SSID ENROLLMENT& MAINTENANCE Key Concepts and Workflow

SSID ENROLLMENT& MAINTENANCE Key Concepts and Workflow
Essential 3 This session is an introduction to Student enrollment in CALPADS. In this session we will define and explain the concepts that make Student Enrollment a vital element in CALPADS reporting and demonstrate the process. We will also demonstrate how to maintain student information once a student is enrolled. This training is designed for those who are new to CALPADS. SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Who’s Supposed to Be Here
Individuals assigned to CALPADS maintenance Supervisor of staff assigned to CALPADS LEA Administrators & individuals responsible for entering data in CALPADS should attend Essential 3 training. A best practice would be to include your supervisor in the training for a clearer understanding of the scope of data required. CALPADS should be a team effort—includes your the data stewards and individuals entering the data in your SIS. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Questions and Courtesy
HOLD Mute yourself 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 Please include your name and LEA when asking questions Here are our courtesy guidelines to create a session with minimal disruptions/interruptions: 1) Please Do not put your phone on HOLD!!! If you absolutely need to take another call during this session, please end your call with us and then call back into the training once you are done. Even if you do not press a hold button, many phones put a call on hold if you pick up a second one. The music played by the hold can be very disruptive to the training. 2) When we are presenting please make sure to mute your phone. If necessary we will mute everyone, and then you will need to wait for me to unmute everyone before you can ask a question. 3) We will stop periodically for questions. We encourage you to ask questions, That said, please hold your questions until we call for them, which we will try to do at reasonable intervals. 4) When you ask a question, please include your name and your LEA. 5) If you happen to ask a particularly lengthy question or one that is unrelated to the material currently being covered we may postpone addressing the question until the end of the presentation, in the Q & A segment of the training. 6) We want to make sure all of your questions are answered, so if you think we missed your question, please remind us of your outstanding question at the end of the presentation during the Q & A segment or send in a service ticket or attend the live Q&A held each Wednesday at 3pm Last - Lync provides a chat box where you can type questions that CSIS staff will answer, however please try to focus on the presentation so you do not miss something important. If you think that you need a more immediate answer so you can understand the current slide, please ask it verbally when we pause for questions. Also note the chat box can be turned off if it creates a distraction. (explain how to do this) Lengthy or unrelated questions may be postponed until the Q & A segment of the training. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

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 Essential 4: Anomalies The training sequence shown here illustrates the recommended order of CALPADS trainings and where Essential 3 falls in to that sequence. The content of this training has been tailored with the expectation that you have been through the Essential 1 and 2 trainings. If you have not attended these trainings be aware that you may not understand some terms and references used during this training. Each training has been designed based on the concepts introduced in the previous trainings in the sequence. It is highly recommended that if the live trainings are not being offered at this time that you view Essential 1 and 2 Self paced prior to viewing this training. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Agenda 3 Hours Overview Request SSID and Maintain Student
Search for Student (Online) Request SSID and Student Enrollment (Online) Maintain Student Profile Data (Online) 3 Hours Request SSID and Student Enrollment (Batch) Maintain Student Profile Data (Batch) Wrap-Up We will begin this training session with an overview, then progress to the demonstrations of student search, requesting SSIDs and enrolling students, then maintaining the student data. The demonstrations will be for both online maintenance and batch file submissions. Lastly we will conclude with a wrap up recounting what we should have learned. This is one of the most comprehensive as well as lengthy trainings offered and has been broken up into topic specific modules. It is recommended that the modules are viewed in sequence initially, but can be referenced individually later. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Overview READ SLIDE Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Overview CALPADS operates much like a student information system. Once a student enrolls into an LEA, whether it be a district or a school the student records must be maintained. Student information Systems or SIS as they are commonly called are designed to meet the schools needs while CALPADS has been designed to meet state and federal reporting requirements. In order to meet the reporting requirements, but also preserve and protect the personal nature of the student data each student must be assigned a Statewide Student Identification number. Once the Statewide Student Identification number or SSID is obtained a student’s enrollment and associated information can be reported in CALPADS. This process of obtaining SSIDs and reporting student information is called SSID enrollment. The student data in CALPADS is used to meet state and federal reporting requirements Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

STATEWIDE STUDENT IDENTIFIER (SSID)
Overview STATEWIDE STUDENT IDENTIFIER (SSID) 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. All public California K–12 LEAs, including charter schools, must obtain statewide student identifiers from CALPADS for enrolled students. These SSIDs are essential components of CALPADS and they should be maintained in the local student information systems as well. READ SLIDE bullets The process of obtaining new SSIDs for first time enrolled students, requesting existing SSIDs for transfer students and maintaining the student information associated with each SSID is the SSID enrollment process. # Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

WHAT IS SSID ENROLLMENT?
Overview WHAT IS SSID ENROLLMENT? The SSID Enrollment process in CALPADS is ….. Locating students, including existing SSID assignment Obtaining new SSIDs Enrolling NEW students Maintaining Enrolled student data The concept of SSID enrollment is central to CALPADS reporting. Each student that is reported in CALPADS must have a SSID from kindergarten through the 12th grade. Some students have SSID and records extending from pre-K through adult ED. This allows LEAs to maintain student data, link students to assessment scores and track students between LEAs for determining accurate dropout and graduation rates. Again, this is accomplished through the SSID Enrollment process. SSID Enrollment includes locating student data, obtaining new SSIDs, enrolling new students and maintaining student data. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Overview SSID ENROLLMENT IS … SEARCH FOR STUDENT Verify a SSID
… to view existing SSID and data Locating Student Data to: Verify a SSID Examine current enrollment status View a student’s profile The SSID Enrollment functionality allows to Search for a student and view the student profile for those with existing SSIDs or Request a SSID. This search is useful for transfer students whom you have incomplete information for or you believe have been previously enrolled in a CA public school. Scroll for Animation Bubble Scroll for second Animation Bubble When searching for a student you can find and verify a SSID or examine a student’s enrollment status and view the student profile. The student profile is a collection of student information records that is specific to each SSID and therefore specific to each student in CALPADS. The student search allows also you to access enrollment and personal data that may or may not be in the cum file. Perhaps access to historical enrollment information may help you determine the best way to serve the student at the time of enrollment. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Overview SSID ENROLLMENT IS … REQUEST SSID
Request and enroll an SSID Enrolling Students with: Obtain SSID Enroll Student SSID Enrollment data Student Information data Student Program data Student English Language Acquisition Request SSID is another option in the SSID enrollment process. Scroll for Animation Bubble The request SSID option is necessary to obtain SSID for students who have never been enrolled in a CA public school. Preschool, TK and Kindergarten students would account for the majority of the students that would need to have an SSID request upon an initial enrollment, but also out of state transfer students or those who have previously attended private school would need SSIDs requested for them. The Request feature initiates the process in providing possible candidate SSIDs or a New SSID if no possible candidates exist. CALPADS uses Name search to find matching demographic information to determine whether a student has a SSID match or is in need of a SSID. The end result of obtaining a SSID is an enrollment record is created automatically with the SSID linked to student demographic data. To complete the SSID enrollment process additional data elements are expected for the student profile. Obtaining New SSIDs using: SSID matching logic which controls the assignment of unique IDs for students Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

