USIS - MHEC Secure Data Web Home
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1. Activities Please visit the Validation Report page within USIS for details After this email is received usually takes a few minutes select the Validation Report from the Reports section Validation Report Select the Submission ID and Date and then click Refresh Report to view the Validation Report on the screen Once a file is validated the system allows 48 hours from validation to view and or download the report Files older than 48 hours are deleted from the database e ie https u de state md us usis Valid G validation Report A r File Edit View Favorites Tools Help Gallery Unique Student Identifier Z Tabs Unique Student Identifier System Validation Home Student Maintenance e m Student Search View Validation Report Validation Download Report provides a list of all student submissions for a College File Validation To view a Report Select your college name Submission ID amp Date they press Refresh Report To CHANGE THE REPORT DATA Select the College and Submission ID amp Date if applicable then press the Refresh Report button Documents Fe Layout DOWNLOAD THIS REPORT Select a Submission ID amp Date choose the File Format you would like the report in and press the Download button If you have Internet Explorer version 5 5 or older a pop up dialog box will appear a Select Open this file from its current loca2. Select you ss the Refresh Report button e Download button H you have intern College Submission ID amp Dat Approx File Size 0 0 Bytes Teo a MS Time 1Mbps 09 0 mia 00 0 s4 Download File f Download Refresh Report Total number of records Download Error Report Total Number of Records with Valid SASID SASID Last Name First Name Middle Name pos Gender rice Campus Student 1D There are no records available for this report Please select a College or Submission ID amp Date if applicable then press the Refresh Report button UN wro tnn Porres ot G DUCATION For EUSO or suggesbons please contact the admnstrater at yt returns the SASID using the same file File contents are not modified a pop up dialog bax will appear Select Open this file from ats current location This Sample Report from download e ES Yew hielp 0 0020749819748461 th 5 19921203 1 1234785961 Jones A 19900616 2 2598746281 0020743530695189 19940504 2 2587412591 Student Search View This screen allows you to search for a student based on their last name first name date of birth and social security number Fill in these fields to search for a student attending your institution N O nups state md us D 2 C student Search E New Tab Elle Edit Yiew Favorites Tools Help Unique Student identifier Tabs Unique Student Identifier System Dii DUCATION Piease enter a Last Name 10
3. 0 If the institution has all the required information information can be viewed on that student Student Detail This screen appears when you get a match during the student search Click the View History button for additional information f ETE S FRS e mps estate md us usis Stude D f student Detail File Edit View Favorites Tools Help En 5 S Suggested Sites Z Web Slice Gallery Unique Student Identifier Z Tabs oy RN HEC Unique Student Identifier System M MHEC Validation Home Student Maintenance Student Search View View Student Detail File Validation This page displays detailed student information Documents File Layout Last Name First Name bene eherational Suffix DOB MM DD YYYY Gender Reports Grade Updated 11 20 2007 Active Inactive SI Last Updated Update Source Validation Report da S 1 A ANAN Back View History v UN Mamano Stare Deranrment or https usis msde state md us usis StudentAction do action search amp searchType VIEW R 100 v Student History This screen is for viewing student activity and seeing the last time student information was updated lt 2 nttps usismsdestatemdus usis Activ D G Student History Rep File Edit View Favorites Tools Help 4 S Suggested Sites Web Slice Gallery Unique Student Identifier Z Tabs Uniq
4. 2014 User ID u002073a Records 5005 Error Records 5005 Sample Error Records Local Student 1D Error SASID does not exist Submitted SASID was incorrect SASID does not exist Submitted SASID was incorrect SASID does not exist Submitted SASID was incorrect SASID does not exist Submitted SASID was incorrect SASID does not exist Submitted SASID was incorrect SASID does not exist Submitted SASID was incorrect SASID does not exist Submitted SASID wa rrect SASID does not exist Submitted SASID was incorrect SASID does not exist Submitted SASID was incorrect SASID does not exist Submitted SASID was incorrect SASID does not exist Submitted SASID was incorrect Click on a photo to see social network updates and email messages from this person Login Screen Enter your user ID and password Click login to go to the File Validation screen to upload your file Your user ID and password have already been created Te https statemdus File Edit View Favorites Tools Help te ts E we P aBao unique Student Ide E New Tab Z Unique Student Identifier Z Tabs lt a LR MHEC Welcome to the Unique Student Identifier System USIS your User ID and Password below then press the Login button Login GY non ot rre e La CATION R100 v File Validation Click the drop down arrow to select the file type Click browse to locate the file to be uploaded and select Upload File https state md us
