1. Essential 4
Anomalies
Welcome to the Essential-4 Training. Today we are going to learn how to resolve SSID problems in CALPADS called anomalies.
Essential 4 - Anomalies v1.0, October 12, 2017

2. Who’s Supposed to Be Here
Supervisor of staff assigned to CALPADS
Individuals assigned to
CALPADS maintenance
This training is for individuals assigned to CALPADS maintenance. We also encourage supervisors of these users to attend so that they have a clearer understanding of the process and how to best allocate their staff members’ time.
Essential 4 - Anomalies v1.0, October 12, 2017

3. Training Sequence Essential 1: Data Coordinator Orientation
Essential 2: Interface & Administration
Essential 3: Data Submission
Fall 1
Fall 2: Reporting and Certification
Fall 2: Data Population
End of Year 2 & 3
End of Year 1& 4
Essential 4: Anomalies
The Essential 4 training is presented with the assumption that you have taken the Essential 1-3 trainings already. If you have not taken all of these prerequisite trainings, you may still attend, but be aware that you may not fully understand some of the topics covered today without the background from those trainings.
Most of our trainings are available in both self-paced and live formats.
Essential 4 - Anomalies v1.0, October 12, 2017

4. 1 HOLD Courtesy Guidelines Mute yourself Silence cellphones Name & LEA
conversation
at a time
We have some courtesy guidelines for today’s training
First, please keep your phone muted when you are not asking a question and do not put us on hold or pick up another call without first hanging up because doing so will usually play music which is disruptive to the training.
Please silence your cell phones and keep them away from your desk phone. Cell phones on silent can still cause feedback on your desk phone when they ring.
Announce your name and LEA when speaking.
And finally, we ask that there be only one conversation at a time. If you insist on having a side conversation, please make sure that you are on mute.
We encourage you to ask questions however, if you ask a lengthy question or one that does not pertain to the current slide or one we just covered, we may postpone answering it until the end of the training.
Essential 4 - Anomalies v1.0, October 12, 2017

5. CCE ERD MID CCE ERD MID Agenda SSID Anomalies Anomaly Roles Concurrent
Enrollment
CCE
Exit Reason
Discrepancy
ERD
Multiple
Identifier
MID
Anomaly
Status
Wrap Up
2 hours
We will start out with an overview of what SSID anomalies are.
Then we will explain the anomaly roles needed to view and resolve SSID anomalies.
After that we will cover each of the three anomaly types: CCEs, ERDs, and MIDs.
Next we will show you how to review your anomaly status.
And finally we will have a brief wrap up.
This training will last approximately two hours.
Essential 4 - Anomalies v1.0, October 12, 2017

6. CCE ERD MID SSID Anomalies
We will start by introducing you to the three types of SSID anomalies. CCEs, ERDs, and MIDs.
SSID Anomalies
Essential 4 - Anomalies v1.0, October 12, 2017

7. These anomalies are detected once a day, during the nightly process
What Is An SSID Anomaly?
An SSID Anomaly is a problem with an SSID’s enrollment or a student being assigned more than one SSID
These anomalies are detected once a day, during the nightly process
{Read slide}
It is important to understand that your anomaly list is static for a given day so you will not see resolved anomalies disappear until you get the next day’s list
Essential 4 - Anomalies v1.0, October 12, 2017

8. Anomaly Percentage below 2%
The Big Picture
Anomaly Percentage below 2%
Assign Anomaly Roles
Monitor/ Resolve MIDs
Monitor/ Resolve CCEs
Monitor/ Resolve ERDs
Review Anomaly Report
Check Certification anomaly percentage
Other LEA involved in CCE
Other LEA involved in MID
Other LEA involved in ERD
Only MID and CCE anomalies are counted towards the Anomaly percentage
Anomaly percentage above 2% will prevent you from certifying
This slide shows the big picture in the anomaly resolution cycle with the end goal of maintaining an anomaly percentage of zero. However, there are instances, when the anomalies are not resolved quickly, so CALPADS has allotted a 2% max threshold to certify.
Resolving anomalies sometimes involve the following:
-Making sure that MIDs are properly checked to determine the two SSIDs are for the same student (Check demographic history) before combining. Otherwise, you should mark it as different.
-Exit codes of student triggering ERDs are verified, which entail verifying where the student went after exiting your school and the circumstance of their exit. Sometimes, LEAs need to contact the student’s parents to determine where students went. You may then update their exit code based on gathered information.
-For CCEs, it is important for the prior district of enrollment to close out the enrollments ASAP with the accurate exit date. This is the reason why enrollments should ideally be closed out during the EOY submission. Also, when contacted by other LEAs, it would be beneficial to address CCEs promptly so as not to hold someone's else's Fall 1 submission.
NOTE: The CCE Anomaly will trigger for both LEAS during the first 14 days after it is detected. However, After 14 days, only the prior district will have the CCE anomaly, while the receiving district’s CCE for the student goes away.
TIP: Make the CALPADS SSID and Enrollment Procedure document as your reference guide when dealing with anomalies.
Essential 4 - Anomalies v1.0, October 12, 2017

9. CALPADS Homepage – Anomaly Status
One way to see your current anomaly status is by looking at the Home screen when you first log in to CALPADS. The top right box will show you your current and next year counts. You will usually want to look at the current year counts. The next year counts will generally only be useful around May or June if you are concerned about how your current data may impact the upcoming year.
Essential 4 - Anomalies v1.0, October 12, 2017

10. Anomaly Status Report
To certify Fall 1 an LEA must have 2% or fewer anomalies, of MIDs and CCEs
Above threshold
Below threshold
Essential 4 - Anomalies v1.0, October 12, 2017

11. How To Resolve Anomalies
Online Maintenance
Batch Upload
SSID Anomaly Reports
There are three ways to resolve your SSID Anomalies.
One way is through Online Maintenance. If you know of a discrepancy in a student’s records, you can simply correct it online.
Another way is through batch uploads. For example, if you have a large number of student exits that have not been reported to CALPADS and they are causing anomalies, you may be able to resolve them by simply submitting a batch file with the exits.
The last and most common way of resolving anomalies is to review the SSID anomaly reports for each of the anomaly types. This is the process that we will show you in the demonstration later in the training.
Essential 4 - Anomalies v1.0, October 12, 2017