SEARCH FOR STUDENT REQUEST SSID
Key Concept SSID ENROLLMENT IS … SEARCH FOR STUDENT REQUEST SSID Search for and maintain Student Request and enroll an SSID It is important to understand that the initial step in the SSID enrollment process is to perform a search for a student to see if the student has an existing SSID. Depending on results you will determine whether to request a new SSID or use an existing SSID. The Online Search allows you to view an existing SSID. The Request SSID process allows you to assign a SSID to students new in your school which automatically creates an enrollment record in CALPADS. View SSID Maintain Enrolled Student Obtain SSID Enroll Student Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

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 has a primary enrollment owns the student’s data. In CALPADS, ownership of data establishes …. 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 SSID enrollment is the process that allows an LEA to establish ownership of a SSID and the student data associated with the SSID. Ownership of data is a key concept in CALPADS. The LEA with the a primary enrollment is allowed make changes to student data over the enrollment period. In CALPADS, ownership of data establishes: 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 A student must be enrolled with a primary enrollment in order to update or add student information. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

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 Once ownership of an SSID is established, the LEA is responsible to maintain the SSID profile throughout the duration the primary enrollment within the LEA. At the very least the Students profile will include: Student enrollment data, Student information data, Student program data and Student English language Acquisition data. Many students have an expanded profile which may also include student course section data, Student career technical education data and student discipline data. LEA ownership of an SSID and the associated student data is only with the start and end dates of an enrollment record. Student information or programs can not have start dates prior to the enrollment start date or end dates after the enrollment end date. Transfer student with existing records can not have those records amended by the new LEA, but new records can be added to the student profile by the new LEA during the period of enrollment. Data elements and their relationships are defined in the CALPADS File Specifications (CFS) Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

STUDENT PROFILE MAINTENANCE
Key Concept STUDENT PROFILE MAINTENANCE Factors that impact LEA’s frequency of student data maintenance in CALPADS ….. 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 There are several factors that impact how often student data is maintained in CALPADS. READ SLIDE While each LEA decides when it is necessary to maintain and update data in CALPADS, the CALPADS data guide recommends that student enrollment and program data be updated on an ongoing basis. Student demographic and student English language data should be updated only when changes occur. Students course, students career technical education data, students discipline and student waiver data may be submitted during the collection window. These recommendations are explained in greater detail in section 2.1. * Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

CALPADS validates online & batch transactions using the same process
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 Online maintenance is performed only one student at a time. The data is entered manually through a series of screens. Batch file processing allows for one or more students data to be uploaded in a single transaction. Rather than a series of screens for each student, a series of files must be submitted to complete the student information and program data for several students or an entire student population. Batch file submissions are the most efficient way to manage a large number of students or import Student information system data into CALPADS. The same validation rules apply to data in online maintenance and file submissions. CALPADS validates online & batch transactions using the same process Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Search for Students (Online Maintenance)
The first step in the SSID enrollment process is verifying the SSID or identifying whether or not the student needs an SSID. As mention earlier, performing Search for Student allows us to view existing student data in the students profile, find SSIDS and examine the current enrollment status. The online functionality in CALPADS allows us to search for students one at a time. This may not be ideal for annual Fall enrollments, but if we are enrolling a single student as a mid year transfer, enrolling a student that we suspect has had a previous enrollment or verifying incomplete student data, the search for student is very useful. Search for Students (Online Maintenance) Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Search for Student From the SSID Enrollment menu navigate through Online maintenance to Search for Student After logging into CALPADS navigate to the SSID Enrollment tab, Online Maintenance, then click on the Search for Student. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Type or paste the 10 digit SSID number into the text box
Search for Student A student search can be performed using an SSID or using student demographic information. For this first example, we will begin by searching for a student using their SSID. If you know the student’s SSID simply input the SSID in the textbox. Then click the Lookup Student button and verify the student it returned is the student you are looking for. Sometimes the SSID given is not necessarily the correct SSID for the student. Trust but verify. Type or paste the 10 digit SSID number into the text box Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Abbreviated student enrollment data
Search for Student Use the Student Name link to access the student profile for greater detail Abbreviated student enrollment data Please note that the system returns some abbreviated information about the student. It displays their name, SSID, Local ID, gender, Birth information, language, grade level and their current enrollment status. The Y indicates yes for actively enrolled a N would indicate no, not actively enrolled. Students who are actively enrolled at another LEA can still be enrolled, but will be notified during the time of enrollment with a SENR0028 warning. This may also cause a concurrent enrollment anomaly(CCE) please refer to Essential 4 for information about CCE. If the student is actively enrolled with your LEA you may not enroll the student with a primary enrollment at another school within your LEA, a SENR0027 fatal error will trigger. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Search for Student 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 The Student Detail screen allows the information that is contained in the student’s profile to be viewed on a single screen. We can use the View/Hide All button to either expand or collapse the information that is in the profile. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The View/Hide All button has been clicked hiding the students profile
Search for Student 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 The View/Hide button has collapsed the information in the profile. By clicking the View/Hide All Button again, the enrollment history, student name history, demographic information, guardian information history, and race/ethnicity information is immediately available. This abbreviated version of the students profile displays the data on a single screen. This may help you quickly find student information that allows you to resolve enrollment discrepancy with another LEA or confirm the identity of a enrolling student. There is additional information that you can access by clicking the Maintain Student Information button. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Search for Student 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 The Maintain Student Information screen allows access to the entire profile. It has links to the complete student profile in detailed modules. Access to these areas of the profile is controlled by security roles. Some links may not be active if you are missing the necessary security role. Essential 2 covers the Security Roles. The Student Enrollment link reveals the enrollment history of the student. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The Edit button is only available for those records owned by your LEA
Search for Student The enrollment history is displayed in much more detail than the initial profile view. All the elements of the enrollment record are displayed; reporting LEA , School of attendance, Grade Level, school start date and the like. Notice the edit link on the far right. The option to edit is only available for the record you own. We can use the Student Details link in the bread crumbs or the Maintain Student Information button to go back to the prior screen. The Edit button is only available for those records owned by your LEA Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The current or most recent demographic record is displayed by default
Search for Student 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 The Demographics link. This brings up the most current demographic record. You may notice that a student will have multiple demographic records. Click the Next Demographic Record and Previous Demographic Records button to cycle through the records. Each time a new effective date is submitted a new demographic record is created, this is called effective date processing. This processing type and others are explained briefly later in the presentation and in the CALPADS File Specifications word document in detail. If you need to overwrite previously reported data due to error submit the new information with the same effective start date. If the student’s demographic data has actually changed, perhaps parent guardian history or gender a new record should be submitted with a new effective start date. CALPADS will automatically end the previous record with an effective end date prior to the new effective start date. The Effective Start Date must overlap the enrollment date for records you own. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Search for Student 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. From the student demographic history the Student Address History can be directly accessed. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Search for Student SELA records may only be submitted when a students initial status is determined or when there is a status change. The Student English Language Acquisition History is mandatory for all primarily enrolled students grades KN – 12. Most students will already have one. The Fall 1 training goes into more detail on the ELAS record requirements. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The Filter options allow for the search of a single type of program.
Search for Student 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. The Student Program module shows the various student programs that are associated with the SSID. To search for a specific type of program use the filter options to narrow your search. Click the Apply filters button to execute your search. The NSLP program records require additional security role and may not be visible if you do not have the security role needed. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Search for Student All of the links behave similarly. Click the link to view any data type available. There are additional links to Students Course Section, Student Career Technical Education and Student Discipline information. These modules behave and display information similarly to those just explored. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Search for Student Complete as many fields as possible to identify the best demographic match. There is another option to search for students if you do not have a SSID. To select Search by Demographic by click the radio button. To execute a successful search populate a minimum of two fields. If the minimum requirement is not met an error message will appear. CALPADS allows the use of an asterisk to serve as a wild card. We will enter in the student’s complete last name and part of the first name followed by an asterisk. If the search data is too general resulting in tens or hundreds of records the results will not be displayed. To improve your search results use more specific criteria. We will be searching for all students with a name of [First initial of first name*, last name]. Use the Lookup Student button to return results. A demographic search can be useful when a student has enrolled and the student records from the previous school are unavailable or have not yet been received and you want to see what the previous district reported. A demographic search also helps identify if a student has been pre-enrolled or was a pre-K student and assigned a SSID already. A simple search prior to enrolling a student can prevent the duplication of SSIDs for a single student. This is known as a multiple identifier anomaly, more commonly referred to as a MID. Please review Essential 4 or refer to the CALPADS SSID and Enrollment Procedures document for information about MIDs and other anomalies. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Search for Student 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. The Search Results screen will reveal the closest match candidates. It is important for you to understand that by using the search for student function in CALPADS to identify the SSIDs for your student all the historical data that has been reported for your student is now available. CALPADS is a repository of student data that spans years and districts. It is another resource at your disposal. Sometimes middle name scan throw off a name search and miss finding your student. Use enrollment history to verify you have identified the correct student. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Request SSID and Student Enrollment (Online Maintenance)
Now we are going to enroll a new student in using Online Maintenance. The Request SSID option in the SSID Enrollment module allows you to obtain a SSID and enroll the student and gain ownership of an existing SSID. Remember that Ownership of data is a key concept in CALPADS. You can not submit or update any student data until a SSID has been enrolled in your LEA. An enrollment begins with a search of existing Student Profile to determine if the student being enrolled already has an SSID. Demographic criteria is used to identify whether the student’s profile matches an existing Profile in CALPADS. Request SSID and Student Enrollment (Online Maintenance) Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Request SSID To enroll students navigate from SSID Enrollment, Online Maintenance to Request SSID. To start the enrollment process go to the SSID Enrollment tab, Online Maintenance, Request SSID link rather than the Search for Student Link. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

