SSID Matching Tool

Updated as of 10/25/2023

The SSID Match Tool is an interim solution to assist LEAs in matching existing students in CALPADS.Records to potential new student enrollment records (SENR) that do not have an SSID assigned. This tool will help the user to identify multiple matching records in bulk prior to submitting SENR file and immediately preempting MIDs Resolutions in the CALPADS system.

Account Roles Needed

Users need the following roles to access this section.

• SENR Edit

SSID Matching Criteria and Match Scoring

Any possible matches returned on the SSID Match Result file are returned with a Match Score. Scoring of a possible SSID match is based on matching these submitted SENR fields:

• Legal First, Middle, and Last Name
• Date of Birth

Perfect matches maximize the match score, and variations reduce the match score. The further away the potential match student’s birth date is from the submitted student’s birth date, the lower the score.

Matching is done using the legal name, and then Date of birth.

Perfect matches maximize the match score, and variations reduce the match score. The further away the potential match student’s birth date is from the submitted student’s birth date, the lower the score.

SSID Match Tool Basic Workflow

Submitting SENR file for Matching

Step 1. Navigate to Online Maintenance on the left navigation screen, Click on Student Data.

Step 2. Locate and click on SSID Match Tool tab.

Step 3. SSID Match Tool tab loads and you can choose a local file CALPADS SENR format, CSV spreadsheet or text file. See file specifications in box folder. TEST: Attempt uploading incorrectly formatted files, tool should fail the file.

Step 4. Select file to upload for matching. Reminder: Only SENR files with blank SSIDs can be submitted.

Step 5. Once a file is selected, click on the Upload button.

Step 6 & 7. File upload is successful. Message should appear with JobID that can be used in search. Use filters to search for completed job and click on Apply Filter.

Step 8. One of two outcomes happen during file upload. (A) View a rejected file or (B) download match results. In this step, view the rejected file. TEST: If a file is rejected and not failed it means that an error is present in the data. Review the input validations below to better understand and trigger potential errors. File should be updated and then post successfully.

Step 8-A. When view button is selected you should be navigated to a new screen showing job details, summary of the errors and detail description. User is expected to to source the record in the SIS, make the necessary edits and successfully extract a new blank SSID file for uploaded file. See section Data Validations further below.

Step 8-B. When your file is successfully posted, download the Result file by selecting the button. This button will automatically generate the SSID Match Report file in the same file format that the original records were uploaded in. If a text file was uploaded, a text file will be produced. Here a spreadsheet was uploaded and results were produced in a carat delimited spreadsheet formatted CSV file.

Resulting SSID Match downloadable file output will be in either csv format, carat delimiter or .xlsx depending on the format initially uploaded.

Depending on the SSID Matching process established by your SIS Vendor, you will either:

• Upload the raw file into your SIS and make the appropriate selections WITHIN the SIS (if functionality is now available) or

• Convert the file into excel, indicate your selection based on the possible match probability and demographics and then upload to your SIS (assuming that is possible.)

• Convert the file into excel, make selections and then manually update student records in your SIS with the selected SSIDs

Note: Users have the option to convert the result file to .xlsx to make it more readable. Please refer to the following tutorial:

• Converting extract Files to Excel or
• Import data sets & spreadsheets in Google Sheets

Processing SSID Match Results

Once the SSID Match Results file is downloaded, the user must review the results to determine which of the matches (if any) provided for a student match the submitted student. Based on numerous data presented in the resulting report (Result Category, Match Percentage, SINF demographic information), LEA will analyze the results and indicate their selection in the highlighted column using predetermined codes suggested by the sis vendor.

The selection column is provided to keep record of the match result selection. The selection column can be populated with the matching records SSID or a Boolean, Y or N indication. This column may have different requirements or implementation when vendor import is supported

Sample File

From left to right the Match Results file provides the submitted student’s or candidate’s details, the match results in the center featuring the match category and the Match percentage score and then finally on the far right, enrollment and demographic details for a single candidate.

1. Submitted Student details from SENR
2. Match Result category and scoring percentage
3. Matching student/candidate results (enrollment demographic, English language acquisition data)

A file may offer Single, Multiple or No Match. Each row shows a single candidate match. All student records in the multiple match category will have a row for each match result.

1. Student has two matches, 1 row for each match
2. Student has three matches, the name and local ID can be used to distinguish students with similar submission details
3. Student has three matches local ID(11) distinguishes the student form the other two submitted students with similar names

A blank “Selection” field is provided in the file to allow the user to indicate which of the matches is correct and to facilitate loading the file into the local SIS. The selection column can be populated with the matching records SSID or a Boolean, Y or N indication. This column may have different requirements or implementation when vendor import is supported

Post-Selection Steps

After all selections are done, update the local SIS by manually adding the SSID of the matched selections picked to the existing student record in the SIS that is missing the SSID.

