Statewide Student ID Request

1
Statewide Student ID Request EU Training for
Extended Client

• May 2008

2
Agenda

• Overview
• Setup
• Data Entry
• Identifier Request Process
• Periodic Enrollment Update

3
Acronyms Terms

• CSIS California School Information Services
• LEA Local Education Agency
• SIS Student Information System
• EC Extended Client
• SSID Statewide Student ID
• SRRTS (State Reporting and Records Transfer
  System) - Web accessible software that allows
  users to submit data to TestGate or DataGate for
  processing
• EC DataGate/EC TestGate - Servers that process
  SRRTS transactions, SSID, and store student data
  associated with those IDs

4
Statewide Student ID Background

• Complies with California Senate Bill 1453 which
  was enacted in response to the Federal No Child
  Left Behind Act
• Assigns every student in California in a public
  school program or charter school a unique
  Statewide Student ID

5
CSIS Implementation Strategy

• Minimizes impact to Local Education Agencies
  (LEAs)
• Provides a direct entry user interface
• Simplifies the process of retrieving identifiers
  and updating data
• Ensures data security and confidentiality
• DataGate access controlled via unique user
  certificate
• Data encrypted

6
Statewide Student ID (SSID) Maintenance
7
EC and Locator Relationship
Submit data to CSIS
ID Request Process
Enrollment Update Process
8
Digital Certificate Installation

• 128 bit encryption required
• PC
• MS Internet Explorer 6.0 or newer supported
• May require browser upgrade http//www.microsoft.c
  om/windows/ie
• Browser updates may destroy certificate
• Mac
• Netscape 7.1 or newer supported
• May require browser upgradehttp//browser.netscap
  e.com/ns8/
• OS X or higher required
• Yearly renewal necessary
• Needs to be installed prior to accessing TestGate
  or DataGate

9
Digital Certificate Install Process

• Go to the DataGate Setup page at
• http//www.csis.k12.ca.us/setup/
• Follow the instructions in Part 2 (Certificate
  Setup)

10
Digital Certificate Application Form
One certificate for each person confirming or
retrieving identifiers
Certificate is CSIS approved when application is
matched with electronic enrollment.
11
Data Entry
12
SSID Required Fields

• Required student fields
• Screen 1
• First and Last Name
• Gender
• Birth Date
• Primary Language
• Primary Ethnicity
• Enrollment Date
• Grade Level
• School Enrolled
• SSID (Required for Enrollment Update)

• Screen 3
• English Proficiency
• NSLP
• Migrant Ed
• Special Ed
• Screen 4
• Parent Education Level

Required fields can be found on screen 1, 3,
and 4 in Extended Client. Some fields will
default to decline to state, no, unknown if left
blank.
13
SSID Conditionally Required Fields

• Conditionally required student fields
• Screen 1
• Local ID
• If not auto-generated by the system
• Withdrawal Date Reason for Withdrawal
• Required if student withdrew from a school
• Withdrawal date not required for no-shows
• UC CSU Course Requirements Met
• Required for graduates
• Independent Study Student
• Required for graduates
• Secondary Enrollment
• Required at each non-primary school if student is
  concurrently enrolled
• Screen 3
• English Language Learner Proficient or Advanced
  for ELA CST
• Student who has scored proficient or advanced on
  the California English-Language Arts Standards
  Test for three years. Used for
• R-FEP students.

14
SSID Optional Fields

• Optional student fields
• Screen 1
• Middle Name and Name Suffix (Jr., Sr., III, etc.)
• AKA Names (First, Last, Middle, Suffix)
• Birth Place (City, State, Country)
• Screen 2
• Other Ethnicities

Switch to Application
15
Extended Client Login Process

• Open Internet Explorer.
• Go to http//www.csis.k12.ca.us/.
• From the SSID menu, click Extended Client
  DataGate.
• Select the appropriate certificate if prompted
  (depending on browser settings this prompt may
  not appear).

16
Identifier Request Process
17
Extended ClientSSID Request Summary

• Enter a New Student with all required Identifier
  elements.
• Submit Data
• View Status of the submitted file.
• Confirm any students that were not auto-confirmed
  by the system
• Post transaction once you have confirmed all
  students (if necessary)

18
Extended ClientEU Request Summary

• Update student information using the Update
  Student tab
• Submit the Enrollment Update using the Submit
  Data tab
• View the reports on the View Status tab

19
New Student Tab

• After the welcome screen click on the New Student
  tab.
• Enter information into all the blank fields.
• Make sure you go through screens 1-4 to enter in
  all necessary data for required fields.
• Click Save and Continue on each screen if you
  wish to continue and enter additional information
  about the student.
• Click Finish if you have no further information
  to enter about the student.

