Post on 20-Jan-2016
transcript
Version 1.11
Enrollment Update & Address Validation Training
November 09, 2009
Page 2
Agenda
SRRTS Functions Setup Enrollment Update
Purpose Fields Process Flow
Address Validation (AV) Purpose IST CorrectAddress® Address Standardization Existing Addresses Incoming Addresses Reports Strategies Resources
Demonstration Documentation Reminders What to Do Next
Page 3
Records Transfer
DirectCertification
SRRTS Functions
LocatorDatabase
Enrollment Update
PeriodicUpdates
AddressValidatio
n
Page 4
Setup Step 1
DataGate Client Software
Page 5
Java Runtime Install Process
1. Go to the CSIS DataGate Setup page (http://www.csis.k12.ca.us/setup/) and read PART 1
2. Download and follow the First time installation instructions
- or –
If you already have Java, installed follow the Upgrade Instructions instead
Page 6
Setup Step 2
Digital Certificate
Page 7
Digital Certificate Installation
128 bit encryption required MS Internet Explorer 6.0 or later supported
May require browser upgrade http://www.microsoft.com/windows/ie
Browser updates may destroy certificate Yearly renewal necessary
http://certificate.csis.k12.ca.us Required to access DataGate or TestGate
Page 8
Digital Certificate Installation Process
1. Go to: http://www.csis.k12.ca.us/setup/ and read PART 2
2. Follow the instructions in the appropriate sub-section depending on whether you have ever had a CSIS digital certificate
Page 9
Digital Certificate Application Form
7-digit County-District Number*
Sign
Fax
* Use full 14-digit CDS number if your LEA is a charter school
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Setup Step 3
Translation Tables
Page 11
Translation Tables
Used to translate local codes to state codes for outgoing data, reverse translation for incoming data
Based on the current school year’s state codes
Managed by the LEA via User Preferences
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Identifier Data Elements Eligible for Translation
Data Element Name Table Name
Gender GENDER
Grade GRADE_LEVEL
Primary Ethnicity ETHNICITY
Primary Language LANGUAGES
English Proficiency STUDENT_ENGLISH_PROFICIENCY
Birth State or Province STATES_AND_PROVINCES
Birth Country COUNTRIES
Parent Education Level PARENT_EDUCATION_LEVEL
ELL Proficient or Advanced for ELA CST YESNO
Student Enrollment Status STUDENT_ENROLLMENT_STATUS
Reason for Withdrawal EXIT_WITHDRAWAL_REASON
* State codes are listed in Appendix A of the SRRTS User Guide
Page 13
Translation Process
1. From the Main CSIS Web page click on DataGate under the SSID tab.
2. Select the Reporting Entity, current School Year, and Data Dictionary Version.
3. Click User Preferences under Preferences.4. Click on Translation tab.5. Select the Data Dictionary version.6. Select the Code Table that contains the code you
want to translate.
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Translation Process (continued)
7. Select a Master Code on the left-hand side.8. Enter a Local Code and Description in the two
white boxes on the right.9. Click Add.10. Repeat steps 7-9 for each code you want to
translate in the current table.11. Click Apply.12. Repeat steps 6-11 for each code element that
needs translations entered.
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Purpose of Enrollment Update
Submit new and updated student
addresses Direct Certification matching
CALPADS preparation
Address quality improvement via Address
Validation
Page 16
Required Extract Fields
Statewide Student ID First and Last Name Local ID Gender Birth Date Primary Language Primary Ethnicity
Enrollment Date Grade Level English Proficiency Parent Education Level NSLP (Free & Reduced Meals) Migrant Ed Special Ed Point in Time Student Data
Effective Date*
* Must equal the current date if the student is active. Must equal the Withdrawal Date if the student has a Withdrawal Reason.
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Conditionally Required Extract Fields
Student Enrollment Status Required for concurrently enrolled students at each non-primary school
(school only providing additional services)
English Language Learner Proficient or Advanced for ELA CST Required if English Proficiency is R-FEP. ‘Y’ if student scored
proficient or advanced on the English-Language Arts CA Standards Test for three years.
Withdrawal Date & Withdrawal Reason Required if student withdrew from a school Withdrawal date not required for some no-shows (430 & 470)
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* See Appendix B (p. 55) for steps to look up the CDS number for a Receiver school or Non-public school
Conditionally Required Extract Fields (continued)
UC CSU Course Requirements Met Required for graduates
Independent Study Student Required for graduates
Receiver School* Required if Withdrawal Reason is 165
School of Attendance* Required if Institution ID of school of enrollment ends in “0000001” (i.e.
