Who is Responsible for What?

Obtaining SSIDs throughout the year is the responsibility of each school district’s CALPADS coordinator. The designated CALPADS Coordinator is also responsible for all deadlines and file submissions to CALPADS. Including (but not limited to) Initial, Fall 1&2 Submissions, periodic Enrollment Updates, Anomaly Resolutions, and all required Certifications.
 

SchoolWise is 100% CALPADS Compatible/Compliant.
However, SchoolWise support for CALPADS (operations/training) is limited in scope. We are happy to assist with issues during the import/export process, but we cannot be responsible for the navigation of the CALPADS website, Direct Certification downloads, sending and error-correcting file exports, State Deadlines, Certifications, or the accuracy of your data. All of our documentation assumes that your CALPADS coordinator is up to date on all of the self-paced training offered by CALPADS and FLASH updates. If you have any questions regarding our help with the CALPADS process, please contact support at 1-800-727-6817.

Several LEAs have expressed a need for Extended CALPADS support. Sometimes, due to a CALAPDS Coordinator leaving, or other LEA-specific needs for meeting CALPADS deadlines.

In response to this need, James and Chad now offer a service called CALPADS RESCUE and are currently working with over 18 schools, doing all of their CALPADS submissions from A to Z. They can take care of all your file submissions for the year in time to meet CALPADS deadlines. Letting you know in advance when they are ready for review and certification. This includes Initial files, Fall1, Fall2 & EOY. They handle error checking and work with your staff to make sure data is clean and error-free. They can also assist with SIRAS/SEIS data sync/uploads and basic error checking, working with your SPED coordinator to eliminate errors when SPED uploads are required. 

CALPADS RESCUE services are available as an annual contract, or on a per-hour basis (first-come, first-served if time permits)– with no annual contract. If you have any questions or would like a quote for CALPADS RESCUE services, please contact: chad@schoolwise.com

What is an SSID?

SSID stands for: Statewide Student IDentifier.  An SSID is a unique, non-personally identifiable 10-digit number that all K-12 public school students are required to have.  The SSID has also been referred to as the CSIS number in previous years.

Where do I find the SSID in SchoolWise?

The SSID is located on the main profile page of the Student Form.  The page with a tab called Student is displayed when the Student form is first opened. The edit button (button wiht 3 dots) is available to anyone with the SSID Admin privilege.
 

If you happen to get an SSID number in the student’s CUM file and want to put it directly into SchoolWise, you can do that and avoid having to send it up to CALPADS altogether.   It’s possible to edit the SSID number if you have the privilege called (SSID Admin) assigned to your SchoolWise login username.  If you have this ability, you will see the edit box appear to the right of the SSID number field.  You can click this box to input the SSID number manually. When you click the box, you will see an edit box launch that looks like this:

Type the SSID number into the field and click OK.  Remember that SSID numbers are 10 digits long, and entering a bad number will cause problems in CALPADS later, so be careful with manual data entry.

KEEP IN MIND - CALPADS has changed how to get SSIDs

When you send up an SENR file with a blank SSID, CALPADS will AUTOMATICALLY assign an SSID to that student. For this reason, SchoolWise has pulled all blank SSID students from the Fall1 Step one SENR file. To avoid creating MIDs, you should use the SSID Match Tool set up by CALPADS to streamline the process and avoid manual data entry mistakes when obtaining SSIDs.

• CALPADS Training  - Request SSID Process through Online Maintenance

  https://documentation.calpads.org/OnlineMaintenance/StudentDataMaintenance/RequestingSSID

  

Obtaining SSID Numbers using SchoolWise

Assuming that your data has been entered and checked, and your (0H) grade level enrollment has been completed... SchoolWise has created a custom SENR file that makes obtaining and maintaining SSID numbers in SchoolWise a bit easier. By using our report named:  SENR SSID Enrollment - Missing SSID, SchoolWise sends out a list of students to CALPADS who are enrolled in a (0H) class, but don’t have an SSID in SchoolWise yet.  By limiting the scope of this SENR file, it makes getting new SSIDs a much simpler process than sending up the entire Fall 1 Step 1 file.

STEP I (Export the Missing SSID Request File)

Once your data has been checked and all known student SSID numbers have been manually entered, you can find the report that we need in the File Exports – CALPADS folder.

It is called: SENR SSID Enrollment - Missing SSID

When you double-click to run the report, you will see the following window open up:

Click RUN to export the file.

If you get the (No RESULTS) message above, then there are no students in a grade-level class this year that are missing an SSID. Otherwise, once you click OK, you will see the final results window that tells you where your file is and what the name is.  You can close this window, open it to see the student names, or open the folder that it is saved into.