20
Submit Data

• Used to submit an Identifier Request or
  Enrollment Update to DataGate
• Encrypts records during submission

21
Steps to Submit an Identifier Request

• Click the Submit Data tab.
• Select the submission type of Identifier Locator.
• Select the current School Year.
• Enter your contact information.
• Click the Submit Data for Processing button.
• Open up Validation Error Report to view errors
  if the transactions fails.
• Fix the errors in the Update Student tab and
  submit for Identifier Locator again.

22
Steps to Submit Identifier Request (continued)

• If there are no client validation errors you will
  be redirected to the View Status tab
• On the View Stats tab, click the browsers
  refresh button to view the final status.
• If Locate Successful or Confirm in Process you
  will need to confirm remaining students in the
  Confirm tab.
• If status is Post Successful you have completed
  requesting SSIDs for these students.

23
View Status

• Allows the LEA to view the status of their
  transactions
• Allows the LEA to view reports for their
  transactions

24
View Status Process

• If not redirected after submitting, click on the
  View Status tab in the Extended Client function.
• Click your browsers refresh button to view the
  status changes.
• Select the file that you want to view reports
  for.
• Select the report you want to view.

25
Confirm

• The system auto-confirms new students and single
  exact matches
• Any students who can not be auto-confirmed due to
  having more than one potential SSID match must
  be confirmed manually by the LEA using the
  Confirm Identifier tab
• You must click save each time you confirm an SSID
  
• Records do not have to all be confirmed in the
  same session, the LEA can confirm some and log
  back on to DataGate at a later date
• All requests must be confirmed and the
  transaction must be posted before IDs can be
  retrieved

26
Confirm Process

• Wait for e-mail from CSIS that the IDs are ready
  for confirmation or check View Status tab for a
  status of Confirm in Process.
• Click the Confirm Identifiers tab.
• Select the Transaction ID that you want to
  confirm to confirm SSID for students.
• On the bottom half of the confirm page click on
  student name to confirm SSID.
• Click on save once SSID is confirm. Confirmed the
  rest of unconfirmed students.
• Once all SSID are confirmed the post button will
  be highlighted. Click on Post.
• Once the current status of the transaction
  displays Posted user can check for students
  SSID on the Update Student tab or Student List
  tab.

27
Update Data Tab

• Make corrections if data is entered incorrectly
• Enter new or updated information for a student
• Enter a students withdrawal date and reason
• Look up students SSID

28
Steps to Updatea Student Record

• Click the Update Student tab.
• Click the letter that starts the last name of the
  student you want to update.
• Click the students name.
• Update changed fields.
• Click Save and Continue...
• Repeat steps 2 - 5 for each screen until the
  mailing address screen is reached.
• Update the mailing address information if
  necessary, then click Finish.
• Watch for error messages at the bottom of the
  screen

29
Purpose of Periodic Enrollment Update

• Update demographic and enrollment information for
  students in the locator database.
• Report withdrawals (No Shows, dropouts
  graduates)
• Update student information (grade level, English
  proficiency, NCLB fields)

30
Steps to Submit a Periodic Enrollment Update

• Click the Submit Data tab.
• Select the submission type of Enrollment Update.
• Select the current school year.
• Enter your contact information.
• Click Submit Data for Processing.
• Open the Validation Error Report to view errors
  if the transaction fails.
• Fix the errors in the Update student tab and
  submit the Enrollment Update again.

31
Periodic Enrollment Update (continued)

• If there are no client validation errors you will
  be redirected to the View Status tab.
• On the View Status tab, click the browsers
  refresh button to obtain one of the status
  below
• Enrollment Update Posted The Periodic
  enrollment update is complete. View the EU
  Validation Error-Server report to check for
  errors warnings. Records with errors will not
  be posted if post is initiated.
• EU Server Validated Failed Too many records
  have errors, the transaction failed. View the EU
  Validation Error- Server report. Once errors are
  fixed, the user will need to submit the
  Enrollment Update again.

32
What to do Next

• Apply for Digital Certificate
• Make a plan
• Who will maintain students
• How you will approach ongoing identifier
  maintenance
• Practice in Extended Client-TestGate
• Obtain Statewide Student IDs in DataGate

33
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 EC Listserv
• E-mail support to join listserv

34
Locating Certificate Expiration Date

• Open Internet Explorer
• Click Tools
• Internet Options
• Click Content
• Click Certificates
• Click Personal
• 3rd column displays certificate expiration date
• Make a note to contact CSIS support on renewal
  process 1 month prior to certificate expiration