If the students SSID is known use the SSID to preform the request.
Request SSID 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 To request an SSID populate all of the required fields marked with an asterisk. More specific information is required when requesting a SSID as opposed to just searching for a student, that is because the more information provided increases the match percentage. It best to populate all the fields that you have information for including those not required. If the SSID is known it can be entered as well to begin the enrollment process. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Request SSID 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. When the system indicates that no records were found click yes to create a new SSID. Please be sure you have exhausted your search before you Click the Yes button. Typically, most students in grades 1-12 already have a SSID unless they are from out of state or a private school. Some KN students also have a SSID if previously enrolled in pre-school. We assumed you have done your due diligence before requesting a New SSID. Sometimes the previous district may have spelled the name different or reported the Middle name differently Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Request SSID 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. The New SSID Enrollment screen allows us to enroll a student in a school. Populate the required fields to complete the enrollment process so the SSID can be assigned. The fields marked with an asterisks are required. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Transitional Kindergarten students are enrolled with a grade level KN.
Request SSID Enrollment status code 10(primary enrollment) establishes ownership of the SSID The Local Student ID is a identifier that may have alpha numeric characters that are defined locally. If you have a student information system a local number for the student should have been generated. (demo using the Calendar link) The enrollment start date is the first day the student was in attendance. This is the date that establishes the initial date of ownership for an SSID. When completing the student profile after enrollment all the other start dates associated with this student should correspond to the enrollment start date. The Enrollment Status has four options. The Primary Enrollment status is for student who receive the majority of instruction at your LEA or for students whom your LEA has responsibility for their IEP. There is the Secondary Enrollment status which is used if the student is receiving their primary instruction at another school or at another LEA but attend your school for some instruction. Lastly there is the Short Term Enrollment status which is used primarily by Educational Options schools to enroll students for a period fewer than 30 days. For example students that are required by a court order to be receiving instruction while temporarily in juvenile detention facilities. For this student we will select a Primary Enrollment status, which gives us ownership of the SSID. Transitional Kindergarten students are enrolled with a grade level KN. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Request SSID Required for all graduates exited with a completion status of 100, 106 or 108 COE must provide a transfer code for all students except for Juvenile court schools After selecting an enrollment status the grade level and school of attendance must be populated. The second half of the screen deals with the exit information which can be updated when the student exits. To complete the enrollment process we must click the Validate Enrollment button. CALPADS will then return a message that the validation was successful. Finally we can post the enrollment and assign the new SSID. Remember that after assigning a SSID in CALPADS you need to keep track of that SSID number locally. If you have a SIS input that SSID into the students record and add it to the students CUM file. Or after a group of SSIDs have been assigned you can request the SSID extract file for SSIDs obtained online. See Essential 2 for instructions on accessing the Extract Request. Required for all COE students and or students who are enrolled under a formal transfer agreement. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data (Online Maintenance)
In a minute we are going to demonstrate how to maintain the rest of the student data associated with a new or existing SSID we just obtained and enrolled. Let’s discuss a couple of important key concepts first and then we will walk you through the steps for maintaining the student data in Online Maintenance. Maintain Student Data (Online Maintenance) Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Key Concept 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. 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 When populating the student data that completes the student profile be sure that the start and end dates fall within the enrollment period. A new student should have a record start date that always corresponds with the enrollment start date, but transfer students, students previously reported in CALPADS may have historical records that date prior to the current enrollment start date. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data CALPADS offers an alternate path of navigation. SSID maintenance can be accessed through the State Reporting menu. From State Reporting, the Maintain Student Data link allows for direct access to a students data when the SSID is known. Once you have acquired an SSID for a student or enrolled a new student with an existing SSID you have established ownership of that SSID and can submit additional student data to complete the profile. With ownership of the student’s SSID comes the responsibility to maintain the student information and student program records. State Reporting Online Search There is an alternate path to the student profile in CALPADS. Under State Reporting, Maintain Student Data allows for direct access to a students data when the SSID is known. There are several reason why you would search for a specific student using their SSID. The Search by SSID function under maintain student data allows quick access to a student’s profile to update or add student information, exit a student or enroll a transfer student and record he drop out or graduate results. The Search Results and Student Detail screens are great verification tools for a new student, but are unnecessary when the student is known. By navigating through State Reporting to Maintain Student Data these two screens are bypassed. To access the student’s information go to State Reporting tab, Online Maintenance, then click Maintain Student Data. Use the Search by SSID to bring up the student’s profile. 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 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data 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. Race, ethnicity, or Parent/Guardian information are not required to request an SSID, but must be populated. The effective date should mirror the enrollment start date. If the student has multiple demographic records be sure to update the demographic record that overlaps the current enrollment. There are options to Update or Add a New Record. If there was a change in student demographics unrelated to input error we would select Add a new Record. Gender change or legal name changes would be reasons for a new demographic record. Correcting mistakes reported such as misspelled name would require updating the existing information. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data 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. The Student name information will be pre populated from the enrollment information. Begin with the Birth State/Province, and the Birth City. US, Canada and Mexico require the state province code to be populated as well. Other countries do not require the state province code. Also be sure to populate the Hispanic Ethnicity Indicator and the race code or Populate the missing Indicators. If the race or Hispanic ethnicity has not been provided select the N radial button. See the CALPADS FAQ’s for more information about race ethnicity data requirements. If the student is a foreign born student or if you know that the student is a EL learner you need to populate the student initial school enrollment date. If you do not know the student EL status at this time you can always update this field later. Populate the Parent/Guardian information. The CDE considers the change of gender for a student in the same manner as the change of race/ethnicity. A student’s race/ethnicity can change over time based on a parent’s determination or a student’s self-perception. Gender can also change over time based on a student’s perception or, in this case, a physical change of sex. For data reporting, it is best practice that you continue with same prior SSID for this student and not use a new SSID. One of the main purposes of CALPADS is to track the academic career of students over time. A new SSID severs the connection of any prior history of this student, including enrollment, courses, and assessment results. CAUTION: Gender and name changes can not be made in the same transaction Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Direct Link to student Address History
Maintain Student Data Direct Link to student Address History The student address is required. The Student Information History screen has a direct link to the Address History. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data CALPADS does not address validate, but it is advisable to use the proper USPS standards. Validate and post to complete the address history. Please note that CALPADS does not do address validation. It only checks that the required fields have been populated, but take care to abide by the USPS standards. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Update student English Language Acquisition Status (ELAS) data only:
Maintain Student Data 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. Every student must have a ELA status click the English language Acquisition link to populate the English Language Acquisition History. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data The effective start date is used only to sequence historical records. For new SELA records the effective start date defaults to the status date. If a student has a status verify that it is accurate. If accurate, no update is required. If not accurate, add the correct status. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data 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 Primary language is NOT required and should not be submitted for pre-kindergarten students. The ELA status start date should be the date of acquisition. Most LEAs use the date of test or the first day of school. You must also populate the Primary language Code. If the primary language code is English Only or Sign language the ELA status must be EO. If the primary language is something other than English or sign language you must select one of the acceptable initial statuses. TBD is a valid status for student who has not had their ELA status identified, but it is only valid for 90 days for KN-12th grade students. Pre-k students do not need a SELA record until they advance to KN since they are not CELDT tested until KN. Validate and post to complete the English Language Acquisition History. The SELA record is different from the other records in the student profile in that it is expect to be reported once initially, and only again if the status changes. The SELA record does not need to overlap enrollment. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

