SSID ENROLLMENT Capabilities and Key Concepts Essential 3a Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Please do not multitask Courtesy Please do not multitask Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Training Sequence Essential 1: Overview & Requirements Essential 2: Interface & Administration Essential 3: Data Submission Fall 1 Fall 2 Data Population Fall 2 Reports and Certification End of Year Spring 1 Essential 4: Anomalies Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Request SSID and Student Maintain Student Profile Data Agenda Key Concepts Search for Student Request SSID and Student Enrollment Maintain Student Profile Data Wrap-Up 2 Hours Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Key Concepts Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

WHAT IS SSID ENROLLMENT? Overview WHAT IS SSID ENROLLMENT? SSID Enrollment in CALPADS is ….. Locating student data, including SSID Obtaining new SSIDs Enrolling NEW students Maintaining Enrolled students’ data Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Overview SSID ENROLLMENT IS … SEARCH FOR STUDENT Find/validate an SSID Locating Student Data to: SSID Enrollment data Student Information data Student Program data Enrolling Students with: Find/validate an SSID Examine current enrollment status View a student’s profile SEARCH FOR STUDENT Maintaining Enrolled Students to: SSID matching logic which controls the assignment of unique IDs for students Obtaining New SSIDs using: … to view existing SSID and data Add/update/correct Student Information and Program data Transfer a student’s enrollment to a new school Exit a student Record dropouts and graduates Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Introduction SSID ENROLLMENT IS … REQUEST SSID Find/validate an SSID Locating Student Data to: SSID Enrollment data Student Information data Student Program data Enrolling Students with: Find/validate an SSID Examine current enrollment status View a student’s profile REQUEST SSID Maintaining Enrolled Students to: SSID matching logic which controls the assignment of unique IDs for students Obtaining New SSIDs using: Transfer a student’s enrollment to a new school Exit a student Record dropouts and graduates Add/update/correct student info and program data Request and enroll an SSID Obtain SSID Enroll Student Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Introduction SSID ENROLLMENT IS … SEARCH FOR SSID Locating Student Data to: SSID Enrollment data Student Information data Student Program data Enrolling Students with: Find/validate an SSID Examine current enrollment status View a student’s profile SEARCH FOR SSID Maintaining Enrolled Students to: SSID matching logic which controls the assignment of unique IDs for students Obtaining New SSIDs using: …to locate the student whose data is to be modified Add/update/correct Student Information and Program data Transfer a student’s enrollment to a new school Exit a student Record dropouts and graduates Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

SEARCH FOR STUDENT REQUEST SSID Introduction SSID ENROLLMENT IS … SEARCH FOR STUDENT REQUEST SSID Search for and maintain Student Request and enroll an SSID View SSID (Online only) Maintain Enrolled Student Obtain SSID Enroll Student ONLINE and BATCH Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Key Concepts ONLINE VS BATCH Online Batch One student at a time Edit data manually in CALPADS portal One or more students Enter data in SIS or Excel; then upload extract using CALPADS portal CALPADS validates online & batch transactions using the same process Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Key Concept OWNERSHIP OF DATA The process of enrolling a student in an LEA, with an Enrollment Status = Primary, not only establishes the student’s official enrollment in the LEA, it also establishes ownership of the student’s data in CALPADS. The LEA in which a student is primarily enrolled owns the student’s data. In CALPADS, ownership of data establishes …. Access rights to the student’s complete data Ability to modify a student’s data – as of Student School Start Date Responsibility for data maintenance Responsibility for accuracy and timeliness of data Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Key Concepts STUDENT PROFILE Once ownership is established, the LEA is responsible for initial and ongoing maintenance of the Student’s Profile ….. Student Enrollment Student Information Student Programs STUDENT PROFILE Data elements and their relationships are defined in the CALPADS File Specifications (CFS) http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Key Concept EFFECTIVE DATES CALPADS Student Profile data is captured to create a longitudinal perspective. The longitudinal perspective is accomplished with calendar dates indicating when a set of data is/was effective -- enabling tracking over a period of time and reporting at a point in time. Student Enrollment - provides key Enrollment Dates to which other student data is linked Student Information - provides key demographic data that is linked to the student’s Enrollment Dates with its Effective Dates Student Programs - provides key program eligibility and participation data that is linked to the student’s Enrollment Dates with its Membership Effective Dates Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Search for Students (Online) Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

