SSID ENROLLMENT BATCH Demonstration

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SSID ENROLLMENT - BATCH Demonstration

• CALPADS
• Training 3c

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Contents

• This module includes the following
• Batch Functionality
• Enroll Student
• Modify Existing Students Data
• File Maintenance
• Demonstrations

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BATCH FUNCTIONAITY
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Introduction
FILE PROCESSING

• 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 SPGM

The fields and their relationships are defined in
the CALPADS File Specifications
(CFS) http//www.cde.ca.gov/ds/sp/cl/systemdocs.as
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ENROLL STUDENTS
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Enroll Students
STEPS FOR BATCH ENROLLMENT
The steps to enroll students data are ..

• Step 1 Prepare Data (SSID Enrollment)
• Step 2 Upload Files
• Step 3 View Submission Status
• Step 4 View and Post Passed Records
• Step 5 Resolve and Post SSID Candidate Records
• Step 6 Review Rejected Records
• Step 7 Correct Rejected Records
• Step 8 Reload Rejected Records

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Enroll Students
REQUEST SSID

• The SENR file is used to .
• search the ODS for an existing SSID
• request a new SSID
• complete a New SSID Enrollment or Existing SSID
  Enrollment
• update an existing enrollment

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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 New 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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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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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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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 users security profile (i.e. User Account)

Auto-Post A 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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MODIFY EXISTING STUDENTS DATA
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Modify Existing Students Data
ADDING/UPDATING DATA

• Student data is added/updated in CALPADS to
  reflect changes in

• Student Enrollment
• Student Information
• Student Programs

Student Enrollment must be completed prior to
modifying a students data. Therefore, after the
SENR enrollments are processed (with or without
SSIDs), the SINF, SPGM and any subsequent SENRs
are submitted with the SSID to identify the
student to modify. To submit these files with the
SSIDs assigned during enrollment, the SSID
Extract can be downloaded from CALPADS and loaded
into the source system.
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Modify Existing Students Data
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

• Step 1 Prepare Data (SSID Enrollment, Student
  Information, Student Program)
• Step 2 Upload Files
• Step 3 View Submission Status
• Step 4 View and Post Passed Records
• Step 5 Review Rejected Records
• Step 6 Correct Rejected Records
• Step 7 Reload Rejected Records

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Modify Existing Students Data
MODIFY ENROLLMENTS

• 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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Modify Existing Students Data
MODIFY STUDENT INFORMATION

• Student Information Changes
• Add new information
• Update existing information
• Correct existing information
• Matching Logic Performed

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Modify Existing Students Data
MODIFY PROGRAMS

• Student Program Changes
• Add new programs
• Update existing programs
• Correct existing programs
• Matching Logic Performed

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FILE MAINTENANCE
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File Maintenance
ARCHIVING FILES
When a file reaches the Complete status, it can
be archived
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DEMONSTRATION ENROLL STUDENTS
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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

• Example File Summary
• Name 20090907 Test - SENR.xls
• Records
• 2 school
• 46 enrollment records (2 with SSID, 44 without)

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Enroll Student
Step 2 Upload Files
Select File Upload
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Enroll Student
Step 2 Upload Files (cont)
3-Click Browse to select the SSID Enrollment
file to upload from the File Upload dialogue box
gt Select file to upload
2-Enter a Job Name in the Job Name Textbox
1-Select File Type appropriate for file being
uploaded
4-Select Submit to upload the file to CALPADS
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Enroll Student
Step 2 Upload Files (cont)
gt View file upload results
gtSelect the View Submission Status button to
view the details of the file
- Note the assigned Job ID. It will be helpful
in finding your Job/uploaded records in
subsequent screens
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Enroll Student
Step 3 View Submission Status
File Status States
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
Step 3 View Submission Status (cont)
gt View submission details and record status
Note records passed and rejected
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Enroll Student
Step 3 View Submission Status (cont)
Note that Submission Status can be accessed from
the Menu also
gtSelect View Submission Status
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Enroll Student
Step 3 View Submission Status (cont)
gt Access file details
gtOnce the File Status indicates Ready for
Review, click on the Job Name to view details
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Enroll Student
Step 3 View Submission Status (cont)
gt The file details present record status by
school and track processing progress of the
schools in the file
gt Click on Passed record count to view the
details
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Enroll Student
Step 4 View and Post Passed Records
gt View status of the enrollment requests
View the counts of passed records that requested
adds/ updates to enrollments (SSIDs included)
View the counts of passed records by each Match
Status for Requested SSIDs Auto Post off
Note that schools can be excluded
gt Click on Enroll Summary count to view details
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Enroll Student
Step 4 View and Post Passed Records (cont)
gt 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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Enroll Student
Step 4 View and Post Passed Records (cont)
gt View student record details for each Key Element
Verify the records that make up the selected Key
Element Count
gtClick on Return to Submission Summary" to view
other key element details and post
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Enroll Student
Step 4 View and Post Passed Records (cont)
gt 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 shown
3-Click on Return to Passed Records
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Enroll Student
Step 5 Resolve SSID Candidates / Post Records
gt Select SSID Candidates to resolve by Match
Status
Note that Auto Post is turned off
gtClick on the Multi record count to view and
resolve SSID candidates
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Enroll Student
Step 5 Resolve SSID Candidates/Post Records
(cont)
Disposition Codes
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Enroll Student
Step 5 Resolve SSID Candidates/Post Records
(cont)
gt Reveal Candidates
gt Select the Reveal button to expand and select
an SSID assignment option for each student
Note all records have a Disposition of Ready
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Enroll Student
Step 5 Resolve SSID Candidates/Post Records
(cont)
gt Select option for each Candidate
3-Click Save Selected to save the selected
options for posting later

