Address ValidationDirect Certification Regional Training

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Address Validation/Direct CertificationRegional
Training

• Summer 2009

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Address ValidationAgenda

• Introductions
• Purpose of Address Validation (AV)
• IST CorrectAddress
• Address Standardization
• Two Phases
• Existing Addresses
• Incoming Addresses
• Reports Details
• Server Validation
• Address Correction
• Strategies
• Reminders
• US Postal Service Address Standards
• Documents

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Introductions

• Whos Here?
• Food Service Directors
• CSIS Coordinators
• What type of student information system (SIS)?
• Who is here from districts or charter schools
  with an automated SIS?
• Who is here from districts or charter schools
  that use the CSIS Extended Client application?

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Purpose of Address Validation (AV)

• Improve address quality
• Direct Certification matching
• CALPADS Preparation
• Postal mailings (e.g. report cards)

Reminder Direct Certification compares 4
elements (name, gender, birth date, address)
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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

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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 add-on, but the address can
still be valid without using them
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Address Parts (1st Line)
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Address Parts (2nd Line)
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Phases
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Existing Addresses

• CSIS will validate the existing addresses in the
  locator database (one time process)
• Two reports will be available on the CSIS secure
  upload site
• Address Server Validation Report (Addresses
  dropped)
• PDF format only
• Address Correction Report (Addresses
  automatically corrected)
• PDF or CSV format

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Download Steps forOne-Time Validation

• Use a machine that has a valid digital
  certificate
• Go to https//upload.csis.k12.ca.us/upload/
• Click View Uploaded Files For Your Organization
• For each file (Address Server Validation and
  Address Correction)
• Right click the link
• Choose Save Target As
• Save the file to your computer

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Report Download forOne-Time Validation
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Report Download for One-TimeValidation
(continued)
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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

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Incoming Addresses View Status
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Incoming Addresses - Report Type Selection
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• REPORT DETAILS

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Address Server Validation Report
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Address Correction Report
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CSV File Layout
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CSV File Layout (continued)
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Strategies

• Focus on the Existing Address error reports first
  (secure site)
• 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)
• Attend QA to get questions answered

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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

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Resources

• Zip Code Lookup - http//zip4.usps.com/zip4/welcom
  e.jsp
• Validate an individual address
• Address Management System Office Locator -
  http//www.usps.com/ncsc/lookups/ams_office_locato
  r.html
• Locate contact information for reporting
  discrepancies in the USPS database

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US Postal ServiceAddress Standards

• PDF - http//pe.usps.gov/cpim/ftp/pubs/Pub28/pub28
  .pdf
• HTML - http//pe.usps.gov/text/pub28/welcome.htm

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Address Validation Documents

• http//www.csis.k12.ca.us/library/statewide-identi
  fier/si-documents.asp
• Supplemental Users Guide
• SSID Maintenance Quick Reference
• Error Charts

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Direct Certification Regional Trainings

• Summer 2009

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Direct CertificationAgenda

• Introductions
• Direct Certification Purpose
• Direct Certification through CSIS
• Security and Confidentiality
• Data Requirements
• Periodic Enrollment Update
• Error Reports
• Retrieving the Results
• What to do next

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Purpose of Direct Certification

• Comply with federal and state law
• Qualify students for free meals based on CALWORKS
  or food stamps participation
• Allow LEAs to receive a list of students who are
  eligible for free meals
• School Breakfast Program (SBP)
• National School Lunch Program (NSLP)
• Reduce paperwork burden on schools and parents

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Legal Requirements

• Federal law requires all public school
  districts, charter schools, and county offices of
  education that participate in the school lunch or
  school breakfast programs supported by the United
  States Department of Agriculture (USDA) to
  implement a system of Direct Certification for
  Food Stamps by the start of the 2008-09 school
  year.

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Considerations for Direct Certifications

• Certification is good for one school year
• Certification is for FREE meals only
• Matching rate will vary
• Will not get 100 match on eligible students
• Will need to provide paper applications to those
  not matched
• Will need to notify parents of eligibility
• http//www.cde.ca.gov/ls/nu/sn/documents/eligltrdi
  rectcert.doc

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Direct Certification Details

• LEAs will submit Periodic Enrollment Update
  extracts to update student records with address
  data.
• Matching is based on name, address, birth date,
  gender.
• CSIS will send student data to CDHS for
  certification multiple times during the year.

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Direct Certification Details

• Active students updated before the cutoff date
  will be sent to the CDHS for certification.
• June 29, 2009
• July 27, 2009
• August 24, 2009
• September 28, 2009
• Processing will begin after the cutoff date and
  will take 2-3 weeks.
• After processing, LEAs will be notified that the
  Direct Certification lists are ready for download.

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Direct Certification Certificate

• Users that need to submit EU transactions for
  Direct Certification will need to have a standard
  digital certificate.
• Users that need to view Direct Certification
  results must complete a DC certificate
  application.
• Users that have an existing certificate will
  have the LEA DirectCert role added when their
  application is processed.

