Enrollment Update

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Enrollment Update Address Validation Training

• July 28, 2009

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Agenda

• SRRTS Functions
• Setup
• Enrollment Update
• Purpose
• Fields
• Process Flow
• Address Validation (AV)
• Purpose
• IST CorrectAddress
• Address Standardization
• Existing Addresses
• Incoming Addresses
• Reports
• Strategies
• Resources
• Demonstration
• Documentation
• Reminders
• What to Do Next

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SRRTS Functions
PeriodicUpdates
AddressValidation
LocatorDatabase
DirectCertification
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Setup Step 1DataGate Client Software
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Java Runtime Install Process

• Go to the CSIS DataGate Setup page
  (http//www.csis.k12.ca.us/setup/) and look at
  PART 1
• Download and follow the First time installation
  instructions- or If you already have Java,
  installed follow the Upgrade Instructions instead

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Setup Step 2Digital Certificate
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Digital Certificate Installation

• 128 bit encryption required
• MS Internet Explorer 6.0 or later supported
• May require browser upgrade http//www.microsoft.c
  om/windows/ie
• Browser updates may destroy certificate
• Yearly renewal necessary
• http//certificate.csis.k12.ca.us
• Required to access DataGate or TestGate

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Digital Certificate Installation Process

• Go to http//www.csis.k12.ca.us/setup/ and look
  at PART 2
• Follow the instructions in the appropriate
  sub-section depending on whether you have ever
  had a CSIS digital certificate

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Digital Certificate Application Form
7-digit County-District Number
Sign
Fax
Use full 14-digit CDS number if your LEA is a
charter school
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Setup Step 3Translation Tables
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Translation Tables

• Used to translate local codes to state codes for
  outgoing data, reverse translation for incoming
  data
• Based on the current school years state codes
• Managed by the LEA via User Preferences

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Identifier Data Elements Eligible for Translation
State codes are listed in Appendix A of the
SRRTS User Guide
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Translation Process

• From the Main CSIS Web page click on DataGate
  under the SSID tab.
• Select the Reporting Entity, current School Year,
  and Data Dictionary Version.
• Click User Preferences under Preferences.
• Click on Translation tab.
• Select the Data Dictionary version.
• Select the Code Table that contains the code you
  want to translate.

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Translation Process (continued)

• 7. Select a Master Code on the left-hand side.
• 8. Enter a Local Code and Description in the
  two white boxes on the right.
• 9. Click Add.
• 10. Repeat steps 7-9 for each code you want to
  translate in the current table.
• 11. Click Apply.
• 12. Repeat steps 6-11 for each code element that
  needs translations entered.

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Purpose of Enrollment Update

• Submit new and updated student addresses
• Direct Certification matching
• CALPADS preparation
• Address quality improvement via Address Validation

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Required Extract Fields
Must equal the current date if the student is
active. Must equal the Withdrawal Date if the
student has a Withdrawal Reason.
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Conditionally Required Extract Fields

• Student Enrollment Status
• Required for concurrently enrolled students at
  each non-primary school (school only providing
  additional services)
• English Language Learner Proficient or Advanced
  for ELA CST
• Required if English Proficiency is R-FEP. Y if
  student scored proficient or advanced on the
  English-Language Arts CA Standards Test for three
  years.
• Withdrawal Date Withdrawal Reason
• Required if student withdrew from a school
• Withdrawal date not required for some no-shows
  (430 470)
• Exit Code 108 not valid for exited students after
  12/31/07
• Exit Code 125 and 165 added this year

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Conditionally Required Extract Fields (continued)

• UC CSU Course Requirements Met
• Required for graduates
• Independent Study Student
• Required for graduates
• Receiver School
• Required if Withdrawal Reason is 165
• School of Attendance
• Required if Institution ID of school of
  enrollment ends in 0000001 (i.e. student is
  attending a Non-public school)

See Appendix B (p. 55) for steps to look up the
CDS number for a Receiver school or Non-public
school
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Optional Extract Fields

• Middle Name and Name Suffix (Jr., III, etc.)
• AKA Names (First, Last, Middle, Suffix)
• Birth Place (City, State, Country)
• Other Ethnicities

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Periodic Enrollment Update Process Flow
Update Records
START HERE
Import Validate
StudentInformationSystem
Enrollment Update Extract (s)
Extract
Send
LocatorDatabase
Address EU Server Validation
Post
DataGate
ReviewReports
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Purpose of Address Validation (AV)

