Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 SSID ENROLLMENT - ONLINE Demonstration Essential 3b

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 This module includes the following: Search for Student – By SSID – pp – By Demographics – pp Request SSID and Enroll Student – New SSID Enrollment – pp – Existing SSID Enrollment – Maintain Student Information – pp Maintain Student Programs – pp Contents 2

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 SEARCH FOR STUDENT 3

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Overview Find/validate an SSID Examine current enrollment status View a student’s profile SSID ENROLLMENT IS … SSID matching logic which controls the assignment of unique IDs for students Obtaining New SSIDs using: Locating Student Data to: SSID Enrollment data Student Information data Student Program data Enrolling Students with: Maintaining Enrolled Students to: Add/update/correct Student Information and Program data Transfer a student’s enrollment to a new school Exit a student Record dropouts and graduates SEARCH FOR STUDENT … to view existing SSID and data 4

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Overview Students can be searched for in CALPADS ….. – Using SSID – Using Demographics METHODS FOR LOCATING STUDENTS 5

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 SEARCH FOR STUDENT By SSID 6

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Search by SSID ACCESS SEARCH FOR STUDENT 7

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Search by SSID ENTER STUDENT SEARCH CRITERIA 2 Enter SSID 1 Select Search By SSID 3 Click Lookup Student. 8

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Search by SSID MANAGE SEARCH RESULTS Option 1 - To view additional details about the student, select the student’s Name link and view the student’s detailed information Option 2 - If student is not the student you are seeking, submit new search criteria View information about the returned students or perform another search 9

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Search by SSID VIEW CANDIDATE STUDENT DETAIL Click to Reveal Details of Student. Note that the student is considered a “Candidate” until you determine this is the student you are seeking 10

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Search by SSID VIEW CANDIDATE STUDENT DETAIL (cont.) Review the student’s information to determine if this is the correct student 11

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 SEARCH FOR STUDENT By Demographics 12

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Search by Demographics ACCESS SEARCH SCREEN 13

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Search by Demographics ENTER STUDENT SEARCH CRITERIA 1 Select Search By Demographics 2 Enter search criteria 3 Click Lookup Student Search using 2 or more search fields. Enter either complete name fields or enter partial names with an * before, in the middle of, or at the end of the known information. 14

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Search by Demographics SEARCH RESULTS A search with complete name fields returns only the record that matches the names in the fields 15

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Search by Demographics SEARCH RESULTS A search with incomplete name fields returns all of the records that match the names in the fields 16

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Search by Demographics MANAGE SEARCH RESULTS Option 1 - Select each student’s Name link and view the student details View information about the returned students or perform another search Option 2 - If student is not the student you are seeking, submit new search criteria. 17

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Search by Demographics VIEW CANDIDATE STUDENT DETAIL Option 1 – Click to Reveal Details of Student Note that the student is considered a “Candidate” until you determine this is the student you are seeking Option 2 – Click Return to Results to view another Student. 18

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Search by Demographics VIEW CANDIDATE STUDENT DETAIL (cont.) Review the student’s information to determine if this is the correct student 19

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 REQUEST SSID AND ENROLL 20

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Introduction Find/validate an SSID Examine current enrollment status View a student’s profile SSID ENROLLMENT IS … SSID matching logic which controls the assignment of unique IDs for students Obtaining New SSIDs using: Locating Student Data to: SSID Enrollment data Student Information data Student Program data Enrolling Students with: Maintaining Enrolled Students to: 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 SSID Request and enroll an SSID Obtain SSID Enroll Student 21

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 NEW SSID ENROLLMENT 22

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 ACCESS REQUEST SSID New SSID Enrollment 23

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 MATCHING CRITERIA SEARCH New SSID Enrollment A mandatory search of students determines if there are multiple students in CALPADS who have the same basic information for the required fields Enter required fields Submit the search criteria. If non required fields are entered, they will be used in the search also 24

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 New SSID Enrollment SEARCH RESULTS Click Yes to create a new SSID When no match is found, a new SSID can be created Note that the criteria can be reset and the search run again if the result is not as expected. Use the first initial of middle name and wildcard for better candidate results 25

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 New SSID Enrollment ENROLLMENT Note that the Search Criteria remains displayed. These data become a part of the Student’s Information when the enrollment is completed. The next step is enrolling the student. The new SSID is assigned when the enrollment is completed. 26

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 New SSID Enrollment ENROLLMENT (cont) Enrollment fields and their relationships are defined in the CALPADS File Specifications (CFS) Enter all remaining fields required for an enrollment (*) and all related fields specified in CFS 27