12. LEA Survival Kit
ACCESS
Anomaly Contact Role
SENR Role
DOCUMENTS
CALPADS SSID and Enrollment Procedures
CALPADS Code Sets
LEA Contact List
Anomaly Module School contact
LEA Contact Lookup
LEAs should have the Anomaly Roles assigned, access to the specific documentations and be able to know where to find contact information of another LEA involved in the anomaly.
Documents section list are hyperlinked for download.
Essential 4 - Anomalies v1.0, October 12, 2017

13. Anomaly Roles
Essential 4 - Anomalies v1.0, October 12, 2017

14. Anomalies Anomaly Contact Anomaly Roles
Gives access to view and resolve anomalies
Anomaly Contact
Used to determine contact information shown to users resolving anomalies
CALPADS uses roles to control who has access to different parts of the system. Roles are assigned to your account by your LEA admin.
There are two roles related to anomalies: Anomalies and Anomaly Contact
The Anomalies role gives a user access to view and resolve anomalies.
The Anomaly Contact role designates the contact that is shown to other LEAs when resolving anomalies that also involve your LEA. One or more users can be the anomaly contact, but we usually recommend to not assign more than two users as the contact, because doing so can be confusing for other LEAs.
We will now show you a short demonstration on how to assign anomaly roles. For those of you following along with a copy of the presentation, we will be covering the material on slides
{Present demo on how to assign Anomaly Contact and then return to slide 14 (CCE title page) afterward}
Essential 4 - Anomalies v1.0, October 12, 2017

15. Assigning Anomaly Roles2 3 4
Log in to CALPADS using your LEA Admin account
From the Admin menu, click User Security
Search for the user you want to assign as your anomaly contact*
Click the user’s name
Click Edit
Select a role to from the Available Roles box (Contacts > Anomaly Contact AND SSID Enrollment (SENR) > Anomalies)
Click Assign Role(s)
Repeat steps 6-7 for each additional role you want to assign
Click Save
*If you click Search with no criteria specified, you will be shown a list of all users. 6 7 5 9
Essential 4 - Anomalies v1.0, October 12, 2017

16. Removing Anomaly Contact Role2 3 4
Log in to CALPADS using your LEA Admin account
From the Admin menu, click User Security
Search for the user for whom you want to remove the Anomaly Contact role*
Click the user’s name
Click Edit
Select the role you want to remove from the Assigned Roles box
Click Remove Role(s)
Click Save 6 7 8 5
Essential 4 - Anomalies v1.0, October 12, 2017

17. Concurrent Enrollment
CCE
ERD
MID
Concurrent Enrollment
Essential 4 - Anomalies v1.0, October 12, 2017

18. An SSID has a primary enrollment at more than one LEA at the same time
CCE Definition
An SSID has a primary enrollment at more than one LEA at the same time
ABC
School
XYZ
A concurrent enrollment anomaly is a situation where an SSID has a primary enrollment at more than one LEA at the same time. So it appears that according to the student’s records in CALPADS, the student is primarily attending more than one school at the same time.
Essential 4 - Anomalies v1.0, October 12, 2017

19. CCE Example Sun Mon Tue Wed Thu Fri Sat1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
For example, a student’s record might show that the student attended one school from the 3rd to the 13th of the month, and another school from the 12th to the 25th. This situation is a problem because there is an overlap of two days on the 12th and 13th.
Enrollment at School 1 (3rd – 13th)
Enrollment at School 2 (12th – 25th)
Essential 4 - Anomalies v1.0, October 12, 2017

20. Enrollment Status Combinations
Do not cause CCEs
Cause CCEs
Primary
Short-Term (more than 30 days)
LEA 1
LEA 2
Primary
Short-Term* (less than 30 days)
Secondary*
To understand CCEs, it is important to understand when a student is allowed to be enrolled at more than one school at the same time.
A student with a primary enrollment can have one or more additional enrollments, either short-term or secondary. For example a student might go to a middle school for their normal classes, but then go to the local high school for an advanced math course.
However, a student may not have two concurrent primary enrollments. The short-term enrollment code is only valid for enrollments of 30 days or less, so a short-term enrollment with a duration of more than 30 days is treated like a primary enrollment and thus may not overlap a primary enrollment at another school. This type of overlap will cause a CCE anomaly.
* A student can have secondary and/or short term enrollments in addition to the primary one
Essential 4 - Anomalies v1.0, October 12, 2017

21. All LEAs with overlapping enrollments during 8/16 – Fall 1 Census Day
CCE Ownership
8/16*
Fall 1 Census Day
All LEAs with overlapping enrollments during 8/16 – Fall 1 Census Day
CCEs are owned by all LEAs involved.
Fall 1 Census Day is the first Wednesday in October
Fall 1 Census Day for 2016 is October 5th
2017 is October 4th
2018 is October 3th
Now we will show you a demonstration of how to view and resolve CCE anomalies. For those of you also following along on a printed presentation, this demonstration will cover slides 22 –30.
LEA with most recent enrollment is relieved of CCE after 14 days
* of year prior to Census Day
Essential 4 - Anomalies v1.0, October 12, 2017

22. CCE Resolution Options
Correct enrollment start or exit dates
Correct enrollment status or exit code
Delete enrollment record and get new SSID
NOTE: This is part of the demo presented during the live classes.
Essential 4 - Anomalies v1.0, October 12, 2017

