SSID ENROLLMENT Capabilities and Key Concepts

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SSID ENROLLMENT Capabilities and Key Concepts

• CALPADS
• Training 3a

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Contents

• This module includes the following for both
  Online and Batch
• Overview of SSID Enrollment
• Key Concepts
• Search for Student
• Request SSID and Student Enrollment
• Maintain Student Profile Data
• Key Points

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OVERVIEW OF SSID ENROLLMENT
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Overview
WHAT IS SSID ENROLLMENT?
SSID Enrollment in CALPADS is ..

• Locating student data, including SSID
• Obtaining new SSIDs
• Enrolling NEW students
• Maintaining Enrolled students data

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Overview
SSID ENROLLMENT IS
Locating Student Data to

• Find/validate an SSID
• Examine current enrollment status
• View a students profile

SEARCH FOR STUDENT
Maintaining Enrolled Students to
to view existing SSID and data

• Add/update/correct Student Information and
  Program data
• Transfer a students enrollment to a new school
• Exit a student
• Record dropouts and graduates

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Introduction
SSID ENROLLMENT IS
Locating Student Data to

• Find/validate an SSID
• Examine current enrollment status
• View a students profile

REQUEST SSID
Maintaining Enrolled Students to

• Transfer a students enrollment to a new school
• Exit a student
• Record dropouts and graduates
• Add/update/correct student info and program data

Request and enroll an SSID

• Obtain SSID
• Enroll Student

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Introduction
SSID ENROLLMENT IS
Locating Student Data to

• Find/validate an SSID
• Examine current enrollment status
• View a students profile

SEARCH FOR SSID
Maintaining Enrolled Students to

• Add/update/correct Student Information and
  Program data
• Transfer a students enrollment to a new school
• Exit a student
• Record dropouts and graduates

to locate the student whose data is to be
modified
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Introduction
SSID ENROLLMENT IS
SEARCH FOR STUDENT
REQUEST SSID
Search for and maintain
Student
Request and enroll an SSID

• Obtain SSID
• Enroll Student

• View SSID (Online only)
• Maintain Enrolled Student

ONLINE and BATCH
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Key Concepts
ONLINE VS BATCH

• The SSID Enrollment capabilities of CALPADS are
  basically the same for both Online processing and
  for Batch processing. The differences relate to
  the manner of data entry.

Comparison of Online and Batch Processing
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Key Concept
OWNERSHIP OF DATA

• The process of enrolling a student in an LEA,
  with an Enrollment Status Primary, not only
  establishes the students official enrollment in
  the LEA, it also establishes ownership of the
  students data in CALPADS. The LEA in which a
  student is primarily enrolled owns the students
  data.
• In CALPADS, ownership of data establishes .

• Access rights to the students complete data
• Ability to modify a students data as of
  Student School Start Date
• Responsibility for data maintenance
• Responsibility for accuracy and timeliness of data

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Key Concepts
STUDENT PROFILE
Once ownership is established, the LEA is
responsible for initial and ongoing maintenance
of the Students Profile ..
Data elements and their relationships are defined
in the CALPADS File Specifications
(CFS) http//www.cde.ca.gov/ds/sp/cl/systemdocs.as
p
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Key Concept
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.

• Student Enrollment - provides key Enrollment
  Dates to which other student data is linked
• Student Information - provides key demographic
  data that is linked to the students Enrollment
  Dates with its Effective Dates
• Student Programs - provides key program
  eligibility and participation data that is linked
  to the students Enrollment Dates with its
  Membership Effective Dates

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Overview
PROFILE MAINTENANCE EXPECTATIONS

• The following expectations will impact an LEAs
  decision on the timing of the initial maintenance
  and the frequency of the ongoing maintenance of
  the Student Profile in CALPADS ..

• Enrollment Procedures such as the data
  management expectations reflected in the CALPADS
  SSID Enrollment Procedures
• Snapshot Calendars which will expect a specific
  snapshots data to be current
• Local Reporting Needs which will expect data on
  CALPADS reports to be current

http//www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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SEARCH FOR STUDENTS (Online)
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Search for Student
SSID ENROLLMENT IS
Locating Student Data to

• Find/validate an SSID
• Examine current enrollment status
• View a students profile

SEARCH FOR STUDENT
Maintaining Enrolled Students to
Search for and maintain
Student to view existing SSID and data

• Transfer a students enrollment to a new school
• Exit a student
• Record dropouts and graduates
• Add/update/correct student info and program data

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Search for Student
METHODS FOR LOCATING STUDENTS

• Students can be searched for in CALPADS ..
• Using SSID
• Using Demographics

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Search for Student
CANDIDATE FOR ENROLLMENT

• Search is an optional first step for enrollment
  used to locate the details of a Candidate for
  viewing

If the Candidate is selected, Request SSID is
performed next. The fields used in the Search
populate the Request fields.
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REQUEST SSID
and STUDENT ENROLLMENT (Online
Batch)
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Student Enrollment
REQUEST SSID
An enrollment begins with a search of existing
Student Profiles to determine if the student
being enrolled already has an SSID. The
demographic criteria below are used to identify
whether the students profile matches an existing
Profile in CALPADS.
These fields are used for matching in batch also
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Student Enrollment
REQUEST SSID RESULTS
CALPADS leverages the current SRRTS matching
concepts and algorithms. The logic returns a
status for a search .