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Direct CertificationExtract Fields

• Street Number
• Street Name
• Street Type

• Students Address (unparsed)

- OR-
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
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Direct CertificationExtract Fields (continued)

• Conditionally required fields
• Students Address - Apartment Number
• Required if home is part of a multiple unit
  dwelling
• Students Address -Direction (North, Southeast,
  etc.)
• Required if street address includes a direction

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Direct CertificationExtract Fields (continued)

• Optional fields
• Middle Name and Name Suffix (Jr., II, etc.)
• AKA Names (First, Last, Middle, Suffix)
• Birth Place (City, State, Country)
• Other Ethnicities
• Students Address Unparsed (2)
• Can be sent in addition to unparsed first address
  line

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Direct Certification Options for Extended Client
LEAs

• Option 1 Now through June 29th
• Use Extended Client to submit data and retrieve
  results
• Option 2 June 30th through July 31st
• Use Extended Client to submit data
• Retrieve results via DataGate
• Option 3 Now through October 2009
• Use DataGate to submit data and retrieve results,
  OR
• Use spreadsheet template to submit data and
  retrieve results via DataGate

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Option 1 Direct CertificationExtended Client
Process Flow
Check or apply for Digital Certificate
Update Records
Process Periodic Enrollment Update
Extended Client
Extended Client
CSIS Website
Download
Direct CertificationResults
LocatorDatabase
Extended Client
ReviewReports
Post
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Option 2 Direct CertificationExtended Client
Process Flow
Check or apply for Digital Certificate
Update Records
Process Periodic Enrollment Update
Extended Client
Extended Client
CSIS Website
Download from DataGate
Direct CertificationResults
LocatorDatabase
CDHS
Post
Extended Client
ReviewReports
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Option 3 Direct CertificationExtended Client
Process Flow
Extract Files (ENRA DEMO)
Check or apply for Digital Certificate
Import Validate
Update Records
SIS or Excel Template
SIS or Excel Template
CSIS Website
Send
Download
Direct CertificationResults
LocatorDatabase
CDHS
DataGate
ReviewReports
Post
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• Extended Client
• Excel Spreadsheet Demo

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How to Avoid Problems with Excel Spreadsheet

• Follow the directions on the Instructions sheet
• Make sure macros are enabled for Excel
• If unsure how to populate a field, refer to the
  SSID Supplemental Guide
• Fill out all highlighted fields
• Review for accuracy and typos

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• Direct Certification
• Via DataGate
• CSIS Process Detail and Demo

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Direct CertificationDataGate Process Flow
Extract Files (ENRA DEMO)
Check or apply for Digital Certificate
Import Validate
Update Records
SIS
SIS
CSIS Website
Send
Download
Direct CertificationResults
LocatorDatabase
CDHS
DataGate
ReviewReports
Post
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Digital CertificateEC and DataGate Users

• To apply for an EC Digital Certificate
• http//www.csis.k12.ca.us/library/EC/ec-docs.asp
• To apply for a DataGate Digital Certificate
• http//www.csis.k12.ca.us/support/CSIS-Digital-Cer
  tificate-Form.pdf
• To apply for a Direct Certification Digital
  Certificate, go to
• http//www.csis.k12.ca.us/support/CSIS-Digital-Cer
  tificate-Form-Direct-Cert-20070605.pdf

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Direct Certification Steps

• Update SIS with required elements
• Submit Periodic Enrollment Update transaction(s)
• Import extract files review import report.
• Correct errors and re-import (if necessary).
• Validate files and review validation report.
• Correct errors and re-import (if necessary).
• Review data submission summary report.
• Send file.
• Review server validation report summary
  report.
• Confirm and POST transaction.
• Wait for CSIS notification on download readiness
• Download Direct Certification results for local
  use

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• DataGate Demo

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Report ContentDataGate Users

• Import Error Report Import panel
• Validate Error Report Validate panel
• Data Submission Summary Report (DSSR) Validate
  panel
• EU Validation Error Listing Report View Status
  panel
• Enrollment Update Summary Confirm panel

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• Retrieving
• Direct Certification
• Results

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Retrieving ResultsExtended Client DataGate
Users

• Wait for CSIS notification that the Direct
  Certification results are ready for download
• Retrieve Results
• Extended Client and SRRTS Users - Click on Direct
  Certification Download
• Click the Generate Download button
• Use Refresh to see filename
• Click on filename and save file on local system

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Download File Format
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Direct Certification Planning Timelines

• Now
• Check Digital Certificates apply or renew
• Review Postal Standards
• Get SSIDs for New Students
• Review and Update Student and Address Data
• SRRTS Users contact SIS vendor for updates
• ASAP (no later than June 29th)
• Submit Periodic Enrollment Update(s) with
  address data
• Review Results and Error Reports
• Post the data
• Once Notified (mid-July)
• Retrieve Results

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What to do Next

• Decide who will submit enrollment updates
• Decide who will retrieve direct certification
  results
• Send in Direct Certification Certificate
  application(s)
• Perform client setup tasks (if you have not
  already)
• SRRTS Users
• Contact SIS Vendor for extract documentation
  support
• Submit enrollment updates in DataGate before the
  cutoff (June 29, 2009)
• Login with LEA DirectCert role and retrieve
  Direct Certification results

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Direct Certification Documents

• http//www.csis.k12.ca.us/library/statewide-identi
  fier/si-documents.asp
• Direct Certification Certificate Application
• Supplemental Users Guide
• SSID Maintenance Quick Reference
• Error Charts
• http//www.csis.k12.ca.us/library/reporting-requir
  ements/
• Data Submission Requirements (DSR)
• Periodic Enrollment Update
• http//www.cde.ca.gov/ls/nu/sn/iadirectcert.asp
• Direct Certification through county social
  services
• Household eligibility notification

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Direct Certification Resources

• USDA Eligibility Manual
• http//www.fns.usda.gov/cnd/Governance/notices/ieg
  s/EligibilityManual.pdf
• California Department of Education
• http//www.cde.ca.gov/ls/nu/sn/mgmb.asp

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Where to Get More Information

• Contact CSIS Support at
• Phone [phone]
• Support Email Template http//www.csis.k12.ca.us/
  support/ContactSupport/
• CSIS Website
• http//www.csis.k12.ca.us
• Join the SSID Listserv
• Go to http//www.csis.k12.ca.us/listserv/
• SSID Users click the Subscribe link for
  SSID-LSFull CSIS Users click the Subscribe link
  for CSIS-LS