Candidate List Extract

An LEA may request a Candidate List Extract file for a specified SSID batch submission. The extract file will contain data an LEA may use with their local computing environment to analyze and select SSID candidates provided by CALPADS. The LEA can then upload a response file (see SSID Enrollment Candidate List Response section below) of resolved candidates to CALPADS for processing.

Record Layout

The Candidate List Extract file contains a list of candidate SSIDs associated with the SSID request records included in the LEAs batch submission file. Each SSID request record will return multiple selection records including possible SSID candidate records. The following restrictions apply to the file:

  • Each SSID request record submitted in the submission will have a corresponding group of selection records (minimum of three records associated with each SSID request) in the candidate list file
  • Three or more selection records (group) will exist for each SSID request record submitted. Each SSID request candidate list group is indicated by a unique CALPADS generated Request ID number assigned to the group of selection records. The assigned Request ID number will be repeated for each selection record associated with a single SSID request. Each SSID request candidate list group will have, at a minimum, the following three selection records:

    • Request Record Type = “Request” – indicates the LEA SSID request
    • Request Record Type = “New” – used to select a new SSID for the request
    • Request Record Type = “None” – used to indicate no selection requested
  • If candidates exist for the SSID request, candidate records will be included in the SSID request candidate list group. For these records, the Request Record Type field will contain “Candidate” for each candidate record. This record type is used to select the potential SSID candidate record.

Candidate List Extract Record Layout

# CALPADS File Element Max Length Business Rule
1   Record Type Code 4 A category describing the type of data record being submitted – SECL.
2   Request ID 36 CALPADS assigned unique ID associated with the SSID request candidate list of selection records generated based on the SSID request submission. The Request ID links the SSID request candidate list records to the original SSID Request record. May not be blank.
3   Job ID 36 The Job ID associated with the Candidate List. May not be blank.
4   Request Record Type 20 The type of the record in the Candidate List. The values may include Request, Candidate, New, and None. May not be blank.
5   Select Flag 1 The flag will be set to “Y” to indicate the candidate record selected by the LEA. This field will be blank in the extract file. Only one candidate record per Request ID may be selected. Valid values are “Y” or blank.
6   Candidate Score 3 The matching score of the candidate. Only populated when record type equals Candidate.
7   Student Local ID 16 The Local Identifier of the candidate record or request record.
8   SSID 10 The SSID for the student. This will only be populated when field Request Record Type equals “Candidate”.
9   Student Legal Last Name 50 The Legal Last Name of the request record or candidate. May not be blank.
10            Student Legal First Name 30 The Legal First Name of the request record or candidate. May not be blank.
11            Student Legal Middle Name 30 The Legal Middle Name of the request record or candidate. May be blank.
12            Student Legal Name Suffix 10 The Legal Name Suffix of the request record or candidate. May be blank.
13            Student Alias First Name 30 The Alias Last Name of the request record or candidate. May be blank.
14            Student Alias Middle Name 30 The Alias First Name of the request record or candidate. May be blank.
15            Student Alias Last Name 50 The Alias Middle Name of the request record or candidate. May be blank.
16            Student Birth Date 8 The Birth Date of the request record or candidate. May not be blank.
17            Student Gender Code 1 The Gender Code of the request record or candidate SSID. May not be blank.
18            Student Birth Country Code 2 The Birth Country Code of the request record or candidate. May not be blank.
19            Student Birth State Province Code 6 The Birth State Province Code of the request record or candidate. May be blank.
20            Primary Language Code 2 The Primary Language Code of the request record or candidate. May not be blank.
21            Reporting LEA 7 The 7 digit Reporting LEA code of the request record or candidate. May not be blank.
22            School of Attendance 7 The 7 digit School of Attendance code of the request record or candidate. May not be blank.
23            Enrollment Start Date 8 The Enrollment Start Date of the request record or candidate. May not be blank.
24            Enrollment Exit Date 8 The Enrollment Exit Date of the request record or candidate. May be blank.
25            Grade Level Code 2 The Grade Level Code of the request record or candidate. May not be blank.


File Format

The extract file created will be in caret delimited format. The structure of the file will conform to the order and data type listed in the previous section. The date formats will follow the same formats required for the CALPADS File Formats (Format: CCYYMMDD, e.g. 20081025).


File Transmission

An LEA may request a Candidate List Extract file for a record type through the CALPADS portal. The Candidate List Extract function will allow an authorized user to specify selection criteria where applicable and request a file be created by the CALPADS application. The generated file will be available for download through CALPADS. The file will not be transmitted via email.


