1. SSID ENROLLMENT Capabilities and Key Concepts
Essential 3a
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

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

3. Request SSID and Student Maintain Student Profile Data
Agenda
Overview
Search for Student
Request SSID and Student
Enrollment
Maintain Student Profile Data
Wrap-Up
3 Hours
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

4. Overview
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

5. 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 v1.0, September 10, 2014

6. Overview SSID ENROLLMENT IS … SEARCH FOR STUDENT Find/validate an SSID
Locating Student Data to:
SSID Enrollment data
Student Information data
Student Program data
Student English Language Acquisition
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:
Add/update/correct Student Information and Program data
Transfer a student’s enrollment to a new school
Exit a student
Record dropouts and graduates
… to view existing SSID and data
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

7. Introduction SSID ENROLLMENT IS … REQUEST SSID Find/validate an SSID
Locating Student Data to:
SSID Enrollment data
Student Information data
Student Program data
Student English Language Acquisition
Enrolling Students with:
Find/validate an SSID
Examine current enrollment status
View a student’s profile
Maintaining Enrolled Students to:
REQUEST SSID
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 v1.0, September 10, 2014

8. Introduction SSID ENROLLMENT IS … SEARCH FOR SSID
Locating Student Data to:
SSID Enrollment data
Student Information data
Student Program data
Student English Language Acquisition
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 v1.0, September 10, 2014

9. 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 v1.0, September 10, 2014

10. 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 v1.0, September 10, 2014

11. 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 v1.0, September 10, 2014

12. 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 English Language Acquisition
STUDENT PROFILE
Data elements and their relationships are defined in the CALPADS File Specifications (CFS)
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

13. 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
Student English Language Acquisition – provides key language data that is linked to the student’s Enrollment Dates with its Status Start Date
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

14. STUDENT PROFILE MAINTENANCE
Overview
STUDENT PROFILE MAINTENANCE
The following expectations will impact an LEA’s decision on the timing of the initial maintenance and the frequency of the ongoing maintenance of the Student Profile in CALPADS …..
Enrollment Procedures – such as the data management expectations reflected in the CALPADS SSID Enrollment Procedures*
Snapshot Calendars – which will expect a specific snapshot’s data to be current
Local Reporting Needs – which will expect data on CALPADS reports to be current *
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

15. Search for Students (Online)
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

16. Search for Student SSID ENROLLMENT IS … SEARCH FOR STUDENT
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:
Search for and maintain Student
… to view existing SSID and data
Transfer a student’s enrollment to a new school
Exit a student
Record dropouts and graduates
Add/update/correct student info and program data
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

17. METHODS FOR LOCATING STUDENTS
Search for Student
METHODS FOR LOCATING STUDENTS
Students can be searched for in CALPADS …..
Using SSID
Using Demographics
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

18. CANDIDATE FOR ENROLLMENT
Search for Student
CANDIDATE FOR ENROLLMENT
Search is an optional first step for enrollment used to locate the details of a Candidate for viewing
If the Candidate is selected, Request SSID is performed next. The fields used in the Search populate the Request fields.
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

19. Request SSID and Student Enrollment (Online & Batch)
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

20. Student Enrollment REQUEST SSID
An enrollment begins with a search of existing Student Profiles to determine if the student being enrolled already has an SSID. The demographic criteria below are used to identify whether the student’s profile matches an existing Profile in CALPADS.
These fields are used for matching in batch also
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

21. 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.
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

22. REQUEST SSID RESULTS (cont)
Student Enrollment
REQUEST SSID RESULTS (cont)
The online search result presents Candidate Profiles for review as well as an option to create a new SSID
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

23. REQUEST SSID RESULTS (cont.)
Student Enrollment
REQUEST SSID RESULTS (cont.)
The batch processing search also presents Candidate Profiles for review as well as options to create a new SSID and to select none of the Candidates
Batch Candidates can be selected offline also with a Candidate List extract
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

24. EXISTING SSID ENROLLMENT
Student Enrollment
ENROLLMENT TYPES
Student Enrollment
Student Information
Student Programs
Student English Language Acquisition
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
No Program data is added
Existing Student Information used
Existing ELAS used
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

25. 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 now collect Grade Level
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 and updated at the beginning of each school year through Student Enrollment
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

26. Maintain Student Profile Data (Online & Batch)
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

27. Maintain Student Profile
SSID ENROLLMENT IS …
Locating Student Data to:
SSID Enrollment data
Student Information data
Student Program data
Student English Language Acquisition
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, Program data, and ELAS 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 v1.0, September 10, 2014

28. 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.
STUDENT PROFILE
Student Enrollment
Student Information
Student Programs
Student English Language Acquisition
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

29. 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 v1.0, September 10, 2014

30. 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
Birth Country
Birth City (optional)
Birth State (optional)
The Search criteria and the Student Information collected during enrollment are stored as initial Demographics
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

31. Maintain Student Profile
INITIAL STATUS OF STUDENT INFORMATION
The EXISTING SSID ENROLLMENT does not create Student Information record aligned with your enrollment.
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

32. 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 v1.0, September 10, 2014

33. 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
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 v1.0, September 10, 2014

34. 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 v1.0, September 10, 2014

35. Program Reporting
Education Program Membership Code is now 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
* 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 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

36. Maintain Student Profile
MAINTENANCE OF STUDENT PROGRAMS
Student Program data are maintained by School AND Membership Start Date
the collection of information that has the same Membership Start Date
correct the record’s information
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)
A new record is Added when ….
An existing record is Updated when …
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 v1.0, September 10, 2014

37. 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 v1.0, September 10, 2014

38. 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 v1.0, September 10, 2014

39. 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 v1.0, September 10, 2014

40. 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 v1.0, September 10, 2014

41. 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 v1.0, September 10, 2014

42. Wrap-Up
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

43. 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
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
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

44. Questions
Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014