Requesting SSID

The “Request SSID” page, when accessed through the Online Maintenance sub menu, allows an authorized user to begin the process of requesting an SSID without using the Search for Student process. All fields on the screen will be blank. Since the search conducted through the “Request SSID” page directs the user to SSID assignment for a student, the user must enter complete values for all mandatory fields to determine the correct action through choosing a candidate or having the system generate a new SSID. The system will not validate partial data with the asterisk (*) wildcard.


Fields

  • First Name, Middle Name, and Last Name - To add values, enter the exact names in the provide search fields. Wildcard search using (*) asterisk is not permitted in the Advanced Search.

  • Gender - Users have the option to either click on the Male or Female radio button.

  • Birth Date - To add a value, enter a date in the MM/DD/YYYY format or click on the Calendar icon and select a date from the tool.

  • Birth Country - To add a value, select from the dropdown list.

  • Birth State - Only used for students born in the USA, Canada and Mexico. To add a value, select from the dropdown list

  • Alias Last Name, Alias First Name, and Alias Middle Name fields will be Blank. To add values, enter the names in the provided text boxes.


Request SSID Process


Step 1. From the Left Navigation menu, click on Online Maintenance and then click on Student Data.

Step 1. From the Left Navigation menu, click on Online Maintenance and then click on **Student Data


Step 2. Click on the Search by Demographics/Request SSID tab and then click on Request SSID button.

Step 2. Click on Online Maintenance from the Side Navigation Menu. Click on Student Data Maintenance. Click on the Search by Demographic Tab.


Step 3. Populate at least 2 search criteria and then click on the Search button.

Note: The wildcard search functionality will not work in the Request SSID option. Users must populate the exact information in the search fields.

Step 3. Populate at least 2 search criteria and then click on the Search button. Note: The wildcard search functionality will not work in Advanced. Users must populate the exact information in the search fields.


Step 4. If populated parameters do not bring back a match, users will be notified tha no match was found and a link to create a SSID is available to click on as a suggested option.

Step 4. If populated parameters do not bring back a match. Users will see no matching records found for the entered criteria.


Step 5. If populated parameters bring back a match, the results are listed below the search fields. Choose and click on the student name of the possible match.

If the results do not bring up the desired match, the user can click the Create a new SSID link if they wish to create a new unique SSID.

Step 5. If populated parameters bring back a match, the results are listed below the search fields. Choose and click on the student name of the possible match. If the results do not bring up the desired match, the user can click the **Create a new SSID** link if they wish to create a new unique SSID.


Step 6. When the student name of possible match is clicked, are directed to the student detail page where records can be added or edited.

Step 6.  When the student name of possible match is clicked, are directed to the student detail page where records can be added or edited


Step 7. If the results do not bring up the desired match, and the user clicks on Create a new SSID link, the system may trigger a warning about a poteial MID if a new SSID is created. Users may ignore the warning and just click on the Yes button.

Step 7.  If the results do not bring up the desired match, and the user clicks on **Create a new SSID** link, the system may trigger a warning about a poteial MID if a new SSID is created. Users may ignore the warning and just click on the Yes button.


Step 8. Once the Yes button is clicked, the user is directed to the New SSID Enrollment page where additional fields are required to be populated (see fields with (*) asterisk).

Once the Yes button is clicked, the user is directed to the New SSID Enrollment page where additional fields are required to be populated (see fields with (*)asterisk).


NEW SSID Enrollment Fields

The SSID enrollment fields are always accessible to be populated or edited. However, during the process of requesting a SSID, some fields are active while others are disabled. Users are creating a shell enrollment with only the required fields expected to be populated to allow the generation of a SSID when posted. Once a SSID is successfully created, the user may then be able to populate the other student details.


