Version 1.11 Enrollment Update & Address Validation Training November 09, 2009.

Version 1.11

Enrollment Update & Address Validation Training

November 09, 2009

Agenda

SRRTS Functions Setup Enrollment Update

Purpose Fields Process Flow

Address Validation (AV) Purpose IST CorrectAddress® Address Standardization Existing Addresses Incoming Addresses Reports Strategies Resources

Demonstration Documentation Reminders What to Do Next

Records Transfer

DirectCertification

SRRTS Functions

LocatorDatabase

Enrollment Update

PeriodicUpdates

AddressValidatio

n

Setup Step 1

DataGate Client Software

Java Runtime Install Process

1. Go to the CSIS DataGate Setup page (http://www.csis.k12.ca.us/setup/) and read PART 1

2. Download and follow the First time installation instructions

- or –

If you already have Java, installed follow the Upgrade Instructions instead

http://www.csis.k12.ca.us/setup/

Setup Step 2

Digital Certificate

Digital Certificate Installation

128 bit encryption required MS Internet Explorer 6.0 or later supported

May require browser upgrade http://www.microsoft.com/windows/ie

Browser updates may destroy certificate Yearly renewal necessary

http://certificate.csis.k12.ca.us Required to access DataGate or TestGate

http://www.microsoft.com/windows/ie

http://certificate.csis.k12.ca.us/

Digital Certificate Installation Process

1. Go to: http://www.csis.k12.ca.us/setup/ and read PART 2

2. Follow the instructions in the appropriate sub-section depending on whether you have ever had a CSIS digital certificate

http://www.csis.k12.ca.us/setup/

Digital Certificate Application Form

7-digit County-District Number*

Sign

Fax

* Use full 14-digit CDS number if your LEA is a charter school

Setup Step 3

Translation Tables

Translation Tables

Used to translate local codes to state codes for outgoing data, reverse translation for incoming data

Based on the current school year’s state codes

Managed by the LEA via User Preferences

Identifier Data Elements Eligible for Translation

Data Element Name Table Name

Gender GENDER

Grade GRADE_LEVEL

Primary Ethnicity ETHNICITY

Primary Language LANGUAGES

English Proficiency STUDENT_ENGLISH_PROFICIENCY

Birth State or Province STATES_AND_PROVINCES

Birth Country COUNTRIES

Parent Education Level PARENT_EDUCATION_LEVEL

ELL Proficient or Advanced for ELA CST YESNO

Student Enrollment Status STUDENT_ENROLLMENT_STATUS

Reason for Withdrawal EXIT_WITHDRAWAL_REASON

* State codes are listed in Appendix A of the SRRTS User Guide

Translation Process

1. From the Main CSIS Web page click on DataGate under the SSID tab.

2. Select the Reporting Entity, current School Year, and Data Dictionary Version.

3. Click User Preferences under Preferences.4. Click on Translation tab.5. Select the Data Dictionary version.6. Select the Code Table that contains the code you

want to translate.

Translation Process (continued)

7. Select a Master Code on the left-hand side.8. Enter a Local Code and Description in the two

white boxes on the right.9. Click Add.10. Repeat steps 7-9 for each code you want to

translate in the current table.11. Click Apply.12. Repeat steps 6-11 for each code element that

needs translations entered.

Purpose of Enrollment Update

Submit new and updated student

addresses Direct Certification matching

CALPADS preparation

Address quality improvement via Address

Validation

Required Extract Fields

Statewide Student ID First and Last Name Local ID Gender Birth Date Primary Language Primary Ethnicity

Enrollment Date Grade Level English Proficiency Parent Education Level NSLP (Free & Reduced Meals) Migrant Ed Special Ed Point in Time Student Data

Effective Date*

* Must equal the current date if the student is active. Must equal the Withdrawal Date if the student has a Withdrawal Reason.

