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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 SSID ENROLLMENT Course...

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 SSID ENROLLMENT Course Introduction Essential 3
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Page 1: Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011 SSID ENROLLMENT Course Introduction Essential 3.

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

SSID ENROLLMENTCourse Introduction

Essential 3

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 20112

Introductions and Ground Rules

Ground Rules– Mute phones while listening– Do not place the call on HOLD– Silence cell phones– Provide you name and LEA when speaking– One conversation at a time

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Course Description

This course provides detailed instruction in online and batch data submission and in the management processes for enrollment and for maintenance of SSIDs (Statewide Student Identifiers).

SSID ENROLLMENT

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Course Description

PREREQUISITE AND AUDIENCE

Target Audience …..• LEA Program and Data Management Staff Responsible for

Overall District Enrollment• LEA System Administration Staff

Prerequisites …..• Essential 1 – Overview of CALPADS Objectives and

Requirements - Level 1

• Essential 2 – CALPADS Key Features, Key Concepts, and System Administration

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Course Description

COURSE OBJECTIVES

Participants will understand how to …..• Locate existing SSIDs• Assign and maintain SSIDs• Enroll new students• Update existing student’s enrollments• Enter and maintain Student Information• Enter and maintain Student Programs• Review and resolve submission errors

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Course Description

COURSE MODULES

This course is modularized to allow for use in local training that is focused only on specific topics appropriate for a particular audience. The modules include …..

• 3a – SSID ENROLLMENT Capabilities and Key Concepts• 3b – SSID ENROLLMENT - ONLINE• 3c – SSID ENROLLMENT - BATCH

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Key Concepts

ONLINE VS BATCH

BatchOnline• 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

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Introduction

Data Maintenance: Request SSID Enroll the StudentExit the Student Update Student Information

– Demographics, Primary Language, Address etc.

Update Student Program

ONLINE ENROLLMENT AND MAINTENANCE

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Introduction

These files are used to enroll students and maintain their Profiles. They can be files from your SIS (consult with your SIS vendor) or an Excel Spreadsheet (instructions will be provided).

Student Enrollment - SENR Student Information - SINF Student Program – SPRG

FILE PROCESSING

The fields and their relationships are defined in the CALPADS File Specifications (CFS)

http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp9

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Enroll Students

Step 1: Prepare Data (SSID Enrollment) – pp. 10-21 Step 2: Upload Files – pp.22-24 Step 3: View Submission Status – pp. 25-29 Step 4: View and Post Passed Records – pp. 30-33 Step 5: Resolve and Post SSID Candidate Records – pp.

34-39 Step 6: Resolve Rejected Records – pp. 40-44 Step 7: Correct Rejected Records – pp. 45-49 Step 8: Reload Rejected Records – p. 50

STEPS FOR BATCH ENROLLMENT

The steps to enroll students data are …..

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Modify Existing Student’s Data

Step 1: Prepare Data (SSID Enrollment, Student Information, Student Program) – p. 21

Step 2: Upload Files – pp.22-24 Step 3: View Submission Status – pp. 25-29 Step 4: View and Post Passed Records –pp. 30-33 Step 5: Resolve SSID Candidates/Post Records – pp. 34-39 Step 6: Resolve Rejected Records – pp. 40-44 Step 7: Correct Rejected Records – pp. 45-49 Step 8: Reload Rejected Records – p. 50

STEPS FOR BATCH MAINTENANCE

The steps to modify students’ data are the same as the steps to enroll students, except that there is no step to Resolve SSID Candidates

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Modify Existing Student’s Data

Step 1: Prepare Data (SSID Enrollment, Student Information, Student Program)

Step 2: Upload Files Step 3: View Submission Status Step 4: View and Post Passed Records Step 5: Review Rejected Records Step 6: Correct Rejected Records Step 7: Reload Rejected Records

STEPS FOR BATCH MAINTENANCE

The steps to modify students’ data (students with SSIDs) are the same as the steps to enroll students, except that there is no step to Resolve SSID Candidates

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Enroll Student

Step 3: View Submission Status

File Status States

Disposition Description

Upload Failed File did not pass the initial upload validations or rules processing

In Queue File did pass the initial upload validations/rules processing and is waiting to be processed (Queue: the process waiting line for files)

On Hold CDE has placed the file in a delay-process state

In Process File is currently being processed by the system

Ready for Review File has completed the initial submission processing and is ready for an authorized to review the results

In Review File has completed the initial submission processing and an authorized user has reviewed the results, but has not made a selection on one or more sets of records in the file requiring user interaction

Complete Passed records of a submitted file have been successfully processed and posted to the ODS

Excluded Submitted records for a site(s) was (were) removed from the submission process and not posted to the ODS

A file may be in one of the following possible states after the upload process or during the batch submission process

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Enroll Student

Disposition Codes

Disposition Description

Ready Ready for selection

Selected A selection of an SSID or New SSID has been made

Posted The selected record and its resolution has been posted

Cancelled The “None of the Above” option was selected

Failed The selected record and its resolution failed validation and were not posted

Step 5: Resolve SSID Candidates/Post Records (cont)

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 201115

Upcoming Changes

• Improve the list of candidates returned on an Identifier Request (CR 291)

• Provide the Candidate List as a Report (CR 107)• Passed records will display in list format with filter

options (CR302)• Valid Code Combinations and related errors will be

updated to include valid combinations of completion code and grade level (CR178)

• New IVR on invalid student age or grade level for Adult Ed/GED exit reason (CR176)

• NEW IVR on Invalid age or grade level for CHSPE completion status (CR177)

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 201116

Upcoming Changes con’t

• SINF extract that uses the current SINF ownership rules logic to return only student records that are owned the requesting LEA during the data range specified (CR274)

• (SINF passed records Filter Options add: SSID & Local ID (CR197)

• Add Local ID to all Rejected Records Extracts/Downloads (CR232/188)

• New Submission Status “Partial Post” (CR 127)• New File Status “Post Requested” (CR 170)

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Support

CALPADS URL– https://www.calpads.ca.gov/

CALPADS Support– CALPADS Service Desk Request Form (preferred contact method)

HTTP://WWW2.CDE.CA.GOV/CALPADSHELP/DEFAULT.ASPX– 916-325-9210

CALPADS Operations Office (Admin. Account Support)– 916-324-6738– [email protected]

CALPADS-LEA Listserv (one-way)– http://www.cde.ca.gov/ds/sp/cl/listservs.asp

Support Information

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Training Evaluation

http://www.csis.k12.ca.us/survey/calpads-training/

Please complete our survey

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Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

Questions

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Slide Reference

Essential 3 - SSID Enrollment Course Introduction v2.0, September 07, 2011

CALPADS 3 PowerPoint Sources(see www.csis.k12.ca.us)

PowerPoint/Demo Presentation

File 3a – slide 9 7 – Online vs. Batch

File 3c – various slides (summary) 8 – Online Enrollment & Maintenance

File 3c – slide 4 9 – File Processing

File 3c – slide 6 10 – Steps for Batch Enrollment

File 3c – slide 14 11 – Steps for Batch Maintenance

File 3c – slide 25 12 – Step 3: View Submission Status

File 3c – slide 35 13 – Step 5: Resolve SSID Candidates/Post Records

CALPADS PPT Source Slides vs. PPT/Demo Presentation Slides

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