SSID ENROLLMENT - BATCH Demonstration

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014

SSID ENROLLMENT - BATCH Demonstration

Essential 3c


This module includes the following: Batch Functionality – p. 4 Enroll Student – pp. 6-11 Modify Existing Students’ Data – pp. 13-18 File Maintenance – p. 19 Demonstrations – pp. 21-56

Contents

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BATCH FUNCTIONALITY

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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 – SPGMStudent English Language Acquisition – SELA

FILE PROCESSING

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

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

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ENROLL STUDENTS

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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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Enroll Students

REQUEST SSID

The SENR file is used to ….search the ODS for an existing SSIDrequest a new SSIDsubmit a New SSID Enrollmentupdate an existing enrollmentexit students

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Enroll Students

REQUEST SSID

The SENR file contains …. Processing codes - Record Type, Transaction Code (Blank =

Add/Update) Identifiers – Reporting LEA, School of Attendance, Academic Year Matching Criteria – Name, Gender, Birth Date, Birth Country, Primary

Language, and SSID if known Other Student Information - Birth City, Birth State Province, Grade for

SSID Enrollment Enrollment Fields – School Start Date, Enrollment Status Code Enrollment Update Fields – School Exit Date, Exit Reason Code,

School Completion Status, Expected Receiver School of Attendance, Student Met All UC/CSU Requirements Indicator

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Enroll Students

REQUEST SSID

Matching Logic is used as follows …. When an SSID is included in the SSID Enrollment file

– If the SSID is found in the ODS, the logic determines if the demographics submitted in the file match the demographics of the found SSID. If yes, CALPADS accepts the enrollment as an Enrollment update – either an enrollment in a subsequent school in the LEA or an update to an existing enrollment

– If the SSID does not exist in ODS, matching logic is not used. An IVR will reject the record as “Invalid.”

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Enroll Students

REQUEST SSID When no SSID is included in the SSID Enrollment file

– The Matching Logic determines if the demographics submitted are a match to ODS demographics. A Match Status is presented for each student submitted.

Match Status• New = No demographics in ODS match the submitted demographics.

Therefore a new SSID can be generated (New SSID Enrollment).• 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 (Existing SSID Enrollment).

• 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 (Existing SSID Enrollment).

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Enroll Students

PREPARING FOR BATCH SSID ENROLLMENT

Prior to beginning batch SSID Enrollment for the current year, the following preparations are made:

Manage Security Create/update any users who will upload batch data Determine who will have the capability to auto-post, if anyone, and

assign the capability to the user’s security profile (i.e. User Account)

Auto-PostA function available to authorized users that automatically posts enrollment records to the ODS for which the CALPADS Matching Logic returned an SSID Match Status of “New” or “Single” and that passed all the defined validations and rules processing.

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MODIFY EXISTING STUDENTS’ DATA

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Modify Existing Student’s Data

Student data is added/updated in CALPADS to reflect changes in:

ADDING/UPDATING DATA

Student Enrollment Student Information Student Programs Student English Language Acquisition

Student Enrollment must be completed prior to modifying a student’s data. Therefore, after the SENR enrollments are processed (with or without SSIDs), the SINF, SPRG, SELA and any subsequent SENRs are submitted with the SSID to identify the student to modify.

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Step 1: Prepare Data (SSID Enrollment, Student Information, Student Program) – p. 22

Step 2: Upload Files – pp.23-25 Step 3: View Submission Status – pp. 26-30 Step 4: View and Post Passed Records –pp. 31-34 Step 5: Resolve SSID Candidates/Post Records – pp. 35-40 Step 6: Resolve Rejected Records – pp. 41-45 Step 7: Correct Rejected Records – pp. 46-50 Step 8: Reload Rejected Records – p. 51

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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MODIFY ENROLLMENTS

Validation Rule Description Error Level

Mismatch of SSID Demographics for Enrollment Update

If SSID is populated in the file and Reporting LEA owns the student (i.e. Enrollment Update)Then Student Gender Code and Student Date of Birth Year must equal existing ODS Student

Gender Code and Student Date of Birth Year

Fatal

Student Enrollment Changes– Transfer students to new schools– Exit students from CA school– Record dropouts and graduates– Correct enrollment data

Matching Logic Performed

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MODIFY STUDENT INFORMATION


Mismatch of SSID Demographics for Student Information

Update

Student Gender Code and Student Date of Birth Year must equal existing ODS Student Gender Code and Student Date of Birth YearOr Student Legal First Name and Student Legal Last Name must equal existing ODS Student Legal First Name and Student Legal Last Name

Fatal

Student Information Changes– Add new information – Update existing information– Correct existing information


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MODIFY STUDENT INFORMATION


Invalid change in English Language Acquisition Status Code

English Language Acquisition Status (ELAS) Code is being submitted, then the most recent ELAS Code currently stored in the CALPADS ODS must be a valid ELAS in combination with the subsequent ELAS being submitted.