23. Problem Indicator Solution
Common Causes Of CCEs
Problem
Indicator
Solution
Previous LEA did not submit an exit record for the student (under this SSID).
Exit date and reason are missing even though student has left the previous school.
Contact the previous LEA to confirm the student’s enrollment and request that they update their CALPADS enrollment record to reflect the student’s actual enrollment.
Two or more students are sharing this SSID.
Exit date and reason are missing even though student has left the previous school.
Identify the 1st enrollment record in the SSID’s full enrollment history. The student reflected by that record owns the SSID. All other students must be given a new SSID & their enrollment records must be removed from the SSID with the anomaly.
NOTE: This is part of the demo presented during the live classes.
Here is a list of common causes of CCEs. This list is for reference when you are resolving CCEs
The student is concurrently enrolled but not reported properly.
The student’s enrollment status is a 10 even though the student is concurrently enrolled
A student is allowed to have multiple enrollments as long as all but one of them are non-primary. Update the non-primary enrollments to the proper enrollment status code. A list of the valid codes & descriptions can be found in the CFS Code Sets document.
Essential 4 - Anomalies v1.0, October 12, 2017

24. CCE - Anomaly List 1
NOTE: This is part of the demo presented during the live classes.
Now we will show you how to review and resolve your CCE anomalies using the anomaly reports.
In the SSID Enrollment menu, point to SSID Anomaly Reports, and then click Manage Concurrent Enrollment.
Essential 4 - Anomalies v1.0, October 12, 2017

25. Click Reveal button to view conflicting records
CCE - Interface
User filters to limit which records are shown below. Remember to click Apply Filters after changing the options
Only CCEs with open enrollments between these dates are detected.
Click Reveal button to view conflicting records
NOTE: This is part of the demo presented during the live classes.
Once the page loads, you will see filter options listed at the top. For CCEs these filters are optional and you can use them as desired to restrict the CCEs you see in the list below. For example you might want to see only CCEs that involve a particular school or you might want to look up a specific student by SSID. After changing any of the filters, make sure to click Apply Filters so that they will be applied.
Below the filters, you will see the dates between which CCEs are detected for the current reporting year. This range spans between 8/16 of the prior calendar year through Census Day for the current reporting year
Below the Calendar Dates, you will see a list of CCEs owned by your LEA. Remember, CCEs are owned by all LEAs involved. To the left of each record there will be a reveal button. When you click the reveal button you will see the other enrollment involved in the CCE. It may be an enrollment in your LEA or an enrollment at another LEA.
The anomaly list is generated during the nightly processing an reflects anomalies as of that night so be aware if an anomaly is corrected it will continue to show on the list until the next nightly processing.
Essential 4 - Anomalies v1.0, October 12, 2017

26. CCE - Analysis
Exit code and date could be missing. Student may be a no-show that has not been reported.
Start date could be wrong. Student may have started at a later date.
Check cumulative files to see if the student attended the other school. If they didn’t, it’s likely the student is sharing the SSID with another student.
Enrollment status could be wrong. Actual enrollment may be secondary.
NOTE: This is part of the demo presented during the live classes.
Remember, that CCEs represent enrollment overlaps between two LEAs within a single SSID. When you review the records, you need to determine which of the two records is incorrect or incomplete. Common causes of CCEs include:
•A student’s new school has not reported the enrollment to CALPADS.
•Another LEA mistakenly used your student’s SSID
•The wrong enrollment status was reported at one of the schools involved
•The wrong start or exit date was reported at one of the schools
•The previous school has not yet reported the student as exited
Essential 4 - Anomalies v1.0, October 12, 2017

27. CCE - Resolving An Anomaly
Click Resolve to display the full enrollment history
Click School Contact to reveal contact information of the person assigned the Anomaly Contact role at that LEA
Click name to view student profile
NOTE: This is part of the demo presented during the live classes.
The steps to resolve a CCE depend on what is wrong. If the problem is with one of the enrollment records belonging to your LEA, you can click the Resolve button and update the record.
If the problem requires that another LEA add or correct a record or you are not sure where the problem is and you want to discuss the anomaly with the other LEA, you can click the School Contact link to retrieve the contact information for that LEA. Also, if you want to get more detail about the SSID causing the anomaly, you can click the student’s name to see the student profile summary.
In most situations, correcting a single field will resolve the anomaly, however if you have accidently assigned the wrong SSID to one of your students or another LEA has done the same with their student, the LEA which assigned the wrong SSID will need to delete their enrollment record from the SSID and then request a new SSID for their student. If there is a dispute, the CALPADS rule is that the LEA who has the student with the earliest enrollment record in the history gets to keep the SSID.
Essential 4 - Anomalies v1.0, October 12, 2017

28. CCE - Student Enrollment
Click Edit to access and modify your LEA’s enrollment record.
NOTE: This is part of the demo presented during the live classes.
If you click the Resolve button for an anomaly, you will be brought to the enrollment history screen where you can edit the enrollment records which belong to your LEA. You should have an edit link for any school that your LEA admin has assigned you privileges.
Reminder: This screen can be reached by clicking the Resolve button shown on the previous slide.
Essential 4 - Anomalies v1.0, October 12, 2017

29. CCE - Edit Enrollment 1 2 Correct any fields that are inaccurate:
Enrollment Status
Start Date
Exit Date
Exit Reason 1 2
Validate, then Post the record.
NOTE: This is part of the demo presented during the live classes.
The edit screen for an enrollment record allows you to modify one or more fields. Remember to validate and post and changes you want applied.
Essential 4 - Anomalies v1.0, October 12, 2017

30. CCE - Hiding A Resolved Anomaly From View
Click Apply Filters 4
Set resolution filter to Not Reviewed 3
Click Mark Selected As Reviewed 2 1
To hide a resolved CCE from view, check the box next to it.
NOTE: This is part of the demo presented during the live classes.
Remember, anomalies will continue to show on the anomaly list, even if they are resolved, until the next nightly processing. However if you are working through your anomalies you may only want to see the anomalies that have not been reviewed or resolved. To facilitate this process, records can be checked and marked as reviewed using the “Mark Selected As Reviewed” button. After the records have been marked, you can set the resolution filter to “Not Reviewed” and click Apply Filters to hide all of the anomalies which have been marked.
Essential 4 - Anomalies v1.0, October 12, 2017