Field Description Required Validation/Business Rule
SSID Student ldentifier N Grayed out until valid student and enrollment data is supplied, validated and posted.
Last Name Legal Last Name Y Field must contain the student’s complete Legal Last Name that may only include Alphabetic letters, numbers, periods, hyphens and apostrophes.
First Name Legal First Name Y Field must contain the student’s complete Legal First Name that may only include Alphabetic letters, numbers, periods, hyphens and apostrophes.
Middle Name Student Legal Middle Name N Field must contain the student’s complete Legal Middle Name that may only include Alphabetic letters, numbers, periods, hyphens and apostrophes.
Gender Gender Code Key Y Must be a valid selection from the Gender Category Code Set to indicate the student’s gender.
Birth Date Student Birth Date Y The date must be in the MM/DD/YYYY format.
Birth Country Country Code Key Y Must be a valid selection from the Country Category Code Set to indicate the country where the student was born.
Birth State Birth State Code Key N Must be a valid selection from the State/Province Category Code Set to indicate the State where the student was born.
Alias Last Name Last Name alias N Complete alternative Last Name for student that may only include alphabetic letters, numbers, periods, hyphens and apostrophes.
Alias First Name First Name alias N Complete alternative First Name for student that may only include alphabetic letters, numbers, periods, hyphens and apostrophes.
Alias Middle Name Middle Name alias N Complete alternative Middle Name for student that may only include alphabetic letters, numbers, periods, hyphens and apostrophes.
Reporting LEA Reporting Entity Y Lookup/Dropdown list should be disabled on this UI
School of Attendance Student’s school Y Value must be selected; the user may enter one or more alphabetic or numeric characters Account holder must have org role for selected school
NPS School of Attendance NPS School Required if CDS code for School of Attendance is equal to ‘0000001’ School must be associated with Reporting LEA If the School of Attendance is identified as 0000001, the school must be an NPS school.
Local Student ID Student Identifier within local system Y The unique identifier assigned to the student by a local educational agency.
Birth City N Populate with Birth City
Enrollment Status Y Must be a valid selection from the Enrollment Status Category Code Set to indicate the state of a student’s enrollment (student’s name appears on a register, roll, or list) at a particular educational service institution.
Grade Level Y User must select a valid grade code value
Enrollment Start Date Y The first date a student is expected to begin attending a school. The date must be in the MM/DD/YYYY format.
Enrollment Exit Date Withdrawal Date N The date a student, who is not expected to return the following school year, exited or withdrew from a specific school in California.
Student Exit Reason Exit Category Required if Student School Exit Date is populated Must be a valid selection from the Student Exit Category code list to indicate the category or conditions a student left a school in the California public educational system. If School Completion Status Code = 'Graduated' Then Student Exit Reason Code must = 'Completer Exit'.
Expected Receiver School of Attendance Expected School of Attendance If Student Exit Reason = TransEnrollDiscip or If If Ed Options School Type = X (Alternative School) If the School of Attendance is identified as 0000001, the school must be an NPS school. The system will display a “CDS Lookup” window. The user will enter one or more alphabetic or numeric characters in the text box
Student School Completion Status Completion Status Key Required If Student Exit Reason = E230 The Y Must be a valid selection from the Completion Status Category code list to indicate a student’s state of completion from an academic program at a particular educational service institution.
Student Met All UC/CSU Requirements Met all UC/CSU Requirements Required if If School Completion Status = Graduated An indication of whether or not a local educational agency determined a student met all the admission requirements to the University of California or California State University
Student School Transfer Code Transfer Code N/A Must be a valid selection from the Interdistrict Transfer code list to indicate a student’s transfer code.
District of Geographic Residence N/A The system will display a “CDS Lookup” window. The user will enter one or more alphabetic or numeric characters in the text box.
Golden State Seal Radio buttons N
Seal of Biliteracy Radio buttons N


Step 9. When all the required fields are populated, and the Validate button located at the bottom of the page is clicked, a notification will appear at the top of the page.

When all the required fields are populated, and the Validate button located at the bottom of the page is clicked, a notification will appear at the top of the page.


Step 10 Scroll down the page and finalize the SSID request by clicking on Post.

Scroll down on the page and finalize the SSID request by clicking on Post.


Step 11. After clicking on Post, a confirmation message appears. Closing it redirects the user to the Student Detail page where the enrollment record appears.

After clicking on Post, a confirmation message appears. Closing it redirects the user to the Student Detail page where the enrollment record appears.


After clicking on Post, a confirmation message appears. Closing it redirects the user to the Student Detail page where the enrollment record appears.


Users can proceed and continue maintaining the other required student details. (Refer to Student Detail pages for SENR, SINF, SPRG and SELA).



Additional Resources

CALPADS File SpecificationsForm

Look for Student Enrollment Tab

CALPADS Data Guide

Chapter 2.1.1 provides additional information on Job classifications.