Fatal

Student English Language Acquisition Changes– Add new information – Update existing information– Correct existing information


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MODIFY PROGRAMS


Mismatch of SSID Demographics

Student Gender Code and Student Date of Birth Year must equal existing ODS Student Gender

Code and Student Date of Birth Year

Fatal

Student Program Changes– Add new programs– Update existing programs – Correct existing programs


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FILE MAINTENANCE

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File Maintenance

ARCHIVING FILES

When a file reaches the “Complete” status, it can be archived

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DEMONSTRATIONENROLL STUDENTS

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Enroll Student

Step 1: Prepare Data (SSID Enrollment) Example of an SSID Enrollment file with both

scenarios:– New Student with an Existing SSID – New Students without Existing SSIDs

Record Type Code

Transaction

Type Code

Local Record

ID

Reporting LEA

School of Attendance

School of Attendance

NPS

Academic Year ID

SSID Local Student ID

Student Legal First

Name

Student Legal Middle Name

Student Legal Last

Name

Student Legal Name Suffix

Student Alias First

Name

Student Alias

Middle Name

Student Alias Last

Name

Student Birth Date

Student Gender Code

SENR 3467439 3431012 2008-2009 123001 Jaimie McQuirt Multi Match Multi Match20000201 FSENR 3467439 3431012 2008-2009 123002 Mike Moran New SSID New SSID 20050304 MSENR 3467439 3431012 2008-2009 123003 Delgado Tara Single Match Single Match19961112 FSENR 3467439 3431012 2008-2009 5069562322 123004 MJ Taylor Francis Enrollment Update Enrollment Update19990910 FSENR 3467439 3431012 2008-2009 123005 John Smith Fatal DOB Fatal NPS 19201115 MSENR 3467439 3431012 2008-2009 123006 Lora Chas Cohen Multi Match Fatal Completion19991231 F

Example File Summary: – Name: 20110907 Test - SENR.xls– Records:

2 schools46 enrollment records (2 with SSID, 44 without)

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Enroll Student

Step 2: Upload Files

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Enroll Student

Step 2: Upload Files (cont)

2-Enter a “Job Name” in the Job Name Textbox

3-Click “Browse” to select the SSID Enrollment file to upload from the “File Upload” dialogue box

4-Select “Submit” to upload the file to CALPADS

> Select file to upload

1-Select “File Type” appropriate for file being uploaded

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Enroll Student

Step 2: Upload Files (cont)

- Note the assigned Job ID. It will be helpful in finding your Job/uploaded records in subsequent screens

> View file upload results

>Select the “View Submission Status” button to view the details of the file

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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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Enroll Student

Step 3: View Submission Status (cont)

> View submission details and record status

Note records passed and rejected

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Enroll Student


Note that Submission Status can be accessed from the Menu also

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>Select “View Submission Status”


Enroll Student


>Once the File Status indicates “Ready for Review or In Review”,

click on the Job Name to view details

> Access file details

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Enroll Student


> The file details present record status by school and track processing progress of the schools in the file

> Click on “Passed” record count to view the details

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Enroll Student

Step 4: View and Post Passed Records

> View status of the enrollment requests

View the counts of passed records by each Match Status for Requested SSIDs – Auto Post off

View the counts of passed records that requested adds/ updates to enrollments (SSIDs included)

Note that schools can be excluded

> Click on “Enroll Summary” count to view details31


Enroll Student

Step 4: View and Post Passed Records (cont)

> View Enrollment Submission Summary by Key Elements

1-Click to expand and view the element count details

2-Click on Key Element Count link to view record details

Note the Key Elements relating to Exits. Enrollment Adds and Updates can be processed together.

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Enroll Student


> View student record details for each Key Element

Verify the records that make up the selected Key Element Count

>Click on “Return to Submission Summary" to view other key element details and post

33


Enroll Student


> Post enrollments with SSIDs submitted

1-Review all other Key Element counts and details of the counts

2-Click on Post School to post all updates for the school(s) shown.

3-Click on “Return to Passed Records”

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Enroll Student

Step 5: Resolve SSID Candidates / Post Records

> Select SSID Candidates to resolve by Match Status

>Click on the “Multi” record count to view and resolve SSID candidates

When Auto Post is turned off, LEAs are required to select single exact matches

35


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 have 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)

36


Enroll Student


> Reveal Candidates

> Select the “Reveal” button to expand and select an SSID assignment option for each student

Note record has a Disposition of “Ready”

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Enroll Student

> Select option for each Candidate

2-Select the appropriate checkbox:

a) Assign SSID of a candidate shown

b) Assign a New SSIDc) None of the options shown

1-Select the “Reveal” button as needed to collapse / expand the SSID options and resolve the candidates

3-Click “Validate Selected” to save the selected options prior to moving to next group of 10 records


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Enroll Student

> Post the Candidate options selected


> Select “Validate Selected” on each page to post the records with a disposition of “Save Selected” to the ODS prior to moving to the next page

Note that Candidates can be downloaded for offline resolution. The resolved Candidates can be uploaded and the process resumes here.

