SSID ENROLLMENT& MAINTENANCE Key Concepts and Workflow Essential 3 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Supervisor of staff assigned to CALPADS 2 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Questions and Courtesy Please include your name and LEA when asking questions Lengthy or unrelated questions may be postponed until the Q & A segment of the training. There will be time during the Q & A segment to read chat answers and get clarification. Please focus on the presentation so you do not miss something important. Questions may be asked here, but they may not be answered immediately. Lync Chat Box Chat Button Shows or hides the chat box HOLD Mute yourself 3 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Training Sequence Essential 1: Data Coordinator Orientation Essential 2: Interface & Administration Essential 3: Data Submission Fall 1Fall 2 Data PopulationFall 2End of Year 2 & 3End of Year 1 & 4 Essential 4: Anomalies 4 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Agenda 3 Hours Wrap-Up Search for Student (Online) Request SSID and Student Enrollment (Online) 5 Overview Maintain Student Profile Data (Online) Request SSID and Student Enrollment (Batch) Maintain Student Profile Data (Batch) Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

OVERVIEW 6 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The student data in CALPADS is used to meet state and federal reporting requirements 7 OVERVIEW Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The SSID is a unique, 10-digit, random, system-generated, non- personally-identifiable number. Only a single SSID can be assigned to a student. SSIDs allow LEAs to:  Maintain data on individual students over time.  Track students in and out of schools in order to determine more accurate dropout and graduation rates; thus:  It is critical that LEAs take great care when requesting new SSIDs or when obtaining existing SSIDs. 8 OVERVIEW STATEWIDE STUDENT IDENTIFIER (SSID) # Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Overview Locating students, including existing SSID assignment Obtaining new SSIDs Enrolling NEW students Maintaining Enrolled student data WHAT IS SSID ENROLLMENT? The SSID Enrollment process in CALPADS is ….. 9 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

10 SSID ENROLLMENT IS … Overview SEARCH FOR STUDENT … to view existing SSID and data Verify a SSID Examine current enrollment status View a student’s profile Locating Student Data to: Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

11 SSID ENROLLMENT IS … Overview REQUEST SSID Request and enroll an SSID Obtain SSID Enroll Student Obtaining New SSIDs using: SSID matching logic which controls the assignment of unique IDs for students Enrolling Students with: SSID Enrollment data Student Information data Student Program data Student English Language Acquisition Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

SSID ENROLLMENT IS … Search for and maintain Student SEARCH FOR STUDENT REQUEST SSID Request and enroll an SSID Obtain SSID Enroll Student View SSID Maintain Enrolled Student 12 Key Concept Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Key Concept 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 has a primary enrollment owns the student’s data. In CALPADS, ownership of data establishes …. OWNERSHIP OF DATA Access rights to the student’s historical data Ability to modify a student’s data – as of Student School Start Date in LEA Responsibility for data maintenance Responsibility for accuracy and timeliness of data 13 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Key Concept 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 English Language Acquisition STUDENT PROFILE Data elements and their relationships are defined in the CALPADS File Specifications (CFS) 14 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Factors that impact LEA’s frequency of student data maintenance in CALPADS ….. STUDENT PROFILE MAINTENANCE Local Enrollment Procedures – management expectations, competing responsibilities Local Reporting Needs – SSIDs for CAESMIS, CAASP Pre ID, Direct Certification & Foster Youth matching CALPADs Snapshot Calendars* – submission timelines and reporting deadlines 15 Key Concept * Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Key Concepts ONLINE MAINTENANCE VS BATCH Batch Online Maintenance 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 16

Search for Students (Online Maintenance) 17 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Search for Student From the SSID Enrollment menu navigate through Online maintenance to Search for Student 18 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Type or paste the 10 digit SSID number into the text box Search for Student 19 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Use the Student Name link to access the student profile for greater detail Abbreviated student enrollment data Search for Student 20 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The View/Hide All button expands or hides all of the student information Each section of the profile can be hidden or expanded to show specific data Search for Student 21 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Click a button to update the enrollment, student information or select candidate for a new enrollment The View/Hide All button has been clicked hiding the students profile Search for Student 22 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The links allow access to specific student data. Security roles must be assigned by the LEA admin to have access to the student data modules. Disabled links will be grayed out. For more about security roles please view Essential 2 training Search for Student 23 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The Edit button is only available for those records owned by your LEA Search for Student 24 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