SSID Enrollment Candidate List Response

The following sections describe the process and file layout associated with the offline resolution of the Candidate List. This process will allow an LEA to resolve the Candidate List outside of CALPADS through use of a local automated or manual process. The resolved Candidate List, the Candidate List Response file, may then be uploaded to CALPADS for processing of the selected candidate records. This upload process is available only to authorized LEA users granted the appropriate user role by the local CALPADS LEA Administrator.

Process

The LEA will follow the process for requesting the initial candidate list extract. After the requested Candidate List is downloaded, the LEA may use a local process to resolve and confirm the Candidate List.

After the Candidate List is resolved offline, the LEA creates the Candidate List Response file and uploads the file to CALPADS for processing. CALPADS will process the file and produce one of the following results:

  • If errors exist, an error message is generated and the LEA is informed that changes are required
  • If no errors exist, CALPADS will update the disposition of each SSID request in the ODS

Candidate List Response File Content

The Candidate List Response file will contain the resolution of the candidates included in the original Candidate List extract file. The Candidate List Response file will be produced by the LEA. The Candidate List Response file must adhere to the following rules:

  • The Candidate List Response file must contain all records included in the original extract file
  • The records in the file do not have to be in any particular sequence
  • One and only one Select Flag field may contain “Y” for each SSID request candidate list group (where the Request ID fields are the same value). The content of the Candidate List Response file is listed in the table below.

Candidate List Response File Content

# CALPADS File Element Max Length Business Rule
1   Record Type Code 4 A category describing the type of data record being submitted - SECL
2   Request ID 36 CALPADS assigned unique ID associated with the SSID request candidate list of selection records generated based on the SSID request submission. The Request ID links the SSID request candidate list records to the original SSID Request record.
May not be blank.
3   Job ID 36 The Job ID associated with the Candidate List. May not be blank.
4   Request Record Type 20 The type of the record in the Candidate List. The values may include Request, Candidate, New, and None. May not be blank.
5   Select Flag 1 The flag will be set to “Y” to indicate the candidate record selected by the LEA. This field will be blank in the extract file. Only one candidate record per Request ID may be selected. Valid values are “Y” or blank
6   Candidate Score 3 The matching score of the candidate. Only populated when Request Record Type equals “Candidate”.
7   Student Local ID 16 The Local Identifier of the candidate record or request record.
8   SSID 10 The SSID for the student. This will only be populated when Request Record Type equals “Candidate”
9   Student Legal Last Name 50 The Legal Last Name of the request record or candidate. May not be blank.
10            Student Legal First Name 30 The Legal First Name of the request record or candidate. May not be blank.
11            Student Legal Middle Name 30 The Legal Middle Name of the request record or candidate. May be blank.
12            Student Legal Name Suffix 10 The Legal Name Suffix of the request record or candidate. May be blank.
13            Student Alias First Name 30 The Alias Last Name of the request record or candidate. May be blank.
14            Student Alias Middle Name 30 The Alias First Name of the request record or candidate. May be blank.
15            Student Alias Last Name 50 The Alias Middle Name of the request record or candidate. May be blank.
16            Student Birth Date 8 The Birth Date of the request record or candidate. May not be blank.
17            Student Gender Code 1 The Gender Code of the request record or candidate SSID. May not be blank.
18            Student Birth Country Code 2 The Birth Country Code of the request record or candidate. May not be blank.
19            Student Birth State Province Code 6 The Birth State Province Code of the request record or candidate. May be blank.
20            Primary Language Code 2 The Primary Language Code of the request record or candidate. May not be blank.
21            Reporting LEA 7 The 7 digit Reporting LEA code of the request record or candidate. May not be blank.
22            School of Attendance 7 The 7 digit School of Attendance code of the request record or candidate. May not be blank.
23            Enrollment Start Date 8 The Enrollment Start Date of the request record or candidate. May not be blank.
24            Enrollment Exit Date 8 The Enrollment Exit Date of the request record or candidate. May be blank.
25            Grade Level Code 2 The Grade Level Code of the request record or candidate. May not be blank.


Request Download Process


CandidateList Extract process

Rejected Record extract sProcedure procedure

Number 1 Click on Extracts link from the Left Navigation menu.

Number 2 Click on Candidate List button.

Number 3 Default LEA will appear.

Number 4 Select the submitter who uploaded the SSID Enrollment file.

Number 5 Select the JOB ID of the SSID Enrollment file.

Number 6 Select schools. Click on the double arrow to include all. To select a few, select the schools and click on the single arrow button. Selected schools will appear on the selected box to the right

Number 7 Name the requested file (Optional)

Number 8 Click on Request File button to finalize request.

Number 9 Requested file will be available under Submitter Extracts. Click on Download button next to extract.

Replacement SSID Extract process