English Language Acquisition Reporting
English Language Acquisition Status now reported once initially and then only when status changes TBD IFEP EO EL RFEP* This graphic illustrates the only acceptable progression of a Students ELA status. EO, IFEP and EL, TBD are acceptable initial statuses. While IFEP and EO should never change unless reported in an error TBD is expected to progress to another status at a later date and the EL status is expected to change to RFEP at a later date. Please refer to section of the CALPADS Data Guide for more information regarding the submission of SELA data * 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 v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data 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). We’ve updated the Student Information by adding demographic, Address data. The Student English language data has also been submitted. The last thing we have to update during an initial enrollment is the student Program data. Click the Student program link to proceed. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The filter options allow sorting for a specific program.
Maintain Student Data 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. Near the top of the screen we have filter options that will allow us to sort for specific programs. If there are any program records listed in the program history be mindful of those with no eligibility end date. With the exception of the NSLP program, program records can continue from year to year. A new record need only be submitted when a student transfers school. Furthermore, only one record for the same Education Program and school may be in the ODS with no End Date populated. Since there are no programs yet associated with this SSID, so we will click Add New Program Record. Even though a given student’s eligibility for NSLP may in fact be “continuing” from one year to the next at the same school, the student’s NSLP record must “end” at the end of a school year. Therefore, when LEAs exit all students at the end of the year with an E155, or other exit code, CALPADS will “automatically” end the NSLP program records with the end date provided on the exit record. If a student is found to be eligible for NSLP in the following year, a new program record must be submitted. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data School of Attendance, Education Program Code and Membership Start Date are required fields for every program record. Indicated by an asterisk are the school of attendance, Education Program Code and Membership Start Date are required fields for every program record. Populate the school of attendance]. Now we need to add the Education Program Code from the dropdown menu. The other fields that need to be populated will be determined by the program code we choose to add. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Program Membership Code Reporting
Education Program Membership Code is determined and set automatically* Eligibility (1) Participation (2) 190 - Foster Program 181 - Free Meal Program 127 - Gifted and Talented Education (GATE) 191 - Homeless Program 182 - Reduced-Price Meal Program 144 - Special Education 135 - Title I Part C Migrant Accommodation Plan 180 - CAHSEE Intensive Instruction 113 - California Partnership Academy 122 - NCLB Title I Part A Basic Targeted 174 - NCLB Title I Part A Neglected 108 - Opportunity Program 162 - Pregnant or Parenting Programs 185 - Transitional Kindergarten Every program record in CALPADS has a code specific to it. Refer to the CALPADS codes sets for program code definitions and section in the CALPADS data guide for the rules for reporting programs. Remember that we mentioned that Student program records should be submitted on an ongoing basis throughout the year when there are changes in eligibility or participation, but they are reported twice a year in CALPADS, during fall 1 and EOY 2. The eligibility programs listed on the left are reported in FALL 1 and the participation programs are reported during EOY 2. The lone exception is the homeless program, it is reported in fall 1 and fall 2. The programs record reported for fall 1 must be effective on census date for the student to be included in the counts. This means that the effective start date must be prior to the first Wednesday in October for the given year and there must be no effective end date or the effective end date must be after the first Wednesday in October. For the programs reported during EOY 2 program participation if the student participated in the program at anytime during the academic year as evidence by a program record submitted the SSID will be included in the official counts. Please review the follow on trainings Fall 1 data population, Fall 1 - Reporting and Certification and End of Year (EOY) 2 and 3 - Reporting and Certification for more information about the student programs and submissions. * 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 v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data Once the program code has been selected fields that do not need to be populated will be grayed out. By selecting the Homeless program code 191, the Homeless Dwelling Type code, unaccompanied youth Indicator and the runaway Indicator will be required. The fields that do not pertain to this program code have been grayed out. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data Upon validation a SPRG0276 error has triggered. The homeless dwelling type code has not been populated, but is required for a homeless program record. CALPADS will trigger errors when invalid or missing data is submitted as part of a record. The SPRG0276 indicates that the homeless Dwelling Type Code is missing from a Homeless program record. Recommended: Use the CALPADS Error List at to troubleshoot error codes. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data 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. The membership start date should be the date the student became eligible or began participating in the program. The program participation start date can never be prior to the school enrollment start date due to the concept of ownership. By leaving the Membership End Date unpopulated we show an active program membership. Should a permanent housing be reported later we would then populate the Membership End Date to close the program record. Be sure to populate the other remaining required fields. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data After posting the record you can see that is now part of the students program record. The student now has a homeless program record. To add another program click Add a New Record. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The radio buttons are not grayed out, but become un-clickable.
Maintain Student Data 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. Populate the school of attendance and select a program membership code. Code 135 is Title 1 part C migrant Ed. The fields that do not pertain to the Migrant program have been grayed out. You may notice that the radio buttons for unaccompanied youth and runway indicators are unclickable. So we populate the membership start date and the Migrant ID. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The Migrant ID is missing as indicated by the SPRG0084 error.
Maintain Student Data 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. Now we see a GERR005 and SPRG0084 validation error. Look up the error code in using the CALPADS Error List at to identify the problems and to resolve the errors. It is important to understand there specific values acceptable as field requirements. Data that does not conform to the field requirements will trigger an error. The field requirements are spelled out in the CALPADS File Specifications. The Migrant ID is missing triggering the SPRG0084 and the School of attendance is incorrect triggering the GERR005. Click cancel to exit the validation process and then resubmit the record with corrected data. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data After making changes to resolve the errors the record has passed validation and can be posted. Populate the Migrant ID[ ] and The correct school of attendance Sutterville Elementary then validate again. Once validation is successful we can post the Migrant Program to CALPADS. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The Migrant program record has been added.
Maintain Student Data The Migrant program record has been added. Click return to maintain Student information after adding all programs associated with the SSID. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Existing SSID Enrollment
We are now going to demonstrate how to enroll a student that has an existing SSID in CALPADS. Enrolling a student that already has an SSID in CALPADS is slightly different than getting an SSID for a student who never had one before. Let’s walk through the steps for enrolling a student with a known SSID. Existing SSID Enrollment (Online Maintenance) Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