Conditionally Required Extract Fields

Student Enrollment Status Required for concurrently enrolled students at each non-primary school

(school only providing additional services)

English Language Learner Proficient or Advanced for ELA CST Required if English Proficiency is R-FEP. ‘Y’ if student scored

proficient or advanced on the English-Language Arts CA Standards Test for three years.

Withdrawal Date & Withdrawal Reason Required if student withdrew from a school Withdrawal date not required for some no-shows (430 & 470)

* See Appendix B (p. 55) for steps to look up the CDS number for a Receiver school or Non-public school

Conditionally Required Extract Fields (continued)

UC CSU Course Requirements Met Required for graduates

Independent Study Student Required for graduates

Receiver School* Required if Withdrawal Reason is 165

School of Attendance* Required if Institution ID of school of enrollment ends in “0000001” (i.e.

student is attending a Non-public school)

Middle Name and Name Suffix (Jr., III, etc.) AKA Names (First, Last, Middle, & Suffix) Birth Place (City, State, & Country) Other Ethnicities

Optional Extract Fields

Periodic Enrollment Update Process Flow

START HERE

StudentInformation

System

Extract

Import &Validate

Send

Post

ReviewReports

UpdateRecords

LocatorDatabase

Address & EU ServerValidation

Address & EU ServerValidation

Enrollment Update

Extract (s)

Enrollment Update

Extract (s)

DataGate

SRRTS

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Purpose of Address Validation (AV)

Improve address quality Direct Certification matching*

CALPADS

Postal mailings (e.g. report cards)

* Reminder: Direct Certification compares 4 elements (name, gender, birth date, & address)

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IST CorrectAddress®

CSIS Address Validation uses a third party

software called IST CorrectAddress®

Standard used by other companies

Validates and corrects addresses based on

USPS guidelines

Updated every 60 days to meet USPS

certification standards

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Address Standardization

121 North Hamilton Drive #304

Beverly Hills, CA 90211

121 N HAMILTON DR APT 304

BEVERLY HILLS CA 90211-2259

Postal Standard*

Sample Address

* The postal standard uses full uppercase and the 4-digit zip code add-on, but the address can still be valid without using them

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Address Parts

Example Postal Standard

Number 121 121

Directional North N

Name Hamilton HAMILTON

Suffix Drive DR

Secondary Unit Designator

#304 APT 304

City Beverly Hills BEVERLY HILLS

State CA CA

Zip Code 90210 90210-2259

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Incoming Addresses

CSIS will validate the incoming addresses submitted during a Periodic Enrollment Update (DEMO file must be submitted)

Two reports will be available on the View Status tab: Address Server Validation Report (Addresses

dropped) PDF format only

Address Correction Report (Addresses automatically corrected) PDF or CSV format

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Incoming Addresses – View Status

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Incoming Addresses - Report Type Selection

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REPORT DETAILS

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Address Server Validation Report

A

B C D

30

Address Correction Report

D

CB

A

CSV File Layout

Field # Field Name Example

1 InstitutionID 58014531234567

2 SSID 2816180970

3 LocalID 123456

4 StudentFirstName Martha

5 StudentNameMiddle Dandridge

6 StudentLastName Washington

7 EnrollmentDate 20090826

8 OriginalAddress1 58 South Artis Ln. #56

9 OriginalAddress2

10 OriginalCity Davis

11 OriginalState CA

12 OriginalZip 95616

13 ErrorNumber 01

14 ErrorDescription Replace ZIP code.

CSV File Layout (continued)

Field #

Field Name Example

15 CorrectedAddress1 58 S ARTIS LN

16 CorrectedAddress2

17 CorrectedStreetNumber 58

18 CorrectedStreetName ARTIS

19 CorrectedStreetType LN

20 CorrectedApartmentNumber 56

21 CorrectedStreetPreDirectional S

22 CorrectedStreetPostDirectional

23 CorrectedCity DAVIS

24 CorrectedState CA

25 CorrectedZip 95618

26 ZipAddOn 4803

27 DPC 58

28 CorrectCode 6

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Strategies

Fix the errors on the Address Server Validation report first

Determine how much time will be needed for corrections, based on address volume Automatically corrected Dropped

