June 22, 2007

TO: Superintendents of Public Schools

FROM: Martha P. Musser

SUBJECT: Unique Identifier Audit System Update

The e-mails sent by the Department to districts on June 20, 2007, indicating that discrepancies were found in the Unique Identifier Audit System (UIAS) were sent prematurely. The Department will be rerunning the audit and sending new e-mails at a later date. Until then, the following steps should be taken:

· If you received a memorandum regarding “Disappearing Student Audit Results,” no action is required at this time, as many of these errors will be resolved when records for Grades 9–12 students are entered into the Student Information Repository System (SIRS).

· If you received a memorandum regarding “Simultaneous Enrollment Audit Results,” review your student records to ensure that enrollment records for each listed student have accurate beginning and ending dates. You need to take no further action at this time. Our main concern is with overlapping enrollments on critical dates, such as Basic Educational Data System (BEDS) day.

· If you received a memorandum regarding “False Dropout Audit Results,” you may change the enrollment ending reason for listed students to “transferred with documentation.” If necessary, the ending date should also be changed. These changes will ensure that these students are not counted as dropouts from your school.

The Department apologizes for any inconvenience this may have caused you. If you have questions about the information in this memorandum, please contact Information and Reporting Services by e-mail at rptcard@mail.nysed.gov or by phone at (518) 474-7965.