouraged. Once the correct person has been identified, click the Use This Person button to populate the Student State ID or Staff State ID (depending on the Search Intention) field within Campus. If your request was just submitted, it displays as the "Create Request Pending" Status. If it has been accepted, it displays as the "Accepted" Status with the Ed-Fi ID in the Comments. If it has been rejected, it displays as "Rejected" Status with the reason for the rejection in the Comments. You can select the Clear Accepted ID Requests button to automatically paste the accepted Ed-Fi IDs into the Student State ID (for Student Ed-Fi ID requests) or the Staff State ID (for Staff Ed-Fi ID requests). This also removes these rows from the State ID Tool queue. You can select the Clear Rejected/Stuck Requests button to clear out any rejected requests from the queue once you have read the rejection reason(s) in the Comments.
Person Identifiers Editor
Ed-Fi Locator
Ed-Fi ID Locator Editor
Search Criteria Fields Description First Name First name of the individual being searched. Middle Name Middle name of the individual being searched. Last Name Last name of the individual being searched. Suffix The generational assignment part of the name (i.e., Jr, III) by which the individual being searched is referred. Birth Date Birth date of the individual being searched. Gender Gender of the individual being searched. Search Intention Intent of the search. Search Results Fields Description Name Name of the individual returned in the search results. Ed-Fi ID Ed-Fi ID of the individual returned in the search results. Gender Gender of the individual returned in the search results. Birth Date Birth date of the individual returned in the search results. Race Race of the individual returned in the search results. Language Description Gender of the individual returned in the search results. Identity Status Identity status of the individual returned in the search results. Score Indicates the quality of the match between the search criteria entered and the results within the Ed-Fi database. The higher the Score, the more similar the match to the search query. Only the Last Name, First Name, Gender, and Birth Date fields are used in determining the matching score. Use this Person Assign Ed-Fi ID Used to assign a new Ed-Fi ID to the person if you cannot locate the person within the search results. Depending on the similarity Scores of the results of the initial search query, this request is sent to the state to be manually reviewed. This can take up to 2-3 business days.
If you selected the Assign New Ed-Fi ID button and are in the process of waiting for a manual review, you can find the details of your request in the State ID Tool (System Administration > Ed-Fi > Ed-Fi Tools). This tool displays all of your Ed-Fi ID creation requests and their status with the state. This queue refreshes the status of each request every hour.
State ID Tool
Student Batch Method
Tool Search: State ID Tool
Use the Generate State IDs button on the State ID Tool to search and generate student state IDs for all students that do not currently have a Student State ID.
State ID Tool (Indiana)
Review
A Review button displays when:
- A single returned result has a Score less than 95.
- More than one potential identity is returned.
No Match Found
When no match is found, create and return a new Ed-Fi ID for the student. This Ed-Fi ID will be automatically entered into the student's Student State ID field. This only affects students that have an enrollment in the active year school and are not excluded.
Excluded Students
- Students marked as / related to any of the following are not included:
- No Show
- Enrollment State Exclude
- Grade Level Exclude
- Calendar Exclude
- School Exclude
- Students with a pre-existing pending request are not included.
- Students with an existing create request for Staff ID or Student ID are not included.
- The button to generate a Student ID becomes functional after the Staff ID has processed and clears from the queue.
