SSID Matching Tool

Updated as of 8/19/2022

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

Active Defects:

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 and alias names
  • Gender
  • Date of Birth
  • Birth Country
  • Birth State

Matching is done using both the legal and alias names, in addition to the other demographic elements, with the legal names taking a higher precedence. The sequencing for matching on the name fields is:

  1. Perfect match of submitted legal names to legal or alias names in the Operational Data Store (ODS)
  2. Perfect match of submitted Alias names to legal or alias names

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.

Probabilistic matching (e.g., “Nick” for Nicolas, or “Bill” for William) is not currently part of the SSID match logic, but will be added as a future enhancement in late August or early September 2022.

SSID Match Tool Basic Workflow


SSID Matching Tool Workflow


Submitting SENR file for Matching


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

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


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

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.

SSID Match Tool tab loads and you can choose a local file CALPADS SENR format, CSV spreadsheet or text file.


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

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.

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.

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.

One of two outcomes happen during file upload. (A) View a rejected file or (B) download match results.


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-A.** When view button is selected you should be navigated to a new screen showing job details, summary of the errors and detail description.


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.

Step 8-B.** When your file is successfully posted, download the Result file by selecting the button.


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

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:

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)


SSID Matching Tool Workflow


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


SSID Matching Tool Workflow


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


SSIDMatchingToolResult3

Click image to expand


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 :

Public Name

Field #

Max Length

Validation Codes

Validation Description

Reporting LEA

1.04

7

GERR0001
IVR0001

The 7-digit County District (CD) code must be submitted if the entity is a district or county office.
If the entity is an independently reporting charter school, the School (S) code must be submitted for both the Reporting LEA and the School of Attendance.

School of Attendance

1.05

7

GERR0001
IVR0002

1) The 7-digit School (S) code must be submitted.
If the entity is an independently reporting charter school, the School (S) code must be submitted for both the School of Attendance and the Reporting LEA.

2) If student attends an NPS school, the School of Attendance is identified as 0000001. The NPS School is identified in the element "School of Attendance NPS"

SSID

1.08

10

GERR0009

Validates that the field is blank in the SENR file when submitted. For this tool it is required that the SSID field be blank.

Student Legal First Name

1.10

30

GERR0001
IVR0009

May only include Alphabetic letters, numbers, periods, hyphens and apostrophes

Student Legal Middle Name

1.11

30

GERR0001
IVR0009

May only include Alphabetic letters, numbers, periods, hyphens and apostrophes

Student Legal Last Name

1.12

50

GERR0001
IVR0009

May only include Alphabetic letters, numbers, periods, hyphens and apostrophes

Student Alias First Name

1.14

30

GERR0001
IVR0009
IVR0010

1) May only include Alphabetic letters, numbers, periods, hyphens and apostrophes;
2) If Student Alias Last Name is populated;
Then Student Alias First Name must be populated

Student Alias Middle Name

1.15

30

GERR0001
IVR0009

May only include Alphabetic letters, numbers, periods, hyphens and apostrophes

Student Alias Last Name

1.16

50

GERR0001
IVR0009
IVR0011

1) May only include Alphabetic letters, numbers, periods, hyphens and apostrophes;
2) If Student Alias First Name is populated;
Then Student Alias Last Name must be populated

Student Birth Date

1.17

8

FRMT0002
GERR0001
IVR0012
SENR0262

Format: CCYYMMDD, e.g. 20081025;
1) If Grade Level Code is equal to Adult (AD) then Student age must be greater than or equal to 16 and less than 80;
Else, Student age should be greater than 0 and less than or equal to 22
2) If Grade Level Code is equal to Kindergarten (KN) then Student age should be between 4 and 7 years (inclusive).
3) If Student Exit Category equals E230 and School Completion Status Code equals 320; then Student Age must be greater than or equal to 16 on the Exit Date

Student Gender Code

1.18

1

GERR0001
GERR0002

See Code Set Gender

Student Birth State Province Code

1.20

6

GERR0001
GERR0002
IVR0036

Student Birth Country Code and Student Birth State Province Code must be a valid combination as defined in the CALPADS Valid Code Combinations document

Student Birth Country Code

1.21

2

GERR0001
GERR0002
IVR0036

Student Birth Country Code and Student Birth State Province Code must be a valid combination as defined in the CALPADS Valid Code Combinations document

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

Submitted_SENR_Gender

CS

1

Gender for the submitted student.

Format: M/F/X

9

Submitted_SENR_BirthDate

DT

8

Birth Date for the submitted student.

Format: yyyymmdd

10

Submitted_SENR_BirthCountry

CS

2

Abbreviation of the country in which the student was born.

