Classic View: CA State Reporting > CALPADS SSID Import
Search Terms: CALPADS SSID Import
SB1453 requires local education agencies and charter schools to assign and maintain Student State Identifiers (SSIDs). This identifier is required on all individual student data submissions.
The SSID Import Wizard imports data from CALPADS through the SSID Extract and matches local student numbers in the import file. Note that the extract needed to obtain SSIDs for students is NOT available in Campus.
The identifier assignment and maintenance processes are the responsibility of CALPADS. Information regarding SSID assignment should be directed there. See the following sites for more information:
- CALPADS Organization - https://documentation.calpads.org
- California Department of Education - https://www.cde.ca.gov/ds/sp/cl/
Two Import Types can be uploaded (one at a time) - SSID Import, which imports student identifiers, and the ELA Import, which imports student program information related to LEP and ELA.
CALPADS SSID Import
Import Requirements
When the SSID Download file is selected for importing, each record is compared to existing student data to determine if there is an acceptable match between the student data in the SSID download record and the existing student data in the database.
Overwriting Logic
When a file is uploaded, the following fields are overwritten:
| Field | Overwriting Logic |
|---|---|
| ELA Status Code | The ELA Status Code on the file overwrites the Program Status Code on the student's LEP record.
|
| ELA Start Date | Overwrites the Identified Date field in LEP. |
| ELAS Status and/or ELAS Start Date | If there is no existing LEP data for the student, but the ELAS Status and ELAS Start Date fields exist in the file, that information is added to the LEP record. |
| ELAS Status of EO | The ELAS Start Date is imported to the EL Identified Date field. |
| Primary Language | The Primary Language in the file overwrites the assigned language on the Home Primary Language field. |
Warning Messages
Warning messages (noted in bold) generate when:
- There is something on the student's LEP record but no data for the same student in the file.
- ELA Status does not match - ELA Status on the file does not match LEP Program.
- ELA Start Date does not match - ELA Start Date on the file does not match LEP Identified Date.
- Home Language does not match - Home Primary Language on the file does not match the assigned Home Primary Language.
Test the Import
The Test function is required before updating SSIDs and ELAs. It compares the uploaded file against existing Campus information, and prints a list of the mismatches.
- The student's ELA Status Code is compared to the Program Status on the LEP tab.
- If the data for these fields do not match, a warning message generates that includes the matching data elements and these two status codes.
The warning message displays any errors in the data match and the data that is overwritten by the upload.
SSID Import and ELA Status, ELA Start Date, and Home Primary Language Import are not dependent on each other.
If the student already has the appropriate SSID Import and the ELA Information needs to be updated, the upload imports or replaces data for the ELA Start Date, ELA Status and Home Primary Language.
- Select the Import Type from the dropdown list.
- Select the Test option from the Work to Perform dropdown list.
- Click the Browse button to locate the file containing student IDs. Note that the file needs to be in *.txt format.
- Follow the instructions on the screen for selection of the file.
- Click the Upload button to run the upload process on the selected file.
A Results file displays. indicating any issues found with the file. Make the necessary edits prior to uploading the data.
SSID Test Import Results
Use the Import
- Select the Import Type from the dropdown list.
- Select the Update option from the Work to Perform dropdown list.
- Click the Browse button to locate the file containing student IDs. Note that the file needs to be in *.txt format.
- Follow the instructions on the screen for selection of the file.
- Click the Upload button to run the upload process on the selected file.
The Layout information lists the fields that are imported and the logic that describes the comparisons and expected output if there is not an acceptable match. If there are any mismatches that result in a fatal error, the SSID does not import and the fatal error is reported. If there are mismatches in a warning, the SSID is imported and the warning is reported.
An upload report generates after matching.
SSID Import Results
Non-Binary Gender Reporting
Schools can assign students a gender of M: Male, F: Female or X: Non-binary. This is done on the Identities tool and/or the Demographics tool.
CALPADS Extracts use the Legal Gender field included in the Protected Identity Information to report student identity information.
To properly record a gender of X: Non-Binary, on the Identities tool:
- Assign the Gender of X: Non-Binary in the standard identify fields.
- Assign the Protected Identity Information Legal Gender field to either M: Male or F: Female.
- Save the record when finished.
