CALPADS Essential 3c Training Presentation v1.0

SSID ENROLLMENT - BATCH

Demonstration

Essential 3c

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014

2

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


3

BATCH FUNCTIONALITY


Introduction

4

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


5

ENROLL STUDENTS


6

Enroll Students

STEPS FOR BATCH ENROLLMENT

The steps to enroll students data are …..

















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


Enroll Students

REQUEST SSID

7

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


Enroll Students

REQUEST SSID

8

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

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


Enroll Students

REQUEST SSID

9

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.”


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).

10


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.

11


12

MODIFY EXISTING STUDENTS’ DATA


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

13

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.



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) – 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

14



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

Validation Rule Description

Mismatch of

SSID

Demographics for Enrollment

Update

Error Level

If SSID is populated in the file and Reporting

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

Fatal

15



MODIFY STUDENT INFORMATION

Student Information Changes

– Add new information

–

–

Update existing information

Correct existing information


Validation Rule

Mismatch of

SSID

Demographics for Student

Information

Update

Description

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

Error Level

Fatal

16



MODIFY STUDENT INFORMATION

Student English Language Acquisition Changes

– Add new information

–

–

Update existing information

Correct existing information


Validation Rule

Invalid change in English

Language

Acquisition

Status Code

Description Error Level

English Language Acquisition Status (ELAS)

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.

Fatal

17



MODIFY PROGRAMS

Student Program Changes

– Add new programs

–

–

Update existing programs

Correct existing programs


Validation Rule

Mismatch of

SSID

Demographics

Description

Student Gender Code and Student Date of Birth

Year must equal existing ODS Student Gender

Code and Student Date of Birth Year

Error Level

Fatal

18


19

FILE MAINTENANCE


File Maintenance

ARCHIVING FILES

When a file reaches the “Complete” status, it can be archived

20


21

DEMONSTRATION

ENROLL STUDENTS


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

Type

Code tion

Type

Code

Local

Record

ID

Reporting

LEA

School of

Attendance

School of

Attendance

NPS

Academic

Year ID

SSID Local

Student ID

Student

Legal First

Name

Student

Legal

Middle

Name

Student

Legal Last

Name

Student

Legal

Name

Suffix

Student

Alias First

Name

Student

Alias

Middle

Name

Student

Alias Last

Name

Student

Birth Date

Student

Gender

Code

SENR

SENR

SENR

SENR

SENR

SENR

3467439 3431012

3467439 3431012

3467439 3431012

3467439 3431012

3467439 3431012

3467439 3431012

2008-2009

2008-2009

123001

123002

2008-2009 123003

2008-2009 5069562322 123004

2008-2009

2008-2009

123005

123006

Jaimie

Mike

Delgado

MJ

John

Lora

Taylor

Chas

McQuirt

Moran

Tara

Francis

Smith

Cohen

Multi Match

New SSID

Single Match

Enrollment Update

Fatal DOB

Multi Match

 Example File Summary:

–

–

Name: 20110907 Test - SENR.xls

Records:





2 schools

46 enrollment records (2 with SSID, 44 without)

Multi Match20000201 F

New SSID 20050304 M

Fatal NPS 19201115 M

22


Enroll Student

Step 2: Upload Files

23


Enroll Student


(cont)

> Select file to upload

2Enter a “ Job Name ” in the Job Name Textbox

3-

Click “

Browse

” to select the

SSID Enrollment file to upload from the “File Upload” dialogue box

24

1Select “ File

Type” appropriate for file being uploaded

4Select “ Submit ” to upload the file to CALPADS


Enroll Student


(cont)

> View file upload results

25

>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


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

Upload Failed

Description

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)

CDE has placed the file in a delay-process state On Hold

In Process

Ready for Review

File is currently being processed by the system

In Review

Complete

Excluded

File has completed the initial submission processing and is ready for an authorized to review the results

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

Passed records of a submitted file have been successfully processed and posted to the ODS

Submitted records for a site(s) was (were) removed from the submission process and not posted to the ODS

26


Enroll Student


(cont)

> View submission details and record status

27

Note records passed and rejected


Enroll Student


(cont)

Note that Submission Status can be accessed from the

Menu also

>Select “View

Submission Status”

28


Enroll Student


(cont)

> Access file details

29

>Once the File Status indicates

“Ready for Review or In Review”, click on the Job Name to view details


Enroll Student


(cont)

> The file details present record status by school and track processing progress of the schools in the file

30

> Click on

“ Passed” record count to view the details


Enroll Student

Step 4: View and Post Passed Records

> View status of the enrollment requests

View the counts of passed

View the counts of passed records by each Match records that requested adds/ updates to

Status for

Requested SSIDs

– Auto Post off enrollments

(SSIDs included)

Note that schools can be excluded

31

> Click on “Enroll Summary” count to view details


Enroll Student

Step 4: View and Post Passed Records

(cont)

> View Enrollment Submission Summary by Key Elements

32

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.


Enroll Student


(cont)

> View student record details for each Key Element

Verify the records that make up the selected Key Element

Count

>Click on “ Return to

Submission Summary " to view other key element details and post

33


Enroll Student


(cont)

> Post enrollments with SSIDs submitted

34

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.

