IRS

Information and Reporting Services

UIAS/SIRS-701 Report - Resources and Information

Overview || Resources: UIAS SIRS-701 Report Guide | Timeline
Report Review Steps: LEAs | Support Steps: RIC/Big 5 UIAS PoCs
UIAS FAQ (Frequently Asked Questions)

Overview: UIAS (Unique Identifier Audit Summary) is a reporting tool used by the NYS Education Department (NYSED) to distribute select audit reports to Local Education Agencies (LEAs) such as public school districts, charter schools, non-public schools and other qualified agents participating in the NYS Student Information Repository System (or SIRS, aka the Statewide student data warehouse).

The UIAS SIRS-701 audit report relies on tracking a student's unique NYS identifier (the NYS Student Identification System ID, or NYSSIS ID) across enrollment locations throughout the State. UIAS SIRS-701 reports are intended to alert LEAs to specific scenarios in which students' enrollment records may be inappropriately aligned with the expected business rules for those enrollment cases (see the UIAS SIRS-701 Report Guide for specifics). UIAS audit reports currently include:

  • Disappearing Students: expected to be continuously enrolled in a given location, but with no re-enrollment in that location in the new school year (SY);
  • False Dropouts: Students exited as dropouts but who may have subsequently re-enrolled (within a given time frame or in a qualifying location) that would then suggest the dropout code be replaced with a more appropriate exit code;
  • False Transfers: Students who were coded as having transferred to a new location but appear not to have re-enrolled under the requirements for that particular type of transfer; and
  • Simultaneous Enrollments: Students who appear to be inappropriately enrolled in multiple locations.

UIAS SIRS-701 reports are now provided to LEAs via the L2RPT reporting system. For information about eligibility to access L2RPT, see our SEDDAS resources page. More details are available in the UIAS SIRS-701 report guide below.

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UIAS Resources

UIAS Report Guides | Timeline | Report Review Steps: LEAs
Support Steps: RIC/Big 5 UIAS PoCs | UIAS FAQ

UIAS Report Guide

(The UIAS SIRS-701 report guide is also linked from the main L2RPT Report Guides landing page.)

   UIAS SIRS-701 Report guide Parent Report (812KB)

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Timeline (Report Release Schedule)

UIAS reports are now refreshed weekly, along with the majority of other L2RPT-based reports. At certain times of the year (in particular, at the beginning of a new School Year, when the data this report requires have not yet been loaded to Level 2/SIRS), the UIAS SIRS-701 report may have a temporary hiatus. Any such exceptions will be communicated by NYSED to Level 1 Project Managers, who may in turn redistribute as appropriate to their LEAs.

If other means of communicating exceptions are approved, they will be linked here and/or on the NYSED IRS Calendar (link also located in left navigation bar), with accompanying details noted in the Descriptions area of the Calendar Event.

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Steps for LEA review of UIAS reports

Local Education Agencies (LEAs) should review each Unique Identifier Audit Summary (UIAS) report (Student Information Repository System SIRS-701) using the SIRS-701 report guide, following the steps below.

1. LEAs should always first review the UIAS SIRS-701 report and Report Guide. The report guide gives case-by-case explanations of business rules and a high-level overview of the most likely causes for each UIAS use case type/subtype combination.

2. LEAs should work with their regional Level 1 (L1) Regional Information Center (RIC) or Big 5 City School District (CSD) data warehouse support team to compare the LEA's official records (entry/exit enrollment codes, entry/exit dates, location codes, etc.) as stored in the LEA's local student management system (SMS) against data submitted to their L1 RIC/Big 5 CSD (or other L1 data hosting site), which are then sent to the Level 2 (L2) SIRS Statewide data warehouse (and reflected in the SIRS-701 report).

3. Any discrepancies between official records and data recorded in the local SMS should be considered for correction (in the LEA's SMS or at Level 1), following accepted State or local protocols if required for such changes. It may be necessary to communicate with another LEA and/or with that LEA's Level 1 RIC/Big 5 data warehouse support team in order to fully resolve data issues when records conflict. In other cases, LEAs may need to resolve (reassign, unlink and/or merge) students' statewide NYSSIS IDs if these are the cause of record discrepancies (see NYSSIS user guide for more information).

4. An LEA may request assistance with investigations suggested in Step 3 by contacting their Level 1 RIC or Big 5 CSD UIAS Point of Contact (PoC). All issues should be submitted to the LEA's Level 1 RIC or Big 5 CSD according to that regional support team's proscribed troubleshooting procedures. (An overview of NYSED's guidelines may be found in the Guidance for RIC/Big 5 UIAS PoCs, Step 4, below.) LEAs should not report issues directly to NYSED, as NYSED does not directly handle LEA data movement. NYSED will continue to provide updates to the UIAS FAQ based on common inquiries as they occur.