When there are multiple records use the effective date period that corresponds with the enrollment period to identify which record needs updating The current or most recent demographic record is displayed by default Search for Student 25 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The student address is a piece of student information that does change. LEAs should update this data at the beginning of the school year and periodically throughout the year. Search for Student 26 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

NSLP program records 181 or 182 need additional security roles to be viewed. Student Program roles alone do not allow the viewing of NSLP program records. Search for Student 27 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The Filter options allow for the search of a single type of program. NSLP program records 181 or 182 need additional security roles to be viewed. Student Program roles alone do not allow the viewing of NSLP program records. Search for Student 28 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

All of the links behave similarly. Click the link to view any data type available. Search for Student 29 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Complete as many fields as possible to identify the best demographic match. Search for Student 30 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Search for Student 31 Demographic searches are effective in finding multiple SSIDs for a Single student or identifying a students SSID when it is missing from the local records. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Request SSID and Student Enrollment (Online Maintenance) 32 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Request SSID To enroll students navigate from SSID Enrollment, Online Maintenance to Request SSID. 33 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

If the students SSID is known use the SSID to preform the request. All of the fields denoted with an asterisk are required to search for a match. Populating as much information as possible produces better results Request SSID 34 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Students who have never been enrolled in a CA public school no match will be found. To assign a system generated SSID click yes for create new SSID. CAUTION: If a SSID match is expected and no results are found click no and preform a second search with new search criteria. Request SSID 35 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The Student information used in the SSID search is used to enroll the student. The Enrollment start date is the first day the student attends class. A unique school ID assigned by the LEA. Request SSID 36 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Enrollment status code 10(primary enrollment) establishes ownership of the SSID Transitional Kindergarten students are enrolled with a grade level KN. Request SSID 37 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

COE must provide a transfer code for all students except for Juvenile court schools Required for all COE students and or students who are enrolled under a formal transfer agreement. Required for all graduates exited with a completion status of 100, 106 or 108 Request SSID 38 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Maintain Student Data (Online Maintenance) 39 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Key Concept 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 Dates Student English Language Acquisition – provides key language data that is linked to the student’s Enrollment Dates with its Status Start Date START & END 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. 40 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Maintain Student Data State reporting also lists direct links to Staff data, Course data, Discipline data and the Certification status screens. These are not available through SSID enrollment From State Reporting, the Maintain Student Data link allows for direct access to a students data when the SSID is known. CALPADS offers an alternate path of navigation. SSID maintenance can be accessed through the State Reporting menu. 41 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Use update to access the current record The Previous and Next buttons allow you to cycle through demographic records Student ethnicity, race and parent guardian history is required. Maintain Student Data 42 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The Student Initial school Enrollment date is required for all EL and foreign born students. The date is relative to Kindergarten. When a student has a legal name change use the Alias fields to preserve the historical data. Maintain Student Data 43 CAUTION: Gender and name changes can not be made in the same transaction Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Direct Link to student Address History Maintain Student Data 44 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

CALPADS does not address validate. It is advisable to use the proper USPS standards because the addresses are used in Direct Certification and in Assessments. See the CALPADS Direct Certification self-paced training presentation for more information of how the address is used.CALPADS Direct Certification Maintain Student Data 45 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Update student English Language Acquisition Status (ELAS) data only: Upon enrollment of a NEW student (brand new SSID) When a student has a valid change in their ELAS When any K–12 student with an ELAS of “TBD” has that status for more than 90 days from the ELAS Start Date. Maintain Student Data 46 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

47 The effective start date is used only to sequence historical records. For new SELA records the effective start date defaults to the status date. Maintain Student Data Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The ELA Status, ELA Status start date and the primary language are require for every SELA record. For information about identify student’s primary language and ELA status review CELDT 101: Regulations and Requirements at CELDT 101: Regulations and Requirements Primary language is NOT required and should not be submitted for pre- kindergarten students. Maintain Student Data 48 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

