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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
SSID ENROLLMENT - ONLINE Demonstration
Essential 3b
Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
This module includes the following: Search for Student
– By SSID – pp. 7-11– By Demographics – pp. 13-19
Request SSID and Enroll Student– New SSID Enrollment – pp. 23-33– Existing SSID Enrollment – 35-47
Maintain Student Information – pp. 48-65 Maintain Student Programs – pp. 67-78
Contents
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
SEARCH FOR STUDENT
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Overview
Find/validate an SSID Examine current enrollment
status View a student’s profile
SSID ENROLLMENT IS …
SSID matching logic which controls the assignment of unique IDs for students
Obtaining New SSIDs using:
Locating Student Data to:
SSID Enrollment data Student Information data Student Program data
Enrolling Students with:
Maintaining Enrolled Students to:
Add/update/correct Student Information and Program data
Transfer a student’s enrollment to a new school
Exit a student Record dropouts and
graduates
SEARCH FOR STUDENT
… to view existing SSID and data
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Overview
Students can be searched for in CALPADS …..– Using SSID– Using Demographics
METHODS FOR LOCATING STUDENTS
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
SEARCH FOR STUDENT By SSID
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Search by SSID
ACCESS SEARCH FOR STUDENT
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Search by SSID
ENTER STUDENT SEARCH CRITERIA
1Enter SSID
2Click Lookup Student.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Search by SSID
MANAGE SEARCH RESULTS
Option 1 -To view additional details about the student, select the student’s Name link and view the student’s detailed information
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
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Search by SSID
VIEW CANDIDATE STUDENT DETAIL
Click to Reveal Details of Student.
Note that the student is considered a “Candidate” until you determine this is the student you are seeking
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Search by SSID
VIEW CANDIDATE STUDENT DETAIL (cont.)
Review the student’s information to determine if this is the correct student
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
SEARCH FOR STUDENT By Demographics
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Search by Demographics
ACCESS SEARCH SCREEN
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Search by Demographics
ENTER STUDENT SEARCH CRITERIA
1 Select Search By Demographics
2 Enter
search criteria
3Click Lookup
Student
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.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Search by Demographics
SEARCH RESULTS
A search with complete name fields returns only the record that matches the names in the fields
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Search by Demographics
SEARCH RESULTS
A search with incomplete name fields returns all of the records that match the names in the fields
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Search by Demographics
MANAGE SEARCH RESULTS
Option 1 -Select each student’s Name link and view the student details
View information about the returned students or perform another search
Option 2 -If student is not the student you are seeking, submit new search criteria.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Search by Demographics
VIEW CANDIDATE STUDENT DETAIL
Option 1 – Click to Reveal
Details of StudentNote 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.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Search by Demographics
VIEW CANDIDATE STUDENT DETAIL (cont.)
Review the student’s information to determine if this is the correct student
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
REQUEST SSID AND ENROLL
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Introduction
Find/validate an SSID Examine current enrollment
status View a student’s profile
SSID ENROLLMENT IS …
SSID matching logic which controls the assignment of unique IDs for students
Obtaining New SSIDs using:
Locating Student Data to: Enrolling Students with:
SSID Enrollment data Student Information data Student Program data Student English Language
Acquisition data
Maintaining Enrolled Students to: Transfer a student’s
enrollment to a new school Exit a student Record dropouts and
graduates Add/update/correct student
info and program data
REQUEST SSID
Request and enroll an SSID
• Obtain SSID• Enroll Student
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
NEW SSID ENROLLMENT
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
ACCESS REQUEST SSID
New SSID Enrollment
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
MATCHING CRITERIA SEARCH
New SSID Enrollment
A mandatory search of students determines if there are multiple students in CALPADS who have the same basic information for the required fields
Enter required fields
Submit the search criteria.
If non required fields are entered, they will be used in the search also
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
New SSID Enrollment
SEARCH RESULTS
Click Yes to create a new SSID
When no match is found, a new SSID can be created
Note that the criteria can be reset and the search run again if the result is not as expected.
