Essential 3 - SSID Enrollment Course Introduction v3.0, August 7, 2012 SSID ENROLLMENT Course Introduction Essential 3

Essential 3 - SSID Enrollment Course Introduction v3.0, August 7, 2012

SSID ENROLLMENTCourse Introduction

Essential 3

Who’s Supposed to Be Here

Individuals assigned toCALPADS maintenance

Supervisor of staffassigned to CALPADS

Essential 3a - SSID Enrollment Capabilities and Key Concepts v3.0, August 07, 20122

Rules

Mute yourself

HOLD

Name & LEAconversation

at a time

1

Silencecell phones


Pleasedo not

multitask


Courtesy


Course Description

This course provides detailed instruction in online and batch data submission and in the management processes for enrollment and for maintenance of SSIDs (Statewide Student Identifiers).

SSID ENROLLMENT

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Essential 3: SSID Enrollment - Course Introduction v2.0

Course Description

PREREQUISITE AND AUDIENCE

Target Audience …..• LEA Program and Data Management Staff Responsible for

Overall District Enrollment• LEA System Administration Staff

Prerequisites …..• Essential 1 – Overview of CALPADS Objectives and

Requirements - Level 1

• Essential 2 – CALPADS Key Features, Key Concepts, and System Administration

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Course Description

COURSE OBJECTIVES

Participants will understand how to …..• Locate existing SSIDs• Assign and maintain SSIDs• Enroll new students• Update existing student’s enrollments• Enter and maintain Student Information• Enter and maintain Student Programs• Review and resolve submission errors

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Course Description

COURSE MODULES

This course is modularized to allow for use in local training that is focused only on specific topics appropriate for a particular audience. The modules include …..

• 3a – SSID ENROLLMENT Capabilities and Key Concepts• 3b – SSID ENROLLMENT - ONLINE• 3c – SSID ENROLLMENT - 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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Introduction

Data Maintenance: Request SSID Enroll the StudentExit the Student Update Student Information

– Demographics, Primary Language, Address etc.

Update Student Program

ONLINE ENROLLMENT AND MAINTENANCE

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Introduction

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 – SPRG

FILE PROCESSING

The fields and their relationships are defined in the CALPADS File Specifications (CFS)

http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp11


Enroll Students

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

STEPS FOR BATCH ENROLLMENT

The steps to enroll students data are …..

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Modify Existing Student’s Data

Step 1: Prepare Data (SSID Enrollment, Student Information, Student Program) – p. 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 SSID Candidates/Post 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

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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Modify Existing Student’s Data

Step 1: Prepare Data (SSID Enrollment, Student Information, Student Program)

Step 2: Upload Files Step 3: View Submission Status Step 4: View and Post Passed Records Step 5: Review Rejected Records Step 6: Correct Rejected Records Step 7: Reload Rejected Records

STEPS FOR BATCH MAINTENANCE

The steps to modify students’ data (students with SSIDs) are the same as the steps to enroll students, except that there is no step to Resolve SSID Candidates

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Enroll Student

Step 3: View Submission Status

File Status States

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

A file may be in one of the following possible states after the upload process or during the batch submission process

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Enroll Student

Disposition Codes

Disposition Description

Ready Ready for selection

Selected A selection of an SSID or New SSID has been made

Posted The selected record and its resolution has been posted

Cancelled The “None of the Above” option was selected

Failed The selected record and its resolution failed validation and were not posted

Step 5: Resolve SSID Candidates/Post Records (cont)

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Support

CALPADS URL– https://www.calpads.ca.gov/

CALPADS Support– CALPADS Service Desk Request Form (preferred contact method)

HTTP://WWW2.CDE.CA.GOV/CALPADSHELP/DEFAULT.ASPX– 916-325-9210

CALPADS Operations Office (Admin. Account Support)– 916-324-6738– [email protected]

CALPADS-LEA Listserv (one-way)– http://www.cde.ca.gov/ds/sp/cl/listservs.asp

Support Information

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Training Evaluation

Please complete our survey

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Questions

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Documents

Essential 3 - SSID Enrollment Course Introduction v3.0, August 7, 2012 SSID ENROLLMENT Course Introduction Essential 3