EXISTING SSID ENROLLMENT Student Enrollment ENROLLMENT TYPES Student Enrollment Student Information Student Programs STUDENT PROFILE If an Existing SSID is selected and posted, then the enrollment process is complete If a new SSID is selected and posted, then a New SSID Enrollment is complete NEW SSID ENROLLMENT EXISTING SSID ENROLLMENT New SSID is generated and used in the Student Enrollment Initial Student Information is captured No Program data is added Existing SSID is used in the Student Enrollment Existing Student Information must be updated No Program data is added Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

ENROLLMENT TYPES (cont.) Student Enrollment ENROLLMENT TYPES (cont.) The Student Enrollment record created by each type of enrollment is the same. The data collected during the process differs. EXISTING SSID ENROLLMENT collects no Student Information NEW SSID ENROLLMENT collects initial Student Information Birth City is optionally entered at enrollment, but it is updated in Student Information Grade Level is entered at enrollment but it is updated in Student Information Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile Data (Online & Batch) Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile SSID ENROLLMENT IS … Locating Student Data to: SSID Enrollment data Student Information data Student Program data Enrolling Students with: Find/validate an SSID Examine current enrollment status View a student’s profile SEARCH FOR SSID Maintaining Enrolled Students to: SSID matching logic which controls the assignment of unique IDs for students Obtaining New SSIDs using: …to locate the student whose data is to be modified Add/update/correct Student Information and Program data Transfer a student’s enrollment to a new school Exit a student Record dropouts and graduates Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile ONGOING DATA MAINTENANCE It is recommended that the Student Profile of an enrolled student be maintained on an ongoing basis. The Student Information portion of the Profile should be maintained as soon as an enrollment is completed. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile MAINTENANCE OF STUDENT INFORMATION Student Information is maintained in separate data areas for both online and batch and aligned with enrollment dates Online Maintenance Student Information is maintained by each individual sub group, which allows each data area to have its own effective dates Batch Maintenance All of the sub groups of Student Information data can be maintained at the same time with one input file. Each sub group can also be maintained individually. Student Information cannot be maintained until the SSIDs obtained during enrollment can be included in the Student Information input file. These SSIDs can be downloaded from CALPADS in a file and input to the local SIS. The Student Information file can then be extracted from the SIS and uploaded to CALPADS. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile INITIAL STATUS OF STUDENT INFORMATION The NEW SSID ENROLLMENT creates the following Student Information records with the same effective date as the Student’s School Start Date …. DEMOGRAPHICS Legal Name Alias Name (optional) Birth Date Gender Primary Language Birth Country Birth City (optional) Birth State (optional) GRADE LEVEL The Search criteria and the Student Information collected during enrollment are stored as initial Demographics Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile INITIAL STATUS OF STUDENT INFORMATION The EXISTING SSID ENROLLMENT does not create Student Information record aligned with your enrollment. A SINF record must be added. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile MAINTENANCE OF STUDENT INFORMATION Student Information (SI) data is maintained by EFFECTIVE DATES that align with enrollment dates An existing record will be Updated when the data is wrong. The Effective Start Date must match the existing Effective Start Date to update. A new record will be Added when the data needs to be changed (e.g. student name). A new Effective Start Date reflects when change occurred. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile MAINTENANCE OF STUDENT INFORMATION Before CALPADS reporting, all of the Student Information data categories should be examined to determine if existing records should be updated or if new records should be added 10/07/2009 CALPADS reports use the Student Information Effective Dates to determine the information that is correct as of a “point-in-time” Although Student Information is not maintained by LEA/school, the effective date must correspond to the student’s enrollment in the LEA/school in order to be reported for an LEA/school. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile MAINTENANCE OF STUDENT PROGRAMS The Student Program portion of the Student Profile should be maintained as soon as decisions are made about students’ eligibility for a program or participation in a program Programs entered for previous enrollments will be viewable Neither the NEW SSID ENROLLMENT nor the EXISTING SSID ENROLLMENT create any Student Programs Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