Use the first initial of middle name and wildcard for better candidate results
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
New SSID Enrollment
ENROLLMENT Note that the Search Criteria remains displayed. These data become a part of the Student’s
Information when the enrollment is completed.
The next step is enrolling the student. The new SSID is assigned when the enrollment is completed.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
New SSID Enrollment
ENROLLMENT (cont)
Enrollment fields and their relationships are defined in the CALPADS File Specifications (CFS)
Enter all remaining fields required for an enrollment (*) and all related fields specified
in the CALPADS File Specifications (CFS)
27
The GRADE record will be created during the NEW SSID ENROLLMENT.
No update is needed.
Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
New SSID Enrollment
ENROLLMENT (cont) School Start Date
Definition The first date a student attended a particular school for a the current period reporting enrollment. Should be the first day the student generated average daily attendance for the school. For pre-enrolled students, this is the very first day that the student is expected to attend.
Anomalies Overlapping primary enrollments within an LEA are not allowed.Overlapping primary enrollment between LEAs are detected as Warnings.
Maintenance School Start Date is a “key” field that is required in order to make a change to this enrollment record.
Key for Anomalies and
for Maintaining Data
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
New SSID Enrollment
ENROLLMENT (cont)
Primary enrollment
Student’s name appears on register, roll, or list of the educational service institution (ESI), the student is currently attending (or intends to attend) or is responsible for the students instruction (students attending NPS schools).
Secondary enrollment
Student’s name appears on register, roll, or list & student is currently attending the ESI concurrently with their PRIMARY ESI
Short term enrollment
Student’s name appears on register, roll, or list of the ESI the student is currently attending, and receives or will receive majority of instruction at the institution for less than 30 days. (Allowed only by specific ESI’s).
Receiving specialized services only
Student’s name appears on register, roll, or list solely for receiving specialized instruction, e.g. CAHSEE Intensive Instruction. (For non-ADA students only). Does not require the SINF or SPRG data.
Key for CCE and ERD Anomalies
Enrollment Status is the state of a student’s enrollment (student’s name appears on a register, roll, or list) at a particular educational service institution
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
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 in CALPADS.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
New SSID Enrollment
ENROLLMENT (cont.)
Click Validate Enrollment to run the Input Validation
Rules (IVRs)
Field Validation
Grade Level
Invalid Grade and Elementary-Middle School Type Combination
Invalid Grade and High School Type Combination
Birth Date Invalid Student Age
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)
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
New SSID Enrollment
VALIDATION RESULTS
Click Post Enrollment.
Note the Validation Successful message
Note that this is considered a NEW SSID Enrollment
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
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
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.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
EXISTING SSID ENROLLMENT
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
ACCESS REQUEST SSID
Existing SSID Enrollment
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
MATCHING CRITERIA SEARCH
Existing SSID Enrollment
A mandatory search of students determines if there are multiple students in CALPADS who have the same basic information for the required fields
Enter required fields -- Note that SSID is not required
for SEARCH
Submit the search criteria.
If non required fields are entered, they will be used in the search also
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Existing SSID Enrollment
MATCHING CRITERIA SEARCH
Note that IVRs control the input of data
Field Validation
Name Invalid Characters in Field
When an error message is received, correct the input and click lookup Student again.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Existing SSID Enrollment
CANDIDATE LIST
Note School of
Attendance
SSID matches Search
Because the SSID was entered, the return is both an SSID match and a Demographics match
Possible matches (i.e. Candidates) are displayed
Demo matches with score 100
Click Name link to view Candidate.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Existing SSID Enrollment
VIEW CANDIDATE STUDENT DETAIL
> xxx
These are the categories of information about a student that are available to any authorized CALPADS user – at any time.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Existing SSID Enrollment
VIEW CANDIDATE STUDENT DETAIL (cont.)