3Click on “ Return to

Passed Records ”


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

>Click on the

“ Multi ” record count to view and resolve

SSID candidates

35


Enroll Student

Step 5: Resolve SSID Candidates/Post Records

(cont)

Disposition Codes

Disposition Description

Ready Ready for selection

Selected

Posted

Cancelled

Failed

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

36


Enroll Student


(cont)

> Reveal Candidates

> Select the “Reveal” button to expand and select an

SSID assignment option for each student

37

Note record has a

Disposition of “Ready”


Enroll Student


(cont)

> Select option for each Candidate

1-

Select the “

Reveal

” button as needed to collapse / expand the SSID options and resolve the candidates

38

2-Select the appropriate checkbox: a) Assign SSID of a candidate shown b) Assign a New SSID c) None of the options shown

3Click “ Validate Selected ” to save the selected options prior to moving to next group of 10 records


Enroll Student


(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

39

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.


Enroll Student


(cont)

> Download Posted Records

40

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”


Enroll Student

Step 6: Resolve Rejected Records

> Access Rejected Records

Note that the posted school is indicated

41

Note that the status of the posted school is Complete

> Click on “ Rejected ” record count to view the details


Enroll Student


(cont)

> Reveal Rejected Records

42

> Click on the “ Reveal ” button to expand and view the record details


Enroll Student


(cont)

> Examine Rejection Reasons

43

> Select “ Show ” to display the details

Note that rejected records can be downloaded


Enroll Student


(cont)

> Examine Student Records by Error Type

View the students with rejected records

>Click on the “ View

Details ” button to view the input record

44

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014

Enroll Student


(cont)

> View the Input Record

> Click “

Return to List

” to view other errors

45

This is the data in the upload file but not yet posted in CALPADS due to errors

View all records with the same error


Enroll Student

Step 7: Correct Rejected Records

*Types of Enrollment Errors



Invalid Data



Missing Data



Inconsistent Data

*Refer to CALPADS Error List

46


Enroll Student


(cont)

>Invalid Data Examples

Validation Rule

Invalid Grade and Elementary-

Middle School

Type

Combination

Invalid Reporting

School

Invalid

Characters in

Field

Description

If School of Attendance is identified as institution 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

Error Level

Warning

School must be a valid code in CDS

Field must only contain Alphabetic letters, numbers, periods, hyphens and apostrophes

Fatal

Fatal

>Invalid Data Resolution

47

Correct in source and resubmit

Refer to CALPADS Error List


Enroll Student


(cont)

>Missing Data Identification

Validation Rule Description Error Level

Missing NPS

School

Missing Exit

Reason

If School of Attendance = 0000001 Then

School of Attendance NPS must be populated

If Student School Exit Date is populated then

Student Exit Reason Code must be populated

Fatal

Fatal

Missing

Completion

Status

If Student Exit Reason Code = E230

(CompleterExit) Then Student School

Completion Status Code must be populated

Fatal

Missing Expected

School

If School of Attendance = Alternative Education

Then Expected School must populated

Fatal

>Missing Data Resolution

Correct in source and resubmit


48


Enroll Student


(cont)

>Inconsistent Data Identification (e.g. Anomalies)

Validation Rule

Reenrolling

Graduate within

LEA

Reenrolling

Graduate within

CALPADS

Description

If Student Exit Reason Code is blank then

Student must not be marked as graduated in a previous enrollment within the LEA

If Student Exit Reason Code is blank then

Student must not be marked as graduated in a previous enrollment within CALPADS

Error Level

Fatal

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

49


Enroll Student


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

50


Enroll Student

Step 8: Resubmit Rejected Records

Upload 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 Select SSID Candidates / Post Records

51


52

MODIFY STUDENTS’ DATA


Modify Students’ Data

Step 1: Prepare Data (Student Information)

 Example of an Student Information file with

– Grade Level changes

– Address Changes

53

 Example File Summary:

–

–

Name: Trng 3 SINF20090909 .xls

Records:





2 school

44 records



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

54




Select “SSID Enrollment”,

“Manage Submissions”, and then “File Upload”

55

The Student Information, Student English Language

Acquisition, and Student Program files can also be uploaded from the State Reporting tab.




56

Select either “Student Information” or

“Student English Learner Acquisition

Status” or “Student Program” as the file type from the File Type drop down list



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

*


57


Questions

58


CALPADS Essential 3c Training Presentation v1.0

SSID ENROLLMENT - BATCH

Demonstration

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

BATCH FUNCTIONALITY

ENROLL STUDENTS

Prior to beginning batch SSID Enrollment for the current year, the following preparations are made:

Manage Security

MODIFY EXISTING STUDENTS’ DATA

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

Student Enrollment Changes

Matching Logic Performed

Student Information Changes

Matching Logic Performed

Student English Language Acquisition Changes

Matching Logic Performed

Student Program Changes

Matching Logic Performed

FILE MAINTENANCE

DEMONSTRATION

ENROLL STUDENTS

Step 4: View and Post Passed Records

Step 4: View and Post Passed Records

Step 4: View and Post Passed Records

*Types of Enrollment Errors

Invalid Data

Missing Data

Inconsistent Data

*Refer to CALPADS Error List

>Invalid Data Examples

>Missing Data Identification

>Inconsistent Data Identification (e.g. Anomalies)

>Inconsistent Data Resolution (e.g. Anomalies)

Additional instructions on how to correct rejected records are provided in …

CALPADS File Specifications (CFS)

CALPADS Error List

CALPADS Valid Code Combinations

Upload an updated file with the corrected records and follow the steps as shown below:

MODIFY STUDENTS’ DATA

Step 1: Prepare Data (Student Information)

Step 2: Upload Files

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

Step 2: Upload Files

Step 2: Upload Files

*

Related documents

Add this document to collection(s)

Add this document to saved

Suggest us how to improve StudyLib