SSID Enrollment To enroll students navigate from SSID Enrollment, Online Maintenance to Request SSID. For a student who is new to your LEA, coming from another school in California or has transferred from one school to another school within your LEA it is likely that the SSID is known, so rather than acquire a new SSID to enroll the student we would match the student to an existing SSID. From the SSID Enrollment menu, use the Request SSID link to start the process. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

When the SSID is known a search can be performed using just the SSID
SSID Enrollment When the SSID is known a search can be performed using just the SSID Enter the SSID for the student you want to assign to the student and enroll, then click the submit criteria button. No other fields are required. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

SSID Enrollment Using a SSID search we would expect a single match, however you may have mistyped so be careful to review the record before proceeding. If your results are not what was expected you can go back to the Request SSID screen by clicking the return to SSID button. To proceed with acquiring the SSID and assigning enrollment for the student click the student name link. CAUTION: If a SSID match is expected and the results are not as expected click the return to Request SSID button. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Press enroll candidate to begin the SSID Enrollment process.
Always verify that the SSID match prior to clicking the enroll candidate button. Press enroll candidate to begin the SSID Enrollment process. The student profile page allows you to confirm the SSID and the identity of your student in greater detail. If you are confident this is the student you want to enroll click the enroll candidate button. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

SSID Enrollment The fields required for an existing SSID enrollment are the same as the fields required for a new SSID enrollment. Once all the required fields have been populated you can then validate and post the enrollment. The enrollment is assigned once you have a successful Post. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Request SSID and Student Enrollment (Batch)
Now we are going to cover some key concepts about batch processing and then demonstrate the batch file process to acquire SSIDs. Request SSID and Student Enrollment (Batch) Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

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 Now that you have a good understanding of the Online Maintenance functionality, let’s look at the batch process in more detail. Batch file processing allows for one or more students data to be uploaded in a single transaction. Rather than a series of screens for each student, a series of files must be submitted to complete the student information and program data for several students or an entire student population. Batch file submissions are the most efficient way to manage a large number of students or import Student information system data into CALPADS. The same validation rules apply to data in online maintenance and batch file submissions. CALPADS validates online & batch transactions using the same process Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

File Functionality FILE PROCESSING
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). CALPADS File Types Student Information Staff Information Course Information SSID Enrollment Student Program Student Discipline Student Waivers Student Career Technical Education Student English Language Acquisition Staff Demographics Staff Assignment Course Section Student Course Section READ SLIDE The fields and their relationships are defined in the CALPADS File Specifications (CFS) Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

File Functionality 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. CALPADS File Processing Transaction Processing Effective Date Processing Replacement 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. It is important to understand that data is submitted in CALPADS differently. There are three distinct processing types that effect how data is submitted. READ SLIDE The Transaction processing types are defined in section 1.3 of the CALPADS File Specifications (CFS) Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Record Type & Processing Method
File Functionality Record Type & Processing Method File Type Record Type Code Processing Type SSID Enrollment SENR Transaction Student Information SINF Effective Date Student Program SPRG Student English Language Acquisition SELA Student Discipline SDIS Replacement Student Waivers SWAV Student Career Technical Education SCTE Student Course Section SCSE/SCSC Course Section CRSE/CRSC Staff Demographic SDEM Staff Assignment SASS Each of the CALPADS file types are associated with one of the processing methods identified in the table. The record types submitted on an ongoing basis are either effective date processing or transaction processing. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Student Enrollment – SENR
File Functionality FILE PROCESSING These files are used to enroll students and maintain their Profiles. Student Enrollment – SENR Student Information – SINF Student Program – SPRG Student English Language Acquisition – SELA READ SLIDE The SENR, SPRG and SELA files are all transaction processing files. Once data has been posted for these files the “replace” option can only occur in the academic year. Historical updates require the records to be deleted from CALPADS and then a new record submitted in its place. The SINF file used to update student demo graphic and address records in the profile is an effective date transaction file. The data submitted in the file can update or overwrite data previously reported dependent on the effective start and end dates. When submitting data to complete the student profile after enrolling students make sure the effective start date coincides with the students school start date. The fields and their relationships are defined in the CALPADS File Specifications (CFS) Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