English Language Acquisition Reporting 49 English Language Acquisition Status now reported once initially and then only when status changes TBD IFEP EO EL RFEP* * The initial status may be any status except RFEP, but subsequently only the changes shown above are allowed Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Student program data includes information about students’ eligibility for or participation in specific state and federal programs. CALPADS automatically defaults program records to their respective membership categories (eligible or participating). Maintain Student Data 50 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Student eligibility data is used as a way to identify particular students in accountability subgroups as required for state and federal reporting. Student program participation data is collected to meet state or federal requirements to report counts. The filter options allow sorting for a specific program. Maintain Student Data 51 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

School of Attendance, Education Program Code and Membership Start Date are required fields for every program record. Maintain Student Data 52 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Program Membership Code Reporting Eligibility (1)Participation (2) Foster Program Free Meal Program Gifted and Talented Education (GATE) Homeless Program Reduced-Price Meal Program Special Education Title I Part C Migrant Accommodation Plan CAHSEE Intensive Instruction California Partnership Academy NCLB Title I Part A Basic Targeted NCLB Title I Part A Neglected Opportunity Program Pregnant or Parenting Programs Transitional Kindergarten Education Program Membership Code is determined and set automatically* 53 * CALPADS will set the code, regardless of what is submitted, based on the list on the “Education Prog – Membership Cat” tab of the CALPADS Valid Code Combinations document found on the Resources slide near the end of this presentation Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

54 Once the program code has been selected fields that do not need to be populated will be grayed out. Maintain Student Data Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

55 Upon validation a SPRG0276 error has triggered. The homeless dwelling type code has not been populated, but is required for a homeless program record. Recommended: Use the CALPADS Error List at to troubleshoot error codes.CALPADS Error List Recommended: Use the CALPADS Error List at to troubleshoot error codes.CALPADS Error List Maintain Student Data Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The record has been validated and can now be posted sine the Homeless Dwelling Type code has been populated along with the other required fields. Maintain Student Data 56 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

57 After posting the record you can see that is now part of the students program record. Maintain Student Data Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The Migrant ID is the only required field for the migrant program code 135. The radio buttons are not grayed out, but become un-clickable. Maintain Student Data 58 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The GERR005 error has triggered because the school of attendance is incorrect. Ownership is currently at Sutterville Elementary not Sutter Middle. The Migrant ID is missing as indicated by the SPRG0084 error. Maintain Student Data 59 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

After making changes to resolve the errors the record has passed validation and can be posted. Maintain Student Data 60 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The Migrant program record has been added. Maintain Student Data 61 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Existing SSID Enrollment (Online Maintenance) 62 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

SSID Enrollment To enroll students navigate from SSID Enrollment, Online Maintenance to Request SSID. 63 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

64 When the SSID is known a search can be performed using just the SSID SSID Enrollment Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

65 CAUTION: If a SSID match is expected and the results are not as expected click the return to Request SSID button. SSID Enrollment Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

66 Always verify that the SSID match prior to clicking the enroll candidate button. SSID Enrollment Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15 Press enroll candidate to begin the SSID Enrollment process.

67 The fields required for an existing SSID enrollment are the same as the fields required for a new SSID enrollment. SSID Enrollment Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Request SSID and Student Enrollment (Batch) 68 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

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 69 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

File Functionality Files can be used to submit data to CALPADS. They can be files from your SIS (consult with your SIS vendor) or an Excel Spreadsheet (instructions will be provided). FILE PROCESSING The fields and their relationships are defined in the CALPADS File Specifications (CFS) 70 CALPADS File Types Student InformationStaff InformationCourse Information  SSID Enrollment  Student Information  Student Program  Student Discipline  Student Waivers  Student Career Technical Education  Student English Language Acquisition  Staff Demographics  Staff Assignment  Course Section  Student Course Section Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

