Classic View: CA State Reporting > CALPADS SSID Enrollment (SENR)
Search Terms: CALPADS SSID Enrollment
This file format is used to assign an SSID to a student as well as manage enrollments. Records are added, updated, and deleted using specific transaction types chosen in the editor. Add/Update is the default transaction.
This record is required for the Fall 1 (Annual Enrollment Update), approximately October 1 to December 15. It should be submitted on an ongoing basis throughout the year as students enroll into and exit from schools and districts.
Report Logic
Students are included on the report when:
- The Enrollment Start Date is within the entered date range, regardless of the Enrollment Start Status when the Report Type is set to Fall 1.
- The Enrollment End Date is within the entered date range (including the date selected) when the Enrollment End Status is not blank or 440 when the Report Type is set to End of Year.
- The student has a grade level change, Interdistrict Transfer Code change or District of Geographic Residence Code change with an End Date within the entered Date Range on the Extract Editor, and the End Status is E150 when the Report Type is set to Change/Update.
- The student has an enrollment change of any type and the enrollment has a CALPADS reported Enrollment End Status.
- The Students with no SSID checkbox is marked, only students who have an appropriate enrollment start and/or end date AND status and a blank SSID report.
- Students marked as No Show report when the start/end date is within the entered date range.
Students are NOT included on the report when:
- The Enrollment Record has a Service Type of N.
- Enrollments, grade levels or calendars are marked as State Excluded.
Enrollment service types P and S report. Students who have concurrent enrollment records (primary and secondary enrollments) report a record for each enrollment when the other selection criteria are appropriate to the enrollments.
All active enrollments within the date range selected on the extract editor report as of the active start date of the enrollment based on the selected Report Type:
- Fall 1 - reports all student enrolled between the date range in the selected calendars.
- Change/Update - reports students who had an enrollment change of any type and the enrollment has a CALPADS reported Enrollment End Status.
- End of Year - reports students who have an enrollment end date within the entered date range and their enrollment end status is reportable. When the end status is null or a non-reportable status, and/or the End Date is null, the student does not report.
- These end statuses are reportable: T160, 100, 104, 106, 108, 120, 250, 320, 330, 360, 480, E125, E130, E150, E155, E170, E140, E300, E400, E410, E450, N470, T165, T167, T180, T200, T240, T260, T280, T370, T380, E230, N43.
- These end statuses have been deactivated, but still report: T270, T310, T460.
When the student has multiple reportable continuous enrollments in the same calendar (Start Date in the date range or an End Date in the date range, and an End Status other than blank, 440 or E490) in the Same school, multiple enrollments report as one. The latest End Date with a reportable End Status report as the Student School Exit Date, unless the End Status is N470.
- Start Date
- Enrollment Service Type
- CALPADS Enrollment Status
When the student has multiple enrollments in the same calendar with the end status of 440, the following reports from the last enrollment of that year:
- Grade Level
- Enrollment Exit Date
- Student Exit Code
- Resident District
- NPS School
- Receiver School
- UC/CSU Requirements Met
All enrollments within the same school that have a change in Grade Level, Interdistrict Transfer Code or District of Geographic Resident report. The E150 End Status is used to end enrollments for these changes.
An enrollment start or end that is NOT a Grade Level, Interdistrict Transfer or District of Geographic Residence does not need to report.
Reports students with enrollment records currently active within the date range. Active enrollment records include records with start and end dates that can be inside or outside the selected date range.
Operational Keys
- School of Attendance (Field 6)
- SSID (Field 8)
- Student School Start Date (Field 23)
Students with Service Type S: Partial enrollments should have a value chosen in the CALPADS Enrollment Status field in the State Reporting Enrollment Editor. When a value is not chosen, the student reports with the default value 20: Secondary Enrollment in the extract.
Non-Binary Gender Reporting
Schools can assign students a gender of M: Male, F: Female, 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 and staff identity information.