STEPS FOR BATCH ENROLLMENT
Enroll Students STEPS FOR BATCH ENROLLMENT The steps to enroll students data are ….. 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 In general the sequence is as follows: There are 8 Steps in the Batch process required to enroll a student in CALPADS. The first step is to prepare the data and generate the extract file from your local SIS. The LEA must first enroll the student in the local SIS. Then generate the CALPADS extract file for requesting an SSIDs or enrolling students. Once you have the extract file the next step is to upload that file to CALPADS. After the file has been uploaded and processed, step 3 is to the View Submission Status, looking at the various submission states of the file. A SSID enrollment file may have two types of enrollment records; enrollment for a student without an SSID and enrollment for a student with an SSID. Step 4, view and post passed records from the enrollment summary. Step 5 is to view resolve and post SSID candidates. Select the SSID candidates from the list and post the selections. Once you have made your selections you have to review the rejected records, this is step 6. Review those rejected records to identify what validations failed. You will be able to download those rejected records and make the corrections in your local SIS. Once step 7, correct rejected records is complete we upload those corrected records from the local SIS into CALPADS. This is step 8 reload rejected records. We may have to repeat the process until we submit a file with zero rejected records. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

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 Here’s an example of a SENR Batch file. Most of the generated extracts from your local system are text files. This example has been imported into an Excel spreadsheet to have the data align into the appropriate columns. I just want to draw your attention to the first column, which is the record type. Typically one of the things we check is the record type code. As you can see the record type is SENR, this is the code for a SSID enrollment file. These are additional fields in a SENR file. This is not the entire record, but an example of the kind of data that is in a batch file that is uploaded into CALPADS. READ SLIDE The SENR file does two things: Triggers the system to look for SSID candidates when the SSID field is blank Updates CALPADS with enrollment Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

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 READ SLIDE Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

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.” READ SLIDE Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

PREPARING FOR BATCH SSID ENROLLMENT
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) READ SLIDE 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. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students To Submit a batch file go to Manage Submissions, Upload Files. Upload files can be accessed through the SSID Enrollment or State Reporting menus To upload a batch file go to the SSID Enrollment tab, Manage Submissions, and then File Upload. The file upload screen can also be accessed from State reporting. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Select the File type from the list that you wish to upload.
Enroll Students Select the File type from the list that you wish to upload. Make sure that the file type that we select is the correct file type. We give this file a Job Name so we can browse for it later. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Select the Batch file from the list of files on the computer.
Enroll Students Select the Batch file from the list of files on the computer. Click the Choose file button and select a file from a location saved on your computer. Once selected, click open in the dialog box and then submit in CALPADS to initiate the upload process. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students 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. After submission, and the file has passed the very first set of validation rules the file goes immediately into the In Queue status. To view the submission status and check the progress of an uploaded file click the View Submission Status button. From the View submission status screen we can view the various status states of our uploaded files and determine where they are in the posting process. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students The View Submission Status screen can also be navigated to directly using either the SSID Enrollment or State Reporting menus. In addition to clicking the View Submission Status button after upload we can navigate through the SSID Enrollment tab, to Manage Submission and View Submission Status. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students Filters allow files to be searched by Type, Status, Submitter, List, Job ID or using a date range Previously uploaded files are available to be viewed as well files recently uploaded. Just below the bread crumbs we have filter criteria that we can set to look for a specific file or specific types of files. We can search by File type, File Status, Submitter name or Job ID. We also have File List which expands the view of the files we can see including those that we have archived. We can filter for a file submission or status date or use the all radial button to view all our submissions. *The LEA Filter is only searchable for state users. File that have been uploaded can be viewed in their current status depending on the filters selected. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students File submission statuses after upload and during validation 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 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 These are the various states of submission a file can be in. READ SLIDE table, dispositions and Descriptions. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The Job Name links to the File Details screen.
Enroll Students An earlier file is Ready for Review status. Once a file has reached the Ready for Review status it means that you can begin the process of reviewing your passed records. In the file that we submitted, we have a total of 3 records, 2 of those records have passed and one record was rejected. With the file being in Ready for Review status we now have a link, click on the job name and it will bring us to the file detail screen. The Job Name links to the File Details screen. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students On the File Details screen the records are prominently displayed under all schools and by each individual school. Each schools status, Total records, Passed records and Rejected records are displayed as well. At the top of the screen is a summary of the file details. The next step in the process is to review the passed records. 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. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The Enrollment Summary are records that have passed and can be posted.
Enroll Students The Enrollment Summary are records that have passed and can be posted. Either click the passed records for all schools or for a specific school, it takes us to the Passed Records screen. The passed Records screen has more detailed information about the passed records in the file. The total number of passed records, the count of SSID requests grouped by their match status of New, Single or Multi and the enrollment summary. The New column indicates a new SSID request. CALPADS did not find a match for a student record so a new SSID must be assigned. The Single column indicates that CALPADS identified a single exact match. There is just one potential candidate to the SSID request. The Multi column indicates that CALPADS found multiple matches for a student records. There is more than one potential candidate for the SSID Request. On the far right is the Enrollment Summary column. It indicates the number of records in our file that already had SSIDs. These would be enrollment updates or exits. There is also the Exclude button that gives you the option to not post any of the records for a school or in this file. By clicking New, Single or Multi it brings us to the SSID Results screen. The New, Single and Multi are SSID request records for new enrollments. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