• Match Status
• New No demographics in ODS match the submitted
  demographics. Therefore a new SSID can be
  generated.
• 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.
• 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.

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Student Enrollment
REQUEST SSID RESULTS (cont)
The online search result presents Candidate
Profiles for review as well as an option to
create a new SSID
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Student Enrollment
REQUEST SSID RESULTS (cont.)
The batch processing search also presents
Candidate Profiles for review as well as options
to create a new SSID and to select none of the
Candidates
Batch Candidates can be selected offline also
with a Candidate List extract
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Student Enrollment
ENROLLMENT TYPES

• If a candidate is selected from the Candidate
  List, an Existing SSID Enrollment is completed

• If no candidate is found or if none of the
  candidates is selected from the Candidate List, a
  New SSID Enrollment is completed

NEW SSID ENROLLMENT
EXISTING SSID ENROLLMENT

• Existing SSID is used in the Student Enrollment
• Existing Student Information remains effective
• 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

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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.
NEW SSID ENROLLMENT collects initial Student
Information
Birth City is optionally entered at enrollment,
but it is stored in Student Information
Grade Level is entered at enrollment but it is
stored in Student Information
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MAINTAIN STUDENT PROFILE DATA (Online Batch)
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Maintain Student Profile
SSID ENROLLMENT IS
Locating Student Data to

• Find/validate an SSID
• Examine current enrollment status
• View a students profile

SEARCH FOR SSID
Maintaining Enrolled Students to

• Add/update/correct Student Information and
  Program data
• Transfer a students enrollment to a new school
• Exit a student
• Record dropouts and graduates

to locate the student whose data is to be
modified
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Maintain Student Profile
ONGOING DATA MAINTENANCE
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.
STUDENT PROFILE

• Student Enrollment
• Student Information
• Student Programs

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Maintain Student Profile
MAINTENANCE OF STUDENT INFORMATION
Student Information is maintained in separate
data areas both online and in batch

• 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.

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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 Students School Start Date
.

• Primary Language
• Birth Country
• Birth City (optional)
• Birth State (optional)

• DEMOGRAPHICS
• Legal Name
• Alias Name (optional)
• Birth Date
• Gender

GRADE LEVEL
The Search criteria and the Student Information
collected during enrollment are stored as initial
Demographics
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Maintain Student Profile
INITIAL STATUS OF STUDENT INFORMATION
The EXISTING SSID ENROLLMENT does not create any
Student Information for a student. The Student
information that is effective at the time of
enrollment remains effective.
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Maintain Student Profile
MAINTENANCE OF STUDENT INFORMATION
Student Information (SI) data is maintained -- by
EFFECTIVE DATES -- not by LEA/school
An existing record is Updated to continue the
collection of information that has the same
Effective Start Date as the record or to correct
the records information.
A new record is Added when no record exists or
when the existing records effective date is not
correct for the information to be entered
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Maintain Student Profile
MAINTENANCE OF STUDENT INFORMATION

• 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

CALPADS reports use the Student Information
Effective Dates to determine the information that
is correct as of a point-in-time
Although Student Information is not maintained by
LEA/school, the effective date must correspond to
the students enrollment in the LEA/school in
order to be reported for an LEA/school.
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Maintain Student Profile
MAINTENANCE OF STUDENT PROGRAMS
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

• 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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Maintain Student Profile
MAINTENANCE OF STUDENT PROGRAMS
Student Program data are maintained by School AND
Membership Start Date
An existing record is Updated to
A new record is Added when .

• continue the collection of information that has
  the same Membership Start Date when an Add is
  not required
• correct the records information

• 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)

If Membership Code Eligible, Start Date can be
before School Start Date If Membership Code
Participation, Start Date must be on/after School
Start Date
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Maintain Student Profile
MAINTENANCE OF STUDENT PROGRAMS
Since Program data are maintained by school, a
students eligibility for, or participation in, a
program is 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 students
eligibility for, or participation in, the
program.
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Maintain Student Profile
MAINTENANCE OF STUDENT PROGRAMS

• 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

For PROGRAMS, reports use the LEA/school and
Membership Dates to determine the information
that is correct as of a point-in-time
The Program Membership Dates must correspond to
the students enrollment dates in the LEA/school
in order to be reported for an LEA/school
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Maintain Student Profile
MAINTENANCE OF STUDENT ENROLLMENT
Student Enrollment changes 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 (Note that this is a Request
  SSID)
• 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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Maintain Student Profile
MAINTENANCE OF STUDENT ENROLLMENT
Student Enrollment data is maintained by School
AND Student School Start Date
An existing record is Updated to
A new record is Added when .

• the effective date of the new information is
  different from the Student School Start Date of
  the information in the existing record

• 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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Maintain Student Profile
MAINTENANCE OF STUDENT ENROLLMENT
The Student School Start Date is needed to
identify the enrollment in the ODS

• 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

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KEY POINTS
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Key Points

• A students complete Student Profile includes the
  following ..
• SSID Enrollment
• Student Information
• Student Programs
• The information in a students Enrollment Profile
  should be updated on an ongoing basis
• An LEA must establish ownership of a students
  data before it can modify the data

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Questions
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Updates
RECORD OF CHANGES