CALPADS Essential 3c Training Presentation v1.0

Report
SSID ENROLLMENT - BATCH
Demonstration
Essential 3c
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Contents
This module includes the following:
 Batch Functionality – p. 4
 Enroll Student – pp. 6-11
 Modify Existing Students’ Data – pp. 13-18
 File Maintenance – p. 19
 Demonstrations – pp. 21-56
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
BATCH FUNCTIONALITY
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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
Student English Language Acquisition – SELA

The fields 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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
ENROLL STUDENTS
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Students
STEPS FOR BATCH ENROLLMENT
The steps to enroll students data are …..

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Step 1: Prepare Data (SSID Enrollment) – pp. 10-21
Step 2: Upload Files – pp.22-24
Step 3: View Submission Status – pp. 25-29
Step 4: View and Post Passed Records – pp. 30-33
Step 5: Resolve and Post SSID Candidate Records – pp. 34-39
Step 6: Resolve Rejected Records – pp. 40-44
Step 7: Correct Rejected Records – pp. 45-49
Step 8: Reload Rejected Records – p. 50
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Students
REQUEST SSID
The SENR file is used to ….
 search the ODS for an existing SSID
 request a new SSID
 submit a New SSID Enrollment
 update an existing enrollment
 exit students
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Students
REQUEST SSID
The SENR file contains ….






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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
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
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Students
REQUEST SSID
Matching Logic is used as follows ….
 When an SSID is included in the SSID Enrollment file
–
–
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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.”
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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 user’s 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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
MODIFY EXISTING STUDENTS’ DATA
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Existing Student’s Data
ADDING/UPDATING DATA
Student data is added/updated in CALPADS to
reflect changes in:




Student Enrollment
Student Information
Student Programs
Student English Language Acquisition
Student Enrollment must be completed prior to modifying a
student’s data. Therefore, after the SENR enrollments are
processed (with or without SSIDs), the SINF, SPRG, SELA
and any subsequent SENRs are submitted with the SSID to
identify the student to modify.
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Existing Student’s 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

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



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Step 1: Prepare Data (SSID Enrollment, Student Information, Student
Program) – p. 22
Step 2: Upload Files – pp.23-25
Step 3: View Submission Status – pp. 26-30
Step 4: View and Post Passed Records –pp. 31-34
Step 5: Resolve SSID Candidates/Post Records – pp. 35-40
Step 6: Resolve Rejected Records – pp. 41-45
Step 7: Correct Rejected Records – pp. 46-50
Step 8: Reload Rejected Records – p. 51
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Existing Student’s 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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Validation Rule
Description
Error Level
Mismatch of
SSID
Demographics
for Enrollment
Update
If SSID is populated in the file and Reporting
Fatal
LEA owns the student (i.e. Enrollment Update)
Then Student Gender Code and Student Date of
Birth Year must equal existing ODS Student
Gender Code and Student Date of Birth Year
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Existing Student’s Data
MODIFY STUDENT INFORMATION
Student Information Changes
–
–
–
Add new information
Update existing information
Correct existing information
Matching Logic Performed
Validation Rule
Description
Error Level
Mismatch of
SSID
Demographics
for Student
Information
Student Gender Code and Student Date of Birth
Year must equal existing ODS Student Gender
Code and Student Date of Birth Year
Or Student Legal First Name and Student Legal
Last Name must equal existing ODS Student
Legal First Name and Student Legal Last Name
Fatal
Update
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Existing Student’s Data
MODIFY STUDENT INFORMATION
Student English Language Acquisition Changes
–
–
–
Add new information
Update existing information
Correct existing information
Matching Logic Performed
Validation Rule
Invalid change
in English
Language
Acquisition
Status Code
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Description
Error Level
English Language Acquisition Status (ELAS) Fatal
Code is being submitted, then the most
recent ELAS Code currently stored in the
CALPADS ODS must be a valid ELAS in
combination with the subsequent ELAS being
submitted.
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Existing Student’s Data
MODIFY PROGRAMS
Student Program Changes
–
–
–
Add new programs
Update existing programs
Correct existing programs
Matching Logic Performed
Validation Rule
Description
Error Level
Mismatch of
SSID
Demographics
Student Gender Code and Student Date of Birth
Year must equal existing ODS Student Gender
Fatal
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Code and Student Date of Birth Year
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
FILE MAINTENANCE
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
File Maintenance
ARCHIVING FILES
When a file reaches the “Complete” status, it can be archived
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
DEMONSTRATION
ENROLL STUDENTS
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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
Record Transac Local Reporting School of
School of Academic
Type
tion
Record
LEA
Attendance Attendance Year ID
Code
Type
ID
NPS
Code
SENR
SENR
SENR
SENR
SENR
SENR
3467439
3467439
3467439
3467439
3467439
3467439