Use CSV formatted correction report to sort or filter corrected address lists (e.g. sort list by site for distribution to schools)

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Resources

Zip Code Lookup (http://zip4.usps.com/zip4/welcome.jsp) Validate an individual address

Address Management System Office Locator (http://www.usps.com/ncsc/lookups/ams_office_locator.html) To report discrepancies in the USPS database

USPS Address Standards PDF - http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf

HTML - http://pe.usps.gov/text/pub28/welcome.htm

Address Part HTML Location PDF Location

Street name Section 232 Page 11 and Appendix C

Street directional (e.g. NW = Northwest) Section 233 Pages 12-15

Unit designator (e.g. APT = apartment) Section 213 Pages 6-7 and Appendix C2

City name Section 223 Page 9

http://zip4.usps.com/zip4/welcome.jsp

http://www.usps.com/ncsc/lookups/ams_office_locator.html

http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf

http://pe.usps.gov/text/pub28/welcome.htm

Periodic Enrollment Update Steps

1. Populate SIS with required elements.2. Create the Enrollment Update (ENRA) & Demo extract

files.3. Import extract files into DataGate.4. Review import reports, correct errors, and reimport (if

necessary).5. Validate file.6. Review validation reports, correct errors, and re-import (if

necessary).7. Review data submission summary report.8. Send file.9. Review server validation & summary reports.10. Confirm and Post transaction.

Initiate EU/AM Transaction

1. On the Main Page select the current School Year and Data Dictionary Version Number.

2. Click the Periodic Enrollment Update button.

3. Click New Import.

4. Enter Contact Information.

5. Click Save & Continue.

6. Click Find File next to ENRA, select the extract file, and click Open.

7. Repeat step 6 for the DEMO file.

8. Click Import and wait for the import to finish.

View Import Reports

1. Select the transaction that has been imported.

2. Click the View Import Reports button.

3. Select the file ENRA file and click View.

4. Review the import report, correct errors as necessary and re-import.

5. Repeat steps 2 & 3 for the DEMO file.

Validate Transaction

1. Click the Validate tab.

2. Select the transaction you imported.

3. Select the file(s) in the bottom box if they are not already selected.

4. Click Validate Selected File(s).

View Validation Reports

1. Select the transaction that has been Validated.

2. Click the View Validation Reports button.

3. Select the file ENRA file and click View.

4. Review the validation report, correct errors as necessary and re-import.

5. Repeat steps 2 & 3 for the DEMO file.

Data Submission Summary Report

Accessed from validation tab after validation has been successful

Summarizes imported records by gender, ethnic group, and grade level

Must be created in Validation tab prior to proceeding to Send Tab

View Data Submission Summary Report

1. Select the transaction that has been validated.

2. Click the View Submission Summary Report button.

3. Wait for the report* to be generated.

* Pop-up blocking software may prevent this report from appearing. Make sure that any such software is disabled or is set to allow pop-ups from the CSIS Web site.

Send Process

1. Click on the Send tab.

2. Select the transaction that has been successfully validated.

3. Click the Send Selected File(s) button

View Status Process

1. Click on the View Status tab.

2. Select the EU transaction you wish to view in the upper half of the screen.

3. Click the View Transaction Reports… button.

4. Review the following reports:• Address Server Validation Report

• Address Correction Report

• Enrollment Update Status Server Summary Report

• EU Validation Error Listing Report - Server

5. Click OK.

Enrollment Update Summary Report Categories

Records Sent – Number of student records sent Records Dropped - Number of records that will not be

updated if transaction is posted Open Enrollments – Records without exit dates Exits – Records with an exit date and exit reason

Enrollment UpdateServer Validation Report

Review even if status is “EU Server Validation Successful” Determine error type from first letter of error code

