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On-Going Assignment of State IDs

State IDs are assigned on a regular basis for Part B and Part C students.  Those procedures are as follows:

First Friday of Each Month

  1. IMS Center staff will upload to the State Locator System twelve (12) files of IMS Part B and Part C students who have no state ID.  Each attending AEA will be in a separate file.  Student records will be unduplicated.  Records of students who attend out of state will be contained in the file of the AEA of residence.
  2. IMS Center staff will correct any errors.  
  3. Through the software:
    • Students who match, ID is assigned.
    • New students, ID is assigned.
    • Duplicates or near matches are identified.
  1. IMS Center staff will notify the data entry personnel via e-mail when the near matches are ready to be resolved.
  2. Data entry personnel will resolve the near matches by the following Friday at noon.  Technical assistance will be provided by the DE.  For more detail, refer to Quick Guide to Assigning “State ID” for Batch Files provided by Project EASIER.
  3. IMS Center staff will download IDs and import into IMS on the following (second) Friday.

 

Second – Fifth Fridays of Each Month

  1. IMS Center staff will upload to the State Locator System one (1) file of IMS Part B and Part C students who have no state ID.  Student records will be unduplicated. 
  2. IMS Center staff will correct any errors, and cancel any near matches.
  3. Through the software, ID is assigned for students who match.
  4. IMS Center staff will download IDs and import into IMS.

Note:  The data entry personnel will not need to take any action on the near matches, except for the first Friday of the month.

 
 

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