5. D BG Gusismsdestatemdus x New Tab file Edit View Favorites Tools Help amp Z E v Unique Student Identifier Z Tabs Unique Student Identifier System 8 Validation Home Help Student Maintenanc mln Senech awe File Validation elect the file type you are uploading The file will be sent to the server over a secure https SSL connection for validation Email notification will be sent to the registered v dot n iv L ame Z USIS Institution Tes Browse MHEG User Manual Uplosd File Reports Validation Report UN nnan pret Barren e Le DUCATION 100 Once the file is uploaded the File Upload Status screen will display showing the Status File Name Submission ID Submitted by and Submitted Date information You should write down the Submission ID number to readily identify the file in the validation report section Te https state md us D BBX CO uismsdestatemdus File Edit View Favorites Tools Help Pe E Suggested sites v Unique Student Identifier Z Tabs LR HEC Student Maintenance Student Search Vew tile Upload status Usa f Submitted Date Tue Jun 10 15 16 15 EDT 2014 UN nng hn Bore e G DUCATION Fer support or suggestions please c Once the file is validated meaning the SASID matching process is complete an email regarding the submission and results will be received as Fe mur fre gt SRE Dt e Erai e following USIS Validation
6. Unique Student Identifier System url https usis msde state md us usis mhec OVERVIEW MHEC has partnered with the Maryland Department of Education MSDE to use their Unique Student Identifier System USIS MSDE s original system that creates State Assigned Student Identifiers SASIDs has been in effect since 2008 The purpose of USIS is to allow higher education institutions to search for SASIDs Every publicly funded student in the State of Maryland is given a SASID that provides the ability to uniquely identify Maryland students and track their movement Students born before January 1 1986 generally will not have a SASID The SASID remains active until the student reaches the end of the academic year of their 22 birthday after which it is archived SASIDs are not reused and will NOT be replacing social security numbers The USIS file validation process encrypts and securely uploads institution files to search for SASIDs using selected criteria Institutions will be able to access this system at any time to download SASIDs to update their own systems The goal is for institutional data collection files to include the SASID when files are submitted to MHEC The overall objective to having the SASID as part of data collection is to enhance the State s ability to link higher education records with K 12 records and satisfy current expectations for data availability and use for the Maryland Longitudinal Data System For User Lo
7. gin Information send an email to helpdesk mhec state md us File Layout MHEC Unique Student Identification System USIS File Layout 111 Character layout i Position re re 7 Leneth Position State Assigned Student ID C 10 7 16 2 Must be blank in Upload File Institution Assigned ID C 10 17 26 Campus Student ID Number e o CI EEE KE cee o be See The Field Description Chart is included in the File Layout Section USIS Field Descriptions No Data Item Definition and Instruction 1 FICE Code PR has Sse be RARS Must be your institution s six digit assigned institution code State Assigned Student ID The valid State Assigned Student ID Number assigned through the USIS system This field must be left blank when uploading file Campus Student ID Number E de ite x g P The number assigned by the institution to the student any combination of numbers not more than ten characters right aligned If fewer than ten characters are used zero fill remaining positions to the left Last Name Indicate up to twenty five 25 characters of the student s last name Punctuation such as a hyphen or apostrophe is allowed First Name Indicate up to fifteen 15 characters of the student s given first name Punctuation such as a hyphen or apostrophe is allowed Middle Name or MI Indicate up to fifteen 15 characters of the student s middle name or middle initial Generational Suffix Indicate the generational suffix f