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 New SSID Enrollment ENROLLMENT (cont) School Start Date DefinitionThe first date a student attended a particular school for a period of continuous enrollment. Should be the first day the student generated average daily attendance for the school. For pre-enrolled students, this is the very first day that the student is expected to attend. AnomaliesOverlapping primary enrollments within an LEA are not allowed. Overlapping primary enrollment between LEAs are detected as Warnings. MaintenanceSchool Start Date is a “key” field that is required in order to make a change to this enrollment record. Key for Anomalies and for Maintaining Data 28

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 New SSID Enrollment ENROLLMENT (cont) Primary enrollment Student’s name appears on register, roll, or list of the educational service institution (ESI), the student is currently attending (or intends to attend) or is responsible for the students instruction (students attending NPS schools). Secondary enrollment Student’s name appears on register, roll, or list & student is currently attending the ESI concurrently with their PRIMARY ESI Short term enrollment Student’s name appears on register, roll, or list of the ESI the student is currently attending, and receives or will receive majority of instruction at the institution for less than 30 days. (Allowed only by specific ESI’s). Receiving specialized services only Student’s name appears on register, roll, or list solely for receiving specialized instruction, e.g. CAHSEE Intensive Instruction. (For non-ADA students only). Does not require the SINF or SPRG data. Key for CCE and ERD Anomalies Enrollment Status is the state of a student’s enrollment (student’s name appears on a register, roll, or list) at a particular educational service institution 29

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 New SSID Enrollment ENROLLMENT (cont) Birth City is entered only once for a student, since it does not change. If there is an error, it is edited through Student Information functions, not Enrollment functions. Certain data is entered only for a NEW SSID ENROLLMENT Grade Level is entered with enrollment data only for the student’s first enrollment in CALPADS. Subsequent Grade Levels are maintained with Student Information, not Enrollment information. 30

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 New SSID Enrollment ENROLLMENT (cont.) Click Validate Enrollment to run the Input Validation Rules (IVRs) FieldValidation Grade Level Invalid Grade and Elementary-Middle School Type Combination Invalid Grade and High School Type Combination Birth DateInvalid Student Age After enrollment data is entered (in the Staging Area), it must be validated to determine if it is ready to be posted to the Operational Data Store (ODS) 31

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 New SSID Enrollment VALIDATION RESULTS Click Post Enrollment. Note the Validation Successful message Note that this is considered a NEW SSID Enrollment The validation of the new enrollment is successful. The data is ready to be posted - which will move it from the Staging Area to the ODS 32

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 New SSID Enrollment POST ENROLLMENT CONFIRMATION Click Request Record Extracts if a file is needed to load the SSID into local SIS. Note the assigned SSID Note “New Enrollment created for Student” When posted, the enrollment is complete. The data has been moved from the Staging Area to the ODS. 33

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 EXISTING SSID ENROLLMENT 34

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 ACCESS REQUEST SSID Existing SSID Enrollment 35

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 MATCHING CRITERIA SEARCH Existing SSID Enrollment A mandatory search of students determines if there are multiple students in CALPADS who have the same basic information for the required fields Enter required fields -- Note that SSID is not required for SEARCH Submit the search criteria. If non required fields are entered, they will be used in the search also 36

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Existing SSID Enrollment MATCHING CRITERIA SEARCH Note that IVRs control the input of data FieldValidation NameInvalid Characters in Field When an error message is received, correct the input and click Submit Criteria again. 37

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Xx xxx xxx xxx xxx xxx x Existing SSID Enrollment CANDIDATE LIST Note School of Attendance SSID matches Search Because the SSID was entered, the return is both an SSID match and a Demographics match Possible matches (i.e. Candidates) are displayed Demo matches with score 100 Click Name link to view Candidate. 38

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Existing SSID Enrollment VIEW CANDIDATE STUDENT DETAIL > xxx These are the categories of information about a student that are available to any authorized CALPADS user – at any time. 39

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Existing SSID Enrollment VIEW CANDIDATE STUDENT DETAIL (cont.) The information about the student (i.e. Candidate for enrollment) is presented in detail Option 1 – Click Review Previous Candidate or Review Next Candidate Option 2 – Click Return to Candidate List to view list of Students Option 3 – Click Enroll Candidate. Note the previous enrollment and transfer exit Note that previous LEA did not enter Student Information. This data is the result of enrollment process 40