student is attending a Non-public school)
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Middle Name and Name Suffix (Jr., III, etc.) AKA Names (First, Last, Middle, & Suffix) Birth Place (City, State, & Country) Other Ethnicities
Optional Extract Fields
Page 20
Periodic Enrollment Update Process Flow
START HERE
StudentInformation
System
Extract
Import &Validate
Send
Post
ReviewReports
UpdateRecords
LocatorDatabase
Address & EU ServerValidation
Address & EU ServerValidation
Enrollment Update
Extract (s)
Enrollment Update
Extract (s)
DataGate
SRRTS
Page 21 21
Purpose of Address Validation (AV)
Improve address quality Direct Certification matching*
CALPADS
Postal mailings (e.g. report cards)
* Reminder: Direct Certification compares 4 elements (name, gender, birth date, & address)
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IST CorrectAddress®
CSIS Address Validation uses a third party
software called IST CorrectAddress®
Standard used by other companies
Validates and corrects addresses based on
USPS guidelines
Updated every 60 days to meet USPS
certification standards
Page 23 23
Address Standardization
121 North Hamilton Drive #304
Beverly Hills, CA 90211
121 N HAMILTON DR APT 304
BEVERLY HILLS CA 90211-2259
Postal Standard*
Sample Address
* The postal standard uses full uppercase and the 4-digit zip code add-on, but the address can still be valid without using them
Page 24 24
Address Parts
Example Postal Standard
Number 121 121
Directional North N
Name Hamilton HAMILTON
Suffix Drive DR
Secondary Unit Designator
#304 APT 304
City Beverly Hills BEVERLY HILLS
State CA CA
Zip Code 90210 90210-2259
Page 25 25
Incoming Addresses
CSIS will validate the incoming addresses submitted during a Periodic Enrollment Update (DEMO file must be submitted)
Two reports will be available on the View Status tab: Address Server Validation Report (Addresses
dropped) PDF format only
Address Correction Report (Addresses automatically corrected) PDF or CSV format
Page 26 26
Incoming Addresses – View Status
Page 27 27
Incoming Addresses - Report Type Selection
Page 28 28
REPORT DETAILS
Page 29 29
Address Server Validation Report
A
B C D
Page 30 30
Address Correction Report
D
CB
A
Page 31
CSV File Layout
Field # Field Name Example
1 InstitutionID 58014531234567
2 SSID 2816180970
3 LocalID 123456
4 StudentFirstName Martha
5 StudentNameMiddle Dandridge
6 StudentLastName Washington
7 EnrollmentDate 20090826
8 OriginalAddress1 58 South Artis Ln. #56
9 OriginalAddress2
10 OriginalCity Davis
11 OriginalState CA
12 OriginalZip 95616
13 ErrorNumber 01
14 ErrorDescription Replace ZIP code.
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CSV File Layout (continued)
Field #
Field Name Example
15 CorrectedAddress1 58 S ARTIS LN
16 CorrectedAddress2
17 CorrectedStreetNumber 58
18 CorrectedStreetName ARTIS
19 CorrectedStreetType LN
20 CorrectedApartmentNumber 56
21 CorrectedStreetPreDirectional S
22 CorrectedStreetPostDirectional
23 CorrectedCity DAVIS
24 CorrectedState CA
25 CorrectedZip 95618
26 ZipAddOn 4803
27 DPC 58
28 CorrectCode 6
Page 33 33
Strategies
Fix the errors on the Address Server Validation report first
Determine how much time will be needed for corrections, based on address volume Automatically corrected Dropped
Use CSV formatted correction report to sort or filter corrected address lists (e.g. sort list by site for distribution to schools)
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Resources
Zip Code Lookup (http://zip4.usps.com/zip4/welcome.jsp) Validate an individual address
Address Management System Office Locator (http://www.usps.com/ncsc/lookups/ams_office_locator.html) To report discrepancies in the USPS database
USPS Address Standards PDF - http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf
HTML - http://pe.usps.gov/text/pub28/welcome.htm
Address Part HTML Location PDF Location
Street name Section 232 Page 11 and Appendix C
Street directional (e.g. NW = Northwest) Section 233 Pages 12-15
Unit designator (e.g. APT = apartment) Section 213 Pages 6-7 and Appendix C2
City name Section 223 Page 9
Page 35
Periodic Enrollment Update Steps
1. Populate SIS with required elements.2. Create the Enrollment Update (ENRA) & Demo extract
files.3. Import extract files into DataGate.4. Review import reports, correct errors, and reimport (if
necessary).5. Validate file.6. Review validation reports, correct errors, and re-import (if
necessary).7. Review data submission summary report.8. Send file.9. Review server validation & summary reports.10. Confirm and Post transaction.
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Initiate EU/AM Transaction
1. On the Main Page select the current School Year and Data Dictionary Version Number.
2. Click the Periodic Enrollment Update button.
3. Click New Import.
4. Enter Contact Information.
5. Click Save & Continue.
6. Click Find File next to ENRA, select the extract file, and click Open.
7. Repeat step 6 for the DEMO file.
8. Click Import and wait for the import to finish.
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View Import Reports
1. Select the transaction that has been imported.
2. Click the View Import Reports button.
3. Select the file ENRA file and click View.
4. Review the import report, correct errors as necessary and re-import.
5. Repeat steps 2 & 3 for the DEMO file.
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Validate Transaction
1. Click the Validate tab.
2. Select the transaction you imported.
3. Select the file(s) in the bottom box if they are not already selected.
4. Click Validate Selected File(s).
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View Validation Reports
1. Select the transaction that has been Validated.
2. Click the View Validation Reports button.
3. Select the file ENRA file and click View.
4. Review the validation report, correct errors as necessary and re-import.
5. Repeat steps 2 & 3 for the DEMO file.
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Data Submission Summary Report
Accessed from validation tab after validation has been successful
Summarizes imported records by gender, ethnic group, and grade level
Must be created in Validation tab prior to proceeding to Send Tab
Page 41
View Data Submission Summary Report
1. Select the transaction that has been validated.
2. Click the View Submission Summary Report button.
3. Wait for the report* to be generated.
* Pop-up blocking software may prevent this report from appearing. Make sure that any such software is disabled or is set to allow pop-ups from the CSIS Web site.