Note that all the records with selections made now have a disposition of “Selected”

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Enroll Student

> Download Posted Records


Note that posted records can be downloaded for input to local SIS

> Click “File Details” breadcrumb to return

Note that posted records now have a disposition of “Posted”

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Enroll Student

Step 6: Resolve Rejected Records

> Access Rejected Records

> Click on “Rejected” record count to view the details

Note that the posted school is indicated

Note that the status of the posted school is Complete

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Enroll Student

Step 6: Resolve Rejected Records (cont)

> Reveal Rejected Records

> Click on the “Reveal” button to expand and view the record details

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Enroll Student


> Examine Rejection Reasons

> Select “Show” to display the details

Note that rejected records can be downloaded

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Enroll Student


> Examine Student Records by Error Type

View the students with rejected records

>Click on the “View Details” button to view the input record

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Enroll Student


> View the Input Record

>Click “Return to List” to view other errors

This is the data in the upload file but not yet posted in CALPADS due to errors

View all records with the same error

45


Enroll Student

Step 7: Correct Rejected Records

*Types of Enrollment Errors Invalid Data Missing Data Inconsistent Data

*Refer to CALPADS Error List

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Enroll Student

>Invalid Data ExamplesValidation Rule Description Error Level

Invalid Grade and Elementary-Middle School Type Combination

If School of Attendance is identified as institution type of ES (Elementary School) or MS (Middle School) then Grade Level Code must equal IN, PS, KN, 01, 02, 03, 04, 05, 06, 07, 08, 09, or UE

Warning

Invalid Reporting School

School must be a valid code in CDS Fatal

Invalid Characters in Field

Field must only contain Alphabetic letters, numbers, periods, hyphens and apostrophes

Fatal

>Invalid Data ResolutionCorrect in source and resubmitRefer to CALPADS Error List

Step 7: Correct Rejected Records (cont)

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Enroll Student

>Missing Data IdentificationValidation Rule Description Error Level

Missing NPS School

If School of Attendance = 0000001 Then School of Attendance NPS must be populated

Fatal

Missing Exit Reason

If Student School Exit Date is populated then Student Exit Reason Code must be populated

Fatal

Missing Completion Status

If Student Exit Reason Code = E230 (CompleterExit) Then Student School Completion Status Code must be populated

Fatal

Missing Expected School

If School of Attendance = Alternative Education Then Expected School must populated

Fatal

>Missing Data ResolutionCorrect in source and resubmitRefer to CALPADS Error List


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Enroll Student


Reenrolling Graduate within LEA

If Student Exit Reason Code is blank then Student must not be marked as graduated in a previous enrollment within the LEA

Fatal

Reenrolling Graduate within CALPADS

If Student Exit Reason Code is blank then Student must not be marked as graduated in a previous enrollment within CALPADS

Warning

>Inconsistent Data Resolution (e.g. Anomalies)1) If “Fatal,” correct in source and resubmit2) If “Warning,” work with other LEA to determine correction

needed3) Refer to CALPADS Error List for resolution of errors

>Inconsistent Data Identification (e.g. Anomalies)


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Enroll Student

Step 7: Correct Rejected Records

Additional instructions on how to correct rejected records are provided in … CALPADS File Specifications (CFS) CALPADS Error List CALPADS Valid Code Combinations


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Enroll Student

Step 8: Resubmit Rejected Records

Upload an updated file with the corrected records and follow the steps as shown below:

– Step 3 View Submission Status – Step 4 View Passed Records– Step 5 Select SSID Candidates / Post Records

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MODIFY STUDENTS’ DATA

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Modify Students’ Data

Step 1: Prepare Data (Student Information) Example of an Student Information file with

– Grade Level changes– Address Changes

Example File Summary: – Name: Trng 3 SINF20090909 .xls– Records:

2 school 44 records

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Update Student Information and Student Program Data

Use the same process as with the Student Enrollment batch file

Post records to the ODS using the Key Element Summary counts of the file type


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The Student Information, Student English Language Acquisition, and Student Program files can also be uploaded from the State Reporting tab.


Select “SSID Enrollment”, “Manage Submissions”, and then “File Upload”

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Select either “Student Information” or “Student English Learner Acquisition Status” or “Student Program” as the file type from the File Type drop down list

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Step 3: View Submission Status - pp. 25-29 Step 4: View Passed Records - pp. 30-34 *Step 5: Resolve Rejected Records/ Post Records – pp. 41-45 Step 6: Correct Rejected Records - pp. 46-50 Step 7: Resubmit Rejected Records – p. 51

*Refer to CALPADS Error List

REMAINING STEPS

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Questions

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SSID ENROLLMENT - BATCH Demonstration

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