How to Search for Students or Staff in the Ed-ID Portal

Before Searching:

An Ed-ID for student and/or staff is to be assigned once and remain with the student and/or staff throughout their educational/employment experience in the state of Indiana. It is best practice is to always use the Search function before requesting creation of a new ID be.

Newly enrolled students: Always perform a Student Search for new students (including pre-K and kindergarten students).
If an Ed-ID for the student already exists, use the existing Student Test Number (STN). If an Ed-ID for the staff already exists, use the existing School Personnel Number (SPN).
Check all documentation provided for the student or staff for name changes, adoptions, marriage or an incorrect Date of Birth against potential matches presented after utilizing the Search function to ensure a new STN/SPN is not created.

There are two different ways to search:

The Student/Staff Search button via the Ed-ID portal.
The local student information system’s (SIS’) interface via the Application Programming Interface (API) for identities)
- Check with SIS vendor support for assistance with understanding how to search via SIS interface.

How to Search Inside the Ed-ID Portal

Different Boxes for Search Parameters including, Student Test Number, First Name, Middle Name, Last Surname, Name Suffix, Birth Date Language Code, Race, Sex

What a search looks like inside the Ed-ID Portal

Search first using the First Name and Date of Birth as YYYY- MM-DD, as published on the Students'/Staff Birth Certificate.
If a large number of possible matches is presented, add additional fields such as Last Surname, Middle Name, Suffix. NOTE: Race and Sex should be only entered to narrow the results.

STN- A “Student Test Number” that is uniquely assigned to them.
SPN- A “Staff Personnel Number” that is uniquely assigned to them.
First Name - This is a legal birth name from a birth certificate or other legal documentation. Do not report a nickname or name the student or family prefers.
Middle Name - This is a legal middle name from a birth certification or other legal documentation. NOTE: it is allowable to create an Ed-ID without a middle name. If there is no middle name on legal documentation, leave the field blank when creating the Ed-ID.
Last Surname - This is a legal birth name from a birth certificate or other legal documentation. Do not report a nickname or name the student or family prefers.
Name Suffix - Only enter data here, such as Jr, II, III, if this is part of their legal name. Otherwise, leave this field blank
Birth Date - Enter as provided by a students’/staff birth certificate or other legal documentation, written with the year first as “YYYY-MM-DD.” The birth date has the year listed first within Ed-ID because it assists with the sorting and search.
- Note: Be careful when entering data from a non-US birth certificate, as the month and day are commonly written as day/month.
Language Code - Report the language of the student as determined from the student’s original Home Language Survey (HLS (in English). The HLS is available in Spanish here.
- A complete list of Language Codes can be found here: Student Code Values
Race - This data should be collected in accordance with the “Collecting Racial and Ethnic Data” form, Part 2. The Spanish version can be found here.
- A more comprehensive guide for connecting geographic/national origin with a race can be found here.
- Note: **Students in K-12 and Staff are required to have a race.
Sex - Enter the student’s/Staff sex. This doesn’t impact the matching score much as you cannot determine an identity based on the sex alone.
- Female
- Male
- Unknown**
  ** Students in K-12 are required to have a sex

3. After performing a search, review the potential matches for the student. If, after reviewing all of the potential matches, it is determined that no match is found, proceed to click on the New Create Request button.