SSID ANOMALY PROCESSING

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SSID ANOMALY PROCESSING

• CALPADS
• Training 4a

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Contents

• This module includes the following
• Overview of Anomaly Processing
• The SSID Anomaly Process
• Concurrent Enrollment Anomalies
• Exit Reason Discrepancy Anomalies
• Multiple Identifier Anomalies

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OVERVIEW OF ANOMALIES
4
Overview
DEFINITION OF ANOMALIES
SSID anomalies are irregularities in a students
data resulting from an enrollment, SSID
assignment, or exit code that is incorrect. The
anomalies identified by CALPADS generally result
from a lack of compliance with the data
management expectations in the CALPADS SSID
Enrollment Procedures.

• The types of anomalies detected by CALPADS are .
• Concurrent Enrollments (CCEs)
• Exit Reason Discrepancies (ERDs)
• Multiple IDs (MIDs)

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Overview
DEFINITION (cont.)

• Concurrent Enrollments (CCEs) A student has
  more than one enrollment in a CA K-12 public
  school that is considered a Primary enrollment
  at the same time

• Exit Reason Discrepancies (ERDs) - An
  inconsistency exists between a students exit
  reason and subsequent enrollment status either in
  the exited school or in another CA K-12 public
  school
• Multiple IDs (MIDs) - Two or more SSIDs have
  exactly matching or very similar demographics,
  pointing out the potential for one student to
  have multiple SSIDs

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Overview
ANOMALY IDENTIFICATION

• Anomalies are identified and managed in several
  ways and at several times in CALPADS.
• Data Entry (Online and Batch)
• SSID Anomaly Process (Daily)
• Snapshot Certification

Most anomalies are prevented during data entry -
both online and batch data entry
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Overview
DATA MANAGEMENT EXPECTATIONS
CALPADS anomaly processing assists LEAs in
meeting data management expectations defined in
the CALPADS SSID Enrollment Procedures

• There are expectations for .
• Statewide Student Identifier Assignment
• Student Enrollment and Exit Updates
• Primary Enrollments
• Secondary Enrollments
• Short-Term Student Enrollment for Specific
  Educational Options Schools
• Enrollment Status Combinations

http//www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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Overview
DATA MANAGEMENT EXPECTATIONS (cont)

• Statewide Student Identifier Assignment
• An SSID is unique to a single student
• Local educational agencies (LEAs) should not
  assign the same SSID to multiple students, and
  should not assign multiple SSIDs to any single
  student

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Overview
DATA MANAGEMENT EXPECTATIONS (cont)

• Student Enrollment and Exit Updates
• LEAs are responsible for reporting student
  enrollments and exits to CALPADS in order to
  maintain up-to-date student information in the
  system
• All California public LEAs must provide
  up-to-date enrollment and exit information to
  CALPADS in order to ensure the following (1) an
  accounting of all students (2) accurate dropout
  and graduate counts (3) current information on
  transferring students is available to LEAs to
  facilitate appropriate placement and services
  and (4) availability of high-quality data for
  local use and state and federal reporting

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Overview
DATA MANAGEMENT EXPECTATIONS (cont)

• Student Enrollment and Exit Updates (cont)
• LEAs should update CALPADS with a students
  school enrollment by the students first expected
  day of attendance, but no later than 14 calendar
  days after that date
• LEAs should update CALPADS with a students exit
  date no later than 14 calendar days after the
  district exits the student in their local system
  

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Overview
DATA MANAGEMENT EXPECTATIONS (cont)

• Primary Enrollments
• A student shall have only one active primary
  enrollment at any given time in CALPADS
• CALPADS will not accept a primary enrollment
  record from a local educational agency (LEA) for
  a student who already has an active primary
  enrollment in a school in the same LEA
• CALPADS will accept for a limited time (14 days),
  a primary enrollment record from an LEA for a
  student who already has an active primary
  enrollment in another LEA

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Overview
DATA MANAGEMENT EXPECTATIONS (cont)

• Secondary Enrollments
• A student may have secondary enrollments in one
  or more schools in CALPADS at any given time as
  long as the student has a primary enrollment in
  CALPADS
• CALPADS will accept a secondary enrollment record
  for a student that enrolls in a school other than
  their school of primary enrollment

