Direct Certification

1
Direct Certification

• February 19, 2009

2
Agenda

• Direct Certification (DC)
• Purpose
• Details
• Certificate
• Extract Fields
• Process
• Tracking Record Counts
• Report Content
• What to do next

3
Purpose of Direct Certification (DC)

• Comply with federal and state law
• Match CalWorks food stamps recipients to CSIS
  student demographic data to directly certify
  eligible students to receive free meals
• Allow LEAs to receive a list of students who are
  directly certified by the state as eligible for
  the National School Lunch Program (NSLP)

4
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 at least twice a year.
• Active students updated before the cutoff date
  (March 27, 2009) will be sent to the CDHS for
  certification.
• 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.

5
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.

6
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
7
Direct CertificationExtract Fields (continued)

• Conditionally required fields
• Student Enrollment Status
• English Language Learner Proficient or Advanced
  for ELA CST
• Withdrawal Date Reason for Withdrawal
• UC CSU Course Requirements Met
• Independent Study Student
• School of Attendance
• Required if student is attending a Non-Public
  School (NPS)
• Receiver school
• Required if student exits with code 165 (LEA must
  have acceptable documentation that student is
  enrolled in another public CA school)
• 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

Although required for inactive students in a
Periodic Enrollment Update, inactive students
will not be processed in Direct Certification
8
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

9
Direct Certification Process
10
Direct CertificationProcess Flow
START HERE
Update Records
Import Validate
ReviewReports
StudentInformationSystem
EnrollmentUpdateExtract Files
DataGate
Extract
Send
Post
Download
Direct CertificationResults
LocatorDatabase
CDHS
11
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

12
Tracking Record Counts

• 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

13
Report Content

• Import Report Lists errors with the extract
  file format
• Validation Report Lists invalid codes and
  blanks in required fields
• DSSR - Summarizes enrollment counts in
  transaction by gender, ethnic group, and grade
  level
• Open Enrollments Records without exit dates
• Exits Records with an exit date and exit reason
  
• Total Records - Number of student records sent
• EU Validation Error Listing Lists conflicts
  between data in the extract and existing records
  in the locator database
• Enrollment Update Summary
• Records Sent - Number of student records sent
• Records Dropped - Records dropped due to errors,
• Open Enrollments Records without exit dates
• Exits Records with an exit date and exit
  reason, exited records will not be included for
  certification

14
Confirm/Post Process

• Wait for e-mail from DataGate that EU transaction
  is ready for confirmation or check View Status
  tab for a status of EU Server Validated
  Successfully.
• Click on the Confirm tab
• Select an EU transaction to confirm
• Click Confirm.
• Review the Summary Report and verify the accuracy
  of the data being submitted

15
Confirm/Post Process (continued)

• If the summary report is not accurate make
  necessary corrections in your SIS and resubmit a
  new extract.
• Once you are satisfied with the data being
  submitted for updates, click Post.
• After the transaction has been posted, you will
  receive an email notification of the post
  results.
• The status of the transaction can be viewed on
  the View Status tab. If the post was not
  successful contact CSIS support.

16
Download

• Wait for CSIS notification that the Direct
  Certification results are ready for download.
• On the Main Page select the current School Year
  and Data Dictionary Version.
• Click the Direct Certification button in the
  Records Transfer section (right side).
• Click the Generate Download button.
• In the window that appears, choose a location to
  save the file and click Open.

17
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

18
Address Standards

• US Postal Service address standards
• PDF - http//pe.usps.gov/cpim/ftp/pubs/Pub28/pub28
  .pdf
• HTML - http//pe.usps.gov/text/pub28/welcome.htm

19
What to do next

• Send in Direct Certification Certificate
  application
• Perform client setup tasks (if you have not
  already)
• Contact SIS Vendor for extract documentation
  support
• Decide who will submit enrollment updates
• Decide who will retrieve direct certification
  results
• Submit enrollment updates in DataGate before the
  cutoff (March 27, 2009)
• Login with LEA DirectCert role and retrieve
  Direct Certification results

20
Where to Get More Information

• Contact CSIS Support at
• Phone [phone]
• E-mail support_at_csis.k12.ca.us
• 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