SSID ENROLLMENT ONLINE Demonstration

1
SSID ENROLLMENT - ONLINE Demonstration

• CALPADS
• Training 3b

2
Contents

• This module includes the following
• Search for Student
• By SSID
• By Demographics
• Request SSID and Enroll Student
• New SSID Enrollment
• Existing SSID Enrollment
• Maintain Student Information
• Maintain Student Programs
• Maintain Student Enrollment

3
SEARCH FOR STUDENT
4
Overview
SSID ENROLLMENT IS
Locating Student Data to

• Find/validate an SSID
• Examine current enrollment status
• View a students profile

SEARCH FOR STUDENT
Maintaining Enrolled Students to
to view existing SSID and data

• Add/update/correct Student Information and
  Program data
• Transfer a students enrollment to a new school
• Exit a student
• Record dropouts and graduates

5
Overview
METHODS FOR LOCATING STUDENTS

• Students can be searched for in CALPADS ..
• Using SSID
• Using Demographics

6
SEARCH FOR STUDENT By SSID
7
Search by SSID
ACCESS SEARCH FOR STUDENT
Click Search For Student.
8
Search by SSID
ENTER STUDENT SEARCH CRITERIA
2 Enter SSID
3 Click Lookup Student.
1 Select Search By SSID
9
Search by SSID
MANAGE SEARCH RESULTS
Option 2 - If student is not the student you are
seeking, submit new search criteria
View information about the returned students or
perform another search
Option 1 - To view additional details about the
student, select the students Name link and view
the students detailed information
10
Search by SSID
VIEW CANDIDATE STUDENT DETAIL
Note that the student is considered a Candidate
until you determine this is the student you are
seeking
Click to Reveal Details of Student.
11
Search by SSID
VIEW CANDIDATE STUDENT DETAIL (cont.)
Review the students information to determine if
this is the correct student
12
SEARCH FOR STUDENT By Demographics
13
Search by Demographics
ACCESS SEARCH SCREEN
1 Click Search For Student.
14
Search by Demographics
ENTER STUDENT SEARCH CRITERIA
1 Select Search By Demographics
Search using 2 or more search fields. Enter
either complete name fields or enter partial
names with an before, in the middle of, or at
the end of the known information.
2 Enter search criteria
3 Click Lookup Student
15
Search by Demographics
SEARCH RESULTS
A search with complete name fields returns only
the record that matches the names in the fields
16
Search by Demographics
SEARCH RESULTS
A search with incomplete name fields returns all
of the records that match the names in the fields
17
Search by Demographics
MANAGE SEARCH RESULTS
Option 2 - If student is not the student you are
seeking, submit new search criteria.
View information about the returned students or
perform another search
Option 1 - Select each students Name link and
view the student details
18
Search by Demographics
VIEW CANDIDATE STUDENT DETAIL
Note that the student is considered a Candidate
until you determine this is the student you are
seeking
Option 2 Click Return to Results to view
another Student.
Option 1 Click to Reveal Details of Student
19
Search by Demographics
VIEW CANDIDATE STUDENT DETAIL (cont.)
Review the students information to determine if
this is the correct student
20
REQUEST SSID AND ENROLL
21
Introduction
SSID ENROLLMENT IS
Locating Student Data to

• Find/validate an SSID
• Examine current enrollment status
• View a students profile

REQUEST SSID
Maintaining Enrolled Students to

• Transfer a students enrollment to a new school
• Exit a student
• Record dropouts and graduates
• Add/update/correct student info and program data