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Overview
DATA MANAGEMENT EXPECTATIONS (cont)
Short-Term Student Enrollment for Specific
Educational Options Schools

• Educational Options Schools or their LEA reports
  data to CALPADS on enrolled students
• If the student is expected to be enrolled for 30
  days or less, the student shall be reported as a
  short-term enrollment
• If the Educational Options School reports the
  enrollment as short-term, a Concurrent Enrollment
  (CCE) anomaly will not be generated by CALPADS

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Overview
DATA MANAGEMENT EXPECTATIONS (cont.)
Enrollment Status Combinations

• A student may have more than one enrollment
  status in CALPADS if they are one of the
  allowable enrollment status combinations as
  described below ..

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THE SSID ANOMALY PROCESS
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SSID Anomaly Process
DESCRIPTION

• SSID Anomalies in the CALPADS Operational Data
  Store (ODS) are detected nightly with an offline
  SSID Anomaly process

• The Calendar for an upcoming Snapshot Collection
  is used to determine the enrollment records to
  evaluate for anomalies
• The Snapshot Report Period (i.e. From and Through
  Dates) determines the data selected for
  evaluation
• Processing focuses on those SSIDs with an open
  enrollment at any time during the Report Period
  for the Snapshot

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SSID Anomaly Process
ANOMALY STATUS

• The status of an LEAs anomalies is available on
  the SSID Anomaly Status Report. The report
  aggregates total anomalies and calculates the
  of enrollment.

In order to certify enrollment data, LEAs must
have 2 or fewer anomalies, which includes MIDs
CCEs
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SSID Anomaly Process
ANOMALY STATUS (cont.)
The results of the Anomaly Process are also
displayed on the Home Page
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INTRODUCTION CONCURRENT ENROLLMENT
ANOMALIES (CCEs)
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Concurrent Enrollments
DEFINITION
A concurrent enrollment (CCE) anomaly is a type
of inconsistency between a students enrollment
records in which a student has more than one
enrollment in a CA K-12 public school that is
considered a Primary enrollment at the same
time
A student may have enrollments in one or more
schools at any given time that are among the
Allowable Enrollment Status Combinations in the
CALPADS SSID Enrollment Procedures
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Concurrent Enrollments
DETECTING CCEs

• CCE anomalies are detected for a school by
  comparing the enrollment records of each of its
  students who was/is enrolled during a specified
  period (i.e., a Snapshot Calendar) with that
  students enrollment records in every other CA
  K-12 public school during that same period
• Examples of the types of inconsistencies detected
  include .

• Multiple enrollment records, both with an
  Enrollment Status Code of Primary, in which the
  enrollment periods (any of the enrollment days)
  overlap
• Multiple enrollment records, one with an
  Enrollment Status Code of Primary and one with
  an Enrollment Status Code of Short Term in
  which the enrollment period overlaps the
  Primary enrollment period by more than 30 days

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Concurrent Enrollments
CAUSES OF CCEs
Overlapping enrollments between LEAs occur
typically when .

• A student moves from one LEA to another LEA and
  the first LEA does not submit an enrollment
  record to CALPADS exiting the student before the
  second LEA submits an enrollment record enrolling
  the student in CALPADS with a primary enrollment
  status
• An LEA selects the wrong student when selecting
  an SSID for a student transferring to the LEA,
  resulting in two students sharing the same SSID

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Concurrent Enrollments
CCE RULES

• No CCEs are allowed within an LEA
• Certain CCEs are allowed between LEAs for 14
  calendar days in order to allow the LEAs time to
  resolve the anomaly

• The 14 Day CCE is allowed when the enrollment
  creating the anomaly is one of the following
• Scenario 1 An open enrollment submitted with a
  School Start Date after the School Start Date of
  an existing open enrollment
• Scenario 2 An open enrollment submitted with the
  School Start Date between Start Date and Exit
  Date of a closed enrollment

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Concurrent Enrollments
CCE RULES (cont)
Scenario 2 An open enrollment submitted with the
School Start Date between Start Date and Exit
Date of a closed enrollment
Scenario 1 An open enrollment submitted with a
School Start Date after the School Start Date of
an existing open enrollment

• LEA 1 has a closed enrollment record in the ODS
• LEA 2 submits an open enrollment record for the
  same SSID with a School Start Date between the
  Start Date and Exit Date of the LEA 1 enrollment
  record for the SSID

• LEA 1 has an open enrollment record in ODS
• LEA 2 submits an open enrollment record for the
  same SSID with a School Start Date after the
  School Start Date of the LEA 1 enrollment record
  for the SSID

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Concurrent Enrollments
CCE RULES (cont)
A 14 Day CCE is resolved by one of the following
actions ..