• Improve address quality
• Direct Certification matching
• CALPADS
• Postal mailings (e.g. report cards)

Reminder Direct Certification compares 4
elements (name, gender, birth date, address)
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IST CorrectAddress

• CSIS Address Validation uses a third party
  software called IST CorrectAddress
• Standard used by other companies
• Validates and corrects addresses based on USPS
  guidelines
• Updated every 60 days to meet USPS certification
  standards

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Address Standardization
Sample Address

• 121 North Hamilton Drive 304
• Beverly Hills, CA 90211

Postal Standard
121 N HAMILTON DR APT 304 BEVERLY HILLS CA
90211-2259
The postal standard uses full uppercase and the
4-digit zip code add-on, but the address can
still be valid without using them
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Address Parts
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Incoming Addresses

• CSIS will validate the incoming addresses
  submitted during a Periodic Enrollment Update
  (DEMO file must be submitted)
• Two reports will be available on the View Status
  tab
• Address Server Validation Report (Addresses
  dropped)
• PDF format only
• Address Correction Report (Addresses
  automatically corrected)
• PDF or CSV format

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Incoming Addresses View Status
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Incoming Addresses - Report Type Selection
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• REPORT DETAILS

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Address Server Validation Report
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Address Correction Report
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CSV File Layout
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CSV File Layout (continued)
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Strategies

• Fix the errors on the Address Server Validation
  report first
• Determine how much time will be needed for
  corrections, based on address volume
• Automatically corrected
• Dropped
• Use CSV formatted correction report to sort or
  filter corrected address lists (e.g. sort list by
  site for distribution to schools)

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Resources

• Zip Code Lookup (http//zip4.usps.com/zip4/welcome
  .jsp)
• Validate an individual address
• Address Management System Office Locator
  (http//www.usps.com/ncsc/lookups/ams_office_locat
  or.html)
• To report discrepancies in the USPS database
• USPS Address Standards
• PDF - http//pe.usps.gov/cpim/ftp/pubs/Pub28/pub28
  .pdf
• HTML - http//pe.usps.gov/text/pub28/welcome.htm

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Periodic Enrollment Update Steps

• Populate SIS with required elements.
• Create the Enrollment Update (Enra) Demo
  extract files.
• Import extract files into DataGate.
• Review import reports, correct errors, and
  reimport (if necessary).
• Validate file.
• Review validation reports, correct errors, and
  re-import (if necessary).
• Review data submission summary report.
• Send file.
• Review server validation summary reports.
• Confirm and Post transaction.

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Initiate EU/AM Transaction

• On the Main Page select the current School Year
  and Data Dictionary Version Number.
• Click the Periodic Enrollment Update button.
• Click New Import.
• Enter Contact Information.
• Click Save Continue.
• Click Find File next to ENRA, select the extract
  file, and click Open.
• Repeat step 6 for the DEMO file.
• Click Import and wait for the import to finish.

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View Import Reports

• Select the transaction that has been imported.
• Click the View Import Reports button.
• Select the file ENRA file and click View.
• Review the import report, correct errors as
  necessary and re-import.
• Repeat steps 2 3 for the DEMO file.

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Validate Transaction

• Click the Validate tab.
• Select the transaction you imported.
• Select the file(s) in the bottom box if they are
  not already selected.
• Click Validate Selected File(s).

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View Validation Reports

• Select the transaction that has been Validated.
• Click the View Validation Reports button.
• Select the file ENRA file and click View.
• Review the validation report, correct errors as
  necessary and re-import.
• Repeat steps 2 3 for the DEMO file.

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Data Submission Summary Report

• Accessed from validation tab after validation has
  been successful
• Summarizes imported records by gender, ethnic
  group, and grade level
• Must be created in Validation tab prior to
  proceeding to Send Tab

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View Data Submission Summary Report

• Select the transaction that has been validated.
• Click the View Submission Summary Report button.
• Wait for the report to be generated.

Pop-up blocking software may prevent this
report from appearing. Make sure that any such
software is disabled or is set to allow pop-ups
from the CSIS Web site.
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Send Process

• Click on the Send tab.
• Select the transaction that has been successfully
  validated.
• Click the Send Selected File(s) button

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View Status Process

• Click on the View Status tab.
• Select the EU transaction you wish to view in the
  upper half of the screen.
• Click the View Transaction Reports button.
• Review the following reports
• Address Server Validation Report
• Address Correction Report
• Enrollment Update Status Server Summary Report
• EU Validation Error Listing Report - Server
• 5. Click OK.