Local
Student
Student
Student ID Legal First Legal
Name
Middle
Name
2008-2009
123001
2008-2009
123002
2008-2009
123003
2008-2009 5069562322 123004
2008-2009
123005
2008-2009
123006
Jaimie
Mike
Delgado
MJ
John
Lora
Taylor
Chas
Student
Legal Last
Name
McQuirt
Moran
Tara
Francis
Smith
Cohen
Student
Legal
Name
Suffix
Student
Alias First
Name
Student
Alias
Middle
Name
Multi Match
New SSID
Single Match
Enrollment Update
Fatal DOB
Multi Match
Student
Student Student
Alias Last Birth Date Gender
Name
Code
Multi Match20000201
New SSID 20050304
Single Match
19961112
Enrollment Update
19990910
Fatal NPS 19201115
Fatal Completion
19991231
Example File Summary:
–
–
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3431012
3431012
3431012
3431012
3431012
3431012
SSID
Name: 20110907 Test - SENR.xls
Records:

2 schools

46 enrollment records (2 with SSID, 44 without)
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
F
M
F
F
M
F
Enroll Student
Step 2: Upload Files
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 2: Upload Files (cont)
> Select file to upload
2-Enter a “Job Name” in
the Job Name Textbox
1-Select “File
Type”
appropriate
for file being
uploaded
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3-Click “Browse” to select the
SSID Enrollment file to upload
from the “File Upload” dialogue
box
4-Select “Submit”
to upload the file
to CALPADS
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 2: Upload Files (cont)
> View file upload results
>Select 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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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
Disposition
Description
Upload Failed
File did not pass the initial upload validations or rules processing
In Queue
File did pass the initial upload validations/rules processing and is waiting to be
processed (Queue: the process waiting line for files)
On Hold
CDE has placed the file in a delay-process state
In Process
File is currently being processed by the system
Ready for Review
File has completed the initial submission processing and is ready for an
authorized to review the results
In Review
File has completed the initial submission processing and an authorized user
has reviewed the results, but has not made a selection on one or more sets of
records in the file requiring user interaction
Complete
Passed records of a submitted file have been successfully processed and
posted to the ODS
Excluded
Submitted records for a site(s) was (were) removed from the submission
process and not posted to the ODS
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 3: View Submission Status (cont)
> View submission details and record status
Note records
passed and
rejected
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 3: View Submission Status (cont)
Note that Submission Status can be accessed from the
Menu also
>Select “View
Submission Status”
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 3: View Submission Status (cont)
> Access file details
>Once the File Status indicates
“Ready for Review or In Review”,
click on the Job Name to view
details
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 3: View Submission Status (cont)
> The file details present record status by school and track
processing progress of the schools in the file
> Click on
“Passed” record
count to view the
details
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 4: View and Post Passed Records
> View status of the enrollment requests
View the counts
View the counts of of passed
passed records by records that
requested adds/
each Match
updates to
Note that
Status for
schools can
Requested SSIDs enrollments
(SSIDs
be excluded
– Auto Post off
included)
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> Click on “Enroll Summary” count to view details
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 4: View and Post Passed Records (cont)
> 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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 4: View and Post Passed Records (cont)
> View student record details for each Key Element
Verify the records that make
up the selected Key Element
Count
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>Click on “Return to
Submission Summary" to
view other key element
details and post
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 4: View and Post Passed Records (cont)
> 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(s)
shown.
3-Click on “Return to
Passed Records”
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 5: Resolve SSID Candidates / Post Records
> Select SSID Candidates to resolve by Match Status
When Auto Post
is turned off, LEAs
are required to
select single exact
matches
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>Click on the
“Multi” record
count to view
and resolve
SSID candidates
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 5: Resolve SSID Candidates/Post Records
(cont)
Disposition Codes
Disposition
Ready
Selected
Posted
Cancelled
Failed
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Description
Ready for selection
A selection of an SSID or New SSID has
been made
The selected record and its resolution have
been posted
The “None of the Above” option was
selected
The selected record and its resolution
failed validation and were not posted
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 5: Resolve SSID Candidates/Post Records
(cont)
> Reveal Candidates
> Select the “Reveal” button
to expand and select an
SSID assignment option for
each student
Note record has a
Disposition of “Ready”
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 5: Resolve SSID Candidates/Post Records
(cont)
> Select option for each Candidate
1-Select the “Reveal”
button as needed to
collapse / expand the SSID
options and resolve the
candidates
2-Select the appropriate
checkbox:
a) Assign SSID of a candidate
shown
b) Assign a New SSID
c) None of the options shown
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3-Click “Validate Selected” to
save the selected options prior
to moving to next group of 10
records
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 5: Resolve SSID Candidates/Post Records
(cont)
> Post the Candidate options selected
> Select “Validate Selected” on
each page to post the records
with a disposition of “Save
Selected” to the ODS prior to
