Enrollment Update & Address
Validation Training
October 25, 2012
Version 1.13
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
Page 2
SRRTS Functions
Enrollment Update
Periodic
Updates
Address
Validatio
n
Records Transfer
Locator
Database
Direct
Certification
Page 3
Local Requirements to
access DataGate
 Required to access DataGate or TestGate
 JRE
 Digital Certificate
 Supported Browser
 Java Runtime and Digital Certificate install/update
 Please submit FCMAT/CSIS Online Support Form for
assistance. http://csis.fcmat.org/Pages/Support.aspx
 MS Internet Explorer 6.0 or later supported
 May require browser upgrade
http://www.microsoft.com/windows/ie
 Browser updates may destroy certificate
Page 4
Digital Certificate Application Form
7-digit County-District Number*
Sign
Fax
* Use full 14-digit CDS number
if your LEA is a charter school
Page 5
Setup Step 3
Translation Tables
Page 6
Translation Tables
 Used to translate local codes to state
codes for outgoing data, reverse
translation for incoming data
 Based on the current school year’s state
codes
 Managed by the LEA via User Preferences
Page 7
Identifier Data Elements
Eligible for Translation
Data Element Name
Table Name
Gender
GENDER
Grade
GRADE_LEVEL
Primary Ethnicity
ETHNICITY
Primary Language
LANGUAGES
English Proficiency
STUDENT_ENGLISH_PROFICIENCY
Birth State or Province
STATES_AND_PROVINCES
Birth Country
COUNTRIES
Parent Education Level
PARENT_EDUCATION_LEVEL
ELL Proficient or Advanced for ELA CST
YESNO
Student Enrollment Status
STUDENT_ENROLLMENT_STATUS
Reason for Withdrawal
EXIT_WITHDRAWAL_REASON
* State codes are listed in Appendix A of the SRRTS User Guide
Page 8
Translation Process
1. From the Main CSIS Web page click on
DataGate under the SSID tab.
2. Select the Reporting Entity, current School
Year, and Data Dictionary Version.
3. Click User Preferences under Preferences.
4. Click on Translation tab.
5. Select the Data Dictionary version.
6. Select the Code Table that contains the code
you want to translate.
Page 9
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.
Page 10
Purpose of Enrollment
Update
 Submit new and updated student
addresses
 Direct Certification matching
 CALPADS preparation
 Address quality improvement via Address
Validation
Page 11
Required Extract Fields
Required fields
Statewide Student ID
First and Last Name
Local ID
Gender
Birth Date
Primary Language
Primary Ethnicity
Enrollment Date
Grade Level
English Proficiency
Parent Education Level
NSLP
Migrant Ed
Special Ed
Point in Time Student Effective Date
Student's Address Type
Street Number
Student’s Address
Street Name - OR- (unparsed)*
Street Type **
City
State
Zip or Postal Code
*LEA has the option to submit individual address fields (street number, name,
type, direction, & apartment #) or the complete unparsed address instead
** If there is no street type then you must use the unparsed format
Page 12
Conditionally Required
Extract Fields (continued)
Conditionally required fields
 Student Enrollment Status
 English Language Learner Proficient or Advanced for ELA CST
 Withdrawal Date & Reason for Withdrawal*
 UC CSU Course Requirements Met
 Independent Study Student
 School of Attendance
 Required if student is attending a Non-Public School (NPS)

Receiver school
 Required if student exits with code 165 (LEA must have acceptable
documentation that student is enrolled in another public CA school)

Student’s Address - Apartment Number

Student’s Address -Direction (North, Southeast, etc.)
 Required if home is part of a multiple unit dwelling
 Required if street address includes a direction
* Although required for inactive students in a Periodic Enrollment Update,
inactive students will not be processed in Direct Certification
Page 13
Optional Extract Fields
Optional fields
 Middle Name and Name Suffix (Jr., II, etc.)
 AKA Names (First, Last, Middle, & Suffix)
 Birth Place (City, State, & Country)
 Other Ethnicities
 Student’s Address Unparsed (2)
 Can be sent in addition to unparsed first
address line
Page 14
Periodic Enrollment Update
Process Flow
START
HERE
Update
Records
Student
Information
System
Import &
Validate
Extract
Enrollment
Update
Extract (s)
SRRTS
Send
Locator
Database
Post
DataGate
Address &
EU Server
Validation
Review
Reports
Page 15
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)
Page 16
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
Page 17
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 addon, but the address can still be valid without using them
Page 18
Address Parts
Example
121
North
Postal Standard
121
N
Name
Suffix
Secondary Unit
Designator
City
State
Hamilton
Drive
#304
HAMILTON
DR
APT 304
Zip Code
90210
Number
Directional
Beverly Hills BEVERLY HILLS
CA
CA
90210-2259
Page 19
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
Page 20
Incoming Addresses –
View Status
Page 21
Incoming Addresses Report Type Selection
Page 22
REPORT DETAILS
Page 23
Address Server Validation
Report
B
C
D
A
Page 24
Address Correction Report
B
A
C
D
Page 25
CSV File Layout
Field #
Field Name
Example
1
InstitutionID
58014531234567
2
SSID
2816180970
3
LocalID
123456
4
StudentFirstName
Martha
5
StudentNameMiddle
Dandridge
6
StudentLastName
Washington
7
EnrollmentDate
20090826
8
OriginalAddress1
58 South Artis Ln. #56
9
OriginalAddress2
10
OriginalCity
Davis
11
OriginalState
CA
12
OriginalZip
95616
13
ErrorNumber
01
14
ErrorDescription
Replace ZIP code.
Page 26
CSV File Layout (continued)
Field #
Field Name
Example
15
CorrectedAddress1
58 S ARTIS LN
16
CorrectedAddress2
17
CorrectedStreetNumber
58
18
CorrectedStreetName
ARTIS
19
CorrectedStreetType
LN
20
CorrectedApartmentNumber
56
21
CorrectedStreetPreDirectional
S
22
CorrectedStreetPostDirectional
23
CorrectedCity
DAVIS
24
CorrectedState
CA
25
CorrectedZip
95618
26
ZipAddOn
4803
27
DPC
58
28
CorrectCode
6
Page 27
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)
Page 28
Resources