• LEA 1 enters a correct Exit Date prior to LEA 2s
  Start Date. The CCE is resolved for both LEAs.
• OR
• LEA 1 or 2 obtains a new SSID. The CCE is
  resolved for both LEAs.
• OR
• CALPADS processes the 14 Day CCE Rule

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Concurrent Enrollments
CCE RULES (cont)
14 Day CCE Rule Processing ..

• CALPADS posts the LEA 2 enrollment
• Both LEAs are flagged with a 14 Day CCE,
  beginning on the latest of the create date (i.e.
  date enrollment created in CALPADS) or the
  enrollment Start Date of the record causing the
  anomaly (LEA 2)
• During the 14 Day CCE, full ownership of the
  students data is retained by LEA 1 LEA 2 has
  limited ownership

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Concurrent Enrollments
CCE RULES (cont.)
14 Day CCE Rule Processing (cont) At the end of
the 14 days, if the CCE has not been resolved .

• Full ownership transfers to the new LEA (LEA 2),
  with limited ownership granted to the original
  enrollment LEA (LEA 1) beginning on the calendar
  date prior to the students School Start Date in
  LEA2
• The CCE is removed from the new LEA (LEA 2)
• The CCE remains with the old LEA (LEA 1) until
  the LEA posts a valid School Exit Date for the
  SSID

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Concurrent Enrollments
INPUT VALIDATION RULES FOR CCEs
Many CCEs are identified by IVRs during data
entry. Records receiving Fatal Errors will not be
loaded into the ODS. Warnings will be loaded
however, they will continue to show in the
Anomaly Reports until they are cleared.
Examples of errors relating to Anomalies
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Concurrent Enrollments
INPUT VALIDATION RULES FOR CCEs (cont)
Examples of errors relating to Anomalies
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DEMONSTRATION RESOLVING CONCURRENT ENROLLMENT
ANOMALIES (CCEs)
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Concurrent Enrollments
STEP 1 ACCESS CCE ANOMALY REPORT
Click Concurrent Enrollments
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Concurrent Enrollments
STEP 2 SELECT ANOMALY TO RESOLVE
Click Apply Filters
Note that the dates for the FALL 1 Snapshot were
used when the Anomaly Process was run
Click Reveal Button to view concurrent enrollment
Click Lookup to pick a school (optional)
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Concurrent Enrollments
STEP 3 VIEW ANOMALY
Click Name Link to view additional information
(optional)
Note overlapping enrollment dates for active
Primary enrollments
Click Resolve to display Enrollment record to
edit.
Click School Contact to reveal name of person in
other LEA to contact
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Concurrent Enrollments
STEP 4 ACCESS LEAs ENROLLMENT HISTORY
Click Edit to access and modify your LEAs
enrollment record.
Note the School Enrollment History which shows
both active enrollments
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Concurrent Enrollments
STEP 5 EDIT ENROLLMENT RECORD
Example 1-Correct Enrollment Status from
Primary to Secondary
2-Click Validate Enrollment
3-When validation is successful, click Post
Enrollment
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Concurrent Enrollments
STEP 6 VIEW NEW ENROLLMENT RECORD
Click Return to CCE Anomaly.
Note the Enrollment Status is no longer Primary
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Concurrent Enrollments
STEP 7 MARK AS REVIEWED
Click Mark Selected As Reviewed.
Check to indicate that the anomaly has been
resolved
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Concurrent Enrollments
STEP 8 VIEW RESOLVED CCE
This Anomaly will not appear after the Anomaly
Process runs again.
Note that the checkmark is now grey, indicating
that the record has been marked as reviewed
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INTRODUCTION EXIT REASON DISCREPANCY
ANOMALIES (ERDs)
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Exit Reason Discrepancies
DEFINITION OF EXIT REASON DISCREPANCY

• An Exit Reason Discrepancy (ERD) is a type of
  inconsistency between a students enrollment
  records. The inconsistency is between the
  students exit reason and subsequent enrollment
  status either in the exited school or in another
  CA K-12 public school.