moving to the next page
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Note that all the records
with selections made now
have a disposition of
“Selected”
Note that Candidates can be
downloaded for offline resolution.
The resolved Candidates can be
uploaded and the process
resumes here.
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 5: Resolve SSID Candidates/Post Records
(cont)
> Download Posted Records
Note that posted records
can be downloaded for
input to local SIS
> Click “File Details”
breadcrumb to return
Note that posted records now
have a disposition of “Posted”
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 6: Resolve Rejected Records
> Access Rejected Records
Note that the posted
school is indicated
Note that the status
of the posted school
is Complete
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> Click on “Rejected”
record count to view
the details
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 6: Resolve Rejected Records
(cont)
> Reveal Rejected Records
> Click on the “Reveal” button
to expand and view the record
details
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 6: Resolve Rejected Records (cont)
> Examine Rejection Reasons
> Select “Show” to
display the details
Note that rejected
records can be
downloaded
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 6: Resolve Rejected Records
(cont)
> Examine Student Records by Error Type
View the students
with rejected
records
>Click on the “View
Details” button to view
the input record
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 6: Resolve Rejected Records
(cont)
> View the Input Record
>Click “Return to List” to
view other errors
View all records with
the same error
This is the data in the
upload file but not yet
posted in CALPADS due
to errors
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 7: Correct Rejected Records
*Types of Enrollment Errors
 Invalid Data
 Missing Data
 Inconsistent Data
*Refer to CALPADS Error List
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 7: Correct Rejected Records
(cont)
>Invalid Data Examples
Validation Rule
Description
Error Level
Invalid Grade
and ElementaryMiddle School
Type
Combination
If School of Attendance is identified as institution Warning
type of ES (Elementary School) or MS (Middle
School) then Grade Level Code must equal IN,
PS, KN, 01, 02, 03, 04, 05, 06, 07, 08, 09, or UE
Invalid Reporting
School
School must be a valid code in CDS
Fatal
Invalid
Characters in
Field
Field must only contain Alphabetic letters,
numbers, periods, hyphens and apostrophes
Fatal
>Invalid Data Resolution
Correct in source and resubmit
Refer to CALPADS Error List
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 7: Correct Rejected Records
(cont)
>Missing Data Identification
Validation Rule
Description
Error Level
Missing NPS
School
If School of Attendance = 0000001 Then
School of Attendance NPS must be populated
Fatal
Missing Exit
Reason
If Student School Exit Date is populated then
Student Exit Reason Code must be populated
Fatal
Missing
Completion
Status
If Student Exit Reason Code = E230
(CompleterExit) Then Student School
Completion Status Code must be populated
Fatal
Missing Expected If School of Attendance = Alternative Education
School
Then Expected School must populated
Fatal
>Missing Data Resolution
Correct in source and resubmit
Refer to CALPADS Error List
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 7: Correct Rejected Records
(cont)
>Inconsistent Data Identification (e.g. Anomalies)
Validation Rule
Description
Error Level
Reenrolling
Graduate within
LEA
If Student Exit Reason Code is blank then
Student must not be marked as graduated in a
previous enrollment within the LEA
Fatal
Reenrolling
Graduate within
CALPADS
If Student Exit Reason Code is blank then
Student must not be marked as graduated in a
previous enrollment within CALPADS
Warning
>Inconsistent Data Resolution (e.g. Anomalies)
1) If “Fatal,” correct in source and resubmit
2) If “Warning,” work with other LEA to determine correction
needed
3) Refer to CALPADS Error List for resolution of errors
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 7: Correct Rejected Records
Additional instructions on how to correct rejected
records are provided in …
 CALPADS File Specifications (CFS)
 CALPADS Error List
 CALPADS Valid Code Combinations
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Enroll Student
Step 8: Resubmit Rejected Records
Upload an updated file with the corrected records
and follow the steps as shown below:
–
–
–
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Step 3 View Submission Status
Step 4 View Passed Records
Step 5 Select SSID Candidates / Post Records
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
MODIFY STUDENTS’ DATA
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Students’ Data
Step 1: Prepare Data (Student Information)

Example of an Student Information file with
–
Grade Level changes
– Address Changes

Example File Summary:
–
–
53
Name: Trng 3 SINF20090909 .xls
Records:

2 school

44 records
Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
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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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Students’ Data
Step 2: Upload Files
Select “SSID Enrollment”,
“Manage Submissions”, and
then “File Upload”
The Student Information, Student English Language
Acquisition, and Student Program files can also be
uploaded from the State Reporting tab.
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Students’ Data
Step 2: Upload Files
Select either “Student Information” or
“Student English Learner Acquisition
Status” or “Student Program” as the
file type from the File Type drop
down list
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Modify Students’ Data
REMAINING STEPS

Step 3: View Submission Status - pp. 25-29
Step 4: View Passed Records - pp. 30-34

*Step 5: Resolve Rejected Records/ Post Records – pp. 41-45

Step 6: Correct Rejected Records - pp. 46-50
Step 7: Resubmit Rejected Records – p. 51


*Refer to CALPADS Error List
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014
Questions
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Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014

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