Enrollment Update & Address Validation Training

1. Enrollment Update & Address Validation Training October 25, 2012 Version 1.13

2. 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 Page 2

3. Enrollment Update Records Transfer SRRTS Functions PeriodicUpdates AddressValidation LocatorDatabase DirectCertification Page 3

4. Local Requirements to access DataGate • Required to access DataGate or TestGate • JRE • Digital Certificate • Supported Browser • Java Runtime and Digital Certificate install/update • Please submit FCMAT/CSIS Online Support Form for assistance. http://csis.fcmat.org/Pages/Support.aspx • MS Internet Explorer 6.0 or later supported • May require browser upgrade http://www.microsoft.com/windows/ie • Browser updates may destroy certificate Page 4

5. Digital Certificate Application Form 7-digit County-District Number* Sign Fax * Use full 14-digit CDS number if your LEA is a charter school Page 5

6. Setup Step 3Translation Tables Page 6

7. 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 Page 7

8. Identifier Data Elements Eligible for Translation * State codes are listed in Appendix A of the SRRTS User Guide Page 8

9. Translation Process • From the Main CSIS Web page click on DataGate under the SSID tab. • Select the Reporting Entity, current School Year, and Data Dictionary Version. • Click User Preferences under Preferences. • Click on Translation tab. • Select the Data Dictionary version. • Select the Code Table that contains the code you want to translate. Page 9

10. 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. Page 10

11. Purpose of Enrollment Update • Submit new and updated student addresses • Direct Certification matching • CALPADS preparation • Address quality improvement via Address Validation Page 11

12. Required Extract Fields • Street Number • Street Name • Street Type ** • Student’s 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 Page 12 Page 12

13. Conditionally Required Extract 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) • Student’s Address - Apartment Number • Required if home is part of a multiple unit dwelling • Student’s 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 Page 13 Page 13

14. Optional Extract Fields Optional fields • Middle Name and Name Suffix (Jr., II, etc.) • AKA Names (First, Last, Middle, & Suffix) • Birth Place (City, State, & Country) • Other Ethnicities • Student’s Address Unparsed (2) • Can be sent in addition to unparsed first address line Page 14 Page 14

15. SRRTS Periodic Enrollment Update Process Flow Update Records START HERE Import &Validate Enrollment Update Extract (s) StudentInformationSystem Extract Send LocatorDatabase Address & EU Server Validation Post DataGate ReviewReports Page 15

16. 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) Page 16 16

17. 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 Page 17 17

18. Address Standardization 121 North Hamilton Drive #304 Beverly Hills, CA 90211 Sample Address Postal Standard* 121 N HAMILTON DR APT 304 BEVERLY HILLS CA 90211-2259 * The postal standard uses full uppercase and the 4-digit zip code add-on, but the address can still be valid without using them Page 18 18

19. Address Parts 19 Page 19

20. 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 Page 20 20

21. Incoming Addresses – View Status 21 Page 21

22. Incoming Addresses - Report Type Selection 22 Page 22

23. REPORT DETAILS 23 Page 23

24. Address Server Validation Report B C D A Page 24 24

25. Address Correction Report B D C A Page 25 25

26. CSV File Layout Page 26

27. CSV File Layout (continued) Page 27

28. 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) Page 28 28

29. Resources Zip Code Lookup (http://zip4.usps.com/zip4/welcome.jsp) Validate an individual address Address Management System Office Locator (https://ribbs.usps.gov/locators/find-ams.cfm) 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 Page 29 29

30. Periodic Enrollment Update Steps • Populate SIS with required elements. • Create the Enrollment Update (ENRA) & Demo extract files. • Import extract files into DataGate. • Review import reports, correct errors, and reimport (if necessary). • Validate file. • Review validation reports, correct errors, and re-import (if necessary). • Review data submission summary report. • Send file. • Review server validation & summary reports. • Confirm and Post transaction. Page 30

31. Initiate EU/AM Transaction • On the Main Page select the current School Year and Data Dictionary Version Number. • Click the Periodic Enrollment Update button. • Click New Import. • Enter Contact Information. • Click Save & Continue. • Click Find File next to ENRA, select the extract file, and click Open. • Repeat step 6 for the DEMO file. • Click Import and wait for the import to finish. Page 31

32. View Import Reports • Select the transaction that has been imported. • Click the View Import Reports button. • Select the file ENRA file and click View. • Review the import report, correct errors as necessary and re-import. • Repeat steps 2 & 3 for the DEMO file. Page 32

33. Validate Transaction • Click the Validate tab. • Select the transaction you imported. • Select the file(s) in the bottom box if they are not already selected. • Click Validate Selected File(s). Page 33

34. View Validation Reports • Select the transaction that has been Validated. • Click the View Validation Reports button. • Select the file ENRA file and click View. • Review the validation report, correct errors as necessary and re-import. • Repeat steps 2 & 3 for the DEMO file. Page 34

35. 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 Page 35

36. View Data Submission Summary Report • Select the transaction that has been validated. • Click the View Submission Summary Report button. • 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. Page 36

37. Send Process • Click on the Send tab. • Select the transaction that has been successfully validated. • Click the Send Selected File(s) button Page 37

38. View Status Process • Click on the View Status tab. • Select the EU transaction you wish to view in the upper half of the screen. • Click the View Transaction Reports… button. • 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. Page 38

39. 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 Page 39

40. 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 Page 40

41. 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 Page 41

42. Confirm Process • 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’. • Click on the Confirm tab. • Select a transaction to confirm. • Click Confirm. • Review the Summary Report and verify the accuracy of the data being submitted. Page 42

43. Confirm Process (continued) • If the summary report is not accurate make necessary corrections in your SIS and re-import a new extract. • If the data is correct in your file and the locator database was corrected, then re-import the same file. • If the data in your file is incorrect, correct the data in your SIS, create a new file, and re-import the file. • 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. • The status of the transaction can be viewed on the View Status tab. If the post was not successful contact CSIS support. Page 43

44. Enrollment Update & Address Validation Documentation http://csis.fcmat.org/Pages/AV.aspx • Data Dictionary 13.0 • File Transmission Formats 13.0 • Data Submission Requirements (DSR) • Training Presentation • Training Registration • FCMAT/CSIS Online Support Form • DataGate Access Page 44

45. 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) Page 45

46. 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 Page 46

47. Where to Get More Information • Contact CSIS Support at: • Phone: (916) 325-9210 • E-mail: support@fcmat.org • Web: http://csis.fcmat.org/Pages/Support.aspx • CSIS Website http://csis.fcmat.org/Pages/default.aspx • Join the CSIS Listserv • Go to http://csis.fcmat.org/Pages/Listserv.aspx • Click the Subscribe link for CSIS-LS Page 47

48. Appendix A: 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 Page 48

49. Appendix B:CDS Number Lookup Using the CA School Directory • Go to: http://www.cde.ca.gov/re/sd/ • To lookup schools within a district: • Select the Public Schools option • Select the county on the left • Select the district on the right To lookup an NPS school: • Select the Nonpublic option • Type in the school name* • Click Search * If the school is not found, try selecting the county where the school is located instead of typing the name. Page 49

50. i iii 3 ii CDS Lookup Using the CA School Directory Page 50