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Enrollment Update Summary Report Categories

• Records Sent Number of student records sent
• Records Dropped - Number of records that will
  not be updated if transaction is posted
• Open Enrollments Records without exit dates
• Exits Records with an exit date and exit reason

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Enrollment UpdateServer Validation Report

• Review even if status is EU Server Validation
  Successful
• Determine error type from first letter of error
  code
• F Fatal must be fixed before transaction can
  be posted
• E Error has been dropped from further
  processing
• W Warning likely to be an error, but will not
  be dropped
• Review warnings carefully as they may cause
  problems if not fixed

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Enrollment UpdateServer Validation Errors

• Birth Year
• Does not match existing record in locator
  database
• CSIS ID
• Retired SSID - Warning only, CSIS will replace
  Retired SSID with Replacement SSID LEA should
  download replacement file in MID resolution area
  to fix assignments in local student information
  system
• Gender
• Does not match existing record in locator
  database
• Withdrawal date
• Not valid for grade level
• Can not be blank based on exit reason

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Confirm Process

• Wait for e-mail from DataGate that the
  transaction is ready for confirmation or check
  View Status tab for a status of EU Server
  Validated Successfully.
• Click on the Confirm tab.
• Select a transaction to confirm.
• Click Confirm.
• Review the Summary Report and verify the accuracy
  of the data being submitted.

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Confirm Process (continued)

• If the summary report is not accurate make
  necessary corrections in your SIS and re-import a
  new extract.
• If the data is correct in your file and the
  locator database was corrected, then re-import
  the same file.
• If the data in your file is incorrect, correct
  the data in your SIS, create a new file, and
  re-import the file.
• Once you are satisfied with the data being
  submitted for updates, click Post.
• After the transaction has been posted, you will
  receive an email notification.
• The status of the transaction can be viewed on
  the View Status tab. If the post was not
  successful contact CSIS support.

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Enrollment Update Address Validation
Documentation

• http//www.csis.k12.ca.us/services/services-traini
  ng/default.asp
• SRRTS User Guide
• SRRTS Quick Reference Guide
• EU Error Chart
• http//www.csis.k12.ca.us/library/reporting-requir
  ements/
• Data Submission Requirements (DSR)
• EU

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Reminders

• Determine how local SIS will be updated
• One-by-one
• Mass update (Check with SIS vendor for options)
• For Incoming Addresses, fix Address Server
  Validation errors before Post
• CSIS will provide additional DC Submissions
• August 24, 2009
• September 24, 2009

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What to Do Next

• New Users
• Apply for Digital Certificate (if you do not have
  one already)
• Note certificate expiration date on your calendar
• Perform client setup tasks (if you have not
  already)
• Contact SIS Vendor for data population extract
  documentation
• Obtain SSIDs for any students who do not have one
• Submit enrollment updates in DataGate

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Where to Get More Information

• Contact CSIS Support at
• Phone [phone]
• E-mail support_at_csis.k12.ca.us
• Web http//www.csis.k12.ca.us/support/ContactSupp
  ort/
• CSIS Website
• http//www.csis.k12.ca.us
• Join the CSIS Listserv
• Go to http//www.csis.k12.ca.us/listserv/
• Click the Subscribe link for CSIS-LS

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Appendix A Locating Certificate Expiration Date

• Open Internet Explorer
• Click Tools
• Internet Options
• Click Content
• Click Certificates
• Click Personal
• 3rd column displays certificate expiration date
• Make a note to contact CSIS support on renewal
  process 1 month prior to certificate expiration

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Appendix BCDS Number Lookup Using the CA School
Directory

• Go to http//www.cde.ca.gov/re/sd/
• To lookup schools within a district
• Select the Public Schools option
• Select the county on the left
• Select the district on the right
• To lookup an NPS school
• Select the Nonpublic option
• Type in the school name
• Click Search

If the school is not found, try selecting the
county where the school is located instead of
typing the name.
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CDS Lookup Using the CA School Directory
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NPS CDS Lookup Using the CA School Directory
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CA School DirectorySearch Results