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Exit Reason Discrepancies
DETECTING ERDs
The potential errors identified include

• Completer Re-Enrolled A students exit reason is
  one in which the LEA would never expect the
  student to re-enroll in another school, but the
  student shows up as enrolled. For example, a
  student who has graduated from high school would
  not be expected to re-enroll in a school.
• Dropout Re-Enrolled A students exit reason
  indicates a dropout, but the student enrolls in
  another California public school.
• Potential Dropout (Lost Transfer) A students
  exit reason is one in which the LEA would expect
  to see the student re-enroll in another school,
  but does not show up as enrolled in another
  school. For example, a student who is exited as
  transferring to another public LEA does not
  re-enroll in another LEA.

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Exit Reason Discrepancies
DETECTING ERDs (cont)
To identify an ERD, exits are evaluated based on
their ERD Exit Type, which indicates whether or
not a student is expected to return to a CA K-12
school
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Exit Reason Discrepancies
DETECTING ERDs (cont)
None in the ERD Exit Type column indicates that
the previous exit or subsequent entry is not a
concern of the ERD analysis
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Exit Reason Discrepancies
DETECTING ERDs (cont)
Criteria for identifying ERDs for Currently
Enrolled students ..

• Currently Enrolled SSID should not have any other
  enrollment record with an ERD Exit Type of
  Completer, Graduate, No Return, or Drop from the
  same LEA or another LEA
• A Completer, Drop, No Return, or Graduate Exit
  Type should not have a more recent Primary
  enrollment record for the same LEA or another LEA
  
• A Transient Exit Type should have a more recent
  Primary enrollment

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Exit Reason Discrepancies
DETECTING ERDs (cont.)

• Criteria for identifying ERDs for Exited Students
  .
• A Completer, Drop, No Return, or Graduate Exit
  Type should not have a more recent Primary
  enrollment record for the same LEA or another
  LEA.
• A Transient Exit Type should have a more recent
  Primary enrollment.

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Exit Reason Discrepancies
INPUT VALIDATION RULES FOR ERDs
Many ERDs are identified by IVRs during data
entry. Records receiving Fatal Errors will not be
loaded. Warnings will be loaded however, they
will continue to show in the Anomaly Reports
until they are cleared.
Examples of errors relating to Anomalies
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DEMONSTRATION RESOLVING EXIT REASON DISCREPANCY
ANOMALIES (ERDs)
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Exit Reason Discrepancies
STEP 1 ACCESS ERD ANOMALY REPORT
Note the dates used to determine records to
evaluate. For Fall 1, the dates for Dropouts,
Graduates, and No Shows differ from other exits.
1-Click SSID Enrollment gt Anomaly Reports
2-Click Reveal button to view ERD
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Exit Reason Discrepancies
STEP 2 ACCESS ERD
1-Click Reveal button to view ERD
2-Click Resolve to edit LEAs enrollment record
Dropout Re-Enrolled A students exit reason
indicates a dropout, but the student enrolls in
another California public school.
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Exit Reason Discrepancies
STEP 3 ACCESS ENROLLMENT RECORD
Click Edit on the record to be changed
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Exit Reason Discrepancies
STEP 4 EDIT POST ENROLLMENT RECORD
3- When validation successful, click Post
Enrollment
2- Click Validate
1-Example Change to Transfer
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Exit Reason Discrepancies
STEP 5 CONFIRM CHANGE
Confirm change and Click Return to ERD Anomaly
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Exit Reason Discrepancies
STEP 6 MARK COMPLETE
2-Click Mark Selected as Reviewed
1-Check to indicate Resolved
The Anomaly has been resolved. It will not appear
after the Anomaly Process runs again.
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INTRODUCTION MULTIPLE IDENTIFIER
ANOMALIES (MIDS)
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Multiple Identifiers
DEFINITION OF MULTIPLE IDENTIFIERS
A MID anomaly occurs when two or more SSIDs have
exactly matching or very similar demographics.
The anomaly points out the potential for one
student to have multiple SSIDs.
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Multiple Identifiers
DETECTING MIDS
The process to detect Multiple Identifier
anomalies (MIDs) includes the following steps ..

