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With Ed-ID, school personnel will no longer assign IDs locally. Instead, they’ll utilize the Ed-ID portal to request IDs for students and staff. The new Ed-ID portal will continue to assign a unique, nine-character Ed-ID for a student, beginning with the letter, 'T'. This ID will be assigned randomly rather than being assigned by the school , which utilized the next available number for that school. Staff will continue to have an eight-digit Ed-ID. Existing STNs and SPNs will still be valid and usable. IDOE will not be creating new Ed-IDs for existing students or staff. |
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Once a user submits a request to create a new Ed-ID, a search of existing IDs is first performed and the system assigns a score based on potential, existing matches found. If no records exist with a high match score, the request for a new Ed-ID will be auto-approved and created in the Ed-ID portal. If a potentially high match exists in the system, that match will be displayed back to you. If you request a new ID anyway, this will be queued for a support specialist to review and approve/deny.
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In this circumstance, report the same name in both the First Name and Last Name fields. So if the student is named “Cher”, enter “Cher” for First Name, and “Cher” for Last Name. |
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From the Ed-ID portal, no notification will be sent to a user. Schools will see the approval/completion from the Student Management Area on the Ed-ID portal or from reports returned via their SIS. Because SIS vendors are developing have their own integrations with Ed-ID, your individual vendors will need to provide guidance on how this will appear when working through them." |
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IDOE anticipates that kindergarten round-up for the 2023-2024 school year will be completed via uploads in Ed-ID. Users will be able to complete a .csv file to upload requests, then retrieve the newly assigned IDs via the portal. SIS vendor certification may not be complete to support the 2023-2024 kindergarten round-up. If STN requests will be made via the SIS API, it is important that you consult vendor support to ensure that you are handling these future enrollments accurately. If you are using templates, follow the guidance provided for the Student Create template. Data Exchange Knowledge Hub > Ed-ID Support Hub > Ed-ID Portal Templates |
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Yes, you will be able to upload a list of students directly within the Ed-ID portal. This functionality will be released January 2023. You will be Ed-ID allows for Bulk Uploads to accommodate request files for multiple requests. To upload a new file, first navigate to |
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Schools that submit .csv templates to Data Exchange will first need to utilize the new Ed-ID template to request a student/staff Ed-ID be created. Templates used for Data Exchange student and staff reporting are different .csv templates. Find the Ed-ID template downloads here. |
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For now, please submit a ticket to https://help.doe.in.gov |
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In an effort to prevent duplicate SPNs created by both LVIS and Ed-ID, it is suggested to wait on LVIS to create the SPN first. |
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| No, the search engine on the Ed-ID system is "fuzzy"
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You should wait for the Licensing department to create the SPN. |
Access, Search, & Reporting
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No, the search engine on the Ed-ID system is "fuzzy". It will return all students/staff with a 'sounds like' and should provide those names that may sound/look alike, or with and without special characters. The higher the score on the search, the more likely a match. If a student does not already exist, you may request one within the Ed-ID portal and a new, unique Ed-ID will be created. |
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| The following roles will have access to Ed-ID
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Instances where the merged STN should not have been merged and IDOE must then unmerge the ID data. IDOE is looking to no longer provide IDs for those students who are older than 25 and have a Graduate record in the data warehouse. |
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The following roles will have access to Ed-ID (including the tile on the Link Portal):
Please contact your organization’s Security Coordinator if you believe that you should have access to Ed-ID and do not. |
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Yes, districts will be able to see the previous two (2) schools a student has attended beginning in early spring 2023after performing a Student Search, previous enrollment history can be viewed by clicking the ‘View Additional Info’ button on the search results page. Additionally, it is anticipated that a new EdData report, ‘Student Data Backpack’ will be available the 4th quarter of the 2025 school year. This new report will provide current and historical data associated the searched STN. |
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You may search for the staff member via the new Ed-ID portal. Licensed staff members and staff seeking licensure will utilize the Licence License Verification and Information System (LVIS) to request/update their Ed-ID. The Ed-ID for staff, commonly referred to as the SPN, may also be found on an educator’s license. The Ed-ID is to identify the educator and is different from a license number. Every licensed staff member will have an Ed-ID, however, not all staff who have an Ed-ID will be licensed. Please use the Educator License and Offense Lookup to find a license. |
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Search for them by entering first name and date of birth. | ||
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As soon as the request is approved and schools have the Ed-ID, schools can enter the Ed-ID into their local student information system. For the 2022/2023 school year, there is a lag time of up to fifteen minutes after the STN is created until the student record is available for enrollment data to be submitted to Data Exchange. The same will be true for Ed-IDs for staff (SPNs). For the 2023/2024 school year, once the ID is created, the student record must be submitted to Data Exchange, followed by enrollment and the rest of the student informationname and date of birth. |
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As soon as the request is approved and schools have the Ed-ID, schools can enter the Ed-ID into their local student information system. It is necessary to wait for 15 minutes after creation for the new ID to be copied over to Data Exchange. After 15 minutes. enrollment and other data may be sent from the SIS to Data Exchange. |
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The Ed-ID system is based on requests that come into the API from the education organization. For public schools, this education organization is the corporation. Therefore, persons assigned Ed-ID authorization at a school will see requests within Ed-ID for the corporation. |
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Retirement of the STN Application Center will remain available throughout the 2023 school yearis expected in March of 2025. At that time he Student Data Backpack will be available via the EdData tile. |
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No, that feature is not available. |
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