Gender and Legal Gender Assignment
SSID Import Layout
Data Element | Description and Logic | Location |
|---|---|---|
Reporting LEA | State District Number. Not used for import validation. Numeric, 7 digits | N/A School.stateNumber |
School of Attendance | School number for the reporting school. Not used for import validation. Numeric, 7 digits | N/A School.number |
SSID | Student’s State ID. This number is imported if the field is currently empty and an acceptable match is made on the First Name, Middle Name, Last Name, Birth Date and Gender fields. Numeric, 10 digits | Census > People > Demographics > Person Identifiers > State ID Person.stateID |
Local Student ID | Student's Local ID. This is the first field that is used to find a match. If there is no match, an indication of no student number displays. Numeric, 15 digits | Census > People > Demographics > Person Identifiers > Student Number Person.studentNumber |
Student Legal Last Name | Student’s legal last name. This is used to create a match for import. A mis-match between this element and the Last Name in the database is a fatal error. If the Legal Last Name field is populated on the earlier identity, information reports from that field. Alphanumeric, 50 characters | Census > People > Demographics > Person Information > Last Name Identity.lastName Census > People > Identities > Identity Information > Protected Identity Information > Legal Last Name Identity.legalLastName |
Student Legal First Name | Student’s legal first name. If the Legal First Name field is populated on the earlier identity, information reports from that field. This is used to create a match for import. A mis-match between this element and the First Name in the database is a fatal error. Alphanumeric, 30 characters | Census > People > Demographics > Person Information > First Name Identity.firstName Census > People > Identities > Identity Information > Protected Identity Information > Legal First Name Identity.legalFirstName |
Student Legal Middle Name | Student’s legal middle name. If the Legal middle Name field is populated on the earlier identity, information reports from that field. This is used to create a match for import. A mis-match between this element and the Middle Name in the database is a warning. It is not a warning if the import record and the database both have a null/blank value. Alphanumeric, 30 characters | Census > People > Demographics > Person Information > Middle Name Identity.middleName Census > People > Identities > Identity Information > Protected Identity Information > Legal Middle Name Identity.legalMiddleName |
Student Gender Code | Student’s gender. If the Legal Gender field is populated, information reports from that field. This is used to create a match for import. A mis-match between this element and the Gender in the database is a fatal error. See the Non-Binary Gender Reporting section for additional information. Alphanumeric, 1 character (M or F) | Census > People > Demographics > Person Information > Gender Identity.gender Census > People > Identities > Identity Information > Protected Identity Information > Legal Gender Identity.legalGender |
Student Birth Date | Day, month and year student was born. This data is used to create a match for import. A mis-match between this element and the Birthdate in the database is a fatal error. Date field (CCYYMMDD or MM/DD/CCYY) | Census > People > Demographics > Person Information > Date of Birth Identity.birthDate |
School Start Date | Date student started school. Not used for import validation. Date field, 8 characters (CCYYMMDD) | N/A Enrollment.startDate |
Grade Level Code | Student’s state grade level. Not used for import validation. Alphanumeric, 2 characters | N/A Enrollment.grade |
| ELA Status Code | The most recent English Language Acquisition Status Code. Not used for import validation. Numeric, 4 digits | N/A Enrollment.englishProficiency |
| ELA Start Date | Start date for a specific EL status. Not used for import validation. Date field, 8 characters (CCYYMMDD) | N/A Enrollment.englishProficiencyDate |
| Primary Language | The language the student first learned and most often speaks at home. Not used for import validation. Numeric, 2 characters | N/A Identity.homePrimaryLanguage |
Date SSID Created | Date the state ID number was created. Not used for import validation. Date field, 8 characters (CCYYMMDD) | N/A Person.stateID |
| Student with Disabilities Indicator | Indicates the student does (Y) or does not (N) have disabilities. Not used for import validation. Alphanumeric, 1 character (Y or N) | N/A |
| Earliest Enrollment Start Date K-12 | Reports the earliest enrollment start date from SENR in ODS. Not used for import validation. Numeric, 8 fields (YYYY-YYYY) | N/A |
ELA Import Layout
Data Element | Description and Logic | Location |
|---|---|---|
Reporting LEA | State District Number. Not used for import validation. Numeric, 7 digits | N/A School.stateNumber |
School of Attendance | School number for the reporting school. Not used for import validation. Numeric, 7 digits | N/A School.number |