The information about the student (i.e. Candidate for enrollment) is presented in detail
Option 1 – Click Review Previous Candidate
or Review Next Candidate
Option 2 – Click Return to
Results to view list of Students
Option 3 – Click Select Candidate.Note the previous enrollment
and transfer exit
Note that previous LEA did not enter
Student Information. This data is the result
of enrollment process
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
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).
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Existing SSID Enrollment
EXISTING SSID ENROLLMENT (cont)
Differences between enrollment for Existing SSID & New SSID
EXISTING SSID ENROLLMENT requires less data than a 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
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Existing SSID Enrollment
EXISTING SSID ENROLLMENT (cont)
Click Validate Enrollment to run the Input Validation
Rules (IVRs)
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)
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Existing SSID Enrollment
EXISTING SSID ENROLLMENT (cont.)
If an error is returned, click Cancel
Enrollment to correct data and re-validate.
Validation errors are identified by IVRs before the data enters
CALPADS. Fatal errors prevent data from being loaded to the ODS
CALPADS allows a student to have multiple Primary Enrollments (i.e. Enrollment Status
10) only when a CCE exists with overlapping enrollment dates between
different LEAs but not within their own LEA
Note the ERD44
Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Existing SSID Enrollment
VALIDATION RESULTS
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
Note that this is recognized as an EXISTING SSID
Enrollment
Click Post Enrollment.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Existing SSID Enrollment
POST ENROLLMENT CONFIRMATION
Click Request Record Extracts if a file is needed to load the
SSID into local SIS
Note “New Enrollment created for Student”
The enrollment is complete. The data has been moved from the Staging Area to the ODS. The LEA now “owns” the student’s data.
*To complete the student data for a new enrollment, enter Student Information and Student Programs by initiating a Search for this
student.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
MAINTAIN STUDENT INFORMATION -
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Information
ACCESS SEARCH FOR STUDENT
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Information
ENTER STUDENT SEARCH CRITERIA
2Enter SSID
1Select Search By SSID
3Click Lookup Student.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Information
Click “Name” link to view data
MANAGE SEARCH RESULTS
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Information
Click “Maintain Student
Information.”
Enrollment and Student Information resulted from the NEW SSID ENROLLMENT
VIEW STUDENT DETAILS
Note that no Ethnicity/Race data is
posted for the New SSID Enrollment
Note that Grade Level was posted for the SSID Enrollment (new and existing SSIDs)
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Information
MAINTAIN STUDENT INFORMATION
Click “Demographics” to maintain information.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Information
Click “Update” to continue the collection of Demographic
information that relates to this Effective Start
Date.
STUDENT INFORMATION HISTORY
Note that the Effective Start Date of this record was posted with the NEW SSID
ENROLLMENT and given the same date as the Enrollment Start Date for this student
Category Menu
The Demographic History is displayed that was created during the number enrollment records are indicate by 1 of 1 records
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
Demographic data is entered for each of these areas.
Data entered on the record should be aligned with the enrollment dates.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
SI DATA• Birth City and State
assist in identifying the student
NAME DATA• Alias names assist in
identifying the studentNote that the
Name and other Student
information that was used in the REQUEST SSID
automatically became a part of
the student’s record
Enter additional data for this record’s effective date.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
• Ethnicity/Race appear on EHNICITY/RACE DATA• most reports
PARENT GUARDIAN DATA• Highest Education Level is key to Socio-
economically Disadvantaged Sub-Group• Parent/Guardian assists in identifying the
student
Note that reports will not have this data for NEW SSID ENROLLMENTS until SI is posted for the student
Click “Validate” to run the IVRs.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
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.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
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 ODSClick Post
Enrollment.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
Data is then entered for each of the other categories of Student Information
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Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 201460
No Address History record was created during the NEW SSID Enrollment; therefore, to enter information click Add New Record.
A new record should be created when there is no existing record or the existing record’s effective date is not correct for the information to be entered
Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Information
STUDENT INFORMATION HISTORY (cont)
Click Validate to start IVRs
Once the validation is successful, Click Post.