To 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 of M: Male, F: Female, or X: Non-binary.
- Save the record when finished.
Validate SENR Data
Use the Data Validation Report to correct any student data prior to the submitting the CALPADS file to the state. Validation Groups and Validation Rules are provided by Infinite Campus for a specific CALPADS extract (listed below). These groups are used to return certain rules assigned to each group.
Modifications to the Validation Rules and Validation Groups can be made if your district has purchased the Campus Analytics Suite; otherwise, they are read-only.
Users can select the Missing or Incorrect Data Validation Group, which returns any missing or incorrect data that is reported in the CALPADS Extract, like a missing enrollment exit reason or an incorrect date, for example.
Note that examples refer to CALPADS SENR.
The report first lists a Summary of the issues found and the total number of occurrences.
Then, click the Rule in the Summary column (for HTML format), or scroll through the report to see which students meet the criteria of the rule logic.
Refer to the tables below, which includes the rule, rule logic and location, for correcting the data.
Missing or Incorrect Data
The Missing or Incorrect Data Report uses the following rules and logic (open the Click here to Expand section below to see each rule).
Report Editor
The following fields are available on the CALPADS SSID Enrollment (SENR) editor.
Field | Description |
---|---|
Reporting Date | When a reporting date is entered, only records active as of the selected date report. For the Reporting Date and Date Range fields, only one option can be used at a time when generating a report. |
Date Range | Indicates the start and end dates of enrollments to use when updating student records. |
Transaction Type | Indicates the type of transaction that occurs:
|
Report Type | Selection determines which students report:
See the Report Logic section for more information. |
Format | Selection indicates the format type of the extract. Use the State Format (Caret Delimited) when submitting the information to the state. Use the CSV or HTML format when verifying and testing student data. |
Student with no SSID | When marked, only those students who have an Enrollment Start and/or End Date within the entered date range and an appropriate Enrollment Status (see the Report Logic section) AND a blank State ID report. |
Legal Name and Gender | When marked, the student's legal name and gender information reports from the Protected Identity Information, instead of the student's name and gender. See the Non-Binary Gender Reporting section for more information. |
Ad hoc Filter | Select which students to include in the extract by choosing a filter that was created in the Filter Designer. |
Calendar Selection | Select the calendar of enrollment from which to pull student data. Calendars can be chosen by the active year, by the school name or by the year. |
Report Generation Options | Choose the Generate Extract to display the results of the chosen items immediately. Choose the Submit to Batch option to generate the report at a specified time. This option is helpful when generating large amounts of data. |
Generate the CALPADS SSID Enrollment File
- Enter a Date Range for the report.
- Select the Transaction Type for this file.
- Select the Report Type from the dropdown list.
- Select the Format of the report.
- Select the Student with no SSID checkbox only when students who do not have an SSID should be included in this file.
- Select the Legal Name and Gender checkbox to report the students' legal and name and gender information.
- Use the Ad hoc Filter to select students already included in a filter. This is not required. When not chosen, all students who have the appropriate enrollment start or end status during the entered date range are included.
- Select the Calendars to include in the file.
- Click the Generate Extract button. Or generate the extract at a specified time using the Submit to Batch button. The file appears in a new window in the selected format.
SSID Enrollment File Layout
Data Elements | Description | Location |
---|---|---|
Record Type Code Required | Type of data record being submitted. Always reports as SENR. Alphanumeric, 4 characters | Data not stored |
Transaction Type Code | Action the state should take with this record. Chosen on the Extract Editor.