CALPADS File Processing Transaction ProcessingEffective Date ProcessingReplacement Processing Individual record transactions are submitted and managed using a defined operational key. This is the most restrictive transaction type. Previously submitted data can only be replaced during the current academic year. Data not of the current academic year must be deleted then added new in two separate steps. ­­ Data is managed using Start and End effective dates. The most flexible transaction method. Records are added, updated or replaced using effective start or end dates. Delete transactions are not permitted if there is only one record. The latest effective date record is required to be an open. This transaction type indicates that the record(s) submitted replace ALL existing records with the same operational key in the ODS. Used for those record types where LEAs typically work with all of the data as one data set. 71 The Transaction processing types are defined in section 1.3 of the CALPADS File Specifications (CFS) There are three main file processing methods of data in CALPADS. The transaction processing methods dictate how data can be submitted to the CALPADS ODS in a batch file. File Functionality Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Record Type & Processing Method File TypeRecord Type CodeProcessing Type SSID EnrollmentSENRTransaction Student InformationSINFEffective Date Student ProgramSPRGTransaction Student English Language Acquisition SELATransaction Student DisciplineSDISReplacement Student WaiversSWAVReplacement Student Career Technical Education SCTEReplacement Student Course SectionSCSE/SCSCReplacement Course SectionCRSE/CRSCReplacement Staff DemographicSDEMEffective Date Staff AssignmentSASSReplacement 72 File Functionality Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

These files are used to enroll students and maintain their Profiles. Student Enrollment – SENR Student Information – SINF Student Program – SPGM Student English Language Acquisition – SELA FILE PROCESSING The fields and their relationships are defined in the CALPADS File Specifications (CFS) 73 File Functionality Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Enroll Students Step 1: Prepare Data (SSID Enrollment) Step 2: Upload Files Step 3: View Submission Status Step 4: View and Post Passed Records Step 5: Resolve and Post SSID Candidate Records Step 6: Resolve Rejected Records Step 7: Correct Rejected Records Step 8: Reload Rejected Records STEPS FOR BATCH ENROLLMENT The steps to enroll students data are ….. 74 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Enroll Students REQUEST SSID The SENR file is used to for a variety of actions search the ODS for an existing SSID request a new SSID submit a New SSID Enrollment update an existing enrollment exit students 75 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Enroll Students REQUEST SSID The SENR file contains …. Processing codes - Record Type, Transaction Code (Blank = Add/Update) Identifiers – Reporting LEA, School of Attendance, Academic Year Matching Criteria – Name, Gender, Birth Date, Birth Country, Primary Language, and SSID if known Other Student Information - Birth City, Birth State Province, Grade for SSID Enrollment Enrollment Fields – School Start Date, Enrollment Status Code Enrollment Update Fields – School Exit Date, Exit Reason Code, School Completion Status, Expected Receiver School of Attendance, Student Met All UC/CSU Requirements Indicator 76 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Enroll Students REQUEST SSID Matching Logic is used as follows …. When an SSID is included in the SSID Enrollment file – If the SSID is found in the ODS, the logic determines if the demographics submitted in the file match the demographics of the found SSID. If yes, CALPADS accepts the enrollment as an Enrollment update – either an enrollment in a subsequent school in the LEA or an update to an existing enrollment – If the SSID does not exist in ODS, matching logic is not used. An IVR will reject the record as “Invalid.” 77 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Enroll Students PREPARING FOR BATCH SSID ENROLLMENT Prior to beginning batch SSID Enrollment for the current year, the following preparations are made: Manage Security Create/update any users who will upload batch data Determine who will have the capability to auto-post, if anyone, and assign the capability to the user’s security profile (i.e. User Account) Auto-Post A function available to authorized users that automatically posts enrollment records to the ODS for which the CALPADS Matching Logic returned an SSID Match Status of “New” or “Single” and that passed all the defined validations and rules processing. 78 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

79 To Submit a batch file go to Manage Submissions, Upload Files. Upload files can be accessed through the SSID Enrollment or State Reporting menus Enroll Students Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

80 Select the File type from the list that you wish to upload. Enroll Students Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Select the Batch file from the list of files on the computer. Enroll Students 81 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

