Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014 SSID ENROLLMENT -...

Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014

SSID ENROLLMENT - ONLINE Demonstration

Essential 3b


This module includes the following: Search for Student

– By SSID – pp. 7-11– By Demographics – pp. 13-19

Request SSID and Enroll Student– New SSID Enrollment – pp. 23-33– Existing SSID Enrollment – 35-47

Maintain Student Information – pp. 48-65 Maintain Student Programs – pp. 67-78

Contents

2


SEARCH FOR STUDENT

3


Overview

Find/validate an SSID Examine current enrollment

status View a student’s profile

SSID ENROLLMENT IS …

SSID matching logic which controls the assignment of unique IDs for students

Obtaining New SSIDs using:

Locating Student Data to:

SSID Enrollment data Student Information data Student Program data

Enrolling Students with:

Maintaining Enrolled Students to:

Add/update/correct Student Information and Program data

Transfer a student’s enrollment to a new school

Exit a student Record dropouts and

graduates

SEARCH FOR STUDENT

… to view existing SSID and data

4


Overview

Students can be searched for in CALPADS …..– Using SSID– Using Demographics

METHODS FOR LOCATING STUDENTS

5


SEARCH FOR STUDENT By SSID

6


Search by SSID

ACCESS SEARCH FOR STUDENT

7


Search by SSID

ENTER STUDENT SEARCH CRITERIA

1Enter SSID

2Click Lookup Student.

8


Search by SSID

MANAGE SEARCH RESULTS

Option 1 -To view additional details about the student, select the student’s Name link and view the student’s detailed information

Option 2 -If student is not the student you are seeking, submit new search criteria

View information about the returned students or perform another search

9


Search by SSID

VIEW CANDIDATE STUDENT DETAIL

Click to Reveal Details of Student.

Note that the student is considered a “Candidate” until you determine this is the student you are seeking

10


Search by SSID

VIEW CANDIDATE STUDENT DETAIL (cont.)

Review the student’s information to determine if this is the correct student

11


SEARCH FOR STUDENT By Demographics

12


Search by Demographics

ACCESS SEARCH SCREEN

13




1 Select Search By Demographics

2 Enter

search criteria

3Click Lookup

Student

Search using 2 or more search fields. Enter either complete name fields or enter partial names with an * before, in the middle of, or at the end of the known information.

14



SEARCH RESULTS

A search with complete name fields returns only the record that matches the names in the fields

15



SEARCH RESULTS

A search with incomplete name fields returns all of the records that match the names in the fields

16




Option 1 -Select each student’s Name link and view the student details

View information about the returned students or perform another search

Option 2 -If student is not the student you are seeking, submit new search criteria.

17




Option 1 – Click to Reveal

Details of StudentNote that the student is considered a “Candidate” until you determine this is the student you are seeking

Option 2 – Click Return to Results to view

another Student.

18




Review the student’s information to determine if this is the correct student

19


REQUEST SSID AND ENROLL

20


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: Enrolling Students with:

SSID Enrollment data Student Information data Student Program data Student English Language

Acquisition data

Maintaining Enrolled Students to: Transfer a student’s

enrollment to a new school Exit a student Record dropouts and

graduates Add/update/correct student

info and program data

REQUEST SSID

Request and enroll an SSID

• Obtain SSID• Enroll Student

21


NEW SSID ENROLLMENT

22


ACCESS REQUEST SSID

New SSID Enrollment

23


MATCHING CRITERIA SEARCH

New SSID Enrollment

A mandatory search of students determines if there are multiple students in CALPADS who have the same basic information for the required fields

Enter required fields

Submit the search criteria.

If non required fields are entered, they will be used in the search also

24


New SSID Enrollment

SEARCH RESULTS

Click Yes to create a new SSID

When no match is found, a new SSID can be created

Note that the criteria can be reset and the search run again if the result is not as expected.

Use the first initial of middle name and wildcard for better candidate results

25


New SSID Enrollment

ENROLLMENT Note that the Search Criteria remains displayed. These data become a part of the Student’s

Information when the enrollment is completed.

