Transcript CALPADS Essential 4 Training Presentation v1.2

Essential 4
Anomalies
Essential 4 - Anomalies v1.2, September 26, 2014
Who’s Supposed to Be Here
Individuals assigned to
CALPADS maintenance
2
Supervisor of staff
assigned to CALPADS
Essential 4 - Anomalies v1.2, September 26, 2014
Training Sequence
Essential 1:
Data Coordinator Orientation
Essential 2:
Interface & Administration
Essential 3:
Data Submission
Essential 4:
Anomalies
Fall 1
Fall 2: Reporting and
Certification
Fall 2: Data
Population
End of
Year 2 & 3
3
End of
Year 1& 4
Essential 4 - Anomalies v1.2, September 26, 2014
Courtesy Guidelines
Mute yourself
HOLD
Silence
cellphones
1
conversation
at a time
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Essential 4 - Anomalies v1.2, September 26, 2014
Agenda
CCE
ERD
MID
SSID Anomalies
Anomaly Roles
Wrap Up
5
Anomaly Reports
2 hours
Essential 4 - Anomalies v1.2, September 26, 2014
CCE
ERD
MID
SSID Anomalies
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What Is An SSID Anomaly?
An SSID Anomaly is a problem
with an SSID’s enrollment or a
student being assigned more
than one SSID
These anomalies are
detected once a day, during
the nightly process
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Essential 4 - Anomalies v1.2, September 26, 2014
Anomaly Responsibilities
Resolve Regularly
Download MID
Replacement SSIDs
Keep
Below 2%
maximum
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How To Resolve Anomalies
Online Maintenance
Batch Upload
SSID Anomaly Reports
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Anomaly Roles
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Anomaly Roles
Anomalies
Gives access to view and
resolve anomalies
Anomaly Contact
Used to determine contact
information shown to users
resolving anomalies
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Steps to Assign Anomaly Roles
1.
2.
3.
4.
5.
6.
7.
8.
9.
Log in to CALPADS using your LEA Admin account
From the Admin menu, click User Security
Search for the user you want to assign as your anomaly contact*
Click the user’s name
Click Edit
Select a role to from the Available Roles box (Contacts > Anomaly
Contact or SSID Enrollment (SENR) > Anomalies)
Click Assign Role(s)
Repeat steps 6-7 for each additional role you want to assign
Click Save
*Hint: If you click Search with no criteria specified,
you will be shown a list of all users.
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Assigning Anomalies Role
7
6
5
8
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Essential 4 - Anomalies v1.2, September 26, 2014
Assigning Anomaly Contact Role
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6
5
8
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Essential 4 - Anomalies v1.2, September 26, 2014
Steps to Remove Anomaly Roles
1.
2.
3.
4.
5.
6.
7.
8.
Log in to CALPADS using your LEA Admin account
From the Admin menu, click User Security
Search for the user for whom you want to remove the
Anomaly Contact role*
Click the user’s name
Click Edit
Select the role you want to remove from the Assigned
Roles box
Click Remove Role(s)
Click Save
*Hint: If you click Search with no criteria specified,
you will be shown a list of all users.
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Removing Anomaly Contact Role
6
7
8
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CCE
ERD
MID
Concurrent Enrollment
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Essential 4 - Anomalies v1.2, September 26, 2014
CCE Definition
An SSID has a
primary enrollment at
more than one LEA at
the same time
ABC
School
18
XYZ
School
Essential 4 - Anomalies v1.2, September 26, 2014
CCE Example
Sun
Mon
Tue
Wed
Thu
Fri
Sat
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
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21
22
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24
25
26
27
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Enrollment at School 1 (3rd – 13th)
Enrollment at School 2 (12th – 25th)
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Enrollment Status Combinations
Do not
cause CCEs
Short-Term*
(less than 30
days)
Primary
Cause CCEs
LEA 1
LEA 2
Primary
Primary
LEA 1
LEA 2
Primary
Short-Term
(more than
30 days)
Secondary*
* A student can have secondary and/or short term enrollments in addition to the primary one
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Essential 4 - Anomalies v1.2, September 26, 2014
CCE Ownership
8/16*
Fall 1 Census Day
All LEAs with overlapping
enrollments during
8/16 – Fall 1 Census Day
LEA with most recent enrollment is relieved of CCE after 14 days
* of year prior to Census Day
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CCE Resolution Options
Correct start or exit dates
Correct enrollment status or exit code
Delete enrollment record and get new SSID
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Common Causes Of CCEs
Problem
Indicators
Solution
Previous LEA did not
submit an exit record
for the student (under
this SSID).
