Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 SSID ENROLLMENT - BATCH Demonstration Essential 3c
Jan 05, 2016
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
SSID ENROLLMENT - BATCH Demonstration
Essential 3c
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
BATCH FUNCTIONALITY
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
ENROLL STUDENTS
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
MODIFY EXISTING STUDENTS’ DATA
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Existing Student’s Data
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Existing Student’s Data
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Existing Student’s Data
MODIFY STUDENT INFORMATION
Validation Rule Description Error Level
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
Matching Logic Performed
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Existing Student’s Data
MODIFY STUDENT INFORMATION
Validation Rule Description Error Level
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
Matching Logic Performed
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Existing Student’s Data
MODIFY PROGRAMS
Validation Rule Description Error Level
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
Matching Logic Performed
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
FILE MAINTENANCE
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
File Maintenance
ARCHIVING FILES
When a file reaches the “Complete” status, it can be archived
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
DEMONSTRATIONENROLL STUDENTS
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 2: Upload Files
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 3: View Submission Status (cont)
> View submission details and record status
Note records passed and rejected
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 3: View Submission Status (cont)
Note that Submission Status can be accessed from the Menu also
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>Select “View Submission Status”
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 3: View Submission Status (cont)
>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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 3: View Submission Status (cont)
> 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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 4: View and Post Passed Records (cont)
> 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
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 4: View and Post Passed Records (cont)
> 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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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)
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 5: Resolve SSID Candidates/Post Records (cont)
> 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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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
Step 5: Resolve SSID Candidates/Post Records (cont)
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
> Post the Candidate options selected
Step 5: Resolve SSID Candidates/Post Records (cont)
> 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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
> Download Posted Records
Step 5: Resolve SSID Candidates/Post Records (cont)
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 6: Resolve Rejected Records (cont)
> Examine Rejection Reasons
> Select “Show” to display the details
Note that rejected records can be downloaded
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 6: Resolve Rejected Records (cont)
> 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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 6: Resolve Rejected Records (cont)
> 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
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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
Step 7: Correct Rejected Records (cont)
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Validation Rule Description Error Level
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)
Step 7: Correct Rejected Records (cont)
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
MODIFY STUDENTS’ DATA
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Step 2: Upload Files
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
Modify Students’ Data
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Step 2: Upload Files
The Student Information, Student English Language Acquisition, and Student Program files can also be uploaded from the State Reporting tab.
Modify Students’ Data
Select “SSID Enrollment”, “Manage Submissions”, and then “File Upload”
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Students’ Data
Step 2: Upload Files
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Students’ Data
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Questions
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