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SiD Summer Check In

support@mnabe.org June 28, 2018

I am speaking now. If you cannot hear me, type a message in the chat area.

Jenny Schlukebier Mary Zimmerli

Agenda

• Person Merge / Person Search
• Testing at Intake
• Automated GED Match
• 12 hr Lockdown for No EFL students

Person Merge

and

Person Search

Person SEARCH and Add to Site

• Search the statewide database to see if

your student attended elsewhere.

• If you find your student, confirm it is them,

then “Add as Student to Site.”

• You now share a student with the
• ther site they attend(ed).

If this student attended your program before & already had a record: You now have 2 student records for this person. You must merge them! If this student is new to your program: You now have their student record in your

• site. Voila! There is

no need to merge.

Person MERGE

• If you have 2 records for the

same person in *your site*, merge them.

• You may have accidentally

created 2 records for the same person at some point.

• You may have added a

record from Person Search for a student who previously attended your program and is already in your system.

Help article: Merging People Records

SiD Vocabulary: Person MERGE vs. Person SEARCH

Search Tips

• Optimize the search string (search terms).
• Look at the results.
• Students in your site: have BadgeID, “Student” relationship
• Students in other programs: “Not in Site” relationship
• Check “Not in Site” people to see if they are your student.
• Compare address, phone, email, birthdate, gender, SSN, etc.
• If they match, click “Add as Student to Site.”
• Update or accept existing info.

Help article: Person Search

Person Search practice

Compare results from each of these search terms: moham fad vs moham fad 1986 vs moham fad 01011986

Help article: Person Search

FAQ 1: Why are my search results showing multiple students with the same Badge ID?

Example 1: there’s only 1 student record. Your search term matched 2 (or more) search categories. SiD shows 1 row for each type of match.

FAQ 1: Why are my search results showing multiple students with the same Badge ID?

Example 2: there’s only 1 student record. Your search term matched 2 name variations. SiD shows 1 row for each name variation in your site.

FAQ 2: The search results have a ton of people with the same name. Do I have to add them all to my site?

People with the same name are not necessarily the same person. Add people when you are sure they are the right student. If you’re not sure, don’t add them to your site! If you add multiple versions of the same person, you will need to merge them all into one record in your site.

FAQ 3: How can I be sure I am adding the right person to my site?

Select each possible match and compare against your intake info. Look at SSN, birthdate, address, phone, email, and other demographic info. When in doubt, ask the student!

FAQ 4: If I make a mistake adding a person to my site, can I delete them?

When the wrong student is added to your site from Person Search:

• If you have not added a schedule or hours, the record can easily

be removed with help from Urban Planet staff. Help article: Remove Student Added by Person Search

• If you have added hours or classes - or - if you have merged them

with another student, it will take more work to untangle. Contact support@mnabe.org as soon as you realize you have this scenario.

When the correct student is added, but they never attend:

Keep them in your site. It won’t hurt your program, and it leaves good clues about the student’s follow through.

Testing at Intake

Bonus! Students will not be over-tested! if the student needs to be tested how the student performed the last test form number (if any)

When you Person Search & add before testing, you learn:

9/10

Best Practices For Pre-testing Search for students before you pre-test them

• Ask on intake form if they have attended classes
• somewhere. Include names of nearby ABE programs.
• Delay testing until second visit from student to have

time to Person Search.

• Allow more staff who perform intake to have Person

Search rights.

• Other suggestions?

Testing info to look for on the Students>Assessment screen

• Green test name (can retest now)
• Next form number to use
• Hours since last test
• Which site gave last test

Automated GED Match

GED.com to MDE

GED.com info is completed by GED candidates or Corrections staff. When someone passes the GED, basic GED.com info is added to a list. The list is sent to the MDE nightly.

MDE list to Urban Planet

Once a month, MDE sends the list to Urban Planet - the people behind the SiD software. Some people on the MDE list are not in MN ABE programs.

SiD Match

The MDE list is compared with SiD student records to find exact matches. Screening round 1: First name & last name & birthdate. Screening round 2: Email or phone or last 4 digits of SSN.

History Item added

When a student passes both screening rounds, an NRS Primary Goal> GED 2014 Passed - MDE Match item is automatically added to the Students>History tab.

GED Match Process

Common GED Match Problems

SiD does not match one of the Screening Round 1 items

First Last

SiD

Marlena Vargas

GED.com

Marlena Carillo Vargas

SiD

Arlen Garnett Jr.

GED.com

Arlen Garnett

SiD

Kaci Lee Montoya (FKA Jones)

GED.com

Kaci Lee Montoya

Common GED Match Problems

Student passes Screening Round 1, but does not match one of the Screening Round 2 items: phone, email, or last 4 SSN digits

FAQ 1: How often does the GED match happen?

Urban Planet has been getting the updated MDE list shortly after the first of the month. We do the GED match on the following weekend.

FAQ 2: How can I check GED matching for students I know passed the test?

• Look for “GED 2014 Passed-MDE Match” on the Students> History tab.
• Run the Student History>NRS Primary Goals report. Look for it
• n the Reports tab>Outcome Reports section.

FAQ 3: My student does not show a GED 2014 Passed–MDE Match history item. What now?

• Check the date the student passed. If it’s within the last month,

it likely has not been data matched yet.

• Compare the student’s GED.com fields with the SiD record. Make any

adjustments on the SiD record. Check again after the next GED match.

Best Practices for Automated GED Matches When the student fills out the form at GED.com, make sure entries are IDENTICAL to the SiD student record:

• first name and last name
• birthdate

and one of these:

• email
• phone
• Social Security Number

Best Practices for Automated GED Matches For students without a phone number or email address, DO NOT enter your ABE program contact info on the SiD student record or GED.com.

The Students>Info screen should contain only contact info for reaching the student directly. In this case, SSNs are SUPER critical

• n GED.com and SiD!

Best Practices for Automated GED Matches If your student provides a SSN at intake, PLEASE enter it on the SiD record!

It is useful for GED matching, Person Search record matching, and automatic SiD student record merges. It is also needed for follow up (state data match) for employment goals.

1. What does your program do to help students register to take the GED? 2. How can we (Urban Planet) help ABE programs make sure SiD info and GED.com info are the same? (first/last name, birthdate, email, phone 1 & 2, SSN)

HELP!

12 hr Lockdown for No EFL students

Academic students need a valid test to set an entry Educational Functioning Level (EFL) for the 18-19 Program year. Beginning 7/1/18, students with no EFL cannot earn 12 or more attendance hours until they have a valid test.

How to avoid the 12 hour lockdown for No EFL students

• Make sure attendance is up to date.
• Run the SiD No EFL report frequently.
• Test the student ASAP!
• Use the appropriate test.
• Enter the results into SiD immediately.
• Re-test students with out-of-range scores

The 12 hr lockdown rules:

• Enter up to, but not including, 12 hours for No EFL students.
• After the test is entered into SiD, entering attendance can resume.
• There is no catch-up. Hours earned between the 12 hr cutoff and the

test date cannot be entered after the test is recorded.

• For shared students, the limit includes hours earned at other sites.
• For swipe attendance systems, the cutoff will happen when the student

swipes out.

• The limit affects NRS countable hours only.

Example 1: error message on the Classes>Attendance screen

Example 2: error message on the Students>Time screen