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. READ SLIDE Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Filter options can be set to display the match candidates desired.
Enroll Students Filter options can be set to display the match candidates desired. The SSID results screen defaults to only the results for the match status selected, but the Filter Options allow for all types of SSID Requests to be displayed. The school filter allows us to specify a single school or all the records in the file. The Match Status filter allows us to specify a type of SSID request, New, no existing SSID match found, Single, only one exact match found or Multi, several matches found. If you have several multiple matches selecting the correct candidate may be time consuming. Too many multiple matches may be an indication that more student information should be included in our file. We also can filter for all or each type of match. The third filter option is disposition. These are the various states in the SSID request process. The default disposition is Ready. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students 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 have been posted Cancelled The “None of the Above” option was selected Failed The selected record and its resolution failed validation and were not posted READ SLIDE: This chart explains the Disposition statuses on the SSID results screen. Initially the disposition status of Ready is an indication that those records are ready for selection. Once you expand the record using the blue reveal arrow and make a selection of one of the candidates the disposition status will change to Selected. After posting the selections the disposition status will change to Posted. If a candidate list resulted in no matches and None of the Above was chosen the disposition status for that record will change to Cancelled. During the posting process records are run against the input validation rules, should any fail then the record’s disposition status change to failed. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students When we set the filter options to All and apply filters, every type of match status becomes available. In addition, if we click the all radio button every match is available on a single screen. With all of the matches available on a single screen we can selected and save all the matches at once. Then validate and post as one transaction. This is the most efficient method for selecting SSIDs. Selecting and posting only a few at a time is time consuming because once the posting process begins it must complete prior to you being allowed to post another set of SSIDs. Periodically save selected SSIDs and post all at a single time. 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. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The reveal arrow expands the candidate selection options.
Enroll Students The reveal arrow expands the candidate selection options. The blue reveal arrow on the far left, expands to reveal the selection options. Each match result features the students name, match score, SSID, demographic information. Grade level, LEA , School of Attendance, enrollment start date and the enrollment end date if there is one. We select the match for our student by clicking the check box to the left of name. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students The match candidates are listed in order of match score along with the New SSID and none of the above options. If there are no matches or the matches listed are not our student we can check the new SSID option. Use caution on selecting “New SSID” for grade levels 1-12 since the majority of students have been assigned SSIDs. If the demographic data in CP is different from the submitted data, this will impact the candidate results. The Middle Name can really impact your candidate results. Using Online maintenance to search for student could help you identify the SSID for your student. If we are sure that the student has a prior SSID, but we are not convinced that one of the candidates is the student we can check the None of the Above option. If The SSID Request results in a multi match the system lists all the potential matches by match score in descending order. To assist you in the selection process the student demographics are displayed along with the previous school of attendance. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students If none of the candidates match your student, The New SSID option will indicate the system to generate and SSID for the student. Use the information that is presented to determine if this is the student you are trying to enroll. After selecting candidates the disposition status for the students is selected. Validate and Post these selections and the disposition status will change to posted. At this point SSIDs have been generated and assigned to these students. The LEA can do a couple things Work on rejected records Use request candidate list to automate SSID selection When match results cannot be determined select the None of the Above option. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students Request SSID Extract button navigates to the “Request SSID Extract” screen to generate a downloadable file of SSIDs. After completing the posting process and the SSIDs have been assigned, you can request an SSID Extract file from CALPADS by selecting the Request SSID Extracts button. The SSIDs in the file may be imported into a student information system and used locally. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students Request SSID Extract using the job ID number. The uploaded SENR file must be in complete status to preform the extract request. Click the Request SSID Extracts button and we are redirected to the SSID Extracts page. Click the Request File button and you will receive and indication when a successful request has been made. Allow time for CALPADS to process the request. Once the request has been processed and the file is ready for download a notification will appear on the home screen. NOTE: Requesting an extract is part one of a two step process. After a request the extract will have to be retrieved. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students Navigate to retrieve an extract from the Reports menu.
Specify the type of extract you would like to retrieve. To download the extract file go to the Reports menu and select Extracts. The Extract page has two sections. There are the Request CALPADS Files links and the Retrieve CALPADS Files links. The bottom half of the screen has the links to retrieve extracts. Click on the SSID Extract link Under retrieve CALPADS Files. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Navigate to retrieve an extract from the Reports menu.
Enroll Students Navigate to retrieve an extract from the Reports menu. The candidate List extract can be downloaded for review with local student information. The Request Candidate List button is used to review match candidates. The extract file of the Candidate List records can be used locally for analysis and confirmation of candidates. Once the Candidate list is downloaded you can look at the candidates and the match scores and then use the SSID information to find the candidate that best fits. The selections can be uploaded back into CALPADS to complete the posting process. Go to the file upload screen and select the Candidate List as the file type then go through the normal steps to upload a file into CALPADS. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students Navigate to retrieve an extract from the Reports menu.
The candidate List report lists potential matching existing SSIDs for SENR records submitted without an SSID – used for offline research to determine which SSID to assign to a student. Navigate to retrieve an extract from the Reports menu. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students The File Details breadcrumb link allows for direct navigation to the File details screen. After posting the passed records in a file the nature of the rejected records needs to be determined and resolved. Use the breadcrumb links to navigate back to the File Details to examine any rejected records. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The Reveal arrow Expands the list of errors by code
Enroll Students From the file details screen click the link for the rejected records. On the Rejected Records Screen we can look at the reason why the record was rejected by clicking the blue reveal arrow. The error is a GERR0002 which means that a required field was missing from our record. The Reveal arrow Expands the list of errors by code Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The View Details button expands the Rejected Record in full detail.
Enroll Students The Show button expand some detail of the student data triggering the error The View Details button expands the Rejected Record in full detail. Click the Show button to see what required field was that was missing. In this case the missing required field was Academic Year ID. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Enroll Students 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. Click the View Details button to see the actual record. The Submission Details screen shows the record submitted with each field in an individual record. The Filter details show the school, error severity, the error code, error description field name and field value. The Field name indicates the field on the record where the error occurred and the field value is the data the triggered the error. The Academic Year is a required field and that data is missing. To correct this record, we need to find this record in our local SIS and populate the academic year. Then extract a new file with the academic year populated for this student. Then upload the new file and complete the process of requesting an SSID. In Summary, the three steps involved in the rejected record process are to first review the rejected record. Second, understand what the error was or why the record was rejected. Third, make the corrections in the local SIS and generate a new extract to upload in CALPADS. 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. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Correct Rejected Records
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 There are 3 types of enrollment errors that may cause a rejected record. *Invalid data – the data submitted doesn’t conform to the field requirements. The field length requires two digits like a grade level and a single digit used or an invalid character such as an asterisk was used in the name field. *Missing Data – Required fields are omitted or left blank. Some fields are not required for every submission, but become required if another field is populated. The district of geographic residence is not required unless the student transfer code is populated. The state province code is not required unless the country is US, CA or MEX. *Inconsistent data – data conflicts with previously reported data in CALPADS. A common example would be an enrollment start date that overlaps a enrollment records end date. Be sure to refer to the CALPADS error list for error definitions, fields of validation and suggested resolutions. Additional instructions of how to correct rejected records may be found in the CALPADS CFS and the valid code combinations. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Resubmit Rejected Records
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 Rejected records in a file submission never change. They reflect only the data that was submitted in the file. You must submit a new file with corrected data to resolve rejected records. Upload an updated file with the corrected records and follow steps 1-3. *Step 1 View Submission Status *Step 2 View Passed Records *Step 3 Select SSID Candidates / Post Records While batch file submissions allow you to update several records at a time, keep in mind that it is an iterative process. Often the multiple files of the same file type must be submitted. The objective should be to complete a file with 100% passed records or to make sure all rejected records eventually get posted. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Student Data (Batch)
Batch files can be used to complete the student profile in the SSID enrollment process or to update or make changes to existing SSIDs. Now we are going to cover some key concepts about maintenance of student data through batch processing and then demonstrate the functionality. Maintain Student Data (Batch) Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Maintain Students’ Data
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. STUDENT PROFILE Student Enrollment Student Information Student Programs Student English Language Acquisition READ SLIDE The submission of an SENR file will create a partial profile record using the student data that was submitted for matching purposes. It is important that after assigning SSIDs to your student that the student profile must be completed with the submission of the SINF, SPRG and SELA files using the same start date as the enrollment start date. If SINF, SPRG or SELA are submitted with different start dates there may be multiple records reported for the same date in a single academic year. Consequentially this may cause problems when reconciling data during the certification process or at the end of the year. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

