SSID ENROLLMENT Course Introduction

Essential 3 - SSID Enrollment Course Introduction v1.0, September 10, 2014

SSID ENROLLMENTCourse Introduction

Essential 3

Who’s Supposed to Be Here

Individuals assigned toCALPADS maintenance

Supervisor of staffassigned to CALPADS


Training Sequence


Essential 1:Data Coordinator Orientation

Essential 2:Interface & Administration

Essential 3:Data Submission

Fall 1

Fall 2 Data Population

Fall 2

End of Year 2 & 3 End of Year 1 & 4

Essential 4: Anomalies

3

Rules

Mute yourself

HOLD

Name & LEAconversation

at a time

1

Silencecell phones


Agenda

3 Hours Wrap-Up


Online Maintenance Live Demo

Background& Workflow

Batch ProcessingLive Demo

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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• Reference guide and content discussed throughout the live demo

• 3b – SSID ENROLLMENT – ONLINE• Content discussed during first half of live demo

• 3c – SSID ENROLLMENT – BATCH• Content discussed during second half of live demo

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Course Description

COURSE OBJECTIVES

• Locate existing SSIDs• Assign and maintain SSIDs• Enroll new students• Update existing student’s enrollments• Enter and maintain

• Student Information• Student Programs• Student English Language Acquisition Status

• Review and resolve related submission errors

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Key Concepts

ONLINE MAINTENANCE VS BATCH

BatchOnline Maintenance• 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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Live Demo Topics

ONLINE MAINTENANCE

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• Search for student – P. 6• Request SSID and Enroll – P. 20• New SSID Enrollment – P. 22• Existing SSID Enrollment – P. 34• Enter and maintain

• Student Information – P. 47• Student English Language Acquisition Status – P.62• Student Programs – P. 65

• Review and resolve related submission errors


Live Demo

ONLINE MAINTENANCE LIVE DEMO

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3b – SSID ENROLLMENT – ONLINE

Break Time!


10 minute break

Remember that you can attend the CALPADS Q & A sessions on Wednesdays at 3 p.m. if you have additional questions during the submission window. Sign up on the CSIS CALPADS training registration page listed in the Resources section near the end of this presentation.

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Batch Files

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 – SPRGStudent 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

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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Live Demo

BATCH PROCESSING LIVE DEMO

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3c – SSID ENROLLMENT – BATCH


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

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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Modify Existing Student’s Data

Step 1: Prepare Data (SSID Enrollment, Student Information, Student Program, Student ELA) – 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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System Documentation


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Resources

Document Description Sections

CALPADS File Specifications (Forms)

File layout and requirements for batch submission

SENR, SINF, SELA & SPRG tabs

CALPADS Error List Detailed error message descriptions

Student Enrollment, Student Information, Student English Lang Stat, Student Programs, and Fall 1 Certification tabs

CALPADS Data Guide Detailed requirements Sections 2.1.1, 2.1.2, 2.1.3 & 3.1.2 – 3.1.9

CALPADS Calendar

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



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

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Resources


Self-paced Trainings

https://csis.fcmat.org/Pages/Self-Paced-Training.aspx

FAQs

CALPADS - http://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.aspRace and Ethnicity - http://www.cde.ca.gov/ds/dc/es/refaq.aspLCFF - http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp

• Free and Reduced-Price Meal (FRPM) Income Eligibility Under the LCFF • Unduplicated Pupils at Schools with Provision 2 and 3 or Community Eligibility Provision (CEP) Status • English Learners Under the LCFF • Foster Youth Under the LCFF• County Office of Education Schools and Alternative Education

CALPADS Q & A Sessions – Every Wednesday

Enrollment - http://csis.fcmat.org/Pages/Trainings.aspx

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https://csis.fcmat.org/Pages/Self-Paced-Training.aspx

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

http://www.cde.ca.gov/ds/dc/es/refaq.asp

http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp

http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FREE

http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#PROV2and3

http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#EL

http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER

http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#COE

http://csis.fcmat.org/Pages/Trainings.aspx

Support

Web: http://www2.cde.ca.gov/calpadshelp/default.aspx

Phone: 916-325-9210

E-mail: [email protected]

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


http://www2.cde.ca.gov/calpadshelp/default.aspx


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Questions

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SSID ENROLLMENT Course Introduction

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