PID search gives a PID detail page and PID maintenance can begin from there. PID Maintenance is a manual process for updating PID records online within the EDIT+ application. It is a powerful tool, designed to assist districts with a convenient method for maintaining demographic information in student PID records. It is not designed, however, to be used as a method to resolve student ID disputes. Should there be a need for resolution of demographic information in a student record, please contact PID Support in the Enterprise Data Management (EDM) division at TEA.
Prior to updating a PID record online, the database must be searched to determine if the record already exists in PID. After conducting a PID Maintenance Search, the PID Maintenance Detail page is used to manually update PID records online. Updates made here are logged by the system, including the person making the update and the date and time of the update.
It is recommended that all district staff with access to the PID database should be properly trained on how to make successful updates, as well as the procedure for submitting requests that must be resolved at the Texas Education Agency (TEA).
Manual updates to existing PID records are not allowed until 14 days have elapsed since the most recent update. Likewise, no updates to new ID records are allowed until 14 days after that record is inserted into the database.
EDIT+ users with PID Maintenance privileges can update the following fields during a single update transaction: student ID and/or 1 of the 3 major demographics (first name, last name, or date of birth) and/or any of the minor demographics (sex, ethnicity, generation). Two major demographics cannot be updated at the same time nor can previously entered minor demographics be reset to a blank field.
The types of PID updates that can be generated by districts include additions, verifications, and corrections. Although the PET sub application does not update information in the PID system, it does add students to the database.
To successfully add a person to the PID database:
- the student ID (SSN)/alternative ID must be unique, and
- the combination of first name, last name and date-of-birth cannot match another record that is already in the PID database
To successfully verify that a person already exists in the PID database:
- the record must match the student ID (SSN)/alternative ID, first name, last name, and date-of-birth of an existing PID record
It is possible to make two types of corrections to the PID database:
Detailed information on how to conduct a PID search and how to interpret the results displayed on the PID detail page can be accessed from the PEIMS EDIT+ Administrator Reference and Training Guide.
PID updates are also made through PEIMS Collections. PEIMS data files are submitted four times each school year following a schedule established by the PEIMS Data Standards. Districts are able to update student demographic information by submitting a 101 record and updates to student identification numbers can be made by submitting a 105 record. These records (101 and 105) act as flags inside district PEIMS files to alert the EDIT+ software to changes that need to occur in the PID database.
Detailed information on 101 and 105 records can be found in the PEIMS Data Standards, Section 2, Record Types .
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