Once all the desired SSIDs have been added, the user then request another SENR file, which now includes all the SENR records for the new academic year. This includes:

• records with existing SSIDs,
• records that recently updated with SSIDs from the Match process
• remaining records that still do not have SSIDs (because the SSID match tool did not find a match).

The user uploads the file to CALPADS which will execute any of the following:

1. Add new enrollment record for the new year to an existing SSID
2. Generate new SSID for those records with blank ssids.

Assuming file successfully post, check for any potential MIDs created (which is minimal due to the pre-emptive SSID match process done.) After fixing any MIDs the LEA is responsible for, request the SSID extract to pick up the new SSIDs and all the essential info the ssid extract includes.

Import the SSID extract file back to your SIS. This completes the SSID process. The next steps are to extract the SINF, SELA and SPRG and upload it to CALPADS to complete the student profile update.

Please refer to the SSID Request process for guidance on submitting the SENR file.

Hover on the linked stages for access to related video tutorials.

SSID Match Data Validation Errors

The following are the potential data integrity validations (IVRs) that may trigger during the SSID Matching process :

SSID Matching Result Extra Layout

Once the SENR file passes validation, the following SSID Match Results file layout is made available as an extract. The extract file created will be in csv carat delimited format with headers. 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).

Column#	Attribute	Format	Length	Attribute Definition and Format
1	Submitted_SENR_ReportingLEA	CS	7	The unique identifier assigned to the LEA requesting the SSID candidate list.
2	Submitted_SENR_SchoolofAttendance	CS	7	The unique identifier assigned to the school within the LEA that the submitted student is/will be enrolled at.
3	Selection	CS	1	This is a blank column that the user uses to indicate on hard copy which SSID matches the incoming SENR.
4	Submitted_SENR_LocalID	CS	15	LEA assigned local identification identifier for the submitted student.
5	Submitted_SENR_Student_LegalLastName	CS	50	Student’s legal last/surname for the submitted student.
6	Submitted_SENR_Student_LegalFirstName	CS	30	Student’s legal first name for the submitted student.
7	Submitted_SENR_Student_LegalMiddleName	CS	30	Student’s legal middle name for the submitted student.
8	Result_SENR_SSID	CS	10	The SSID that is returned for a potential match relating to most recent SENR record. Will be blank if submitted demographics have no match.
9	Result_SENR_SSIDCreateDate	DT	8	Match result SSID Create Date. Will be blank if submitted demographics have no match. Format: yyyymmdd
10	Result_MatchCategory	CS	14	The category describing the result of the candidate match. Values: No Match, Single Match, Multiple Match
11	Result_MatchPercentageScore	NUM	5	The score representing the percentage of demographic criteria that were matched to the submitted student demographic criteria. Format: XX.XX%
12	Submitted_SENR_Gender	CS	1	Gender for the submitted student. Format: M/F/X
13	Submitted_SENR_BirthDate	DT	8	Birth Date for the submitted student. Format: CCYYMMDD
14	Submitted_SENR_BirthCountry	CS	2	Abbreviation of the country in which the student was born.
15	Submitted_SENR_BirthState	CS	6	Abbreviation of the state or province in which the student was born
16	Submitted_ SENR _GradeLevel	CS	2	Student’s most recent grade level.
17	Result_SENR_ReportingLEAName	CS	200	The Reporting LEA name for the match result student’s most recent enrollment.
18	Result_SENR_SchoolofAttendanceName	CS	200	The School of Attendance name for the match result student’s most recent enrollment.
19	Result_SENR_ReportingLEACountyDistrictCode	CS	7	The Reporting LEA county-district code for the match result student’s most recent enrollment.
20	Result_SENR_SchoolofAttendanceSchoolCode	CS	7	The School of Attendance school code for the match result student’s most recent enrollment.
21	Result_ SENR_EnrollmentStartDate	DT	8	Match result student’s most recent enrollment start date. Will be blank if submitted demographics have no match. Format: CCYYMMDD
22	Result_SENR_EnrollmentExitDate	DT	8	Match result student’s exit date on most recent enrollment. Will be blank if submitted demographics have no match. Format: CCYYMMDD
23	Result_SINF_Student_LegalLastName	CS	50	Match result student’s legal last/surname. Will be blank if submitted demographics have no match.
