Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 SSID ENROLLMENT...

Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012

SSID ENROLLMENT Capabilities and Key Concepts

Essential 3a

Pleasedo not

multitask


Courtesy

Training Sequence


Agenda

2 Hours Wrap-Up


Search for StudentKey Concepts Request SSID and StudentEnrollment

Maintain Student Profile Data


KEY CONCEPTS


Overview

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

WHAT IS SSID ENROLLMENT?

SSID Enrollment in CALPADS is …..

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Overview

Find/validate an SSID Examine current enrollment

status View a student’s profile

SSID ENROLLMENT IS …

SSID matching logic which controls the assignment of unique IDs for students

Obtaining New SSIDs using:

Locating Student Data to:

SSID Enrollment data Student Information data Student Program data

Enrolling Students with:

Maintaining Enrolled Students to:

Add/update/correct Student Information and Program data

Transfer a student’s enrollment to a new school

Exit a student Record dropouts and

graduates

SEARCH FOR STUDENT

… to view existing SSID and data

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Introduction












graduates Add/update/correct student

info and program data

REQUEST SSID

Request and enroll an SSID

• Obtain SSID• Enroll Student

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Introduction













graduates

SEARCH FOR SSID

…to locate the student whose data is to be modified

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Introduction


Search for and maintain Student

SEARCH FOR STUDENT

REQUEST SSID

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

BatchOnline• One student at a time• Edit data manually in CALPADS portal

• One or more students• Enter data in SIS or Excel; then upload extract using CALPADS portal

• CALPADS validates online & batch transactions using the same process

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Key Concept

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

In CALPADS, ownership of data establishes ….

OWNERSHIP OF DATA

Access rights to the student’s complete dataAbility to modify a student’s data – as of Student School

Start DateResponsibility for data maintenanceResponsibility 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 Student’s Profile …..

Student Enrollment Student Information Student Programs

STUDENT PROFILE

Data elements 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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Key Concept

Student Enrollment - provides key Enrollment Dates to which other student data is linked

Student Information - provides key demographic data that is linked to the student’s Enrollment Dates with its Effective Dates

Student Programs - provides key program eligibility and participation data that is linked to the student’s Enrollment Dates with its Membership Effective Dates

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.

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Search for Students (Online)



Student Enrollment

• If an Existing SSID is selected and posted, then the enrollment process is complete

ENROLLMENT TYPES

Existing SSID is used in the Student Enrollment

Existing Student Information must be updated

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

NEW SSID ENROLLMENT EXISTING SSID ENROLLMENT

Student Enrollment Student Information Student Programs

STUDENT PROFILE

• If a new SSID is selected and posted, then a New SSID Enrollment is complete

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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.EXISTING SSID ENROLLMENT collects no Student Information

NEW SSID ENROLLMENT collects initial Student Information

Birth City is optionally entered at enrollment, but it is updated

in Student Information

Grade Level is entered at enrollment but it is updated

in Student Information

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Maintain Student Profile Data (Online & Batch)



Maintain Student Profile













graduates

SEARCH FOR SSID

…to locate the student whose data is to be modified

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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.

ONGOING DATA MAINTENANCE

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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.

MAINTENANCE OF STUDENT INFORMATIONStudent Information is maintained in separate data areas for both online and batch and aligned with enrollment dates

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INITIAL STATUS OF STUDENT INFORMATION

The NEW SSID ENROLLMENT creates the following Student Information records with the same effective date as the Student’s School Start Date ….

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

GRADE LEVEL

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

The Search criteria and the Student Information collected during enrollment are stored as initial Demographics

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INITIAL STATUS OF STUDENT INFORMATION

The EXISTING SSID ENROLLMENT does not create Student Information record aligned with your enrollment. A SINF record must be added.

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MAINTENANCE OF STUDENT INFORMATION

An existing record will be Updated when the data is wrong. The Effective Start Date must match the existing Effective Start Date to update.

A new record will be Added when the data needs to be changed (e.g. student name). A new Effective Start Date reflects when change occurred.

Student Information (SI) data is maintainedStudent Information (SI) data is maintainedby EFFECTIVE DATES that align with enrollment dates by EFFECTIVE DATES that align with enrollment dates

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10/07/2009


MAINTENANCE OF STUDENT INFORMATION

CALPADS reports use the CALPADS reports use the Student Information Effective Student Information Effective Dates to determine the Dates to determine the information that is correct as information that is correct as of a “point-in-time”of a “point-in-time”

Although Student Information is not maintained by LEA/school, the effective date must correspond to the student’s enrollment in

the LEA/school in order to be reported for an LEA/school.

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

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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

MAINTENANCE OF STUDENT PROGRAMS

• 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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Program Start Date

What start date should be used for each program?

Program Eligible (1) Participating (3)

Gifted and Talented Education (127)

Date student first identified

On or after student enrolled in LEA

Title 1 Part C Migrant (135)

Special Education (144)

Free Meals/NSLP (181)Date student

identified for the school year

On or after student enrolled in LEA and in

current school yearReduced Price Meals/NSLP (182)

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Program Membership Code

What membership code should be used for each program?

Program Eligible (1)Participating

(3)Counted in

Report

Gifted and Talented Education (127)

Preferred AcceptableEligible or

Participating

Title 1 Part C Migrant (135)

Special Education (144)

Free Meals/NSLP (181)

Reduced Price Meals/NSLP (182)

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• the collection of information that has the same Membership Start Date

• correct the record’s information

Student Program data are maintained by School AND Membership Start Date

• 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)

A new record is Added when ….

An existing record is Updated when …

If Membership Code = Eligible, Start Date can be before School Start DateIf Membership Code = Participation, Start Date must be on/after School Start Date

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MAINTENANCE OF STUDENT PROGRAMSSince Program data are maintained by school, a student’s eligibility for, or participation in, a program should be 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 student’s eligibility (yearly NSLP eligibility) or participation in the program.

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10/07/2009



For PROGRAMS, reports use the For PROGRAMS, reports use the LEA/school and Membership Dates LEA/school and Membership Dates to determine the information that is to determine the information that is correct as of a “point-in-time”correct as of a “point-in-time”

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

The Program Membership Dates must correspond to the student’s enrollment dates in the LEA/school in order to be reported for an

LEA/school. The IEP date can be used for Special Ed for the membership date if eligibility reported for 144.

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MAINTENANCE OF STUDENT ENROLLMENT

Student Enrollment updates 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

• 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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Student Enrollment data is maintained by School AND Student School Start Date

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

A new record is Added when ….

An existing record is Updated when …

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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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

The Student School Start Date is needed to identify the enrollment in the ODS

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Wrap-Up


Key Points

A student’s complete Student Profile includes the following …..– SSID Enrollment– Student Information– Student Programs

The information in a student’s Student Profile should be updated on an ongoing basis

An LEA must establish ownership of a student’s data before it can modify the data

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Questions

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Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 2012 SSID ENROLLMENT...

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