Alphanumeric, 1 character | Data not stored |
Local Record ID | N/A | N/A |
Reporting LEA Required | A unique identifier for the educational service institution responsible for obtaining and maintaining a student’s Statewide Student Identifier by way of an enrollment record in CALPADS. When the reporting calendar is from a School with Type = 15: Independently Reporting Charter, the State School Number reports (not the State District Number). This field reports the Secondary District Number when the reporting calendar has a School Type of 16: Secondary State District Number. Numeric, 7 digits | System Administration > Resources > District Information > State District Number District.number System Administration > Resources > School > School Type School.type System Administration > Resources > School > School Number School.number |
School of Attendance Required | Reports the State School Number from the student's enrollment record. When the CDS Number is populated on the School editor, that value reports. Numeric, 7 digits | System Administration > Resources > School > State School Number School.number System Administration > Resources > School > CDS Number |
School of Attendance NPS Required | School number when student attends NPS school. This is reported when populated on enrollment. Numeric, 7 digits | Student Information > General > Enrollments > Special Education Fields > NPS School Code Enrollment.code |
Academic Year ID Required | School year identifier. Date field, 9 characters (CCYY-CCYY) | System Administration > Calendar > School Years > Start Year/End Year Calendar.year |
SSID Required | Student’s State ID. Numeric, 10 digits | Census > People > Demographics > Person Identifiers > State ID Person.stateID |
Local Student ID Required | Student's Local ID. Numeric, 15 digits | Census > People > Demographics > Person Identifiers > Student Number Person.studentNumber |
Student Legal First Name Required | Reports the student’s legal first name. When the Legal First Name field is populated, information reports from that field. 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 | Reports the student’s legal middle name. When the Legal Middle Name field is populated, information reports from that field. 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 Legal Last Name Required | Reports the student’s legal last name. When the Legal Last Name field is populated, information reports from that field. Alphanumeric, 30 characters | Census > People > Demographics > Person Information > Last Name Identity.lastName Census > People > Identities > Identity Information > Protected Identity Information > Legal Last Name Identity.legalLastName |
Student’s Legal Name Suffix Code | Indication student is considered a Junior, III, etc. Alphanumeric, 3 characters | Census > People > Demographics > Person Information Identity.suffix |
Student Alias First Name | Student’s first name (populated from an earlier identity). When the Legal First Name field is populated on the earlier identity, information reports from that field. When the Alias First Name, Alias Middle Name and Alias Last Name is the same as the Legal First Name, Legal Middle Name, and Legal Last Name, this field reports blank. 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 Alias Middle Name | Student’s middle name (populated from an earlier identity). When the Legal middle Name field is populated on the earlier identity, information reports from that field. When the Alias First Name, Alias Middle Name and Alias Last Name is the same as the Legal First Name, Legal Middle Name, and Legal Last Name, this field reports blank. 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 Alias Last Name | Student’s last name (populated from an earlier identity). When the Legal Last Name field is populated on the earlier identity, information reports from that field. When the Alias First Name, Alias Middle Name and Alias Last Name is the same as the Legal First Name, Legal Middle Name, and Legal Last Name, this field reports blank. 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 Birth Date Required | Reports the Day, month and year student was born. Date field, 8 characters (CCYYMMDD) | Census > People > Demographics > Person Information Identity.birthDate |
Student Gender Code Required | Reports the student’s gender. When the Legal Gender field is populated, information reports from that field. 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 City | City in which the student was born. Alphanumeric, 30 characters | Census > People > Demographics > Person Information > Birth City Identity.birthCity |
Student Birth State Province Code | State or province in which the student was born. Alphanumeric, 6 characters (XX-YY or XX-YYY) | Census > People > Demographics > Person Information > Birth State Identity.birthStateNoSIF |
Student Birth Country Code Required | Country in which the student was born. Alphanumeric, 2 characters | Census > People > Demographics > Person Information > Birth Country Identity.birthCountry |
Enrollment Start Date Required | As long as the student has remained continuously enrolled in the School, as indicated by a Start Status of 15 or 30, the earliest start date in that school is reported. Date field, 8 characters | Student Information > General > Enrollments > General Enrollment Information > Start Date Enrollment.startDate Student Information > General > Enrollments > State Reporting Fields > School Start Date |
Enrollment Status Code Required | Student’s enrollment status at the reporting school. See the California Enrollment page for more information.