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Existing SSID Enrollment EXISTING SSID ENROLLMENT To Enroll Candidate (i.e. Existing SSID), enter all fields required for an enrollment (*) Enrollment fields and their relationships are defined in the CALPADS File Specifications (CFS). 41

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Existing SSID Enrollment EXISTING SSID ENROLLMENT (cont) Differences between enrollment for Existing SSID & New SSID EXISTING SSID ENROLLMENT requires less data than a NEW SSID NEW SSID ENROLLMENT Birth City is entered only once for a student, since it does not change. If there is an error, it is edited through Maintain Information, not Enrollment Grade Level is entered with enrollment data only for the student’s first enrollment in CALPADS. Subsequent Grade Levels are maintained with Student Information 42

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Existing SSID Enrollment EXISTING SSID ENROLLMENT (cont) Click Validate Enrollment to run the Input Validation Rules (IVRs) After the enrollment data is entered (in the Staging Area), it is validated to determine if it is ready to be posted to the Operational Data Store (ODS) 43

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Existing SSID Enrollment EXISTING SSID ENROLLMENT (cont.) If an error is returned, click Cancel Enrollment to correct data and re-validate. Validation errors are identified by IVRs before the data enters CALPADS. Fatal errors prevent data from being loaded to the ODS CALPADS allows a student to have multiple Primary Enrollments (i.e. Enrollment Status 10) only when a CCE exists with overlapping enrollment dates between different LEAs but not within their own LEA Note the ERD 44

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Existing SSID Enrollment VALIDATION RESULTS Note the Validation Successful message Once the validation of the enrollment is successful, the data is ready to be posted -- which will move it from the Staging Area to the ODS Note that this is recognized as an EXISTING SSID Enrollment Click Post Enrollment. 45

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Existing SSID Enrollment POST ENROLLMENT CONFIRMATION Click Request Record Extracts if a file is needed to load the SSID into local SIS Note “New Enrollment created for Student” The enrollment is complete. The data has been moved from the Staging Area to the ODS. The LEA now “owns” the student’s data. To complete the student data for a new enrollment, enter Student Information and Student Programs by initiating a Search for this student. 46

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 MAINTAIN STUDENT INFORMATION - 47

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information ACCESS SEARCH FOR STUDENT 48

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information ENTER STUDENT SEARCH CRITERIA 2 Enter SSID 1 Select Search By SSID 3 Click Lookup Student. 49

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Xxxxxxx Xxxxxxxx Maintain Student Information Click “Name” link to view data MANAGE SEARCH RESULTS 50

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information Click “Maintain Student Information.” Enrollment and Student Information resulted from the NEW SSID ENROLLMENT VIEW STUDENT DETAILS Note that no Ethnicity/Race data is posted for the New SSID Enrollment Note that Grade Level was posted for the New SSID Enrollment 51

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information MAINTAIN STUDENT INFORMATION Click “Demographics” to maintain information. 52

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information Click “Update” to continue the collection of Demographic information that relates to this Effective Start Date. STUDENT INFORMATION HISTORY Note that the Effective Start Date of this record was posted with the NEW SSID ENROLLMENT and given the same date as the School Start Date for this student Category Menu The Demographic History is displayed that was created during the enrollment 53

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information STUDENT INFORMATION HISTORY (cont) Demographic data is entered for each of these areas. Data entered on the record should be aligned with the enrollment dates. 54

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information STUDENT INFORMATION HISTORY (cont) SI DATA Birth City and State assist in identifying the studentBirth City and State assist in identifying the student Initial 9 th Grade Entry Year important for reportsInitial 9 th Grade Entry Year important for reports NAME DATA Alias names assist in identifying the studentAlias names assist in identifying the student Note that the Name and other Student information that was used in the REQUEST SSID automatically became a part of the student’s record Enter additional data for this record’s effective date. 55

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information STUDENT INFORMATION HISTORY (cont) ETHNICITY/RACE DATA Ethnicity/Race appear on most reportsEthnicity/Race appear on most reports PARENT GUARDIAN DATA Highest Education Level is key to Socio- economically Disadvantaged Sub-GroupHighest Education Level is key to Socio- economically Disadvantaged Sub-Group Parent/Guardian assists in identifying the studentParent/Guardian assists in identifying the student Note that reports will not have this data for NEW SSID ENROLLMENTS until SI is posted for the student Click “Validate” to run the IVRs. 56