The next step is enrolling the student. The new SSID is assigned when the enrollment is completed.

26


New SSID Enrollment

ENROLLMENT (cont)

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

Enter all remaining fields required for an enrollment (*) and all related fields specified

in the CALPADS File Specifications (CFS)

27

The GRADE record will be created during the NEW SSID ENROLLMENT.

No update is needed.


New SSID Enrollment

ENROLLMENT (cont) School Start Date

Definition The first date a student attended a particular school for a the current period reporting enrollment. Should be the first day the student generated average daily attendance for the school. For pre-enrolled students, this is the very first day that the student is expected to attend.

Anomalies Overlapping primary enrollments within an LEA are not allowed.Overlapping primary enrollment between LEAs are detected as Warnings.

Maintenance School Start Date is a “key” field that is required in order to make a change to this enrollment record.

Key for Anomalies and

for Maintaining Data

28


New SSID Enrollment

ENROLLMENT (cont)

Primary enrollment

Student’s name appears on register, roll, or list of the educational service institution (ESI), the student is currently attending (or intends to attend) or is responsible for the students instruction (students attending NPS schools).

Secondary enrollment

Student’s name appears on register, roll, or list & student is currently attending the ESI concurrently with their PRIMARY ESI

Short term enrollment

Student’s name appears on register, roll, or list of the ESI the student is currently attending, and receives or will receive majority of instruction at the institution for less than 30 days. (Allowed only by specific ESI’s).

Receiving specialized services only

Student’s name appears on register, roll, or list solely for receiving specialized instruction, e.g. CAHSEE Intensive Instruction. (For non-ADA students only). Does not require the SINF or SPRG data.

Key for CCE and ERD Anomalies

Enrollment Status is the state of a student’s enrollment (student’s name appears on a register, roll, or list) at a particular educational service institution

29


New SSID Enrollment

ENROLLMENT (cont)

Birth City is entered only once for a student, since it does not change. If there is an error, it is edited through Student Information functions, not Enrollment

functions.

Certain data is entered only for a NEW SSID ENROLLMENT

Grade Level is entered with enrollment data in CALPADS.

30


New SSID Enrollment

ENROLLMENT (cont.)

Click Validate Enrollment to run the Input Validation

Rules (IVRs)

Field Validation

Grade Level

Invalid Grade and Elementary-Middle School Type Combination

Invalid Grade and High School Type Combination

Birth Date Invalid Student Age

After enrollment data is entered (in the Staging Area), it must be validated to determine if it is ready to be posted to the Operational Data Store (ODS)

31


New SSID Enrollment

VALIDATION RESULTS

Click Post Enrollment.

Note the Validation Successful message

Note that this is considered a NEW SSID Enrollment

The validation of the new enrollment is successful. The data is ready to be posted - which will move it from the Staging Area to the ODS

32


New SSID Enrollment

POST ENROLLMENT CONFIRMATION

Click Request Record Extracts if a file is needed to load the SSID into local SIS.

Note the assigned

SSID

Note “New Enrollment created for Student”

When posted, the enrollment is complete. The data has been moved from the Staging Area to the ODS.

33


EXISTING SSID ENROLLMENT

34


ACCESS REQUEST SSID

Existing SSID Enrollment

35




A mandatory search of students determines if there are multiple students in CALPADS who have the same basic information for the required fields

Enter required fields -- Note that SSID is not required

for SEARCH

Submit the search criteria.

If non required fields are entered, they will be used in the search also

36




Note that IVRs control the input of data

Field Validation

Name Invalid Characters in Field

When an error message is received, correct the input and click lookup Student again.

37



CANDIDATE LIST

Note School of

Attendance

SSID matches Search

Because the SSID was entered, the return is both an SSID match and a Demographics match

Possible matches (i.e. Candidates) are displayed

Demo matches with score 100

Click Name link to view Candidate.

38




> xxx

These are the categories of information about a student that are available to any authorized CALPADS user – at any time.