31. Exit Reason Discrepancy
CCE
ERD
MID
Exit Reason Discrepancy
Essential 4 - Anomalies v1.0, October 12, 2017

32. ERD Definition
An inconsistency exists between a student’s exit reason and subsequent enrollment status in a school ?
An ERD is an inconsistency between a student’s exit reason at a school and the student’s subsequent enrollment status.
Essential 4 - Anomalies v1.0, October 12, 2017

33. ERD Warning Type Definitions
Enrollment Not Expected A
Completer Re-enrolled
The student is a completer (e.g., graduate) based on their exit code, but the student has a subsequent enrollment. B
Dropout Re-enrolled
The student’s is a dropout based on their exit code, but the student has a subsequent enrollment. E
Unexpected
Transfer
The student was expected to stay enrolled, but showed up at another school.
Expected Enrollment C
Potential Dropout
The student is expected to enroll at another school but does not. D
Missing Enrollment
The student is expected to stay enrolled at the same school, but is missing a continuing enrollment record.
There are five different types of ERD anomalies that you can have. The first three are similar and represent situations where a student left their school and is not expected to enroll in another school.
• The first is a warning type A which occurs when a student marked as a completer is reported as re-enrolling in another school.
• The second is a warning type B which occurs when a student is marked a dropout but is reported a reenrolling in another school.
• The third is a warning type E which occurs when a student is marked as expected to return the next year but is reported as enrolling in another school.
The other two types of anomalies represent the opposite situation, where a student is expected to enroll in a school, but has not.
• The first is a warning type C which occurs when a student leaves and based on their exit reason, is expected to enroll in another CA K-12 public school, but does not.
• The second is a warning type D which occurs when a student is expected to return to the same school the next year, but does not.
We will go into more detail about how these situations occur, shortly
Essential 4 - Anomalies v1.0, October 12, 2017

34. All LEAs involved in an ERD own it
ERD Ownership
All LEAs involved in an ERD own it
ERDs, similar to CCEs are owned by all LEAs involved.
Essential 4 - Anomalies v1.0, October 12, 2017

35. For the 2017-18 reporting year:
ERD Detection
For the reporting year:
the prior year is 2016
the current year is 2017
Prior Year
Current Year
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
8/16
8/15
Completers (Type A)
Dropouts (Type B)
Lost Transfers (Type C)
Mid Year Update (Type D & E)
Depending on the type of exit reason ERDs are detected for exit dates within different ranges.
Most ERDs are generated for students enrolled between 8/16 of the year prior to Census Day and 8/15 of the year of Census Day.
However no show dropouts use a different range of 5/15 to 8/15 of the year prior to Census Day.
Each reporting year these ranges shift forward by one year.
5/15
8/15
No Show dropouts (Type B)
Essential 4 - Anomalies v1.0, October 12, 2017

36. ERD Reporting Cut-offs1 2 3 2
This Slide shows the calendar dates used for the different ERD Types based on the selected reporting period. Adjusting No. 1 Changes section 2 and 3.
NOTE: Multiple years may need to be reviewed in order to see the ongoing ERDs. 1 3
Essential 4 - Anomalies v1.0, October 12, 2017

37. Exits That Can Cause ERDs
Warning
Exit Reason
Description
Completion Code A
E125
PriorComplSpecEd
n/a
E130
Died
E230
CompleterExit
100, 106, 108, 250
T280
TransCollege B
E140
NoKnownEnrollTruant
E300
ExpellNoKnownEnroll
E400
OtherOrUnknown
N420*
NoShowSameSchl
T270
TransDropAdult
T380
TransInstNoHSDip C
E155
YearEndEnrollmentExit
T160
TransCASchlRegular
T165
TransCAEnrollDiscip
T167
TransScholDistReferral D
E150
MidYearEnrollmentUpdate E
For each ERD warning type there are specific exit reasons that can cause them. This table is a reference that you can use to tell which exits can cause each type of ERD anomaly.
* Retired as of 6/30/2014
Essential 4 - Anomalies v1.0, October 12, 2017

38. Exits That Do Not Cause ERDs
Exit Reason
Description
Completion Code
E230
CompleterExit
104, 120, 320, 330, 360, 480
E410
MedicalRsns
n/a
E450
PreK-6Exit
N470
NoShowOther
T180
TransPrivate
T200
TransUS
T240
TransOutUS
T260
TransInAdult
T310
TransHealthFacil
T370
TransInstHSDipl
T460
TransHomeSchl
Likewise we have this table as a reference for the exit codes which do not cause ERD anomalies.
One code to take note of is E450. This code can be used by K-6 grades at the LEA’s discretion. However, be aware that E450 will cause many program records to be automatically exited. It is preferred that LEAs use E155 when
exiting students at the end of the academic year if the students are expected to return.
Now we will show you a demonstration of how to view and resolve ERD anomalies. For those of you also following along on a printed presentation, this demonstration will cover slides 38 –50.
[Present demo of ERD resolution and then return to presentation afterward]
Essential 4 - Anomalies v1.0, October 12, 2017

39. ERD Resolution Options
Correct start or exit dates
Correct exit reason or completion status
Delete enrollment record and get new SSID
There are four main ways to resolve CCEs:
{Read options}
We explain more about when and how to use these options once we get to the examples.
Submit the missing enrollment record
Essential 4 - Anomalies v1.0, October 12, 2017

40. Common Causes Of Type A ERDs
Update the student’s exit reason to a T160 or other exit code that accurately reflects why the student left
The student did not really complete high school
Look at the first enrollment record in the SSID’s entire enrollment history. Each LEA that has a different student must get a new SSID for their student and then remove their enrollment record from the SSID with the anomaly.
Two or more students are sharing this SSID. The student who exited is not the same student who enrolled at the other school.
Ignore the anomaly. CALPADS does not currently have a way to exclude valid re-enrollments, but may in the future.
The student is a valid completer re-enrolled. In some situations a student is allowed to continue attending high school after they complete.
Here is a list of common causes of ERD Type As. This list is for reference when you are resolving your ERDs.
Essential 4 - Anomalies v1.0, October 12, 2017

