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

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

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

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

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

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

7. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 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 7

8. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 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 8

9. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 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: 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 SSID …to locate the student whose data is to be modified 9

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

11. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Key Concepts ONLINE VS BATCH Batch Online 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 11

12. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Key Concept 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 …. OWNERSHIP OF DATA 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 12

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

14. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Key Concept 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 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. 14

15. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Overview 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 ….. STUDENT PROFILE MAINTENANCE 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 *http://www.cde.ca.gov/ds/sp/cl/systemdocs.asphttp://www.cde.ca.gov/ds/sp/cl/systemdocs.asp 15

16. Search for Students (Online) Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 16

17. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Search for Student 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 SEARCH FOR STUDENT Search for and maintain Student … to view existing SSID and data 17

18. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Search for Student Students can be searched for in CALPADS ….. – Using SSID – Using Demographics METHODS FOR LOCATING STUDENTS 18

19. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Search for Student CANDIDATE FOR ENROLLMENT If the Candidate is selected, Request SSID is performed next. The fields used in the Search populate the Request fields. Search is an optional first step for enrollment used to locate the details of a Candidate for viewing 19

20. Request SSID and Student Enrollment (Online & Batch) Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 20

21. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 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 21

22. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 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. 22

23. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 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 23

24. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 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 24

25. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Student Enrollment If an Existing SSID is selected and posted, then the enrollment process is complete ENROLLMENT TYPES Existing SSID is used in the Student Enrollment Existing Student Information must be updated No Program data is added New SSID is generated and used in the Student Enrollment Initial Student Information is captured No Program data is added NEW SSID ENROLLMENTEXISTING SSID ENROLLMENT Student Enrollment Student Information Student Programs STUDENT PROFILE If a new SSID is selected and posted, then a New SSID Enrollment is complete 25

26. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Student Enrollment ENROLLMENT TYPES (cont.) The Student Enrollment record created by each type of enrollment is the same. The data collected during the process differs. EXISTING SSID ENROLLMENT collects no Student Information NEW SSID ENROLLMENT collects initial Student Information Birth City is optionally entered at enrollment, but it is updated in Student Information Grade Level is entered at enrollment but it is updated in Student Information 26

27. Maintain Student Profile Data (Online & Batch) Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 27

28. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Maintain Student Profile 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 SSID …to locate the student whose data is to be modified 28

29. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Maintain Student Profile 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. ONGOING DATA MAINTENANCE 29

30. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Maintain Student Profile 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. MAINTENANCE OF STUDENT INFORMATION Student Information is maintained in separate data areas for both online and batch and aligned with enrollment dates 30

31. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 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 GRADE LEVEL Primary Language Birth Country Birth City (optional) Birth State (optional) The Search criteria and the Student Information collected during enrollment are stored as initial Demographics 31

32. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Maintain Student Profile INITIAL STATUS OF STUDENT INFORMATION The EXISTING SSID ENROLLMENT does not create Student Information record aligned with your enrollment. A SINF record must be added. 32

33. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Maintain Student Profile MAINTENANCE OF STUDENT INFORMATION 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. Student Information (SI) data is maintained by EFFECTIVE DATES that align with enrollment dates 33

34. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 10/07/2009 Maintain Student Profile MAINTENANCE OF STUDENT INFORMATION 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. 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 34

35. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Maintain Student Profile 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 MAINTENANCE OF STUDENT PROGRAMS Programs entered for previous enrollments will be viewable Neither the NEW SSID ENROLLMENT nor the EXISTING SSID ENROLLMENT create any Student Programs 35

36. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 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 Meals/NSLP (181) Date student identified for the school year On or after student enrolled in LEA and in current school year Reduced Price Meals/NSLP (182) 36

37. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 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 Meals/NSLP (181) Reduced Price Meals/NSLP (182) 37

38. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Maintain Student Profile MAINTENANCE OF STUDENT PROGRAMS the collection of information that has the same Membership Start Date correct the record’s information Student Program data are maintained by School AND Membership Start Date 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 38

39. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 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. 39

40. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 10/07/2009 Maintain Student Profile MAINTENANCE OF STUDENT PROGRAMS For PROGRAMS, reports use the LEA/school and Membership Dates to determine the information that is correct as of a “point-in-time” 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 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. 40

41. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 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 - Exit with transfer code from current school Record dropouts and graduates - Exit with a dropout/graduate code from current school 41

42. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Maintain Student Profile MAINTENANCE OF STUDENT ENROLLMENT Student Enrollment data is maintained by School AND Student School Start Date the effective date of the new information is different from the Student School Start Date of the information in the existing record A new record is Added when …. An existing record is Updated when … the effective date of the new information is the same as the Student School Start Date of the information in the existing record 42

43. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Maintain Student Profile MAINTENANCE OF STUDENT ENROLLMENT 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 The Student School Start Date is needed to identify the enrollment in the ODS 43

44. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 44 Wrap-Up

45. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Key Points A student’s complete Student Profile includes the following ….. – SSID Enrollment – Student Information – Student Programs The information in a student’s Student Profile should be updated on an ongoing basis An LEA must establish ownership of a student’s data before it can modify the data 45

46. Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 Questions 46