Numeric, 2 digits | Student Information > General > Enrollments > General Enrollment Information > Service Type Enrollment.serviceType Student Information > General > Enrollments > State Reporting Fields > CALPADS Enrollment Status |
Grade Level Code Required | Student’s state grade level. When SSID is null, data is required. Alphanumeric, 2 characters | Student Information > General > Enrollments > General Enrollment Information > Grade Enrollment.grade |
Enrollment Exit Date | Date student’s enrollment record ended. Date field, 8 characters | Student Information > General > Enrollments > General Enrollment Information Enrollment.endDate |
Student Exit Reason Code | Student’s Enrollment End Status.
Alphanumeric, 4 characters | Student Information > General > Enrollments > General Enrollment Information > End Status Enrollment.endStatus |
Student School Completion Status Required | Student’s enrollment completion status. Numeric, 3 digits | Student Information > General > Enrollments > General Enrollment Information > End Status Enrollment.endStatus |
Expected Receiver School of Attendance Required | School number student is expected to attend.
Numeric, 7 digits | Student Information > General > Enrollments > State Reporting > Receiver School CustomStudentEnrollment.receiver System Administration > Resources > School Type |
Student met all UC CSU Requirements Indicator Required | Indicator that graduated student met UC/CSU requirements.
Alphanumeric, 1 character (Y or N) | Student Information > General > Enrollments > State Reporting > UC/CSU Require CustomStudent |
Student School Transfer Code | Reports the assigned Interdistrict Transfer code from the student's enrollment record on the reporting date, when populated. Otherwise, this field reports blank. Options are:
Numeric, 1 digit | Student Information > General > Enrollments > State Reporting > Interdistrict Transfer Enrollment.interdistrictTransfer |
District of Geographic Residence | Reports the number from the Resident District Number field on the student's active enrollment on the reporting date when this number is different from the State District Number for the reporting school. Otherwise, this field reports blank. Numeric, 7 digits | Student Information > General > Enrollments > State Reporting > District of Geographical Residence Number Enrollment. residentDistrict |
Student Golden State Seal Merit Diploma | Indicates whether a high school student has earned the Golden State Seal Merit Diploma. Reports a value of Y when the student's Enrollment End Status (Student Completion Code) is 100: Graduated, HS Diploma and the Golden Seal of Merit Diploma is selected on the Graduation tool. When there is no State Seal, a value of N reports (even when there is an Enrollment End Status of 100). When there is no State Seal selected and no Enrollment End Status of 100, this field reports blank. Alphabetic, 1 character (Y or N) | Student Information > General > Enrollments > General Enrollment Information > End Status Enrollment.endStatus Student Information > General > Graduation > State Seal Information GraduationSeal.stateSeal |
Student Seal of Biliteracy Indicator | Indicates whether a high school student has earned the Golden State Seal of Biliteracy. Reports a value of Y when the student's Enrollment End Status (Student Completion Code) is 100: Graduated, HS Diploma and the Seal of Biliteracy is selected on the Graduation record. When there is no State Seal, a value of N reports (even when there is an Enrollment End Status of 100). When there is no State Seal selected and no Enrollment End Status, this field reports blank. Alphabetic, 1 character (Y or N) | Student Information > General > Enrollments > General Enrollment Information > End Status Enrollment.endStatus Student Information > General > Graduation > State Seal Information GraduationSeal.stateSeal |
Adult Age with Students with Disabilities Transition | Indicates whether a student with disabilities who is at least 17 years old is participating in a program to assist in the student’s transition from school to adult life, including education and training, employment and independent living.
When the student is not in Program 144, reports blank. Alphabetic, 1 character (Y or N) | Student Information > General > Enrollment > Special Ed Fields > Adult Age Students with Disability Enrollment.postSecondaryTransitionInd |