Request and enroll an SSID

• Obtain SSID
• Enroll Student

22
NEW SSID ENROLLMENT
23
New SSID Enrollment
ACCESS REQUEST SSID
Click Request SSID.
24
New SSID Enrollment
MATCHING CRITERIA SEARCH
Enter required fields
A mandatory search of students determines if
there are multiple students in CALPADS who have
the same basic information for the required fields
If non required fields are entered, they will be
used in the search also
Submit the search criteria.
25
New SSID Enrollment
SEARCH RESULTS
When no match is found, a new SSID can be created
Click Yes to create a new SSID
Note that the criteria can be reset and the
search run again if the result is not as expected.
26
New SSID Enrollment
Note that the Search Criteria remain displayed.
This data becomes a part of the Students
Information when the enrollment is completed.
ENROLLMENT
The next step is enrolling the student. The new
SSID is assigned when the enrollment is completed.
27
New SSID Enrollment
ENROLLMENT (cont)
Enter all remaining fields required for an
enrollment () and all related fields specified
in CFS
Enrollment fields and their relationships are
defined in the CALPADS File Specifications (CFS)
28
New SSID Enrollment
ENROLLMENT (cont)
Key for Anomalies and for Maintaining Data
29
New SSID Enrollment
ENROLLMENT (cont)
Key for CCE and ERD Anomalies
Enrollment Status is the state of a students
enrollment (students name appears on a register,
roll, or list) at a particular educational
service institution
30
New SSID Enrollment
ENROLLMENT (cont)
Birth City is entered only once for a student,
since it does not change. If there is an error,
it is edited through Student Information
functions, not Enrollment functions.
Certain data is entered only for a NEW SSID
ENROLLMENT
Grade Level is entered with enrollment data only
for the students first enrollment in CALPADS.
Subsequent Grade Levels are maintained with
Student Information, not Enrollment information.
31
New SSID Enrollment
ENROLLMENT (cont.)
After enrollment data is entered (in the Staging
Area), it must be validated to determine if it is
ready to be posted to the Operational Data Store
(ODS)
Click Validate Enrollment to run the Input
Validation Rules (IVRs)
Birth Date was a search criteria that is now
being included as a part of the Students
Information
32
New SSID Enrollment
VALIDATION RESULTS
Note that this is considered a NEW SSID Enrollment
Note the Validation Successful message
The validation of the new enrollment is
successful. The data is ready to be posted -
which will move it from the Staging Area to the
ODS
Click Post Enrollment.
33
New SSID Enrollment
POST ENROLLMENT CONFIRMATION
Click Request Record Extracts if a file is needed
to load the SSID into local SIS.
Note the assigned SSID
Note New Enrollment created for Student
When posted, the enrollment is complete. The data
has been moved from the Staging Area to the ODS.
34
EXISTING SSID ENROLLMENT
35
Existing SSID Enrollment
ACCESS REQUEST SSID
Click Request SSID.
36
Existing SSID Enrollment
MATCHING CRITERIA SEARCH
Enter required fields -- Note that SSID is not
required for SEARCH
A mandatory search of students determines if
there are multiple students in CALPADS who have
the same basic information for the required fields
If non required fields are entered, they will be
used in the search also
Submit the search criteria.
37
Existing SSID Enrollment
MATCHING CRITERIA SEARCH
Note that IVRs control the input of data
When an error message is received, correct the
input and click Submit Criteria again.
38
Existing SSID Enrollment
CANDIDATE LIST
Click Name link to view Candidate.
Possible matches (i.e. Candidates) are displayed
Note School of Attendance
Because the SSID was entered, the return is both
an SSID match and a Demographics match
SSID matches Search
Demo matches with score 100
No SSID match. Demo score 99.78
39
Existing SSID Enrollment
VIEW CANDIDATE STUDENT DETAIL
These are the categories of information about a
student that are available to any authorized
CALPADS user at any time.
gt xxx
40
Existing SSID Enrollment
VIEW CANDIDATE STUDENT DETAIL (cont.)
Option 3 Click Enroll Candidate.
Option 1 Click Review Previous Candidate or
Review Next Candidate