41. Common Causes Of Type B ERDs
Update the student’s exit reason to a T160 or other exit code that accurately reflects why the student left
The student did not really drop out. The school may not have previously had record of where the student went after they left and therefore marked the student a dropout. The school has since identified where the student went.
Look at the first enrollment record in the SSID’s entire enrollment history. Each LEA that has a different student must get a new SSID for their student and then remove their enrollment record from the SSID with the anomaly.
Two or more students are sharing this SSID. The student who exited is not the same student who enrolled at the other school.
Here is a list of common causes of ERD Type Bs. This list is for reference when you are resolving your ERDs.
Essential 4 - Anomalies v1.0, October 12, 2017

42. Common Causes Of Type C ERDs
Update the student’s exit reason to a E140 or other dropout code that accurately reflects how the student left
The student is a dropout
Look up both of the SSIDs in CALPADS and compare their demographic records. The name, birthdate, gender, primary language, and birth place fields should be updated so that they match exactly. Either change your record or request that the other LEA change theirs. A MID anomaly should be detected the next day. Resolving the MID anomaly should also clear the ERD.
The student has multiple SSIDs
if it is early in the Fall 1 submission window you may just need to wait for the other school to complete their reporting. If it is later in the submission window you may want to contact the LEA where the student enrolled to confirm they are going to report the student with the same SSID. Cumulative file requests are a common way to identify where a student has went.
LEA has not reported subsequent enrollment record
Here is a list of common causes of ERD Type Cs. This list is for reference when you are resolving your ERDs.
Essential 4 - Anomalies v1.0, October 12, 2017

43. Common Causes Of Type D ERDs
Submit the subsequent enrollment record with a start date of one day beyond the exit date on the E150 record
LEA has not reported subsequent enrollment record
Update the Student Exit Reason Code to a code which accurately reflects how the student left
Student left the school
Here is a list of common causes of ERD Type Ds. This list is for reference when you are resolving your ERDs.
Essential 4 - Anomalies v1.0, October 12, 2017

44. Common Causes Of Type E ERDs
Look at the first enrollment record in the SSID’s entire enrollment history. Each LEA that has a different student must get a new SSID for their student and then remove their enrollment record from the SSID with the anomaly.
Two or more students are sharing this SSID. The student who exited is not the same student who enrolled at the other school.
Update the Student Exit Reason Code to a code which accurately reflects how the student left
Student left the school
Here is a list of common causes of ERD Type Es. This list is for reference when you are resolving your ERDs.
Essential 4 - Anomalies v1.0, October 12, 2017

45. Click reveal button to view conflicting enrollment
ERD – Interface
Dates determine records to evaluate for Fall 1. Note that range differs based on exit type. 1
The range for Drops, Grads, Noshows is the same 2
Click reveal button to view conflicting enrollment
To reach the ERD anomaly list we again look in the SSID Enrollment menu, under SSID Anomaly Reports, but this time we click “Manage Exit Reason Discrepancy (ERD)”
As with the CCEs, there are filters at the top left which are optional and can be used to limit the records you see below.
The calendar dates are shown on the right hand side. Note that as mentioned earlier, there are multiple date ranges for detection, depending on the type of records.
Dropouts, completers and transfers are detected between 8/16 of the prior calendar year though Census Day in the current year. No shows however are detected between 5/15 and 8/15 of the prior calendar year.
Similar to the CCE interface, you will see a list of ERDs in the bottom part of the page. Each record will have a reveal button on the left that you can click to reveal the conflicting enrollment.
Essential 4 - Anomalies v1.0, October 12, 2017

46. ERD – Analysis of Warning Type A
Completer Re-enrolled
Click the Resolve button to view the enrollment history & update your record’s Exit Code or Completion Status if necessary.
If earliest record in the history does not match your student’s actual enrollment, your student may have the wrong SSID.
Student left on 04/05/2012 as a high school graduate (Completion Status = 100), but then entered another school on 8/19/2013.
Now we will show you examples of each of each type of ERD warning and how to understand them.
ERD warning type A is known as a completer re-enrolled. For an ERD type A, an SSID has an exit record at one school that indicates that they were a completer and a subsequent enrollment record at another school. Completers of many types are not expected to return, so you need to determine the cause of this anomaly. In some cases your LEA may have the school that exited the student and in others, they may have the school that re-enrolled the student. It is even possible that both schools involved in the anomaly belong to your LEA.
With any anomaly, the first thing you should usually do is review your local records and make sure that the record or records your LEA reported to CALPADS are accurate. The key fields to check are: Enrollment Start Date, Enroll Status, Exit Category, Exit Code, and Completion status.
For a warning type A, it is possible that the student was accidentally marked a completer even though they had transferred to another school. In this case, you can click the Resolve button and correct your exit code should fix the problem.
Another possibility is that the student who re-enrolled is a different one than the one who completed and both students are sharing the SSID. In this case, the LEA whose student has the earliest enrollment record in the SSID gets to keep it and the other LEA needs to delete their enrollment record from the history and get a new SSID for their student. The School contact link can be used to view the contact information for the person assigned as the anomaly contact at the associated LEA.
The third possibility which is pretty rare, is that the re-enrollment is valid. For example, you may have a special ed completer who continues to take classes after they graduate. In this case, the re-enrollment is valid and the anomaly simply needs to be ignored. CALPADS currently does not have a way to resolve or exclude valid re-enrollments.
If the other LEA’s record appears to be inaccurate, contact that LEA to discuss the anomaly. Click the School Contact link to get contact information for that LEA.
Determine whether the Exit Code & Completion Status (if supplied) are accurate. If the student did not complete, the Exit Code should be changed to a T160 or other code that accurately reflects why the student left. The Completion Status also needs to be removed.
Essential 4 - Anomalies v1.0, October 12, 2017