Enter Address History data for the Academic Year and Effective Start Date
Primary Residency Code is no longer
reported
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student ELAS
STUDENT English Language Acquisition
62
Click “Add New Record.”
No LANGUAGE HISTORY record was created during the NEW SSID
Enrollment; therefore, a new record must be added
English Language Acquisition Reporting
Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 201463
English Language Acquisition Status now reported once initially and then only when status changes
TBD IFEP
EO
EL RFEP*
* The initial status may be any status except RFEP, but subsequently only the changes shown above are allowed
Maintain Student ELAS
STUDENT ENGLISH Language Acquisition (cont)
Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 201464
Click Validate
Enter LANGUAGE HISTORY data for new
students to CALPADS or changes in their ELAS
only
Once the validation is successful, Click Post
Enter ELAS Start Date
Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
MAINTAIN STUDENT PROGRAMS
65
Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Programs
ACCESS SEARCH FOR STUDENT
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Programs
ENTER STUDENT SEARCH CRITERIA
2Enter SSID
1Select Search By SSID
3Click Lookup Student.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Programs
Click “Name” link to view
Student Details.
MANAGE SEARCH RESULTS
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Programs
Click “Maintain Student
Information.”
Student Program is accessible from Student Details
VIEW STUDENT DETAILS
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Programs
ACCESS STUDENT PROGRAM
Click “STUDENT PROGRAM” link to
add/update information.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Programs
ADD STUDENT PROGRAM
Click Add a new record.
No STUDENT PROGRAM record was created during the NEW SSID Enrollment; therefore, a new record
must be added
71
Program Membership Code Reporting
Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Eligibility (1) Participation (2)
190 - Foster Program181 - Free Meal Program127 - Gifted and Talented Education (GATE)191 - Homeless Program182 - Reduced-Price Meal Program144 - Special Education135 - Title I Part C Migrant
101 - 504 Accommodation Plan180 - CAHSEE Intensive Instruction113 - California Partnership Academy122 - NCLB Title I Part A Basic Targeted174 - NCLB Title I Part A Neglected108 - Opportunity Program162 - Pregnant or Parenting Programs185 - Transitional Kindergarten
Education Program Membership Code is now determined and set automatically*
72
* CALPADS will set the code, regardless of what is submitted, based on the list on the “Education Prog – Membership Cat” tab of the CALPADS Valid Code Combinations document found on the Resources slide near the end of this presentation
Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Programs
ENTER STUDENT PROGRAM DATA
Enter STUDENT PROGRAM information effective for the
student’s enrollment
Note that the effective date for a Program is the Membership Start Date for the Membership Code. The IEP date can be used for special
ed programs
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Programs
Education Program Code
Programs that impact NCLB Subgroups include:- *Title I Part C Migrant- *Gifted and Talented Education- *National School Lunch Program - (yearly
updates required)- *Special Education- Transitional Kindergartner
Other programs include:- Title 1 Part A Basic Targeted
Education Membership Code
Eligibility is expected for….- *Title I Part C Migrant- *Gifted and Talented Education- *Free or Reduced Price Meal Program - (yearly
updates required)- *Special Education
Participation is expected for …- Title 1 Part A Basic Targeted- Transitional Kindergartner
*If eligibility cannot be submitted, participation is acceptable
Membership Start Date
• If Membership Code = Eligible, Start Date can be before School Start Date
• If Membership Code = Participation, Start Date must be on/after School Start Date
ENTER STUDENT PROGRAM DATA
Education Service Code entered yearly for NCLB Title 1 Part A Basic
Targeted programs.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Programs
VALIDATE AND POST DATA
When data are entered, click
Validate
Once the validation is successful, click Post.
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Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Maintain Student Programs
VALIDATE AND POST DATA
NSLP and TK records must have an end date
each academic year
76
Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 2014
Questions
77
Existing SSID Enrollment – cont’d
Essential 3b - SSID Enrollment - Online Demonstration v1.1, September 16, 201480
Enter required student data denoted by
asterisk (*)
Click on Validate button. Once validation
successful, click on Post button
Recommended