F = Fatal: must be fixed before transaction can be posted E = Error: has been dropped from further processing W = Warning: likely to be an error, but will not be dropped

Review warnings carefully as they may cause problems if not fixed

Enrollment UpdateServer Validation Errors

Birth Year Does not match existing record in locator database

CSIS ID Retired SSID - Warning only, CSIS will replace Retired SSID with

Replacement SSID; LEA should download replacement file in MID resolution area to fix assignments in local student information system

Gender Does not match existing record in locator database

Withdrawal date Not valid for grade level Can not be blank based on exit reason

Confirm Process

1. Wait for e-mail from DataGate that the transaction is ready for confirmation or check View Status tab for a status of ‘EU Server Validated Successfully’.

2. Click on the Confirm tab.

3. Select a transaction to confirm.

4. Click Confirm.

5. Review the Summary Report and verify the accuracy of the data being submitted.

Confirm Process (continued)

6. If the summary report is not accurate make necessary corrections in your SIS and re-import a new extract.a. If the data is correct in your file and the locator database was

corrected, then re-import the same file.b. If the data in your file is incorrect, correct the data in your SIS,

create a new file, and re-import the file.

7. Once you are satisfied with the data being submitted for updates, click Post.

8. After the transaction has been posted, you will receive an email notification.

9. The status of the transaction can be viewed on the View Status tab. If the post was not successful contact CSIS support.

Enrollment Update & Address Validation Documentation

http://www.csis.k12.ca.us/services/services-training/default.asp SRRTS User Guide SRRTS Quick Reference Guide EU Error Charthttp://www.csis.k12.ca.us/library/reporting-requirements/ Data Submission Requirements (DSR)

EU

http://www.csis.k12.ca.us/services/services-training/default.asp

http://www.csis.k12.ca.us/library/reporting-requirements/

Reminders

Determine how local SIS will be updated One-by-one Mass update (Check with SIS vendor for

options) For Incoming Addresses, fix Address Server

Validation errors before Post CSIS will provide additional DC Submissions:

November 24, 2009 (must post by Nov. 23) December 22, 2009 (must post by Dec. 21)

What to Do Next

New Users Apply for Digital Certificate (if you do not have one

already) Note certificate expiration date on your calendar

Perform client setup tasks (if you have not already)

Contact SIS Vendor for data population & extract documentation

Obtain SSIDs for any students who do not have one

Submit enrollment updates in DataGate

Where to Get More Information

Contact CSIS Support at: Phone: (916) 325-9210 E-mail: [email protected] Web: http://www.csis.k12.ca.us/support/ContactSupport/

CSIS Websitehttp://www.csis.k12.ca.us

Join the CSIS Listserv1. Go to http://www.csis.k12.ca.us/listserv/2. Click the Subscribe link for CSIS-LS

mailto:[email protected]

Appendix A: Locating Certificate Expiration Date

1. Open Internet Explorer2. Click Tools3. Internet Options4. Click Content5. Click Certificates6. Click Personal

3rd column displays certificate expiration date Make a note to contact CSIS support on renewal process 1 month

prior to certificate expiration

Appendix B:CDS Number Lookup Using the

CA School Directory

1. Go to: http://www.cde.ca.gov/re/sd/

2. To lookup schools within a district:i. Select the Public Schools option

ii. Select the county on the left

iii. Select the district on the right

To lookup an NPS school:i. Select the Nonpublic option

ii. Type in the school name*

3. Click Search

* If the school is not found, try selecting the county where the school is located instead of typing the name.

CDS Lookup Using the CA School Directory

i

ii

iii

3

NPS CDS Lookup Using the CA School Directory

3

ii

i

CA School DirectorySearch Results

Version 1.11 Enrollment Update & Address Validation Training November 09, 2009.

Documents

Transcript of Version 1.11 Enrollment Update & Address Validation Training November 09, 2009.