Zip Code Lookup (http://zip4.usps.com/zip4/welcome.jsp)


Address Management System Office Locator
(https://ribbs.usps.gov/locators/find-ams.cfm)


Validate an individual address
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
Address Part
HTML Location
PDF Location
Street name
Section 232
Page 11 and Appendix C
Street directional (e.g. NW = Northwest)
Section 233
Pages 12-15
Unit designator (e.g. APT = apartment)
Section 213
Pages 6-7 and Appendix C2
City name
Section 223
Page 9
Page 29
Periodic Enrollment Update
Steps
1.
2.
Populate SIS with required elements.
Create the Enrollment Update (ENRA) & Demo extract
files.
3.
Import extract files into DataGate.
4.
Review import reports, correct errors, and reimport (if
necessary).
5.
Validate file.
6.
Review validation reports, correct errors, and re-import (if
necessary).
7.
Review data submission summary report.
8.
Send file.
9.
Review server validation & summary reports.
10. Confirm and Post transaction.
Page 30
Initiate EU/AM Transaction
1.
2.
3.
4.
5.
6.
7.
8.
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.
Page 31
View Import Reports
1.
2.
3.
4.
5.
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.
Page 32
Validate Transaction
1.
2.
3.
4.
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).
Page 33
View Validation Reports
1.
2.
3.
4.
5.
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.
Page 34
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
Page 35
View Data Submission
Summary Report
1.
2.
3.
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 popups from the CSIS Web site.
Page 36
Send Process
1.
2.
3.
Click on the Send tab.
Select the transaction that has been successfully
validated.
Click the Send Selected File(s) button
Page 37
View Status Process
1.
2.
Click on the View Status tab.
Select the EU transaction you wish to view in the upper
half of the screen.
3. Click the View Transaction Reports… button.
4. 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.
Page 38
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
Page 39
Enrollment Update
Server 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
Page 40
Enrollment Update
Server 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
Page 41
Confirm Process
1.
2.
3.
4.
5.
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.
Page 42
Confirm Process
(continued)
6.
If the summary report is not accurate make necessary
corrections in your SIS and re-import a new extract.
a. If the data is correct in your file and the locator database was
b.
7.
8.
9.
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.
Page 43
Enrollment Update & Address
Validation Documentation
http://csis.fcmat.org/Pages/AV.aspx
 Data Dictionary 13.0
 File Transmission Formats 13.0
 Data Submission Requirements (DSR)
 Training Presentation
 Training Registration
 FCMAT/CSIS Online Support Form
 DataGate Access
Page 44
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:
 November 24, 2009 (must post by Nov. 23)
 December 22, 2009 (must post by Dec. 21)
Page 45
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
Page 46
Where to Get More
Information

Contact CSIS Support at:




Phone: (916) 325-9210
E-mail: support@fcmat.org
Web: http://csis.fcmat.org/Pages/Support.aspx
CSIS Website
http://csis.fcmat.org/Pages/default.aspx

Join the CSIS Listserv
1. Go to http://csis.fcmat.org/Pages/Listserv.aspx
2. Click the Subscribe link for CSIS-LS
Page 47
Appendix A: Locating
Certificate Expiration Date
1.
2.
3.
4.
5.
6.
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
Page 48
Appendix B:
CDS Number Lookup Using the
CA School Directory
1.
2.
Go to: http://www.cde.ca.gov/re/sd/
To lookup schools within a district:
i.
ii.
iii.
Select the Public Schools option
Select the county on the left
Select the district on the right
To lookup an NPS school:
i.
ii.
3.
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.
Page 49
CDS Lookup Using the CA
School Directory
i
iii
ii
3
Page 50
NPS CDS Lookup Using the
CA
School
Directory
i
ii
3
Page 51
CA School Directory
Search Results
Page 52