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SSID ENROLLMENT - BATCH Demonstration

SSID ENROLLMENT - BATCH Demonstration. Essential 3c. Contents. This module includes the following: Batch Functionality – p. 4 Enroll Student – pp. 6-11 Modify Existing Students’ Data – pp. 13-17 File Maintenance – p. 19 Demonstrations – pp. 21-56. BATCH FUNCTIONALITY. Introduction.

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SSID ENROLLMENT - BATCH Demonstration

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  1. SSID ENROLLMENT - BATCH Demonstration Essential 3c Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  2. Contents This module includes the following: • Batch Functionality – p. 4 • Enroll Student – pp. 6-11 • Modify Existing Students’ Data – pp. 13-17 • File Maintenance – p. 19 • Demonstrations – pp. 21-56 Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  3. BATCH FUNCTIONALITY Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  4. 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 The fields and their relationships are defined in the CALPADS File Specifications (CFS) http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  5. ENROLL STUDENTS Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  6. Enroll Students STEPS FOR BATCH ENROLLMENT • 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 The steps to enroll students data are ….. Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  7. 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 Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  8. Enroll Students REQUEST SSID 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 New 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 v4.0, July 31, 2013

  9. Enroll Students REQUEST SSID 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.” Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  10. 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). Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  11. 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. Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  12. MODIFY EXISTING STUDENTS’ DATA Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  13. 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 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 and any subsequent SENRs are submitted with the SSID to identify the student to modify. Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  14. Modify Existing Student’s Data STEPS FOR BATCH MAINTENANCE • 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 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 Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  15. 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 Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  16. Modify Existing Student’s Data MODIFY STUDENT INFORMATION Student Information Changes • Add new information • Update existing information • Correct existing information Matching Logic Performed Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  17. Modify Existing Student’s Data MODIFY PROGRAMS Student Program Changes • Add new programs • Update existing programs • Correct existing programs Matching Logic Performed Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  18. FILE MAINTENANCE Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  19. File Maintenance ARCHIVING FILES When a file reaches the “Complete” status, it can be archived Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  20. DEMONSTRATION ENROLL STUDENTS Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  21. 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 • Example File Summary: • Name: 20110907 Test - SENR.xls • Records: • 2 schools • 46 enrollment records (2 with SSID, 44 without) Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  22. Enroll Student Step 2: Upload Files Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  23. Enroll Student Step 2: Upload Files (cont) 3-Click “Browse” to select the SSID Enrollment file to upload from the “File Upload” dialogue box > Select file to upload 2-Enter a “Job Name” in the Job Name Textbox 1-Select “File Type” appropriate for file being uploaded 4-Select “Submit” to upload the file to CALPADS Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  24. 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 Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  25. 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 Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  26. Enroll Student Step 3: View Submission Status (cont) > View submission details and record status Note records passed and rejected Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  27. Enroll Student Step 3: View Submission Status (cont) Note that Submission Status can be accessed from the Menu also Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  28. Enroll Student Step 3: View Submission Status (cont) > Access file details >Once the File Status indicates “Ready for Review”, click on the Job Nameto view details Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  29. 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 Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  30. Enroll Student Step 4: View and Post Passed Records > View status of the enrollment requests View the counts of passed records that requested adds/ updates to enrollments (SSIDs included) View the counts of passed records by each Match Status for Requested SSIDs – Auto Post off Note that schools can be excluded > Click on “Enroll Summary” count to view details Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  31. 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. Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  32. 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 >Click on “Return to Submission Summary" to view other key element details and post Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  33. 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 shown. 3-Click on “Return to Passed Records” Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  34. 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 Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  35. Enroll Student Step 5: Resolve SSID Candidates/Post Records (cont) Disposition Codes Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  36. 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” Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  37. Enroll Student Step 5: Resolve SSID Candidates/Post Records (cont) > Select option for each Candidate 3-Click “Save Selected” to save the selected options prior to moving to next group of 10 records • 2-Select the appropriate checkbox: • Assign SSID of a candidate shown • Assign a New SSID • None of the options shown 1-Select the “Reveal” button as needed to collapse / expand the SSID options and resolve the candidates Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  38. Enroll Student Step 5: Resolve SSID Candidates/Post Records(cont) > Post the Candidate options selected > Select “Post Selected” on each page to post the records with a disposition of “Save Selected” to the ODS prior to moving to the next page Note that Candidates can be downloaded for offline resolution. The resolved Candidates can be uploaded and the process resumes here. Note that all the records with selections made now have a disposition of “Selected” Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  39. 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” Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  40. Enroll Student Step 6: Resolve Rejected Records > Access Rejected Records Note that the posted school is indicated > Click on “Rejected” record count to view the details Note that the status of the posted school is Complete Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  41. Enroll Student Step 6: Resolve Rejected Records (cont) > Reveal Rejected Records > Click on the “Reveal” button to expand and view the record details Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  42. Enroll Student Step 6: Resolve Rejected Records (cont) > Examine Rejection Reasons > Select “Show” to display the details Note that rejected records can be downloaded Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  43. 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 Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  44. 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 Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  45. Enroll Student Step 7: Correct Rejected Records *Types of Enrollment Errors • Invalid Data • Missing Data • Inconsistent Data*Refer to CALPADS Error List Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  46. Enroll Student Step 7: Correct Rejected Records (cont) >Invalid Data Examples >Invalid Data Resolution Correct in source and resubmit Refer to CALPADS Error List Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  47. Enroll Student Step 7: Correct Rejected Records (cont) >Missing Data Identification >Missing Data Resolution Correct in source and resubmit Refer to CALPADS Error List Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  48. Enroll Student Step 7: Correct Rejected Records (cont) >Inconsistent Data Identification (e.g. Anomalies) >Inconsistent Data Resolution (e.g. Anomalies) • If “Fatal,” correct in source and resubmit • If “Warning,” work with other LEA to determine correction needed • Refer to CALPADS Error List for resolution of errors Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  49. 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 http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

  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 Essential 3c - SSID Enrollment - Batch Demonstration v4.0, July 31, 2013

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