The use of temporary IDs for evaluating students who are not yet enrolled in the district.

• Establish a process for changing the temporary IDs to actual student IDs as soon as possible upon enrollment.
• If your district utilizes the SuccessEd application for programs other than Special Education, particularly for students who are Emergent Bilingual, there should be communication between the two programs regarding the format that will be used for temporary IDs, as the two programs could simultaneously be evaluating the same student.

For SSAs or Co-Ops, when students move between member districts, and the SSA chooses to move the student to the receiving district by changing the campus of enrollment on the enrollment tab, rather than creating the student from scratch in the receiving district.

• When students are moved to the receiving district by simply changing the campus of enrollment, the student id number from the sending district goes with them. This number will not match the student id number the student has been assigned in the receiving district, so the student id should be updated as soon as possible.

• Staff in the receiving district should be made aware that they should not import new students into the receiving district if he/she is coming from a member district.

District Admin Tab>Students>Edit/List Students

• This is a great screen to see temporary IDs as well as duplicate profiles.

You may encounter a situation where both student profiles have exactly the same ID number. In this case, the following are some tips.

• You must change one of the profile’s student ID numbers prior to doing anything else. Add a few letters at the end to make the ID number different. If this profile ends up being the profile you need to keep, you can manually remove the letters you have added AFTER you have deleted the duplicate profile.
• If you examine the data in the profiles PRIOR to changing one of the IDs, it will be impossible to tell which profile you need to keep and which one you need to delete.
• Researching which profile to keep or delete MUST happen AFTER you have changed one of the ID numbers.

The following tips are applicable to all duplicate profile situations.

• If one student profile contains special education information, and the duplicate profile does not contain special education information, you are going to want to keep the profile with special education data in order to preserve the PEIMS historical information.
• Download and save all PDFs from the History Tab for documents in the profile that you plan on deleting so that you can then upload these to the profile you are keeping.
• Be sure to check not only documents that have been drafted and locked in SuccessEd, but also documents that have been uploaded as well.

• In the profile that you are keeping, ensure you have made the student accessible in all programs that he/she has membership on the Enrollment tab.

• In the profile you are keeping, ensure you have transferred any missing data to the Program Compliance tab as needed.
• If the profile you are deleting houses information on an Emergent Bilingual student, be sure that the EL status and Student Primary Language fields on the Demographics tab are accurate. You  also want to make sure the Parent Primary Language field in the Parents info tab houses the correct information.

• Upload the PDFs from the profile you are deleting to the History tab of the profile you are keeping.

• You may also wish to take a look at the New/Edit Forms tab and save any PDFs from that tab as well.

• District administrators who have been assigned Deleter rights in the system can then delete the duplicate profile from the system.