47. ERD – Analysis of Warning Type B
Dropout Re-enrolled
Determine whether the Exit Code is accurate. If the student did not drop out, the Exit Code should be changed to a T160 or other code that accurately reflects why the student left.
Click the Resolve button to view the enrollment history & update your record’s Exit Reason or Completion Status if necessary.
If earliest record in the history does not match your student’s actual enrollment, your student may have the wrong SSID.
If the other LEA’s record appears to be inaccurate, contact that LEA to discuss the anomaly. Click the School Contact link to get contact information for that LEA.
Student was exited on 8/21/2012 as a dropout (Exit Reason = E400), but then entered another school on 9/6/2012.
ERD warning type B is known as a dropout re-enrolled. For an ERD type B, an SSID has an exit record at one school, that indicates that the student was a dropout, and a subsequent enrollment record at another school. Dropouts, are not expected to return, so you need to determine the cause of this anomaly. In some cases your LEA may have the school that exited the student and in others, they may have the school that re-enrolled the student. It is even possible that both schools involved in the anomaly belong to your LEA.
Again, the first thing you should do is review your local records and make sure that the record or records your LEA reported to CALPADS are accurate. The key fields to check are: Enrollment Start Date, Enroll Status, Exit Category, and Exit Code.
For a warning type B, it is possible that the student was marked a dropout and they were either never actually a dropout or the student started attending school again without notifying their previous school. In this case, correcting your exit code to a non-dropout code should fix the problem.
Similar to the completer re-enrolled, the two students involved in a warning type B may be sharing an SSID. If they are, the LEA whose student has the earliest enrollment record in the SSID gets to keep it and the other LEA needs to delete their enrollment record from the history and get a new SSID for their student.
Essential 4 - Anomalies v1.0, October 12, 2017

48. ERD – Analysis of Warning Type C
Potential Dropout
Determine whether the Exit Reason is accurate. If the student did not transfer to another CA public school, the Exit Reason needs to be updated to a code that accurately reflects why the student left.
If your LEA has no record of the student transferring to another CA public school, click Resolve, then update the enrollment record with a more accurate Exit Reason (e.g., dropout or moved out of state).
If earliest record in the history does not match your student’s actual enrollment, your student may have the wrong SSID.
Student was exited on 3/13/2014 (Exit Reason = T160), and has no subsequent enrollment records in CALPADS.
ERD warning type C is known as a lost transfer. For an ERD type C, an SSID has an exit record at a school that indicates that the student was expected to enroll at another California school, but no subsequent enrollment record in CALPADS.
First, review your local records and make sure that the record or records your LEA reported to CALPADS are accurate. The key fields to check are: Enrollment Start Date, Enroll Status, Exit Category, and Exit Code
For a warning type C, a very common cause is that the LEA where the student is currently attending has simply not reported their enrollment yet. Reporting the enrollment should take care of the problem.
It is also possible that the student is actually a dropout. In this case, you can update the student’s exit code to a dropout code if you want. However doing so is optional because the student will be counted as a dropout regardless. The main advantage of updating the student’s exit code in this situation is to keep you CALPADS records more accurate.
Another possibility is that the student reported in the anomaly has been assigned a second SSID by accident and that is why there is no subsequent enrollment record. In this situation the LEA that owns the MID anomaly should resolve it and then work with the other LEA to clean up the enrollment records.
If your student did transfer to another CA public school, that school needs to enroll the student in CALPADS using the same SSID.
Essential 4 - Anomalies v1.0, October 12, 2017

49. ERD – Analysis of Warning Type D
Missing Enrollment
Determine whether the Exit Reason is accurate. If the student did transfer to another CA public school, the Exit Reason needs to be updated to a transfer code such as T160 that accurately reflects why the student left.
If your LEA has no record of the student transferring to another CA public school. Submit a new enrollment to CALPADS with an Enrollment Start Date of the next calendar day* following the Enrollment Exit Date.
Student was reported as a mid-year update on 7/31/2014 (Exit Reason = E150), but has no subsequent enrollment in CALPADS. Following an E150 exit, there must be a new enrollment the following calendar day.*
For an ERD type D, an SSID has an exit record at a school that indicates that the student was expected to return to the same school the following school year, but no subsequent enrollment record was found in CALPADS.
First, review your local records and make sure that the record or records your LEA reported to CALPADS are accurate. The key fields to check are: Exit Category and Exit Code
For a warning type D, a very common cause is that your LEA has simply not reported a current year enrollment record for the student yet. Reporting the enrollment should take care of the problem.
Another possibility is that the student reported in the anomaly has left the school without informing the school. In this case, updating the exit code to the accurate exit reason and entering an exit date should fix the problem.
* Even if the next calendar day is a weekend or holiday.
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50. ERD – Analysis of Warning Type E
Unexpected Transfer
Student was reported as a mid-year update on 5/30/2013 (Exit Reason = E150), but has a subsequent in a different school as the next record. Following an E150 exit, there must be a new enrollment the following calendar day in the same school.*
If your LEA still has the student enrolled and has no record of the student transferring to another CA public school, contact the other school to determine the cause. There may be two students sharing the same SSID.
Determine whether the Exit Reason is accurate. If the student did transfer to another CA public school, the Exit Reason needs to be updated to a transfer code such as T160 that accurately reflects why the student left.
For an ERD type E, an SSID has an exit record at a school that indicates that the student was expected to return to the same school the following school year, but the student has a subsequent enrollment record at a different LEA in CALPADS.
First, review your local records and make sure that the record or records your LEA reported to CALPADS are accurate. The key fields to check are: Exit Category and Exit Code
For a warning type E, one possibility is that the student reported in the anomaly has left the school without informing the school. In this case, updating the exit code to the accurate exit reason and entering an exit date should fix the problem.
Another possibility is that the two students involved in a warning type E may be sharing an SSID. If they are, the LEA whose student has the earliest enrollment record in the SSID gets to keep it and the other LEA needs to delete their enrollment record from the history and get a new SSID for their student.
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51. ERD - Mark Anomaly As Resolved
Then click this button 2
For an anomaly that you resolve and do not want to show in your list, check the box on the left. 1
Similar to the CCE anomalies, you can also mark ERDs as reviewed, but remember that this mark only lasts until the evening, when the anomalies are regenerated so be sure to finalize any resolutions you want processed.
If the anomaly was resolved correctly it will not appear in your list after the Anomaly detection process runs again.
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52. CCE ERD MID Multiple Identifier
The third type of anomaly is the MID or Multiple Identifier
Multiple Identifier
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53. MID Definition
Two or more SSIDs have very similar or identical demographics, indicating that a student may have multiple SSIDs
A MID anomaly represents a situation where two SSIDs have very similar or identical demographics. Therefore it appears that a student may have been assigned more than one SSID.
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54. MID Example
Student 1
Student 2
SSID
Name*
Ann Smith
Annie Smith
Alias Name*
Gender F
Birth Date
7/6/2000
Birth State**
US-CA
Birth Country** US
Here is are some example demographics that you might see for SSIDs involved in a MID anomaly. Note that the name differs slightly. This situation is possible because MID anomaly detection uses a process for matching which allows similar names to match.
* Soundex is used to match similar names and match can be made against either alias or regular name
** Only used for MID matching if provided for both students involved in MID match
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55. LEA with most recent enrollment of all SSIDs involved
MID Ownership
LEA with most recent enrollment
of all SSIDs involved
MID ownership differs from CCEs and ERDs because unlike those anomaly types, MIDs are only owned by a single LEA, the LEA with the most recent enrollment out of all the SSIDs involved in the anomaly.
The date range also differs. MID anomalies are detected for enrollments within 14 months of Census day.
Now we will show you a demonstration of how to view and resolve MID anomalies. For those of you also following along on a printed presentation, this demonstration will cover slides 55 – 65.
Enrollments up to 14 months prior to Census Day
Essential 4 - Anomalies v1.0, October 12, 2017