• Create groups of similar SSIDs (i.e. MID Group)
• Identify students with the same Gender Code,
  Birth Date, and Primary Language Code
• Identify SSIDs in a MID Group to examine
• Identify SSIDs in a MID Group who have/had an
  open enrollment at any time during the Report
  Period for the Calendar being analyzed.

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Multiple Identifiers
DETECTING MIDS (cont)

• Create sets of SSIDs that match (i.e. MID Sets)
• Sort enrollments of the SSIDs selected in step 2
  by most recent Student School Start Date
• Identify the first SSID with an active enrollment
  (open as of the processing date) in the sorted
  list. Identify this SSID as the Focus ID for the
  MID Set analysis.
• Score the Focus ID against all other SSIDs
  selected from the MID Group, using the SSID
  Matching Logic
• Create set of students with a matching score of
  100 or greater (i.e. MID Set)
• Continue process, identifying Focus IDs and
  creating MID Sets, using active and then inactive
  enrollments to determine Focus IDs until no more
  matches
• Repeat process with all MID Groups

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Multiple Identifiers
DETECTING MIDS (cont.)

• The SSID Matching Logic is used to determine
  which SSIDs are included in a MID Set. SSIDs with
  a matching score of 100 are included in a MID Set
  (i.e. MID Anomaly Set). The end result is one or
  more MID Anomaly Sets within a MID Group. The
  following are matched ..

• Student Legal Name First, Last, Middle, Suffix
• Student Alias Name First, Last, Middle
• Gender Code, Birth Date Day, Month, Year
• Primary Language Code
• Birth State Province Code
• Birth Country Code

The latter two are optional fields that are used
only when the data is available for all members
of the MID Group being analyzed.
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Multiple Identifiers
RESOLVING MIDS

• Who can view a MID Anomaly Set?
• A MID Set is available for viewing by each LEA of
  an SSID with an enrollment in the Set
• Who can resolve a MID?
• The owner of a MID Set can resolve the anomaly
• Who is the owner of a MID Set?
• The MID Set is owned by the LEA associated with
  the Focus IDs enrollment
• Who is the Focus ID?
• The Focus ID of a MID Set is the SSID that all
  members of the set were matched against

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Multiple Identifiers
RESOLVING MIDS (cont)

• What actions are available to the MID Set owner?
• The MID Set owner can perform each of the
  following actions for its own records as well as
  the records of other LEAs
• Indicate the MID Set member is known not to be
  the same student as the Focus ID (i.e., Different
  Student). This designation will prevent the SSID
  from being identified as a possible anomaly with
  the Focus ID in the future.
• Combine SSIDs with the Focus ID, unless the SSID
  has a current enrollment in another LEA, in which
  case an error is generated and the LEAs must
  resolve the anomaly outside of the MID Resolution
  screen.

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Multiple Identifiers
RESOLVING MIDS (cont)

• What happens when two SSIDs must be combined?
• CALPADS decides which SSID to keep and which
  SSID to retire.
• The earliest known SSID is selected for the
  student. The system determines the earliest known
  SSID by looking at all enrollment records for all
  of the SSIDs that are "checked" as the same
  student as the Focus ID, as well as all records
  for the Focus ID. The SSID associated with the
  earliest School Start Date found is kept and the
  others are retired.
• If the SSID with the earliest Start Date is not
  the Focus ID, the system updates the enrollment
  record for the Focus ID with the kept SSID.
• If the SSID of another LEA is retired, the LEA is
  notified.

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Multiple Identifiers
RESOLVING MIDS (cont.)

• What happens when an SSID is retired?
• When an SSID is retired, it is identified in the
  database as Previous SSID. Any data associated
  with the Previous SSID is mapped to the new SSID.
  This data now displays whenever the new SSIDs
  records are queried, with the exception of the
  Demographics records. The demographics of the now
  Previous SSID are inactivated.
• What happens to the retired SSID?
• Once an SSID is retired by CALPADS, it will not
  be reassigned and cannot be used again.