82 Files that pass the first set of validation rules go to the In Queue status. The View Submission Status button allows us to track the files processing progression. Enroll Students Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The View Submission Status screen can also be navigated to directly using either the SSID Enrollment or State Reporting menus. Enroll Students 83 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Filters allow files to be searched by Type, Status, Submitter, List, Job ID or using a date range File that have been uploaded can be viewed in their current status depending on the filters selected. Enroll Students 84 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Enroll Students File submission statuses after upload and during validation process 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 a user has reviewed the results, but has not made a selection on one or more sets of records in the file requiring user interaction Post Request One or more SSID selections have been validated successfully and waiting in queue to be posted Partial Post One or more SSID selections have been posted but additional SSIDs are awaiting for an action from user Posted 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 Revision in Progress Posted records are being extracted and in process of generating the Snapshot reports Revision Complete New snapshot reports generated successfully 85 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The Job Name links to the File Details screen. Enroll Students 86 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Both passed and rejected records can be examined in greater detail by clicking the links passed records can be posted to CALPADS. Rejected records will not post and must be resubmitted. Enroll Students 87 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The Enrollment Summary are records that have passed and can be posted. The New, Single and Multi are SSID request records for new enrollments. Enroll Students 88 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Student Enrollment REQUEST SSID RESULTS Possible student candidate statuses are: Match Status New = No demographics in ODS match the submitted demographics. Therefore a new SSID can be generated. Single = One SSID in the ODS is a Candidate. It has demographics that match the submitted demographics (100% match score). The user will determine if this Candidate is the student being enrolled. Multi = Multiple SSIDs in the ODS have demographics that match the student demographics. They are Candidates from which the user will determine if one is a match for the student being enrolled. If a match is indicated, the existing SSID will be assigned to the student being enrolled. 89 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Filter options can be set to display the match candidates desired. Enroll Students 90 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Enroll Students DispositionDescription ReadyReady for selection SelectedA selection of an SSID or New SSID has been made PostedThe selected record and its resolution have been posted CancelledThe “None of the Above” option was selected FailedThe selected record and its resolution failed validation and were not posted Disposition Codes 91 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

By setting the filters to all. The New, Single and Multi match candidates will be displayed on a single screen. This will allow all the candidates to be selected, validated and posted in a single transaction. Enroll Students 92 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The reveal arrow expands the candidate selection options. Enroll Students 93 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The match candidates are listed in order of match score along with the New SSID and none of the above options. Enroll Students 94 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

If none of the candidates match your student, The New SSID option will indicate the system to generate and SSID for the student. When match results cannot be determined select the None of the Above option. Enroll Students 95 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Request SSID Extract button navigates to the “Request SSID Extract” screen to generate a downloadable file of SSIDs. Enroll Students 96 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Request SSID Extract using the job ID number. The uploaded SENR file must be in complete status to preform the extract request. NOTE: Requesting an extract is part one of a two step process. After a request the extract will have to be retrieved. Enroll Students 97 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Navigate to retrieve an extract from the Reports menu. Specify the type of extract you would like to retrieve. Enroll Students 98 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