Here is what it looks like when you choose to open the file.  Here you can see the students' names and data that is going out to CALPADS.  Sometimes it is helpful to review the final file this way to make sure all of the students that you expect to be going out are in there.

Your file is now exported and ready to send up to CALPADS Student Data Maintenance (SSID Match Tool)

https://www.calpads.org/Student/SSIDMatchUpload

STEP II (Log in to the CALPADS SSID Match Tool)

Now that we have exported the file from SchoolWise and we know what the name of it is and what folder it’s in, we are ready to log in to the CALPADS website and begin the second part of our adventure.

Part I (Log into the CALPADS website)

Using an internet browser like Edge, Chrome, or Firefox, please connect to the Link below:

https://www.calpads.org/Student/SSIDMatchUpload

You should now see the CALPADS SSID Match Tool screen, and it should look something like the screen below:
(Online Maintenance - Request SSID - SSID Match Tool)

Part II (Uploading the file)

Once you are successfully logged into the CALPADS website, you are now ready to upload the file that you created from SchoolWise. Make sure you are on the SSID Match Tool Page tab.

1. Click on Choose File. Navigate to your folder and choose the file named SENR Missing SSID - and your school name, like the sample below:

2. Click on File Upload

3. Click on Search by Enrollment - then click on the SSID Match Tool page tab. Hit F5 or Refresh for the results. Once you see the Result File button appear (and there are no errors), you are ready to download.

4. Click the Results Files button to download the file to your computer.

The files should look something like this:

Part III (Import the file into SchoolWise for Review)

SchoolWise makes it easy to import and review the results of the Match tool, using the CALPADS SENR SSID Match Tool report. This report is located in the File Exports - CALPADS Tools folder, as seen here:

To import your Results file, click on the report and choose either PREVIEW or UPDATE. PREVIEW will only compare the data and show the report, but UPDATE will automatically import 100% match results for you. Anything that is not a 100% match, it will display the results report for you to decide how to proceed for each student.

Each student will show a result in the report under their name, and some of the Results File info to help you make a decision on what SSID to choose, if any. Keep in mind, if you chose to do UPDATE, all 100% match SSIDs were imported automatically to SchoolWise. If you see a student with an 89% match, for example, and you think this is the correct SSID, please make a note and manually update the SSID for that student in SchoolWise. Once you have made your decisions on all students who are not a 100% match, and only NO MATCH students (or ones that you want to get a new SSID for) are left, then you are ready to proceed. 

NO MATCH – CALAPDS could not find any matches close enough for these students and assumes the student(s) need a new SSID number assigned to him/her.

MISSING FROM FILE – These students are in SchoolWise, but likely not enrolled in a (0H class), but they did not go up in the Missing SSID Export for some reason. Please check the student data.

Part IV (Have CALPADS auto-assign SSIDs to the remaining students)

Once you only have NO MATCH, or students that you know need an SSID left, please re-run the SENR SSID Enrollment - Missing SSID export.

1. Log in to CALPADS and go to https://www.calpads.org/FileSubmission/FileUpload
2. Choose SSID Enrollment-SENR and choose the NEW Missing SSID extract you just created.
   
   IT IS VERY IMPORTANT TO REVIEW THIS FILE BEFORE SENDING
   because every student in the NEW EXTRACT will be auto-assigned an SSID
   
    
3. Once you send this file up and it comes back POSTED, you are ready to move on.

Part V (Request, Retrieve, and Download)

Once the file status says Posted, you are ready to move on.

1. Log in to CALPADS and go to Extracts https://www.calpads.org/Extract
2. Select SSID Extract
   
3. You will see the screen below. Click on each school in your LEA and click on the double arrows to add them to the Selected Schools list on the right, just to be sure. Make sure to choose Date Range by Enroll Date, set the Enrollment Start date to a month before school starts, and the end date a month after school starts, then Click on the Request File button.
   

4. Now wait about 1-5 minutes or hit F5 and refresh to see if the Download is ready.
5. You should now see your file is ready with a status of Complete.
6. Click the Download button and save the file to the c:\schoolwise folder (or a folder of your choosing)

Once the file is downloaded, please open SchoolWise.

STEP IV (Import back into SchoolWise)

Now that we have exported the file from CALPADS, we can import our SSID’s automatically into SchoolWise.

1. Go to the File Menu of SchoolWise (top left hand corner) Import Data – Import SSID’s.

2. Browse to the file that you download from CALPADS and click Import.

3. Click Import Now.  You will see the results displayed in the Text box.  You have now completed the SSID process.