Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 SSID ENROLLMENT Capabilities and Key Concepts Essential 3a.
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
SSID ENROLLMENT Capabilities and Key Concepts
Essential 3a
Pleasedo not
multitask
Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 20122
Courtesy
Training Sequence
Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 20123
Agenda
2 Hours Wrap-Up
Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 20124
Search for StudentKey Concepts Request SSID and StudentEnrollment
Maintain Student Profile Data
Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 20125
KEY CONCEPTS
Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Overview
Locating student data, including SSID Obtaining new SSIDs Enrolling NEW students Maintaining Enrolled students’ data
WHAT IS SSID ENROLLMENT?
SSID Enrollment in CALPADS is …..
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
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
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
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:
SSID Enrollment data Student Information data Student Program data
Enrolling Students with:
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
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
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:
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 SSID
…to locate the student whose data is to be modified
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Introduction
SSID ENROLLMENT IS …
Search for and maintain Student
SEARCH FOR STUDENT
REQUEST SSID
Request and enroll an SSID
• Obtain SSID• Enroll Student
• View SSID (Online only)• Maintain Enrolled
Student
ONLINE and BATCH
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
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 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Key Concept
The process of enrolling a student in an LEA, with an Enrollment Status = Primary, not only establishes the student’s official enrollment in the LEA, it also establishes ownership of the student’s data in CALPADS. The LEA in which a student is primarily enrolled owns the student’s data.
In CALPADS, ownership of data establishes ….
OWNERSHIP OF DATA
Access rights to the student’s complete dataAbility to modify a student’s data – as of Student School
Start DateResponsibility for data maintenanceResponsibility for accuracy and timeliness of data
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Key Concepts
STUDENT PROFILE
Once ownership is established, the LEA is responsible for initial and ongoing maintenance of the Student’s Profile …..
Student Enrollment Student Information Student Programs
STUDENT PROFILE
Data elements 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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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Key Concept
Student Enrollment - provides key Enrollment Dates to which other student data is linked
Student Information - provides key demographic data that is linked to the student’s Enrollment Dates with its Effective Dates
Student Programs - provides key program eligibility and participation data that is linked to the student’s Enrollment Dates with its Membership Effective Dates
EFFECTIVE DATES
CALPADS Student Profile data is captured to create a longitudinal perspective. The longitudinal perspective is accomplished with calendar dates indicating when a set of data is/was effective -- enabling tracking over a period of time and reporting at a point in time.
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Search for Students (Online)
Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 201216
Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Student Enrollment
• If an Existing SSID is selected and posted, then the enrollment process is complete
ENROLLMENT TYPES
Existing SSID is used in the Student Enrollment
Existing Student Information must be updated
No Program data is added
New SSID is generated and used in the Student Enrollment
Initial Student Information is captured
No Program data is added
NEW SSID ENROLLMENT EXISTING SSID ENROLLMENT
Student Enrollment Student Information Student Programs
STUDENT PROFILE
• If a new SSID is selected and posted, then a New SSID Enrollment is complete
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Student Enrollment
ENROLLMENT TYPES (cont.)
The Student Enrollment record created by each type of enrollment is the same. The data collected during the process differs.EXISTING SSID ENROLLMENT collects no Student Information
NEW SSID ENROLLMENT collects initial Student Information
Birth City is optionally entered at enrollment, but it is updated
in Student Information
Grade Level is entered at enrollment but it is updated
in Student Information
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Maintain Student Profile Data (Online & Batch)
Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 201227
Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Maintain Student Profile
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 SSID
…to locate the student whose data is to be modified
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Maintain Student Profile
It is recommended that the Student Profile of an enrolled student be maintained on an ongoing basis. The Student Information portion of the Profile should be maintained as soon as an enrollment is completed.
ONGOING DATA MAINTENANCE
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Maintain Student Profile
Online Maintenance Student Information is maintained by each individual sub group,
which allows each data area to have its own effective dates
Batch Maintenance All of the sub groups of Student Information data can be maintained
at the same time with one input file. Each sub group can also be maintained individually.
Student Information cannot be maintained until the SSIDs obtained during enrollment can be included in the Student Information input file. These SSIDs can be downloaded from CALPADS in a file and input to the local SIS. The Student Information file can then be extracted from the SIS and uploaded to CALPADS.
MAINTENANCE OF STUDENT INFORMATIONStudent Information is maintained in separate data areas for both online and batch and aligned with enrollment dates
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Maintain Student Profile
INITIAL STATUS OF STUDENT INFORMATION
The NEW SSID ENROLLMENT creates the following Student Information records with the same effective date as the Student’s School Start Date ….
DEMOGRAPHICS • Legal Name• Alias Name (optional)• Birth Date• Gender
GRADE LEVEL
• Primary Language• Birth Country• Birth City (optional)• Birth State (optional)
The Search criteria and the Student Information collected during enrollment are stored as initial Demographics
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Maintain Student Profile
INITIAL STATUS OF STUDENT INFORMATION
The EXISTING SSID ENROLLMENT does not create Student Information record aligned with your enrollment. A SINF record must be added.