Option 2 Click Return to Candidate List to
view list of Students
The information about the student (i.e. Candidate
for enrollment) is presented in detail
Note that previous LEA did not enter Student
Information. This data is the result of
enrollment process
Note the previous enrollment and transfer exit
41
Existing SSID Enrollment
EXISTING SSID ENROLLMENT
To Enroll Candidate (i.e. Existing SSID), enter
all fields required for an enrollment ()
Enrollment fields and their relationships are
defined in the CALPADS File Specifications (CFS).
42
Existing SSID Enrollment
EXISTING SSID ENROLLMENT (cont)
Differences between enrollment for Existing SSID
New SSID
NEW SSID ENROLLMENT
Birth City is entered only once for a student,
since it does not change. If there is an error,
it is edited through Maintain Information, not
Enrollment
Grade Level is entered with enrollment data only
for the students first enrollment in CALPADS.
Subsequent Grade Levels are maintained with
Student Information
43
Existing SSID Enrollment
EXISTING SSID ENROLLMENT (cont)
After the enrollment data is entered (in the
Staging Area), it is validated to determine if it
is ready to be posted to the Operational Data
Store (ODS)
Click Validate Enrollment to run the Input
Validation Rules (IVRs)
44
Existing SSID Enrollment
EXISTING SSID ENROLLMENT (cont.)
Errors, including anomalies are identified by
IVRs before the data enters CALPADS, thereby
reducing the number of problems to manage later.
Fatal errors prevent data from being loaded to
the ODS
CALPADS allows a student to have multiple Primary
Enrollments (i.e. Enrollment Status) only when a
CCE exists with overlapping enrollment dates
between LEAs (i.e. 14 Day CCE)
If an error is returned, click Cancel Enrollment
to correct data and re-validate.
Note the ERD
45
Existing SSID Enrollment
VALIDATION RESULTS
Note that this is recognized as an EXISTING SSID
Enrollment
Note the Validation Successful message
Once the validation of the enrollment is
successful, the data is ready to be posted
--which will move it from the Staging Area to the
ODS
Click Post Enrollment.
46
Existing SSID Enrollment
POST ENROLLMENT CONFIRMATION
Note New Enrollment created for Student
Click Request Record Extracts if a file is needed
to load the SSID into local SIS
The enrollment is complete. The data has been
moved from the Staging Area to the ODS. The LEA
now owns the students data (assuming the
enrollment is not involved in a CCE anomaly)
To complete the student data for a new
enrollment, enter Student Information and Student
Programs by initiating a Search for this student.
47
MAINTAIN STUDENT INFORMATION - NEW SSID
ENROLLMENT
48
Maintain Student Information
ACCESS SEARCH FOR STUDENT
Click Search For Student.
Maintaining Student Information starts with
Search for Student
49
Maintain Student Information
ENTER STUDENT SEARCH CRITERIA
1 Select Search By SSID
2 Enter SSID
3 Click Lookup Student.
50
Maintain Student Information
MANAGE SEARCH RESULTS
Click Name link to view data
51
Maintain Student Information
VIEW STUDENT DETAILS
Note that Grade Level was posted for the New SSID
Enrollment
Click Maintain Student Information.
Note that no Ethnicity/Race data is posted for
the New SSID Enrollment
Enrollment and Student Information resulted from
the NEW SSID ENROLLMENT
52
Maintain Student Information
MAINTAIN STUDENT INFORMATION
Click Demographics to maintain information.
53
Maintain Student Information
STUDENT INFORMATION HISTORY
Category Menu
Click Update to continue the collection of
Demographic information that relates to this
Effective Start Date.
Note that the Effective Start Date of this record
was posted with the NEW SSID ENROLLMENT and given
the same date as the School Start Date for this
student
The Demographic History is displayed that was
created during the enrollment
54
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
Demographic data is entered for each of these
areas.
Data entered on the record should be effective as
of the Effective Start Date of this record.
55
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
Note that the Name and other Student information
that was used in the REQUEST SSID automatically
became a part of the students record