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 Using batch files to update student information records or student program records in CALPADS is similar to the steps involved in acquiring an SSID in a batch file. First prepare the data or extracting the data from the LOACAL SIS. Upload the data into CALPADS, then go to view the submission status, view your passed records, and then post those records. If there are any rejected records, they can be examined. The options are to download the rejected records extract file from CALPADS, or correct the records in the Local and upload a new file into CALPADS. The difference between maintaining student information or student program records and acquiring an SSID is that there is no Resolve SSID candidate part. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Navigate to the Upload file screen to upload additional files needed to complete students profiles. Generating and uploading the Student Information(SINF) and Student Program(SPRG) files from your Local SIS for upload into CALPADS is similar in process to uploading the SENR file. Go to the SSID Enrollment tab, Manage Submissions, then click the File Upload link . This can also be accomplished by going to the State Reporting tab, Manage Submissions, Upload File link. It important to select the correct file type otherwise CALPADS will not accept the file upload. To upload a Student Information file select the file type for upload. Enter the Job name and select the file. Then submit the file to CALPADS. Once passing the first set of validations the file will go to the In Queue status. Select the file type to be uploaded. Typically the SINF file follows the SENR in the SSID Enrollment process. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Navigate through the SSID Enrollment tab, Manage Submissions, View Submission status in the dropdown menu. To review the SINF upload. Use the menu link to refresh the screen to see if the file status changes if the file has not yet reached Ready for review status, or press F5 on your Keyboard. The Job Name link navigates to the File Details screen. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

When the file status changes to the Ready for Review status it can be reviewed. Navigate to file details to examine the passed and rejected records. The All Schools Link from the submission summary will let us post all passed records at once. The passed records link associated with individual school will only link to the submission summary for that school. The passed records count for All Schools navigates to the Submission Summary screen. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

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 You can expand any of these elements to see additional information about the records you submitted. Click on the All Records count to see the two records on the next screen. The Exclude button removes an entire file of submitted records was removed from the submission process and not posted to the ODS. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Similar to a rejected record passed records can be viewed in full detail with each field displayed. Similar to a rejected record passed records can be viewed in full detail with each field displayed. If satisfied that the information uploaded to CALPADS is correct post the records. Click on Post and the SINF update is complete. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

To upload a Student Program file navigate using the SSID Enrollment tab, Manage Submissions, File Upload link. Select the Student Program as the File Type, assign the Job Name, and then Browse for our file. Select the Student program file type to upload student program files. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

The View Submission Status button the file just uploaded is in the queue. Go to the SSID Enrollment tab, Manage Submissions, View Submission Status link to refresh. When the status has changed to Ready or review click on the Job Name to go to the File Details screen. The Passed Record count link to the Key Elements summary. Expand to see the program information submitted for the students. The passed records count links to the submission summary screen. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

After the post button has been clicked the files status changes to Post Requested. While in post requested status the Post and Exclude buttons are disabled. No other processes can be perform until the Post process has completed. We see the student record for the Gifted and Talented Education Program. Click on the count you can view the details for the record that we submitted. Post this record then go back to the File Details screen and take a look at the Rejected record. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Wrap-Up Let’s wrap things up now..
Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

A student’s complete Student Profile includes the following …..
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 Read through the slide… Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

LEA Administrator Responsibilities
* 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 The CDE adopted the training the trainer model, which means the LEA Admin will: Create/revoke accounts, reset passwords, update roles, & review security reports. When revoking accounts, remove all roles from the user first. There is a known issue with users showing up as the anomaly contact even after their account has been revoked. LEA Admin will act as the liaison—submit service request not the users Support local users—answer questions and provide CP training for them. Remember our self-paced are available for your users. Essential 2 provides detailed steps on reviewing the security reports. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Did You Get It? 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. Let’s take a minute and see if we can answer these questions related to today’s lesson. Walk thru the questions… Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Resources CALPADS Calendar System Documentation Document Description
System Documentation 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, & – 3.1.9 Here are some resources for you to be aware. Cover each item… 122 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Resources Self-paced Trainings
CALPADS Q & A Sessions – Every Wednesday Enrollment - 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 Here are some additional resources… 123 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Fall - 1 Suggested Milestones
Now – 10/5 Complete Fall 1 data population in local SIS Now – 10/21 Upload SENR, SELA, and SPRG files. Review validation errors and reconcile as needed (SINF optional) Post SENR, SPRG, SELA & optional SINF files 10/21 – 10/28 Resolve certification errors, resolve anomalies, review certification reports and update records if necessary 10/31 – 11/11 Send reports to site leaders for approval 11/14 – 11/23 Certify Fall-1 (level 1 & level 2) 11/28 – 12/2 Done Sometimes it is difficult to determine how to pace yourself through the CALPADS work because the deadlines start off so far in advance. Here we’ve provided a list of suggested milestones that you can use to break up the work and use as a checklist. Note that you should adjust the dates based on staff availability and other factors. Some LEAs may be able to complete each milestone sooner now that snapshot reports refresh during the day and you do not have to wait overnight for the snapshot refresh. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016

Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: Listserv: The preferred method of requesting support is through the service ticket. If you have not taken the opportunity to save this URL, please do so today. Saving this URL allows you the ability to send a service request even if you can’t access CALPADS. This URL is also on the FCMAT/CSIS site and the CDE’s. The service ticket allows you provide information which assist support to quickly respond to the ticket. This helps in our peak service request times—close to the deadlines to expedite service requests. If you call , you will go immediately into our voice mail system. is another way to request support. But both the phone message and this URL requires a support staff to take the information and create a service ticket. The list service is the CDE’s one-way listserv, which means LEAs cannot respond but only receive notices. This Listserv notifies you of changes for deadlines, data submissions, etc. You will want to join today if you have not done so. Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Please Complete Our Survey
Training Evaluation Please Complete Our Survey or Questions Please take the time to complete our training survey. Your responses assist in improving our trainings. Please indicate what you like, if there were areas you thought should have been covered that weren’t, and any suggestions to improve our training for you. We review these surveys on a regular basis—in fact due to LEAs’ suggestions we have changed our survey, have included more visual aids, and demonstrations in our trainings. If you experience any technical difficulty with accessing the survey, please try the alternative long URL: Thank you for providing us the opportunity to evaluate are trainings. 126 Essential 3 - SSID Enrollment & Maintenance Key Concepts & Workflow v1.0, 8/31/2016 126

SSID ENROLLMENT& MAINTENANCE Key Concepts and Workflow

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SSID ENROLLMENT& MAINTENANCE Key Concepts and Workflow

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