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Maintain Student Profile
MAINTENANCE OF STUDENT INFORMATION
An existing record will be Updated when the data is wrong. The Effective Start Date must match the existing Effective Start Date to update.
A new record will be Added when the data needs to be changed (e.g. student name). A new Effective Start Date reflects when change occurred.
Student Information (SI) data is maintainedStudent Information (SI) data is maintainedby EFFECTIVE DATES that align with enrollment dates by EFFECTIVE DATES that align with enrollment dates
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
10/07/2009
Maintain Student Profile
MAINTENANCE OF STUDENT INFORMATION
CALPADS reports use the CALPADS reports use the Student Information Effective Student Information Effective Dates to determine the Dates to determine the information that is correct as information that is correct as of a “point-in-time”of a “point-in-time”
Although Student Information is not maintained by LEA/school, the effective date must correspond to the student’s enrollment in
the LEA/school in order to be reported for an LEA/school.
Before CALPADS reporting, all of the Student Information data categories should be examined to determine if existing records should be updated or if new records should be added
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Maintain Student Profile
The Student Program portion of the Student Profile should be maintained as soon as decisions are made about students’ eligibility for a program or participation in a program
MAINTENANCE OF STUDENT PROGRAMS
• Programs entered for previous enrollments will be viewable
• Neither the NEW SSID ENROLLMENT nor the EXISTING SSID ENROLLMENT create any Student Programs
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Program Start Date
What start date should be used for each program?
Program Eligible (1) Participating (3)
Gifted and Talented Education (127)
Date student first identified
On or after student enrolled in LEA
Title 1 Part C Migrant (135)
Special Education (144)
Free Meals/NSLP (181)Date student
identified for the school year
On or after student enrolled in LEA and in
current school yearReduced Price Meals/NSLP (182)
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Program Membership Code
What membership code should be used for each program?
Program Eligible (1)Participating
(3)Counted in
Report
Gifted and Talented Education (127)
Preferred AcceptableEligible or
Participating
Title 1 Part C Migrant (135)
Special Education (144)
Free Meals/NSLP (181)
Reduced Price Meals/NSLP (182)
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Maintain Student Profile
MAINTENANCE OF STUDENT PROGRAMS
• the collection of information that has the same Membership Start Date
• correct the record’s information
Student Program data are maintained by School AND Membership Start Date
• no record exists• the student enrolls in a new
LEA• the student enrolls in a new
school in the LEA• the program requires yearly
reporting (Free or Reduced Price Meal)
A new record is Added when ….
An existing record is Updated when …
If Membership Code = Eligible, Start Date can be before School Start DateIf Membership Code = Participation, Start Date must be on/after School Start Date
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Maintain Student Profile
MAINTENANCE OF STUDENT PROGRAMSSince Program data are maintained by school, a student’s eligibility for, or participation in, a program should be reported only if the student has an enrollment in the school
It is not necessary to exit a program record when a student exits a school. An exit is needed only when there is a need to terminate a student’s eligibility (yearly NSLP eligibility) or participation in the program.
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
10/07/2009
Maintain Student Profile
MAINTENANCE OF STUDENT PROGRAMS
For PROGRAMS, reports use the For PROGRAMS, reports use the LEA/school and Membership Dates LEA/school and Membership Dates to determine the information that is to determine the information that is correct as of a “point-in-time”correct as of a “point-in-time”
Before CALPADS reporting, all of the Programs should be examined to determine if existing records should be updated or if new records should be added
The Program Membership Dates must correspond to the student’s enrollment dates in the LEA/school in order to be reported for an
LEA/school. The IEP date can be used for Special Ed for the membership date if eligibility reported for 144.
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Maintain Student Profile
MAINTENANCE OF STUDENT ENROLLMENT
Student Enrollment updates are expected within 14 days of the day the enrollment changes
• Transfer student to new school- Exit with transfer code from current school- Enroll in new school
• Exit student from CA school- Exit with transfer code from current school
• Record dropouts and graduates- Exit with a dropout/graduate code from current
school
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Maintain Student Profile
MAINTENANCE OF STUDENT ENROLLMENT
Student Enrollment data is maintained by School AND Student School Start Date
the effective date of the new information is different from the Student School Start Date of the information in the existing record
A new record is Added when ….
An existing record is Updated when …
the effective date of the new information is the same as the Student School Start Date of the information in the existing record
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Maintain Student Profile
MAINTENANCE OF STUDENT ENROLLMENT
Online Maintenance• The record to maintain is chosen by the Student School Start
Batch Maintenance If the Student School Start Date in the batch file matches the Student School
Start Date in the ODS, CALPADS updates the existing record If the Student School Start Date in the batch file does not match the Student
School Start Date in the ODS, CALPADS adds a new record
The Student School Start Date is needed to identify the enrollment in the ODS
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 201244
Wrap-Up
Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Key Points
A student’s complete Student Profile includes the following …..– SSID Enrollment– Student Information– Student Programs
The information in a student’s Student Profile should be updated on an ongoing basis
An LEA must establish ownership of a student’s data before it can modify the data
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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012
Questions
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