SSID ENROLLMENT Course Introduction Essential 3 Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Who’s Supposed to Be Here Supervisor of staff assigned to CALPADS Individuals assigned to CALPADS maintenance Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Training Sequence Essential 1: Data Coordinator Orientation Essential 2: Interface & Administration Essential 3: Data Submission Fall 1 Fall 2 Data Population Fall 2 End of Year 2 & 3 End of Year 1 & 4 Essential 4: Anomalies Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

1 HOLD Rules Mute yourself Name & LEA conversation at a time Silence cell phones Name & LEA conversation at a time 1 Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Online Maintenance Live Demo Agenda Online Maintenance Live Demo Batch Processing Live Demo Background & Workflow Wrap-Up 3 Hours Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Course Description COURSE MODULES This course is modularized to allow for use in local training that is focused only on specific topics appropriate for a particular audience. The modules include ….. 3a – SSID ENROLLMENT Capabilities and Key Concepts Reference guide and content discussed throughout the live demo 3b – SSID ENROLLMENT – ONLINE Content discussed during first half of live demo 3c – SSID ENROLLMENT – BATCH Content discussed during second half of live demo Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Assign and maintain SSIDs Enroll new students Course Description COURSE OBJECTIVES Locate existing SSIDs Assign and maintain SSIDs Enroll new students Update existing student’s enrollments Enter and maintain Student Information Student Programs Student English Language Acquisition Status Review and resolve related submission errors Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

ONLINE MAINTENANCE VS BATCH Key Concepts ONLINE MAINTENANCE VS BATCH Online Maintenance 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 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Live Demo Topics ONLINE MAINTENANCE Search for student – P. 6 Request SSID and Enroll – P. 20 New SSID Enrollment – P. 22 Existing SSID Enrollment – P. 34 Enter and maintain Student Information – P. 47 Student English Language Acquisition Status – P.62 Student Programs – P. 65 Review and resolve related submission errors Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

ONLINE MAINTENANCE LIVE DEMO 3b – SSID ENROLLMENT – ONLINE Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

10 minute break Break Time! Remember that you can attend the CALPADS Q & A sessions on Wednesdays at 3 p.m. if you have additional questions during the submission window. Sign up on the CSIS CALPADS training registration page listed in the Resources section near the end of this presentation. Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Batch Files FILE PROCESSING These files are used to enroll students and maintain their Profiles. They can be files from your SIS (consult with your SIS vendor) or an Excel Spreadsheet (instructions will be provided). Student Enrollment – SENR Student Information – SINF Student Program – SPRG Student English Language Acquisition – SELA The fields and their relationships are defined in the CALPADS File Specifications (CFS) http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

STEPS FOR BATCH ENROLLMENT Enroll Students STEPS FOR BATCH ENROLLMENT The steps to enroll students data are ….. Step 1: Prepare Data (SSID Enrollment) – pp. 10-21 Step 2: Upload Files – pp.22-24 Step 3: View Submission Status – pp. 25-29 Step 4: View and Post Passed Records – pp. 30-33 Step 5: Resolve and Post SSID Candidate Records – pp. 34-39 Step 6: Resolve Rejected Records – pp. 40-44 Step 7: Correct Rejected Records – pp. 45-49 Step 8: Reload Rejected Records – p. 50 Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

BATCH PROCESSING LIVE DEMO 3c – SSID ENROLLMENT – BATCH Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Step 3: View Submission Status Enroll Student Step 3: View Submission Status File Status States A file may be in one of the following possible states after the upload process or during the batch submission process Disposition Description Upload Failed File did not pass the initial upload validations or rules processing In Queue File did pass the initial upload validations/rules processing and is waiting to be processed (Queue: the process waiting line for files) On Hold CDE has placed the file in a delay-process state In Process File is currently being processed by the system Ready for Review File has completed the initial submission processing and is ready for an authorized to review the results In Review File has completed the initial submission processing and an authorized user has reviewed the results, but has not made a selection on one or more sets of records in the file requiring user interaction Complete Passed records of a submitted file have been successfully processed and posted to the ODS Excluded Submitted records for a site(s) was (were) removed from the submission process and not posted to the ODS Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Step 5: Resolve SSID Candidates/Post Records (cont) Enroll Student Step 5: Resolve SSID Candidates/Post Records (cont) Disposition Codes Disposition Description Ready Ready for selection Selected A selection of an SSID or New SSID has been made Posted The selected record and its resolution has been posted Cancelled The “None of the Above” option was selected Failed The selected record and its resolution failed validation and were not posted Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Modify Existing Student’s Data STEPS FOR BATCH MAINTENANCE The steps to modify students’ data are the same as the steps to enroll students, except that there is no step to Resolve SSID Candidates Step 1: Prepare Data (SSID Enrollment, Student Information, Student Program, Student ELA) – p. 21 Step 2: Upload Files – pp.22-24 Step 3: View Submission Status – pp. 25-29 Step 4: View and Post Passed Records –pp. 30-33 Step 5: Resolve SSID Candidates/Post Records – pp. 34-39 Step 6: Resolve Rejected Records – pp. 40-44 Step 7: Correct Rejected Records – pp. 45-49 Step 8: Reload Rejected Records – p. 50 Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Resources CALPADS Calendar System Documentation Document Description http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp System Documentation http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Document Description Sections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SINF, SELA & SPRG tabs CALPADS Error List Detailed error message descriptions Student Enrollment, Student Information, Student English Lang Stat, Student Programs, and Fall 1 Certification tabs CALPADS Data Guide Detailed requirements Sections 2.1.1, 2.1.2, 2.1.3 & 3.1.2 – 3.1.9 18 Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Resources Self-paced Trainings https://csis.fcmat.org/Pages/Self-Paced-Training.aspx CALPADS Q & A Sessions – Every Wednesday Enrollment - http://csis.fcmat.org/Pages/Trainings.aspx FAQs CALPADS - http://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.asp Race and Ethnicity - http://www.cde.ca.gov/ds/dc/es/refaq.asp LCFF - http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp Free and Reduced-Price Meal (FRPM) Income Eligibility Under the LCFF Unduplicated Pupils at Schools with Provision 2 and 3 or Community Eligibility Provision (CEP) Status English Learners Under the LCFF Foster Youth Under the LCFF County Office of Education Schools and Alternative Education 19 Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspx Phone: 916-325-9210 E-mail: calpads-support@cde.ca.gov Listserv: http://www.cde.ca.gov/ds/sp/cl/listservs.asp Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

Please Complete Our Survey Training Evaluation Questions Please Complete Our Survey http://bit.ly/1n1yKOD 21 Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014 21