8. or the student if applicable Valid values include Jr JR Il IMI IV V Data should be alpha only right justified and without punctuation Use Roman numbering 2nd should be II 3rd should be III 4th should be IV Sth should be V Jr and II are unique occurrences and should not be used interchangeably Please consistently report as indicated as per official birth documentation Date of Birth List the four digit year and two digit month and two digit date YYYYMMDD to indicate the student s birth date Example September 7 2002 is 20020907 H 0 The one digit code for gender of the student Gender 0 1 Male 2 Female Filler S 1 Must be six spaces Social Security Number For all students when available SR al Must always be 1 File Naming Conventions and Upload Limitation e Blank spaces are NOT allowed in file names e Special characters allowed in the file name are the dash and underscore _ e The file must be a text file with a txt extension s A single file for upload is limited to 5000 records If these conventions are not followed processing will terminate and the email message below will be received This message is to notify you that the following USIS Validation process has been terminated for Maryland State Department of Education MSDE as the number of error records exceeded the 5000 error limit Student Submission Validated by USIS Submission td 73461 Date 06 10
9. tion This will prompt a second dialogue box from which you can choose to either open it or save it to you computer DOWNLOAD NOTICE If your PC is behind a server or firewall that restricts downloads your System Administrator may need to configure such systems to allow full functionality of this site MHEC User Manual College Submission ID amp Date Approx File Size 439 38 KB ALL v 73834 06 19 14 Approx Download Time 1Mbps 00 0 min 03 0 sec Download File Format Reports Fixed Length v Validation Report Download x Refresh Report Total number of records 4993 WI Download Error Report Total Number of Records with Valid SASID 2072 Last Name First Name Middle Name DOB Gender FICE Campus Student ID MON eLa The download section of the Validation Report allows the selection of different file formats Click downlo file validation Documen t Blg La HEC Report an hittpsy usis msde state md us usis ValidationReportAction do action casidReport TE T _ i ir Once the file is downloaded review the data returned The file validation process To CHANGE THE REPORT DATA DOWNLOAD THIS REPOR will promot a second dialog DOWNLOAD NOTICE d to receive the file in the format selected j ti G https state md us Edit View rites Tools He Unique Student Identifier System Validation Report Validation Download Report provides a list of all studen To view a Report
10. tion Home Help Student Maintenance Student Search View Student Search The Student Search provides the ability to search for a student in the Master Student Index MSI Enter Search Criteria You may use upper and or lower case letters for your search Once you have finished press the Search button Documents Last Name Eis Layout First Name Middle Name MHEC User Manual Date Of Birth j MM DD YYYY Gender None v Reports SASID bon Report LASID LEA ALL v SSN Search Release Please enter a Last Name R 100 a r es a O A If the browser is closed using the red X in the upper right hand corner the system does not log you out If the logout option ot used an error message will display on the next login indicating that you are already loggedin Place a check in the Check here and re login if you want to renew your session secti You will be able to log in again Te a https state md us p a G L Unique Student Ide File Edit View Favorites Tools Help d fo 5 v Z Unique Student Identifier Tabs Welcome to the Unique Student Identifier System USIS You have already logged with the same userid enter your User ID and Password below then press the Login button M Check here and re login if you want to renew your session Login TN stesso set Duran e La CATION
11. ue Student Identifier System a Validation Home Help Student Maintenance Student Search View Activity History for Student File Validation The following activity history detail is for the student selected on the previous page Documents SASID Last Name First Name Middle Name DOB Gender Grade LASID LEA School Updated Source Page 1 of 1 Go To First Prev Next Last Back F 12 740 cris r el pla mel MER coment MHEC User Manual Reports Validation Report For support or suggestions please contact the administrator at usis mhec state md us Release Information Version 13 00 00 dated May 12 2014 R 100 v College User Manual This section contains the user manual with the instructions and screenshots for the USIS system L https usis msde state md us usis MHEC p N amp Student Search usismsde statemdus K amp New Tab E boi File Edit Goto Favorites Help 38 E Suggested Sites Web Slice Gallery Unique Student Identifier Tabs Downloading 3 64 MB of 3 64 MB https usis msde state md us usis MHEC 20USIS 20College 20User 20Manual_Final pdf MHEC User Manual System Exit Be sure to click LOGOUT to terminate the session e aps state md us P BO student Search file Edit View Favorites Jools Help g 8 Tabs Unique Student Identifier nique Student Identifier System Valida
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