24	Result_SINF_Student_LegalFirstName	CS	30	Match result student’s legal first name. Will be blank if submitted demographics have no match.
25	Result_SINF_Student_LegalMiddleName	CS	30	Match result student’s legal middle name. Will be blank if submitted demographics have no match.
26	Result_SINF_Student _AliasLastName	CS	50	Match result Student’s alias last name. Will be blank if submitted demographics have no match.
27	Result_SINF_Student_AliasFirstName	CS	30	Match result student’s alias first name. Will be blank if submitted demographics have no match.
28	Result_SINF_Gender	CS	1	Match result student’s gender. Will be blank if submitted demographics have no match.
29	Result_SENR_BirthDate	DT	8	Match result Birth Date. Format: CCYYMMDD
30	Result_SELA_ELASCode	CS	4	Match result student’s most recent ELAS Code (TBD, EL, IFEP, or RFEP). Will be blank if submitted demographics have no match.
31	Result_SELA_ELASStartDate	DT	8	ELAS Start Date associated with match result student’s most recent ELAS Code. Will be blank if submitted demographics have no match. Format: CCYYMMDD
32	Result_SELA_PrimaryLanguage	CS	2	Primary language for the match result. Will be blank if submitted demographics have no match.
33	Result_SINF_Parent/Guardian1FirstName	CS	30	Match result student’s parent/guardian 1 First Name. Will be blank if submitted demographics have no match.
34	Result_SINF_Parent/Guardian1LastName	CS	50	Match result student’s Parent/Guardian 1 Last Name. Will be blank if submitted demographics have no match.
35	Result_SINF_Parent/Guardian2FirstName	CS	30	Match result student’s Parent/Guardian 2 First Name. Will be blank if submitted demographics have no match.
36	Result_SINF_Parent/Guardian2LastName	CS	50	Match result student’s Parent/Guardian2LastName. Will be blank if submitted demographics have no match.
37	Result_SINF_ResidentialAddressLine1	CS	60	Match result student’s residential address line 1. Will be blank if submitted demographics have no match.
38	Result_SINF_ResidentialAddressLine2	CS	60	Match result student’s residential address line 2. Will be blank if submitted demographics have no match.
39	Result_SINF_ResidentialAddressCityName	CS	30	Match result student’s residential address city name. Will be blank if submitted demographics have no match.
40	Result_SINF_ResidentialAddressStateProvinceCode	CS	6	Match result student’s residential address state/province code. Will be blank if submitted demographics have no match.
41	Result_SINF_ResidentialAddressZipCode	CS	10	Match result student’s residential address zip code. Will be blank if submitted demographics have no match.
42	Result_SINF_MailingAddressLine1	CS	60	Match result student’s mailing address line 1. Will be blank if submitted demographics have no match.
43	Result_SINF_MailingAddressLine2	CS	60	Match result student’s mailing address line 2. Will be blank if submitted demographics have no match.
44	Result_SINF_MailingAddressCityName	CS	30	Match result student’s mailing address city name. Will be blank if submitted demographics have no match.
45	Result_SINF_MailingAddressStateProvinceCode	CS	6	Match result student’s mailing address state province. Will be blank if submitted demographics have no match.
46	Result_SINF_MailingAddressZipCode	CS	10	Match result student’s mailing address zip code. Will be blank if submitted demographics have no match.
47	Result_SENR_GradeLevel	CS	2	Match result student’s most recent grade level. Will be blank if submitted demographics have no match
48	Result_SINF_BirthState	CS	6	Match result student’s most recent Birth State. Will be blank if submitted demographics have no match
49	Result_SINF_BirthCity	CS	30	Match result student’s most recent Birth City. Will be blank if submitted demographics have no match.
50	Result_SINF_ StudentInitialUSSchoolEnrollmentDateK-12	CS	8	Match result student’s most recent Student Initial US School Enrollment Date K-12. Will be blank if submitted demographics have no match.
51	Result_SWDS_SWDIndicator	CS	1	Match result where a “Y” means the most recent SWDS record effective during the enrollment for the student has SWDS Status Code \= 1 (Eligible and Participating). A “N” means the most recent SWDS record effective during the enrollment for student does not have an SWDS Status Code \= 1. Will be blank if submitted demographics have no match.

Additional Resources:

CALPADS Update Flash #233 (10-Aug-2022)

Topics include: Statewide Student Identifier (SSID) Matching Tool Now Available.

CALPADS Update Flash #231(01-Aug-2022)

Topics include: Statewide Student Identifier (SSID) Matching Tool; SSID Matching Criteria and Match Scoring.