56. Common Causes of MIDs A student has been assigned two or more SSIDs
Look up each SSID and review their enrollment history. Make sure that among the two SSIDs there is only one open enrollment record (a record without an exit date and reason). Select the comb (combine) option and post the selection. Look up each of the SSIDs that was combined. For the one that is still active (i.e., not retired), update the enrollment records to match the student’s actual enrollment history.
A student has been assigned two or more SSIDs
Select the diff (different) option and post the selection
Two similar but different students have been detected
Here is a list of common causes of MID anomalies. This list is for reference when you are resolving your MIDs.
Essential 4 - Anomalies v1.0, October 12, 2017

57. MID Resolution Options
Combine SSIDs
Mark SSIDs as different
There are two ways to resolve MIDs:
{Read options}
We explain more about when and how to use these options once we get to the examples.
[Present demo of MID resolution and then return to presentation afterward]
Essential 4 - Anomalies v1.0, October 12, 2017

58. MID – Anomaly Report 1
To reach the MID anomaly list we again look in the SSID Enrollment menu, under SSID Anomaly Reports, but this time we click “Manage Multiple Identifiers (MID)”
Essential 4 - Anomalies v1.0, October 12, 2017

59. Click reveal button to view MID matches
MID - Interface 1 2
Click reveal button to view MID matches
Set MID Ownership to “Reporting LEA-2” to see the MID anomalies your LEA is responsible for and able to resolve.
As with the CCEs and ERDs, there are filters at the top left which can be used to limit the records you see below. However MIDs, unlike CCEs and ERDs, are only owned by the LEA with the most recent enrollment so it is recommended that you set the MID Ownership filter to Reporting LEA-2 and click Apply Filters before reviewing the MID list. This step will make sure that you only see the MID anomalies owned by your LEA.
There is no listed date range for MID detection, but MIDs are detected for the 14 months prior to Census day for the 2% calculation in fall 1.
In the bottom part of the page, there will be a list of MID anomalies. Similar to CCEs and ERDs, you can click the reveal button on the left to reveal the other record involved in the anomaly, however unlike CCEs and ERDs, the conflicting record represents a completely different SSID.
Essential 4 - Anomalies v1.0, October 12, 2017

60. MID – Analysis
Click the student name to view the student profile associated with the SSID to the left.
Review the enrollment history records in the student profile. Conflicts between the records make it more likely that they represent two different students.
Your LEA’s record
The other LEAs’ records
If your LEA’s student did not attend this school, then this enrollment record belongs to a different student and the Diff option should be selected.
The None option can be selected if you have already selected Comb or Diff, but still need more time to decide if that is the right decision.
The concept behind resolving MID anomalies is simple: You need to determine if the SSIDs shown represent the same student.
However, due to the number of possibilities and records involved, making that determination may take a significant amount of research and possibly discussion, with other LEAs that are involved.
Most MID anomalies only involve two SSIDs, but in some rarer cases there may be three or more. Although each SSID can be resolved separately.
The school listed for the SSID which your LEA does not own can sometimes solve the problem quickly because if your student never attended the other school, it is pretty likely that the SSIDs are owned by different students.
Birth city and parent names can also be good ways to distinguish whether two SSIDs are owned by the same student.
In the event that those fields still do not resolve the problem, it may be necessary to compare the SSID’s enrollment history, demographic history, or other parts of the student profile.
If one or more of the SSIDs belongs to another LEA, you may need to contact the other LEA to discuss the anomaly.
Fields such as Birth City and parent names can be used to distinguish similar students.
Essential 4 - Anomalies v1.0, October 12, 2017