What start date should be used for each program? Program Start Date What start date should be used for each program? Program Eligible (1) Participating (3) Gifted and Talented Education (127) Date student first identified On or after student enrolled in LEA  Title 1 Part C Migrant (135) Special Education (144) Free Meals/NSLP (181) Date student identified for the school year On or after student enrolled in LEA and in current school year Reduced Price Meals/NSLP (182) Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Program Membership Code What membership code should be used for each program? Program Eligible (1) Participating (3) Counted in Report Gifted and Talented Education (127) Preferred Acceptable Eligible or Participating Title 1 Part C Migrant (135) Special Education (144) Free Meals/NSLP (181) Reduced Price Meals/NSLP (182) Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile MAINTENANCE OF STUDENT PROGRAMS Student Program data are maintained by School AND Membership Start Date A new record is Added when …. An existing record is Updated when … no record exists the student enrolls in a new LEA the student enrolls in a new school in the LEA the program requires yearly reporting (Free or Reduced Price Meal) the collection of information that has the same Membership Start Date correct the record’s information If Membership Code = Eligible, Start Date can be before School Start Date If Membership Code = Participation, Start Date must be on/after School Start Date Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile MAINTENANCE OF STUDENT PROGRAMS Since Program data are maintained by school, a student’s eligibility for, or participation in, a program should be reported only if the student has an enrollment in the school It is not necessary to exit a program record when a student exits a school. An exit is needed only when there is a need to terminate a student’s eligibility (yearly NSLP eligibility) or participation in the program. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile MAINTENANCE OF STUDENT PROGRAMS Before CALPADS reporting, all of the Programs should be examined to determine if existing records should be updated or if new records should be added 10/07/2009 For PROGRAMS, reports use the LEA/school and Membership Dates to determine the information that is correct as of a “point-in-time” The Program Membership Dates must correspond to the student’s enrollment dates in the LEA/school in order to be reported for an LEA/school. The IEP date can be used for Special Ed for the membership date if eligibility reported for 144. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile MAINTENANCE OF STUDENT ENROLLMENT Student Enrollment updates are expected within 14 days of the day the enrollment changes Transfer student to new school Exit with transfer code from current school Enroll in new school Exit student from CA school Record dropouts and graduates Exit with a dropout/graduate code from current school Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile MAINTENANCE OF STUDENT ENROLLMENT Student Enrollment data is maintained by School AND Student School Start Date A new record is Added when …. An existing record is Updated when … the effective date of the new information is different from the Student School Start Date of the information in the existing record the effective date of the new information is the same as the Student School Start Date of the information in the existing record Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Maintain Student Profile MAINTENANCE OF STUDENT ENROLLMENT The Student School Start Date is needed to identify the enrollment in the ODS Online Maintenance The record to maintain is chosen by the Student School Start Batch Maintenance If the Student School Start Date in the batch file matches the Student School Start Date in the ODS, CALPADS updates the existing record If the Student School Start Date in the batch file does not match the Student School Start Date in the ODS, CALPADS adds a new record Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Wrap-Up Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

A student’s complete Student Profile includes the following ….. Key Points A student’s complete Student Profile includes the following ….. SSID Enrollment Student Information Student Programs The information in a student’s Student Profile should be updated on an ongoing basis An LEA must establish ownership of a student’s data before it can modify the data Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

Questions Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012