• NAME DATA
• Alias names assist in identifying the student

• SI DATA
• Birth City and State assist in identifying the
  student
• Initial 9th Grade Entry Year important for reports

Enter additional data for this records effective
date.
56
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
Note that reports will not have this data for NEW
SSID ENROLLMENTS until SI is entered for the
student

• ETHNICITY/RACE DATA
• Ethnicity/Race appear on most reports

• PARENT GUARDIAN DATA
• Highest Education Level is key to
  Socio-economically Disadvantaged Sub-Group
• Parent/Guardian assists in identifying the student

Click Validate to run the IVRs.
57
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
Errors identified by IVRs ensure that the
information entered is complete and meets the
expectations of CALPADS
If an error is returned, click Cancel to correct
data and re-validate.
58
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
Note the Validation Successful message
Once the validation of the information is
successful, the data is ready to be posted
--which will move it from the Staging Area to the
ODS
Click Post Enrollment.
59
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
Data is then entered for each of the other
categories of Student Information
The GRADE record was created during the NEW SSID
ENROLLMENT. No update is needed. It is correct
for the Effective Start Date of the record. Note
that the Effective Start Date is the same as the
School Start Date.
60
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
The Grade record was created during the NEW SSID
Enrollment. No update is needed. It is correct
for the Effective Start Date of the record
A new record is created when there is no existing
record or the existing records effective date
is not correct for the information to be entered
No STUDENT STATUS record was created during the
NEW SSID Enrollment therefore, to enter
information click Add New Record.
61
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
Enter STUDENT STATUS data for the Academic Year
and Effective Start Date
Once the validation is successful, Click Post.
Click Validate to start IVRs
62
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
No LANGUAGE HISTORY record was created during the
NEW SSID Enrollment therefore, a new record must
be added
Click Add New Record.
63
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
Enter LANGUAGE HISTORY data that is effective for
the students enrollment
Once the validation is successful, Click Post.
Click Validate
64
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
No ADDRESS record was created during the NEW SSID
ENROLLMENT therefore, a new record must be added
Click Add New Record.
65
Maintain Student Information
STUDENT INFORMATION HISTORY (cont.)
Enter ADDRESS information effective for the
students enrollment
Once the validation is successful, click Post.
Click Validate to run IVRs
66
MAINTAIN STUDENT PROGRAMS
67
Maintain Student Programs
ACCESS SEARCH FOR STUDENT
Click Search For Student.
Entering Student Programs starts with Search for
Student
68
Maintain Student Programs
ENTER STUDENT SEARCH CRITERIA
1 Select Search By SSID
2 Enter SSID
3 Click Lookup Student.
69
Maintain Student Programs
MANAGE SEARCH RESULTS
Click Name link to view Student Details.
70
Maintain Student Programs
VIEW STUDENT DETAILS
Click Maintain Student Information.
Student Program is accessible from Student Details
71
Maintain Student Programs
ACCESS STUDENT PROGRAM
Click STUDENT PROGRAM link to add/update
information.
72
Maintain Student Programs
ADD STUDENT PROGRAM
No STUDENT PROGRAM record was created during the
NEW SSID Enrollment therefore, a new record must
be added
Click Add a new record.
73
Maintain Student Programs
ENTER STUDENT PROGRAM DATA
Enter STUDENT PROGRAM information effective for
the students enrollment
Note that the effective date for a Program is the
Membership Start Date for the Membership Code.
74
Maintain Student Programs
ENTER STUDENT PROGRAM DATA
Education Service Code entered yearly for NCLB
Title 1 Part A Basic Targeted programs.
75
Maintain Student Programs
VALIDATE AND POST DATA
Once the validation is successful, click Post.
When data is entered, click Validate
76
Maintain Student Programs
VALIDATE AND POST DATA
Note that it is not necessary to exit a program
record when a student exits a school. An exit is
needed only when there is a need to terminate the
students eligibility for, or participation in,
the program. The program will not be reported for
the school without an enrollment for the student.
77
Questions
78
Updates
RECORD OF CHANGES