SSID | Student’s State ID. This number imports if the field is currently empty and an acceptable match is made on the First Name, Middle Name, Last Name, Birth Date and Gender fields. Numeric, 10 digits | Census > People > Demographics > Person Identifiers > State ID Person.stateID |
Local Student ID | Student's Local ID. This is the first field that is used to find a match. If there is no match, an indication of no student number displays. Numeric, 15 digits | Census > People > Demographics > Person Identifiers > Student Number Person.studentNumber |
Student Legal Last Name | Student’s legal last name. If the Legal Last Name field is populated on the earlier identity, information reports from that field. This is used to create a match for import. A mis-match between this element and the Last Name in the database is a fatal error. Alphanumeric, 50 characters | Census > People > Demographics > Person Information > Last Name Identity.lastName Census > People > Identities > Identity Information > Protected Identity Information > Legal Last Name Identity.legalLastName |
Student Legal First Name | Student’s legal first name. If the Legal First Name field is populated on the earlier identity, information reports from that field. This is used to create a match for import. A mis-match between this element and the First Name in the database is a fatal error. Alphanumeric, 30 characters | Census > People > Demographics > Person Information > First Name Identity.firstName Census > People > Identities > Identity Information > Protected Identity Information > Legal First Name Identity.legalFirstName |
Student Legal Middle Name | Student’s legal middle name. If the Legal middle Name field is populated on the earlier identity, information reports from that field. This is used to create a match for import. A mis-match between this element and the Middle Name in the database is a warning. It is not a warning if the import record and the database both have a null/blank value. Alphanumeric, 30 characters | Census > People > Demographics > Person Information > Middle Name Identity.middleName Census > People > Identities > Identity Information > Protected Identity Information > Legal Middle Name Identity.legalMiddleName |
Student Gender Code | Student's gender. If the Legal Gender field is populated, information reports from that field. This is used to create a match for import. A mis-match between this element and the Gender in the database is a fatal error. Alphanumeric, 1 character (M or F) | Census > People > Demographics > Person Information > Gender Identity.gender Census > People > Identities > Identity Information > Protected Identity Information > Legal Gender Identity.legalGender |
Student Birth Date | Day, month and year student was born This data is used to create a match for import. A mismatch between this element and the Birthdate in the database is a fatal error. Date field (CCYYMMDD or MM/DD/CCYY) | Census > People > Demographics > Person Information Identity.birthDate |
School Start Date | Date student started school. Not used for import validation. Date field, 8 characters (CCYYMMDD) | N/A Enrollment.startDate |
Grade Level Code | Student’s state grade level. Not used for import validation. Alphanumeric, 2 characters | N/A Enrollment.grade |
| ELA Status Code | The most recent English Language Acquisition Status Code. ELA Status Code matches on the Program Status Code on the LEP tab. If these do not match, a warning is provided that includes the student, local ID and SSID, along with the mismatched status codes. If the Status is EO and the Update EO option is selected in the Work to Perform field, the ELA Start Date is inserted into the EO-TBD Date; if a date already exists, it is NOT overwritten. Numeric, 4 digits | N/A Enrollment.englishProficiency |
| ELA Start Date | Start date for a specific EL status. ELA Start Date matches on the Identified Date on the LEP tab. If these do not match, a warning is provided that includes the student, Local ID, and SSID as well as the two mismatched dates. The import still occurs even with this mismatch. Dates on the import file appear in the form of CCYYMMDD. This needs to be imported as MMDDCCYY. The Campus LEP Identified Date field is overwritten with the data in this field when Upload is selected.
Date field, 8 characters (CCYYMMDD or MMDDCCYY) | N/A Enrollment.englishProficiencyDate |
| Primary Language | The language the student first learned and most often speaks at home. Primary Language matches on Home Primary Language on the Demographics tab. If these do not match, a warning is provided that includes the student, local ID and SSID. The import still occurs even with this mismatch. Numeric, 2 characters | N/A Identity.homePrimaryLanguage |
Date SSID Created | Date the state ID number was created. Not used for import validation. Date field, 8 characters | N/A Person.stateID |
| Student with Disabilities Indicator | Indicates the student does (Y) or does not (N) have disabilities. Not used for import validation. Alphanumeric, 1 character (Y or N) | N/A |