RIC or Big 5 UIAS PoCs will review all documented LEA inquiries, and, if necessary, further escalate issues to NYSED through the NYSED Datasupport troubleshooting system. UIAS PoCs may also use Datasupport to forward LEAs' suggestions about report design or report guide revisions.

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Guidance for Level 1 RIC/Big 5 UIAS PoCs

All Local Education Agency (LEA) issues with the Unique Identifier Audit Summary (UIAS) report (Student Information Repository System SIRS-701) should be handled by the LEA's Level 1 (L1) Regional Information Center (RIC) or Big 5 City School District (CSD) UIAS Point of Contact (PoC) according to the L1 support team's proscribed troubleshooting procedures.

LEAs should not report issues first to NYSED, as NYSED does not directly handle LEA data. L1 RIC or Big 5 CSD UIAS PoCs should review all documented LEA inquiries, and, if necessary, further escalate issues to NYSED through NYSED's Datasupport troubleshooting system. L1 RIC or Big 5 UIAS PoCs may also use Datasupport to forward LEAs' suggestions about report design or guide revisions.

1. LEAs should have first reviewed and followed the steps outlined above in the Steps for LEA review of UIAS reports section. A key to this is ensuring that all involved LEAs have compared their official records (entry/exit enrollment codes, entry/exit dates, location codes, etc.) against the data stored in the LEA's local student management system (SMS) and/or as submitted to their L1 data hosting site.

2. The RIC, Big 5 or other L1 hosting site should assist the LEA in helping to determine whether discrepancies between official records and data recorded in the local SMS (or at Level 1) should be considered for correction, following accepted State or local protocols if required for such changes. In many cases, the L1 RIC/Big 5 CSD or other Level 1 hosting site may need to facilitate communication with another LEA and/or its Level 1 when records conflict. In others, the Level 1 hosting site may need to help LEAs resolve students' statewide NYSSIS IDs if these are the cause of record discrepancies (see NYSSIS user guide for more information).

3. If an LEA's request for assistance cannot be resolved by the L1 RIC or Big 5 CSD support team, assistance from NYSED is available to UIAS PoCs through Datasupport. NYSED strongly urges RIC/Big 5 support teams to provide their LEAs with a set of recommended troubleshooting and documentation guidelines, including how to capture and edit screenshots, how to document and articulate a click-path, what types of data are mandatory, and what types of data should NOT be included (such as Personally Identifiable Information, or PII).

For Datasupport, sufficient documentation might include (but is not limited to):

  • Student NYSSIS and Local IDs (mandatory),
  • BEDS code(s) of enrollment location(s) (mandatory),
  • Entry and exit enrollment reason codes and dates (mandatory),
  • Date of UIAS SIRS-701 report run and/or last known data refresh if referencing local, Level 0 or Level 1 data movement (very helpful if a problem is discovered prior to the current refresh date, since new data loads may have corrected it),
  • Screenshots, ensuring that PII are NOT included or that they are permanently masked,
  • Click-path, including descriptions of links and/or URLs as appropriate,
  • Type of PC/Mac, O/S and/or browser software if applicable.

(Datasupport may also be used for posting LEA or RIC/Big 5 suggestions for UIAS report guidance, Web resources, or report or other user interface design feature requests.)

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UIAS FAQ (Frequently Asked Questions):

Q.01: How do I get my UIAS audit reports?
A.01: As noted in the Overview at the top of the page, UIAS reports are now distributed through the L2RPT system. This is a secure, Web-based application available only to authorized users. Our SEDDAS resources page provides information about eligibility to access this system.

Q.02: I checked SEDREF and some of the contact information is wrong; how do I submit changes?
A.02: For public schools and districts, charter schools, non-public schools, BOCES and RICs, changes to SEDREF contact information must be submitted to the Information and Reporting Services (IRS) office, on executive letterhead, signed by the individual in the executive position for the governing organization. For example, any contact changes at the district level must be signed by the School Superintendent on district letterhead. Public school principal changes must also be submitted by the district; other public school-level contacts would be submitted by the Principal on school letterhead. All charter and non-public school contacts would be submitted by the Principal or other chief executive (heads of boards, etc.) on that institution's letterhead. Signed-off changes on letterhead may be faxed to IRS at 518-474-4351 or attached as a PDF and submitted to datasupport@nysed.gov.

Q.03: How often are UIAS reports run?
A.03: Weekly, though exceptions may occur (see Timeline above).

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For questions about UIAS reports or data, or to submit feedback or suggestions about UIAS reports, please contact your Level 1 Regional Information Center (RIC) or Big 5 City School District UIAS Point of Contact (see Support Contacts.)

To contact us regarding general information such as interpretation of NYSED policy or data definitions/guidelines, please send e-mail to datasupport@nysed.gov.

Last Updated: April 4, 2017