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Multiple Identifiers
RESOLVING OTHER MIDS
When an LEA is aware of a MID that is not
detected by CALPADS, the MID can be resolved
outside of the Anomaly Process

• The OTHER MID RESOLUTION interface adheres to the
  same requirement for combining SSIDs as the MID
  RESOLUTION interface
• Two SSIDs are entered to be combined, with the
  SSID in Field 1 belonging to the LEA of the user
  entering the SSIDs. The SSID in Field 2 can
  belong to either the users LEA or another LEA.

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Multiple Identifiers
RESOLVING OTHER MIDS (cont.)

• The SSIDs are validated to confirm that the
  identifiers entered belong to the correct
  students
• The system displays each SSIDs key elements and
  a CALPADS Matching Logic score for the two SSIDs
• The system also determines whether there is a
  current enrollment at another LEA associated with
  SSID 2
• If there is a current open enrollment at another
  LEA, an error message will be displayed.
• If a current enrollment does not exist, the
  Combine is allowed
• When the Combine SSIDs is initiated, the system
  verifies that the validation has occurred and
  associates all data to the oldest SSID.

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Multiple Identifiers
INPUT VALIDATION RULES FOR MIDS
Retired MIDs are identified by IVRs during data
entry. Records receiving Fatal Errors will not be
loaded. Warnings will be loaded. Examples include
..
Examples of errors relating to Anomalies
66
DEMONSTRATION RESOLVING MULTIPLE
IDENTIFIERS (MIDs) Identified by Anomaly Process
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Multiple Identifiers
STEP 1 ACCESS MID ANOMALY REPORT
Click SSID Enrollment
Click Anomaly Reports
Click Multiple Identifiers
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Multiple Identifiers
STEP 2 SELECT DATA (Optional)
Select groups of MIDs and Click Apply Filter, if
desired
Note that all MIDS for LEA display initially
Note 100 Score
69
Multiple Identifiers
STEP 2 SELECT DATA (Optional) (cont.)

• MID Ownership Options are
• All - Displays all the MID Sets with a SSID that
  has an Enrollment in the Reporting LEA,
  regardless of ownership
• Reporting LEA DEFAULT- Displays a MID with a
  Focus ID that belongs to the requesting LEA
• Other LEA- Displays a MID in which the Reporting
  LEA has an SSID, but the Focus ID belongs to an
  LEA other than the Reporting LEA
• SSID and Local ID Defaults to Null.
• Enter values to display all anomalies for a
  particular student.

• Disposition Options are
• All
• Ready
• Selected
• Posted
• Cancelled
• Failed
• Focus ID Status Options are
• All
• Active DEFAULT - MID with a Focus ID with an
  active enrollment
• Inactive - MID with Focus ID with an inactive
  enrollment

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Multiple Identifiers
STEP 3 REVEAL THE MID
Click Reveal button to show other record(s) in
MID Set
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Multiple Identifiers
STEP 4 DETERMINE ACTION AND SAVE
3-Click Post
2-Click Save Selected
1-Select option

• Options
• Combine These two SSIDs belong to the same
  student. Combine them under one SSID.
• Different Not the same student. Dont combine
  dont present as a match to this SSID in the
  future
• None Take no action

When posted successfully, the MID is resolved and
will not show after the next Anomaly Process
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DEMONSTRATION RESOLVING MULTIPLE
IDENTIFIERS (MIDs) Not Identified by Anomaly
Process
73
Multiple Identifiers
STEP 1 ACCESS OTHER MID RESOLUTION
When an LEA is aware of a MID that is not
detected by the Anomaly Process, the MID can be
resolved outside of the Anomaly Process screen
1-Access MID Report
2-Click Resolve MID Not on Report
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Multiple Identifiers
STEP 2 ENTER SSIDs TO COMBINE VALIDATE
1-Enter SSIDs. First SSID must belong to LEA user
2-Click Validate
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Multiple Identifiers
STEP 3 REVIEW AND COMBINE
Review both records to make sure these are the
two SSIDs to combine under one SSID
2-CALPADS will determine which SSID to keep
1-Select Combine SSIDs
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Questions
77
Updates
RECORD OF CHANGES