CALPADS SSID Processing

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The following section reviews prerequisites and processing steps for creating the CALPADS SSID/Student Profile submission files.

CALPADS SSID Files

The following CALPADS files are required for the SSID/Student Profile submission.

Prerequisites

1. Make sure that you have updated new student records in eSchoolPlus with SSIDS, if necessary to ensure that students with newly assigned SSIDs have the correct value in eSchoolPlus.
2. Make sure that necessary Program updates have been made for students, including CA120 – English Proficiency.

Create CALPADS SSID Files

1. Download the SSID Enrollment, Student Information, Student Programs, and Student ELA ODS files from CALPADS and Upload to eSchoolPlus. See the Upload CALPADS ODS Files section for information on this.
2. Run the eSchoolPlus vs CALPADS File Reconcilliation process for the files uploaded in step 1. See the Create eSchoolPlus vs CALPADS Reconcilliation Files section for more information.
3. Make any changes to eSchoolPlus based on the Reconciliation report.
4. Run the Create CALPADS Extract State File process to create SSID Enrollment, Student Information, Student Programs, and Student ELA records (see the Run the Extract Option for additional information on this page).
   • Make sure that in the Select Downloads for dropdown you have selected Student. Also make sure that Extract is checked. In the Download Prompts section, the SSID Enrollment will be checked automatically and you cannot change it. You can choose to uncheck Student Information, Student Programs, and Student ELA, but you will eventually need to extract all four areas of data.
   • Use today's date for the Census Date.
   • At the Address to Report prompt, choose whether the download should populate the Student Information file with either the student's Physical or Mailing address. Refer to the Selecting the Address to Include in the Student Information File that follows for more details on this extract feature.
5. Review the errors and warnings and update data in eSchoolPlus as necessary.
6. Repeat steps 4 as many time as necessary until you do not get Errors in the Task Log. If you did not have it checked before, you should check the Update Existing Records checkbox. This will ensure that the records created before are updated with your changes.
7. You may view the data that has been extracted into the download tables by going to Regulatory > CALPADS > Summary > CALPADS Student Summary (CALPADS Student Summary Page).
8. When you are satisfied with the data and are not getting errors in the Task Log, you can create the State Files. (See the Create the State Files section). First, create the Student files. The Census Date should be the same date you used in Step 4. Make sure that State Files is checked.
9. Follow your District's instructions on getting the State files from eSchoolPlus to CALPADS. 

When submitting the files to the State for the SSID Enrollment, first send only the SSID file. Once that has been processed at CALPADS with no errors, then you should send the Student Information and Student Programs files. You may create the three files at the same time from eSchoolPlus, but only submit the SSID file first.

Selecting the Address to Include in the Student Information File

When you run the SSID data submission, you have the choice of downloading students' physical or mailing address information into the Student Information file. This is based on your selection at the Address to Report prompt.

• The Physical address information comes from the Student program EDCTC – Student Contact Information which updates automatically based on changes to the Addresses page, Physical Address section on the Addresses panel. This is the information used for Direct Certification.
• The Mailing address information comes from the Student Addresses page, Mailing Address section on the Addresses panel. Your assessment vendor for the California Assessment of Student Performance and Progress (CAASPP) uses the mailing address stored in CALPADS to print on individual student reports,

For a faster way to update address information for a group of students, you can use the Student Address Submission type instead. This method submits the SIAD record type to CALPADS, updating only the address fields for Student Information records. This lets you bypass much of the CALPADS-side field validation in the Student Information file.

Important: Currently CALPADS allows you to store one address type at a time for any individual student. Please change addresses back to Physical Address information after CAASP test vendors pull Mailing Addresses from CALPADS.