Page 42
Send Process
1. Click on the Send tab.
2. Select the transaction that has been successfully validated.
3. Click the Send Selected File(s) button
Page 43
View Status Process
1. Click on the View Status tab.
2. Select the EU transaction you wish to view in the upper half of the screen.
3. Click the View Transaction Reports… button.
4. Review the following reports:• Address Server Validation Report
• Address Correction Report
• Enrollment Update Status Server Summary Report
• EU Validation Error Listing Report - Server
5. Click OK.
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Enrollment Update Summary Report Categories
Records Sent – Number of student records sent Records Dropped - Number of records that will not be
updated if transaction is posted Open Enrollments – Records without exit dates Exits – Records with an exit date and exit reason
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Enrollment UpdateServer Validation Report
Review even if status is “EU Server Validation Successful” Determine error type from first letter of error code
F = Fatal: must be fixed before transaction can be posted E = Error: has been dropped from further processing W = Warning: likely to be an error, but will not be dropped
Review warnings carefully as they may cause problems if not fixed
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Enrollment UpdateServer Validation Errors
Birth Year Does not match existing record in locator database
CSIS ID Retired SSID - Warning only, CSIS will replace Retired SSID with
Replacement SSID; LEA should download replacement file in MID resolution area to fix assignments in local student information system
Gender Does not match existing record in locator database
Withdrawal date Not valid for grade level Can not be blank based on exit reason
Page 47
Confirm Process
1. Wait for e-mail from DataGate that the transaction is ready for confirmation or check View Status tab for a status of ‘EU Server Validated Successfully’.
2. Click on the Confirm tab.
3. Select a transaction to confirm.
4. Click Confirm.
5. Review the Summary Report and verify the accuracy of the data being submitted.
Page 48
Confirm Process (continued)
6. If the summary report is not accurate make necessary corrections in your SIS and re-import a new extract.a. If the data is correct in your file and the locator database was
corrected, then re-import the same file.b. If the data in your file is incorrect, correct the data in your SIS,
create a new file, and re-import the file.
7. Once you are satisfied with the data being submitted for updates, click Post.
8. After the transaction has been posted, you will receive an email notification.
9. The status of the transaction can be viewed on the View Status tab. If the post was not successful contact CSIS support.
Page 49
Enrollment Update & Address Validation Documentation
http://www.csis.k12.ca.us/services/services-training/default.asp SRRTS User Guide SRRTS Quick Reference Guide EU Error Charthttp://www.csis.k12.ca.us/library/reporting-requirements/ Data Submission Requirements (DSR)
EU
Page 50
Reminders
Determine how local SIS will be updated One-by-one Mass update (Check with SIS vendor for
options) For Incoming Addresses, fix Address Server
Validation errors before Post CSIS will provide additional DC Submissions:
November 24, 2009 (must post by Nov. 23) December 22, 2009 (must post by Dec. 21)
Page 51
What to Do Next
New Users Apply for Digital Certificate (if you do not have one
already) Note certificate expiration date on your calendar
Perform client setup tasks (if you have not already)
Contact SIS Vendor for data population & extract documentation
Obtain SSIDs for any students who do not have one
Submit enrollment updates in DataGate
Page 52
Where to Get More Information
Contact CSIS Support at: Phone: (916) 325-9210 E-mail: support@csis.k12.ca.us Web: http://www.csis.k12.ca.us/support/ContactSupport/
CSIS Websitehttp://www.csis.k12.ca.us
Join the CSIS Listserv1. Go to http://www.csis.k12.ca.us/listserv/2. Click the Subscribe link for CSIS-LS
Page 53
Appendix A: Locating Certificate Expiration Date
1. Open Internet Explorer2. Click Tools3. Internet Options4. Click Content5. Click Certificates6. Click Personal
3rd column displays certificate expiration date Make a note to contact CSIS support on renewal process 1 month
prior to certificate expiration
Page 54
Appendix B:CDS Number Lookup Using the
CA School Directory
1. Go to: http://www.cde.ca.gov/re/sd/
2. To lookup schools within a district:i. Select the Public Schools option
ii. Select the county on the left
iii. Select the district on the right
To lookup an NPS school:i. Select the Nonpublic option
ii. Type in the school name*
3. Click Search
* If the school is not found, try selecting the county where the school is located instead of typing the name.
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CDS Lookup Using the CA School Directory
i
ii
iii
3
Page 56
NPS CDS Lookup Using the CA School Directory
3
ii
i
Page 57
CA School DirectorySearch Results