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information STUDENT INFORMATION HISTORY (cont) Errors identified by IVRs ensure that the information entered is complete and meets the expectations of CALPADS If an error is returned, click Cancel to correct data and re-validate. 57

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information STUDENT INFORMATION HISTORY (cont) Note the Validation Successful message Once the validation of the information is successful, the data is ready to be posted -- which will move it from the Staging Area to the ODS Click Post Enrollment. 58

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information STUDENT INFORMATION HISTORY (cont) The GRADE record was created during the NEW SSID ENROLLMENT. No update is needed. It is correct for the Effective Start Date of the record. Note that the Effective Start Date is the same as the School Start Date. Data is then entered for each of the other categories of Student Information 59

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information STUDENT INFORMATION HISTORY (cont) The Grade record was created during the NEW SSID Enrollment. No update is needed. It is correct for the Effective Start Date of the record A new record should be created when there is no existing record or the existing record’s effective date is not correct for the information to be entered No STUDENT STATUS record was created during the NEW SSID Enrollment; therefore, to enter information click Add New Record. 60

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information STUDENT INFORMATION HISTORY (cont) Click Validate to start IVRs Once the validation is successful, Click Post. Enter STUDENT STATUS data for the Academic Year and Effective Start Date If Primary Language not OO or 37, must be entered 61

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information STUDENT INFORMATION HISTORY (cont) No LANGUAGE HISTORY record was created during the NEW SSID Enrollment; therefore, a new record must be added Click “ Add New Record.” 62

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information STUDENT INFORMATION HISTORY (cont) Click Validate Once the validation is successful, Click Post. Enter LANGUAGE HISTORY data that is effective for the student’s enrollment 63

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information STUDENT INFORMATION HISTORY (cont) Click Add New Record. No ADDRESS record was created during the NEW SSID ENROLLMENT; therefore, a new record must be added 64

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Information STUDENT INFORMATION HISTORY (cont.) Click Validate to run IVRs Once the validation is successful, click Post. Enter ADDRESS information effective for the student’s enrollment. CALPADS does not validate against US Postal addresses 65

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 MAINTAIN STUDENT PROGRAMS 66

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Programs ACCESS SEARCH FOR STUDENT 67

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Programs ENTER STUDENT SEARCH CRITERIA 2 Enter SSID 1 Select Search By SSID 3 Click Lookup Student. 68

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Programs Click “Name” link to view Student Details. MANAGE SEARCH RESULTS 69

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Programs Click “Maintain Student Information.” Student Program is accessible from Student Details VIEW STUDENT DETAILS 70

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Programs ACCESS STUDENT PROGRAM Click “STUDENT PROGRAM” link to add/update information. 71

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Programs ADD STUDENT PROGRAM Click Add a new record. No STUDENT PROGRAM record was created during the NEW SSID Enrollment; therefore, a new record must be added 72

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Program Start Date What start date should be used for each program? ProgramEligible (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 or Reduced Price Meals/NSLP (175) Date student identified for the school year On or after student enrolled in LEA and in current school year 73

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Program Membership Code What membership code should be used for each program? ProgramEligible (1)Participating (3) Counted in Report Gifted and Talented Education (127) PreferredAcceptable Eligible or Participating Title 1 Part C Migrant (135) Special Education (144) Free or Reduced Price Meals/NSLP (175) 74

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Programs ENTER STUDENT PROGRAM DATA Enter STUDENT PROGRAM information effective for the student’s enrollment Note that the effective date for a Program is the Membership Start Date for the Membership Code. The IEP date can be used for special ed programs 75

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Programs Education Program Code Programs that impact NCLB Subgroups include: - *Title I Part C Migrant - *Gifted and Talented Education - *National School Lunch Program - (yearly updates required) - *Special Education Other programs include: - Title 1 Part A Basic Targeted Education Membership Code Eligibility is expected for…. - *Title I Part C Migrant - *Gifted and Talented Education - *Free or Reduced Price Meal Program - (yearly updates required) - *Special Education Participation is expected for … - Title 1 Part A Basic Targeted *If eligibility cannot be submitted, participation is acceptable Membership Start Date 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 ENTER STUDENT PROGRAM DATA Education Service Code entered yearly for NCLB Title 1 Part A Basic Targeted programs. 76

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Programs VALIDATE AND POST DATA When data is entered, click Validate Once the validation is successful, click Post. 77

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Maintain Student Programs VALIDATE AND POST DATA NSLP records must have an end date each academic year 78

Essential 3b - SSID Enrollment - Online Demonstration v2.0, September 07, 2011 Questions 79