Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 SSID ENROLLMENT Course Introduction Essential 3

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, Introductions and Ground Rules Ground Rules – Mute phones while listening – Do not place the call on HOLD – Silence cell phones – Provide you name and LEA when speaking – One conversation at a time 2

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Course Description This course provides detailed instruction in online and batch data submission and in the management processes for enrollment and for maintenance of SSIDs (Statewide Student Identifiers). SSID ENROLLMENT 3

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Course Description PREREQUISITE AND AUDIENCE Target Audience ….. LEA Program and Data Management Staff Responsible for Overall District Enrollment LEA System Administration Staff Prerequisites ….. Essential 1 – Overview of CALPADS Objectives and Requirements - Level 1 Essential 2 – CALPADS Key Features, Key Concepts, and System Administration 4

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Course Description COURSE OBJECTIVES Participants will understand how to ….. Locate existing SSIDs Assign and maintain SSIDs Enroll new students Update existing students enrollments Enter and maintain Student Information Enter and maintain Student Programs Review and resolve submission errors 5

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 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 3b – SSID ENROLLMENT - ONLINE 3c – SSID ENROLLMENT - BATCH 6

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Key Concepts ONLINE VS BATCH Batch Online 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 7

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Introduction Data Maintenance: Request SSID Enroll the Student Exit the Student Update Student Information – Demographics, Primary Language, Address etc. Update Student Program ONLINE ENROLLMENT AND MAINTENANCE 8

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Introduction 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 FILE PROCESSING The fields and their relationships are defined in the CALPADS File Specifications (CFS) 9

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Enroll Students Step 1: Prepare Data (SSID Enrollment) – pp Step 2: Upload Files – pp Step 3: View Submission Status – pp Step 4: View and Post Passed Records – pp Step 5: Resolve and Post SSID Candidate Records – pp Step 6: Resolve Rejected Records – pp Step 7: Correct Rejected Records – pp Step 8: Reload Rejected Records – p. 50 STEPS FOR BATCH ENROLLMENT The steps to enroll students data are ….. 10

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Modify Existing Students Data Step 1: Prepare Data (SSID Enrollment, Student Information, Student Program) – p. 21 Step 2: Upload Files – pp Step 3: View Submission Status – pp Step 4: View and Post Passed Records –pp Step 5: Resolve SSID Candidates/Post Records – pp Step 6: Resolve Rejected Records – pp Step 7: Correct Rejected Records – pp Step 8: Reload Rejected Records – p. 50 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 11

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Modify Existing Students Data Step 1: Prepare Data (SSID Enrollment, Student Information, Student Program) Step 2: Upload Files Step 3: View Submission Status Step 4: View and Post Passed Records Step 5: Review Rejected Records Step 6: Correct Rejected Records Step 7: Reload Rejected Records STEPS FOR BATCH MAINTENANCE The steps to modify students data (students with SSIDs) are the same as the steps to enroll students, except that there is no step to Resolve SSID Candidates 12

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Enroll Student Step 3: View Submission Status File Status States DispositionDescription 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 A file may be in one of the following possible states after the upload process or during the batch submission process 13

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Enroll Student Disposition Codes DispositionDescription ReadyReady for selection SelectedA selection of an SSID or New SSID has been made PostedThe selected record and its resolution has been posted CancelledThe None of the Above option was selected FailedThe selected record and its resolution failed validation and were not posted Step 5: Resolve SSID Candidates/Post Records (cont) 14

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, Upcoming Changes Improve the list of candidates returned on an Identifier Request (CR 291) Provide the Candidate List as a Report (CR 107) Passed records will display in list format with filter options (CR302) Valid Code Combinations and related errors will be updated to include valid combinations of completion code and grade level (CR178) New IVR on invalid student age or grade level for Adult Ed/GED exit reason (CR176) NEW IVR on Invalid age or grade level for CHSPE completion status (CR177) 15

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, Upcoming Changes cont SINF extract that uses the current SINF ownership rules logic to return only student records that are owned the requesting LEA during the data range specified (CR274) (SINF passed records Filter Options add: SSID & Local ID (CR197) Add Local ID to all Rejected Records Extracts/Downloads (CR232/188) New Submission Status Partial Post (CR 127) New File Status Post Requested (CR 170) 16

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Support CALPADS URL – CALPADS Support – CALPADS Service Desk Request Form (preferred contact method) – CALPADS Operations Office (Admin. Account Support) – – CALPADS-LEA Listserv (one-way) – Support Information 17

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Training Evaluation Please complete our survey 18

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 Questions 19

Slide Reference Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 CALPADS 3 PowerPoint Sources (see PowerPoint/Demo Presentation File 3a – slide 97 – Online vs. Batch File 3c – various slides (summary)8 – Online Enrollment & Maintenance File 3c – slide 49 – File Processing File 3c – slide 610 – Steps for Batch Enrollment File 3c – slide 1411 – Steps for Batch Maintenance File 3c – slide 2512 – Step 3: View Submission Status File 3c – slide 3513 – Step 5: Resolve SSID Candidates/Post Records CALPADS PPT Source Slides vs. PPT/Demo Presentation Slides 20