• 2-Select the appropriate checkbox
• Assign SSID of a candidate shown
• Assign a New SSID
• None of the options shown

1-Select the Reveal button as needed to
collapse / expand the SSID options and resolve
the candidates
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Enroll Student
Step 5 Resolve SSID Candidates/Post Records
(cont)
gt Post the Candidate options selected
gt Select Post Selected to post the records
with a disposition of Selected to the ODS
Note that all the records with selections made
now have a disposition of 2 - Selected
Note that Candidates can be downloaded for
offline resolution. The resolved Candidates can
be uploaded and the process resumes here.
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Enroll Student
Step 5 Resolve SSID Candidates/Post Records
(cont)
gt Download Posted Records
Note that posted records can be downloaded for
input to local SIS
gt Click File Details breadcrumb to return
Note that posted records now have a disposition
of 3 - Posted
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Enroll Student
Step 6 Resolve Rejected Records
gt Access Rejected Records
Note that the posted school is indicated
gt Click on Rejected record count to view the
details
Note that the status of the posted school is
Complete
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Enroll Student
Step 6 Resolve Rejected Records (cont)
gt Reveal Rejected Records
gt Click on the Reveal button to expand and view
the record details
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Enroll Student
Step 6 Resolve Rejected Records (cont)
gt Examine Rejection Reasons
gt Select Show to display the details
Note that rejected records can be downloaded
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Enroll Student
Step 6 Resolve Rejected Records (cont)
gt Examine Student Records by Error Type
View the students with rejected records
gtClick on the View Details button to view the
input record
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Enroll Student
Step 6 Resolve Rejected Records (cont)
gt View the Input Record
gtClick Return to List to view other errors
View all records with the same error
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Enroll Student
Step 7 Correct Rejected Records

• Types of Enrollment Errors
• Invalid Data
• Missing Data
• Inconsistent Data

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Enroll Student
Step 7 Correct Rejected Records (cont)
gtInvalid Data Examples
gtInvalid Data Resolution
Correct in source and resubmit
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Enroll Student
Step 7 Correct Rejected Records (cont)
gtMissing Data Identification
gtMissing Data Resolution
Correct in source and resubmit
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Enroll Student
Step 7 Correct Rejected Records (cont)
gtInconsistent Data Identification (e.g. Anomalies)
gtInconsistent Data Resolution (e.g. Anomalies)

• If Fatal, correct in source and resubmit
• If Warning, work with other LEA to determine
  correction needed

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Enroll Student
Step 7 Correct Rejected Records

• Additional instructions on how to correct
  rejected records are provided in
• CALPADS TRNG 2f Data Processing Concepts
• CALPADS File Specifications (CFS)

http//www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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Enroll Student
Step 8 Reload Rejected Records

• Reload 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 Resolve SSID Candidates / Post Records

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MODIFY STUDENTS DATA
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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 SINF20090907 .xls
• Records
• 2 school
• 44 records

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Modify Students Data
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

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Modify Students Data
Step 2 Upload Files
Select SSID Enrollment, Manage Submissions,
and then File Upload
The Student Information and Student Program files
can also be uploaded from the State Reporting and
File Submissions Tab as well.
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Modify Students Data
Step 2 Upload Files
Select either Student Information or Student
Program as the file type from the File Type drop
down list
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Modify Students Data
REMAINING STEPS

• Step 3 View Submission Status
• Step 4 View Passed Records
• Step 5 Resolve Rejected Records/ Post Records
• Step 6 Correct Rejected Records
• Step 7 Reload Rejected Records

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Questions
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Updates
RECORD OF CHANGES