Year-Round Collections: EDIS

Overview

The Educator Identification System (EDIS) assigns each educator in the state of Colorado a unique Identification Number (ID) that will follow the educator throughout their service in Colorado public education. The purpose of the educator ID is to be able to use a unique number that preserves the privacy of educator records while allowing statutorily required data analyses.

All district staff, including purchased service staff from a 3rd party contractor (example: food, custodian, bus, construction services) must have an EDID.

There are three ways to obtain a State Assigned Educator ID (EDID):

• Add Single Educator: This method allows the institution to submit a single educator's information and to obtain a unique ID for the submitted educator. This function is not available to users with "Read-Only" access to EDIS.
• Add Multiple Educators: This method allows the institution to submit a list of educators via an on-line form in order to assign each educator a unique identifier. A list of IDs will be supplied back to the institution through a listing on the web site.
• Data Pipeline File Upload: This method allows the sending institution the option of sending a large batch of Educator information in order to assign each Educator a unique ID. The sending institution is able to receive the identifiers back via a similar Data Pipeline file.

Deadlines

• The EDIS collection is open year round.

Updating SSNs in Data Pipeline

Social Security Numbers (SSNs) are usually a source of error in HR and Staff Reporting. An SSN can be updated via the Data Pipeline by completing the below steps.

You will need Data Pipeline access permissions for the EDIS collection. 

1. Complete the EDID Update Template - being sure to remove the example line 2.
   • All fields will need to be filled with the correct information, including the field with the information update.
   • Be sure you are including the EDID number as well. 
   • Use the 'Notes' field to indicate what is being updated.
2. Upload the file to the Data Pipeline.
   • File Upload --> Data File Upload
   • Data Set: EDIS 
   • File Type:  EDID Updates (EDIS Batch)
   • Once the file is submitted, you should receive an email that the file has been processed. 
3. In Data Pipeline, select the EDIS tab on the left side menu.
   • You will need to work through the 'Edit Record' screen first.
     • Select the 'Errors and Warning' option from the 'Error Records' drop-down.
     • Click 'Submit to EDIS Match Tool' once all errors are corrected.
4. Most updates will go through Case Review, which is cleared out once a day.

File Layout and Definitions

• EDIS File Layout and Definitions (PDF)

Business Rules

• 2023-2024 EDIS Requests (formally EDIS Read) Business Rules (XLSX) (posted 11/27/2023)
• 2023-2024 EDIS Updates (formally EDIS Batch) Business Rules (XLSX) (posted 11/27/2023)

Trainings

• EDIS READ Match Tool Training (PDF) (posted 4/2/2020)
• EDIS Batch Training (PDF) (posted 4/8/2020)
• EDIS Web Training Module (PDF) (posted 5/13/2020)
• EDIS Cognos Training 2015 (PDF) (updated 4/6/2015)

Additional Resources

• Training Details for Statewide Data Collections

Contact: EDIS@cde.state.co.us