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

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

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

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

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

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

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

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

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

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

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

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

13. Key Concepts STUDENT PROFILE
Once ownership is established, the LEA is responsible for initial and ongoing maintenance of the Student’s Profile …..
Student Enrollment
Student Information
Student Programs
STUDENT PROFILE
Data elements and their relationships are defined in the CALPADS File Specifications (CFS)
Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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