39




The information about the student (i.e. Candidate for enrollment) is presented in detail

Option 1 – Click Review Previous Candidate

or Review Next Candidate

Option 2 – Click Return to

Results to view list of Students

Option 3 – Click Select Candidate.Note the previous enrollment

and transfer exit

Note that previous LEA did not enter

Student Information. This data is the result

of enrollment process

40



EXISTING SSID ENROLLMENT

To Enroll Candidate (i.e. Existing SSID), enter all fields required for an enrollment (*)

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

41



EXISTING SSID ENROLLMENT (cont)

Differences between enrollment for Existing SSID & New SSID

EXISTING SSID ENROLLMENT requires less data than a NEW SSID

NEW SSID ENROLLMENT

Birth City is entered only once for a student, since it does not change. If there is an error, it is edited through Maintain Information, not

Enrollment

42



EXISTING SSID ENROLLMENT (cont)

Click Validate Enrollment to run the Input Validation

Rules (IVRs)

After the enrollment data is entered (in the Staging Area), it is validated to determine if it is ready to be posted to the Operational Data Store (ODS)

43



EXISTING SSID ENROLLMENT (cont.)

If an error is returned, click Cancel

Enrollment to correct data and re-validate.

Validation errors are identified by IVRs before the data enters

CALPADS. Fatal errors prevent data from being loaded to the ODS

CALPADS allows a student to have multiple Primary Enrollments (i.e. Enrollment Status

10) only when a CCE exists with overlapping enrollment dates between

different LEAs but not within their own LEA

Note the ERD44



VALIDATION RESULTS


Once the validation of the enrollment is successful, the data is ready to be posted --which will move it from the Staging Area to the ODS

Note that this is recognized as an EXISTING SSID

Enrollment

Click Post Enrollment.

45



POST ENROLLMENT CONFIRMATION

Click Request Record Extracts if a file is needed to load the

SSID into local SIS

Note “New Enrollment created for Student”

The enrollment is complete. The data has been moved from the Staging Area to the ODS. The LEA now “owns” the student’s data.

*To complete the student data for a new enrollment, enter Student Information and Student Programs by initiating a Search for this

student.

46


MAINTAIN STUDENT INFORMATION -

47


Maintain Student Information


48




2Enter SSID

1Select Search By SSID


49



Click “Name” link to view data


50



Click “Maintain Student

Information.”

Enrollment and Student Information resulted from the NEW SSID ENROLLMENT

VIEW STUDENT DETAILS

Note that no Ethnicity/Race data is

posted for the New SSID Enrollment

Note that Grade Level was posted for the SSID Enrollment (new and existing SSIDs)

51



MAINTAIN STUDENT INFORMATION

Click “Demographics” to maintain information.

52



Click “Update” to continue the collection of Demographic

information that relates to this Effective Start

Date.

STUDENT INFORMATION HISTORY

Note that the Effective Start Date of this record was posted with the NEW SSID

ENROLLMENT and given the same date as the Enrollment Start Date for this student

Category Menu

The Demographic History is displayed that was created during the number enrollment records are indicate by 1 of 1 records

53



STUDENT INFORMATION HISTORY (cont)

Demographic data is entered for each of these areas.

Data entered on the record should be aligned with the enrollment dates.

54




SI DATA• Birth City and State

assist in identifying the student

NAME DATA• Alias names assist in

identifying the studentNote that the

Name and other Student

information that was used in the REQUEST SSID

automatically became a part of

the student’s record

Enter additional data for this record’s effective date.

55




• Ethnicity/Race appear on EHNICITY/RACE DATA• most reports

PARENT GUARDIAN DATA• Highest Education Level is key to Socio-

economically Disadvantaged Sub-Group• Parent/Guardian assists in identifying the

student

Note that reports will not have this data for NEW SSID ENROLLMENTS until SI is posted for the student

Click “Validate” to run the IVRs.

56




Errors identified by IVRs ensure that the information

entered is complete and meets the expectations of

CALPADS

If an error is returned, click Cancel to correct data and re-validate.

57





Once the validation of the information is successful, the data is ready to be posted --which will move it from the Staging Area to the ODSClick Post

Enrollment.