11

Submitted_SENR_BirthState

CS

6

Abbreviation of the state or province in which the student was born

12

Submitted_ SENR _GradeLevel

CS

2

Student’s most recent grade level.

13

Result_Category

CS

14

The category describing the result of the candidate match.

Values: No Match, Single Match, Multiple Match

14

 

Result_MatchPercentageScore

NUM

3

The score representing the percentage of demographic criteria that were matched to the submitted student demographic criteria. Format: XXX%

15

Result_SENR_ReportingLEAName

CS

200

The Reporting LEA name for the match result student’s most recent enrollment.

16

Result_SENR_SchoolofAttendanceName

CS

200

The School of Attendance name for the match result student’s most recent enrollment.

17

Result_SENR_ReportingLEACountyDistrictCode

CS

7

The Reporting LEA county-district code for the match result student’s most recent enrollment.

18

Result_SENR_SchoolofAttendanceSchoolCode

CS

7

The School of Attendance school code for the match result student’s most recent enrollment.

19

Result_ SENR_EnrollmentStartDate

DT

8

Match result student’s most recent enrollment start date.

Will be blank if submitted demographics have no match.

Format: yyyymmdd

20

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: yyyymmdd

21

Result_SENR_GradeLevel

CS

2

The match result student’s most recent grade level.

22

Result_SINF_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.

23

Result_SENR_SSIDCreateDate

DT

8

Match result SSID Create Date.

Will be blank if submitted demographics have no match.

Format: yyyymmdd

24

Result_SINF_Student_LegalLastName

CS

50

Match result student’s legal last/surname.

Will be blank if submitted demographics have no match.

25

Result_SINF_Student_LegalFirstName

CS

30

Match result student’s legal first name.

Will be blank if submitted demographics have no match.

26

Result_SINF_Student_LegalMiddleName

CS

30

Match result student’s legal middle name.

Will be blank if submitted demographics have no match.

27

Result_SINF_Student _AliasLastName

CS

50

Match result Student’s alias last name.

Will be blank if submitted demographics have no match.

28

Result_SINF_Student_AliasFirstName

CS

30

Match result student’s alias first name.

Will be blank if submitted demographics have no match.

29

Result_SINF_Gender

CS

1

Match result student’s gender.

Will be blank if submitted demographics have no match.

30

Result_SENR_BirthDate

DT

8

Match result Birth Date.

Format: yyyymmdd

31

Result_SELA_ELASCode

CS

1

Match result student’s most recent ELAS Code.

Will be blank if submitted demographics have no match.

32

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: yyyymmdd

33

Result_SELA_PrimaryLanguage

CS

2

Primary language for the match result.

Will be blank if submitted demographics have no match.

34

Result_SINF_Parent/Guardian1FirstName

CS

30

Match result student’s parent/guardian 1 First Name.

Will be blank if submitted demographics have no match.

35

Result_SINF_Parent/Guardian1LastName

CS

50

Match result student’s Parent/Guardian 1 Last Name.

Will be blank if submitted demographics have no match.

36

Result_SINF_Parent/Guardian2FirstName

CS

30

Match result student’s Parent/Guardian 2 First Name.

Will be blank if submitted demographics have no match.

37

Result_SINF_Parent/Guardian2LastName

CS

50

Match result student’s Parent/Guardian2LastName.

Will be blank if submitted demographics have no match.

38

Result_SINF_ResidentialAddressLine1

CS

60

Match result student’s residential address line 1.

Will be blank if submitted demographics have no match.

39

Result_SINF_ResidentialAddressLine2

CS

60

Match result student’s residential address line 2.

Will be blank if submitted demographics have no match.

40

Result_SINF_ResidentialAddressCityName

CS

30

Match result student’s residential address city name.

Will be blank if submitted demographics have no match.

41

Result_SINF_ResidentialAddressStateProvinceCode

CS

6

Match result student’s residential address state/province code.

Will be blank if submitted demographics have no match.

42

Result_SINF_ResidentialAddressZipCode

CS

10

Match result student’s residential address zip code.

Will be blank if submitted demographics have no match.

43

Result_SINF_MailingAddressLine1

CS

60

Match result student’s mailing address line 1.

Will be blank if submitted demographics have no match.

44

Result_SINF_MailingAddressLine2

CS

60

Match result student’s mailing address line 2.

Will be blank if submitted demographics have no match.

45

Result_SINF_MailingAddressCityName

CS

30

Match result student’s mailing address city name.

Will be blank if submitted demographics have no match.

46

Result_SINF_MailingAddressStateProvinceCode

CS

6

Match result student’s mailing address state province.

Will be blank if submitted demographics have no match.

47

Result_SINF_MailingAddressZipCode

CS

10

Match result student’s mailing address zip code.

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.