61. MID - Resolution 2 3 1 1 Click Save Selected Click Post Selected
Select an Combine, Different, or None for each MID match 1
Applying the resolution is simple: you select either “Comb” to combine the two SSIDs or “Diff” to mark them as different. The none option is only meant to be used if you select “Comb” or “Diff”, but then decide to do more research before posting your selection.
It is very important to diligently research the anomaly, because MID resolutions, once posted, can not be undone.
Also be aware that two SSIDs can only be combined if their enrollment histories do not overlap. Trying to combine two SSIDs with overlapping history will trigger an error. To get around the error, you will need to modify or delete enrollment records which overlap. Once the combine has been completed the enrollment history can be updated further if necessary.
If the anomaly was resolved correctly it will not appear in your list after the Anomaly detection process runs again.
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62. Common Problems
SENR #1
SENR #2
March
April
May
Overlapping enrollment not allowed when combining MID anomalies
Today
SENR #1
SENR #2
Aug
Sep
Oct
Focus ID’s current enrollment record is closed
When resolving MID anomalies there are a couple common problems that you may encounter. The first is caused by having overlapping enrollment records between the two SSIDs. The MID anomaly resolution process will not allow you to create a CCE anomaly as a result of resolving a MID anomaly so any overlaps need to be cleaned up prior to combining two SSIDs.
The second problem occurs when your LEA owns a MID anomaly but the most recent enrollment in the history has an exit date and reason. Because of how MID anomalies are processed, the most recent enrollment record must be open. Even if the enrollment record is accurate and the student has left, you may need to temporarily remove the exit date and reason so that that you can complete the MID combine.
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63. MID - Resolving Undetected MIDs1
Click Resolve MID Not on Report
Because MID anomaly detection uses specific fields for comparison, there may be some cases where a student actually has been assigned two SSIDs, but CALPADS has not detected it.
In this situation you can use the Resolve MID Not on Report function to resolve the anomaly.
To initiate the process, make sure that you have the SSIDs ready and then click the Resolve MID Not on Report button.
Essential 4 - Anomalies v1.0, October 12, 2017

64. Resolving Undetected MIDs
Click Validate 2
Enter the two SSIDs that belong to the same student 1
You will be prompted for the two SSIDs that you believe belong to the same student. Enter both SSIDs. The order does not matter.
Then click Validate.
Essential 4 - Anomalies v1.0, October 12, 2017

65. Resolving Undetected MIDs
You will be presented with the basic information for both SSIDs and then informed which SSID will be kept if you choose to finalize the combine.
To finalize the combine, click “Combine SSIDs”. Otherwise, you can click cancel to abandon the process.
CALPADS will determine which SSID to keep
Click Combine SSIDs 1
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66. MID Resolution Effects
Combined
Marked Different
The SSID with the earliest enrollment record is kept and the other SSID is retired. Enrollment, demographic, and program records of the two SSIDs are combined. Retirement of SSIDs is permanent and irreversible.
The SSIDs are permanently marked different and will not be detected as MIDs ever again.
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67. MID Resolution Cleanup
All sections of the student profile should be reviewed after a MID combine to ensure that the student’s combined records are accurate.
Note: No validations are applied when Student English Language Status records are combined so some cleanup may be required.
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68. Replacement SSID Retrieval
Request replacement SSID extract here 1 2
From the Reports menu, click Extracts
After SSIDs which involve your students have been combined by you or another LEA it is very important that you retrieve the list of SSIDs that were kept so you can update your local systems.
This file can be obtained just like other extracts, by going to the Reports menu and clicking Extracts.
You first need to request the extract using the link in the top section and then retrieve it using the link in the bottom section.
Retrieve replacement SSID extract here 3
Essential 4 - Anomalies v1.0, October 12, 2017

69. Wrap Up
Essential 4 - Anomalies v1.0, October 12, 2017

70. Reminders Anomalies are detected nightly throughout the year
Unresolved lost transfers (ERD type C) count as dropouts
Replacement SSIDs should be downloaded regularly
MIDs found outside
MID anomaly report can be resolved using “Resolve MID Not On Report” button
Essential 4 - Anomalies v1.0, October 12, 2017

71. Did you get it all?
Anomalies are problems with an SSID’s enrollment which are detected once per night.
Anomalies need to be resolved regularly and replacement IDs need to be downloaded regularly.
Anomalies usually resolved through the SSID Anomaly Reports functionality, but can also be resolved through online maintenance or batch upload.
Your LEA Admin should assign the Anomalies and Anomaly Contact roles to the person managing anomalies.
A CCE is an anomaly that has an SSID with a primary enrollment at more than one LEA at the same time.
All LEAs involved own the CCE anomaly.
CCEs are only detected between 8/16 of the year prior to Census Day, through Census Day.
Essential 4 - Anomalies v1.0, October 12, 2017

72. Did you get it all?
An ERD is an anomaly that has an inconsistency between the student’s exit reason and subsequent enrollment status in a school.
All LEAs involved own the ERD anomaly.
ERDs are only detected between 8/16 of the year prior to Census Day, 8/15 of the current year for exits other than no show dropouts. ERDs are detected for no show dropouts between 5/15 and 8/15 of the year prior to Census Day.
Some exit reasons cause ERDs, others do not.
Essential 4 - Anomalies v1.0, October 12, 2017

73. Did you get it all?
A MID is an anomaly that has two or more SSIDs that have very similar or identical demographics, indicating that a student may have multiple SSIDs.
MIDs can be detected when names don’t match exactly.
Only one LEA owns each MID anomaly.
MIDs are only detected for the 14 months prior to Census Day.
Undetected MIDs resolved using the Resolve MID Not On Report button.
Replacement SSIDs need to be downloaded and imported into your local system after MIDs have been resolved.
MID resolution is permanent and irreversible.
MID and CCE count must be below 2% of enrollment to certify Fall 1.
Both the CALPADS home screen and the Anomaly Status Report can be used to monitor your progress in resolving anomalies.
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74. Resources System Documentation
Document
Description
Sections
CALPADS SSID and Enrollment Procedures
Detailed descriptions of anomalies and how to resolve them
Chapter 4
CALPADS Code Sets
Detailed state code lists
School Completion Status & Student Exit Category code sets
CALPADS Error List
Detailed error message descriptions
MID Errors tab
CALPADS Data Guide
Exit reason and completion status descriptions
Appendix D
Here are some resources which can help you in the anomaly resolution process. They are all available from the CDE’s CALPADS Web page at the address shown here.
Essential 4 - Anomalies v1.0, October 12, 2017

75. 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 4 - Anomalies v1.0, October 12, 2017

76. 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. 76
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