58




Data is then entered for each of the other categories of Student Information

59




No Address History record was created during the NEW SSID Enrollment; therefore, to enter information click Add New Record.

A new record should be created when there is no existing record or the existing record’s effective date is not correct for the information to be entered




Click Validate to start IVRs

Once the validation is successful, Click Post.

Enter Address History data for the Academic Year and Effective Start Date

Primary Residency Code is no longer

reported

61


Maintain Student ELAS

STUDENT English Language Acquisition

62

Click “Add New Record.”

No LANGUAGE HISTORY record was created during the NEW SSID

Enrollment; therefore, a new record must be added

English Language Acquisition Reporting


English Language Acquisition Status now reported once initially and then only when status changes

TBD IFEP

EO

EL RFEP*

* The initial status may be any status except RFEP, but subsequently only the changes shown above are allowed

Maintain Student ELAS

STUDENT ENGLISH Language Acquisition (cont)


Click Validate

Enter LANGUAGE HISTORY data for new

students to CALPADS or changes in their ELAS

only

Once the validation is successful, Click Post

Enter ELAS Start Date


MAINTAIN STUDENT PROGRAMS

65


Maintain Student Programs


66




2Enter SSID

1Select Search By SSID


67



Click “Name” link to view

Student Details.


68



Click “Maintain Student

Information.”

Student Program is accessible from Student Details

VIEW STUDENT DETAILS

69



ACCESS STUDENT PROGRAM

Click “STUDENT PROGRAM” link to

add/update information.

70



ADD STUDENT PROGRAM

Click Add a new record.

No STUDENT PROGRAM record was created during the NEW SSID Enrollment; therefore, a new record

must be added

71

Program Membership Code Reporting


Eligibility (1) Participation (2)

190 - Foster Program181 - Free Meal Program127 - Gifted and Talented Education (GATE)191 - Homeless Program182 - Reduced-Price Meal Program144 - Special Education135 - Title I Part C Migrant

101 - 504 Accommodation Plan180 - CAHSEE Intensive Instruction113 - California Partnership Academy122 - NCLB Title I Part A Basic Targeted174 - NCLB Title I Part A Neglected108 - Opportunity Program162 - Pregnant or Parenting Programs185 - Transitional Kindergarten

Education Program Membership Code is now determined and set automatically*

72

* CALPADS will set the code, regardless of what is submitted, based on the list on the “Education Prog – Membership Cat” tab of the CALPADS Valid Code Combinations document found on the Resources slide near the end of this presentation



ENTER STUDENT PROGRAM DATA

Enter STUDENT PROGRAM information effective for the

student’s enrollment

Note that the effective date for a Program is the Membership Start Date for the Membership Code. The IEP date can be used for special

ed programs

73



Education Program Code

Programs that impact NCLB Subgroups include:- *Title I Part C Migrant- *Gifted and Talented Education- *National School Lunch Program - (yearly

updates required)- *Special Education- Transitional Kindergartner

Other programs include:- Title 1 Part A Basic Targeted

Education Membership Code

Eligibility is expected for….- *Title I Part C Migrant- *Gifted and Talented Education- *Free or Reduced Price Meal Program - (yearly

updates required)- *Special Education

Participation is expected for …- Title 1 Part A Basic Targeted- Transitional Kindergartner

*If eligibility cannot be submitted, participation is acceptable

Membership Start Date

• If Membership Code = Eligible, Start Date can be before School Start Date

• If Membership Code = Participation, Start Date must be on/after School Start Date

ENTER STUDENT PROGRAM DATA

Education Service Code entered yearly for NCLB Title 1 Part A Basic

Targeted programs.

74



VALIDATE AND POST DATA

When data are entered, click

Validate

Once the validation is successful, click Post.

75



VALIDATE AND POST DATA

NSLP and TK records must have an end date

each academic year

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Questions

77

Existing SSID Enrollment – cont’d


Enter required student data denoted by

asterisk (*)

Click on Validate button. Once validation

successful, click on Post button

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