99 Navigate to retrieve an extract from the Reports menu. The candidate List extract can be downloaded for review with local student information. Enroll Students Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Navigate to retrieve an extract from the Reports menu. Enroll Students 100 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The File Details breadcrumb link allows for direct navigation to the File details screen. Enroll Students 101 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The Reveal arrow Expands the list of errors by code Enroll Students 102 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The Show button expand some detail of the student data triggering the error The View Details button expands the Rejected Record in full detail. Enroll Students 103 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The failed field of validation triggering the error and the data that has been submitted are indicated in the rejected record detail. The Rejected Record in full detail allows every field to be examined so the nature of the discrepancy can be identified. NOTE: Rejected Records do not change. The data can be corrected in the CALPADS ODS or corrected in a SIS and resubmitted in a new file, but the file details will always display the rejected record from the time of submission. Enroll Students 104 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Enroll Students Correct Rejected Records *Types of Enrollment Errors Invalid Data Missing Data Inconsistent Data * Refer to CALPADS Error List Additional instructions on how to correct rejected records are provided in …  CALPADS File Specifications (CFS)  CALPADS Valid Code Combinations 105 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Enroll Students Resubmit Rejected Records Upload an updated file with the corrected records and follow the steps as shown below: – Step 1 View Submission Status – Step 2 View Passed Records – Step 3 Select SSID Candidates / Post Records 106 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Maintain Student Data (Batch) 107 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Maintain Students’ Data 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. ONGOING DATA MAINTENANCE 108 STUDENT PROFILE Student Enrollment Student Information Student Programs Student English Language Acquisition Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Update Student Information and Student Program Data Use the same process as with the Student Enrollment batch file Post records to the ODS using the Key Element Summary counts of the file type Maintain Students’ Data 109 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Navigate to the Upload file screen to upload additional files needed to complete students profiles. Select the file type to be uploaded. Typically the SINF file follows the SENR in the SSID Enrollment process. Maintain Students’ Data 110 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The Job Name link navigates to the File Details screen. Maintain Students’ Data 111 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The passed records count for All Schools navigates to the Submission Summary screen. Maintain Students’ Data 112 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The Exclude button removes an entire file of submitted records was removed from the submission process and not posted to the ODS. The post button will post all the passed records displayed in the Submission Summary. The reveal arrow navigates to the submission details of individual records Maintain Students’ Data 113 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Maintain Students’ Data 114 Similar to a rejected record passed records can be viewed in full detail with each field displayed. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Select the Student program file type to upload student program files. Maintain Students’ Data 115 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

The passed records count links to the submission summary screen. Maintain Students’ Data 116 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

While in post requested status the Post and Exclude buttons are disabled. No other processes can be perform until the Post process has completed. After the post button has been clicked the files status changes to Post Requested. Maintain Students’ Data 117 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

Wrap-Up Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8,

Key Points to Remember A student’s complete Student Profile includes the following ….. – SSID Enrollment – Student Information – Student Programs – Student English Language Acquisition 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 119 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15

LEA Administrator Responsibilities Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15 * See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports Create/revoke accounts Reset passwords Update roles Review security reports Manage accounts Answer questions Provide training Support local users Submit CALPADS support requests on behalf of the LEA Act as liaison 120

Did You Get It? Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, Who can assign SSIDs to students?Individual with the SENR role in CP. How is a new SSID obtained?Via online maintenance or batch file. Who maintains the student profile?LEA that owns the SSID. How Is ownership established In CALPADS? Ownership is established with primary enrollment. When should you use batch processing? Generally when you have more than a handful of students but can be used at any time. What Students should be included in the SELA file? Only Students who have no SELA records(initial CA public school enrollments) or those who have had an ELA status change. What Happens to Rejected records?Nothing. Rejected records do not post to the CALPADS ODS and they do not change when ODS data is updated. They remain in the staging area until are purged by CP. What is the Candidate List Extract for? The data can be distributed and used locally for analysis and confirmation of candidates.

System Documentation Resources DocumentDescriptionSections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SINF, SELA & SPRG tabs CALPADS Error ListDetailed error message descriptions Student Enrollment, Student Information, Student English Lang Stat, Student Programs, and Fall 1 Certification tabs CALPADS Data GuideDetailed requirementsSections 2.1.1, 2.1.2, & – CALPADS Calendar Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8,

123 Resources Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15 Self-paced Trainings FAQs CALPADS - Race and Ethnicity - LCFF - 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 CALPADS Q & A Sessions – Every Wednesday Enrollment

Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15 Next Steps… Now – 10/7 Complete Fall 1 data population in local SIS Post SENR, SPRG, SINF & SELA files 11/2 – 11/6 Resolve anomalies, resolve certification errors, review certification reports and update records if necessary 11/9 – 12/10 Certify Fall-1 (level 1 & level 2) 12/18 10/7 – 10/30 Upload Enrollment, ELAS, and Program files Review validation errors and reconcile as needed Send reports to site leaders for approval 12/14 124

Support Web: Phone: Listserv: Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8,

Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.1, Sept 8, 15 Training Evaluation Please Complete Our Survey Questions 126