Exit date and reason
are missing even
though student has left
the previous school.
Contact the previous LEA to confirm the
student’s enrollment and request that they
update their CALPADS enrollment record
to reflect the student’s actual enrollment.
Two or more students
are sharing this SSID.
Student enrolled at
your school did not
attend the school listed
in the other enrollment
record.
Identify the 1st enrollment record in the
SSID’s full enrollment history. The student
reflected by that record owns the SSID. All
other students must be given a new SSID
& their enrollment records must be
removed from the SSID with the anomaly.
The student is
concurrently enrolled
but not reported
properly.
The student’s
enrollment status is a
10 even though the
student is concurrently
enrolled
A student is allowed to have multiple
enrollments as long as all but one of them
are non-primary. Update the non-primary
enrollments to the proper enrollment status
code. A list of the valid codes &
descriptions can be found in the CFS Code
Sets document.
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CCE - Anomaly List
1
24
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CCE - Interface
User filters to limit
which records are
shown below.
Remember to click
Apply Filters after
changing the options
Only CCEs with open enrollments
between these dates are detected.
Click Reveal button to view conflicting records
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CCE - Analysis
Start date could be
wrong. Student may have
started at a later date.
Exit code and date could be
missing. Student may be a
no-show that has not been
reported.
Check cumulative files to see if the student attended the
other school. If they didn’t, it’s likely the student is
sharing the SSID with another student.
Enrollment status could be wrong.
Actual enrollment may be secondary.
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Essential 4 - Anomalies v1.2, September 26, 2014
CCE - Resolving An Anomaly
Click Resolve to display the full enrollment history
Click name to view student profile
Click School Contact to reveal contact information of the person assigned
the Anomaly Contact role at that LEA
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CCE - Student Enrollment
Reminder: This screen can be reached by
clicking the Resolve button shown
on the previous slide.
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Click Edit to access and modify
your LEA’s enrollment record.
Essential 4 - Anomalies v1.2, September 26, 2014
CCE - Edit Enrollment
1
Correct any fields that
are inaccurate:
• Enrollment Status
• Start Date
• Exit Date
• Exit Reason
Validate, then
Post the record.
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2
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CCE - Hiding A Resolved Anomaly From View
4 Click Apply Filters
3 Set resolution filter to Not Reviewed
2 Click Mark Selected As Reviewed
To hide a resolved CCE from
view, check the box next to it.
1
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CCE
ERD
MID
Exit Reason Discrepancy
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ERD Definition
An inconsistency exists between a
student’s exit reason and subsequent
enrollment status in a school
?
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ERD Warning Type Definitions
Enrollment Not Expected
A
Completer
Re-enrolled
The student is a completer (e.g., graduate) based
on their exit code, but the student has a
subsequent enrollment.
B
E
Dropout
Re-enrolled
The student’s is a dropout based on their exit code,
but the student has a subsequent enrollment.
Unexpected
Transfer
The student was expected to stay enrolled, but
showed up at another school.
Expected Enrollment
C
D
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Potential
Dropout
Missing
Enrollment
The student is expected to enroll at another school
but does not.
The student is expected to stay enrolled at the
same school, but is missing a continuing
enrollment record.
Essential 4 - Anomalies v1.2, September 26, 2014
ERD Ownership
All LEAs involved in an ERD own it
8/16/2013 - 8/15/2014
Dropouts
5/15/2013 - 8/15/2013
No show dropouts
Completers
Transfers
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Exits That Can Cause ERDs
Warning
A
B
C
D
E
Exit Reason
E125
E130
E230
T280
E140
E300
E400
N420*
T270
T380
E155
T160
T165
T167
E150
E150
Description
PriorComplSpecEd
Died
CompleterExit
TransCollege
NoKnownEnrollTruant
ExpellNoKnownEnroll
OtherOrUnknown
NoShowSameSchl
TransDropAdult
TransInstNoHSDip
YearEndEnrollmentExit
TransCASchlRegular
TransCAEnrollDiscip
TransScholDistReferral
MidYearEnrollmentUpdate
MidYearEnrollmentUpdate
Completion Code
n/a
n/a
100, 106, 108, 250
n/a
* Retired as of 6/30/2014
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Exits That Do Not Cause ERDs
Exit Reason
36
Description
Completion Code
E230
CompleterExit
104, 120, 320, 330, 360, 480
E410
MedicalRsns
n/a
E450
PreK-6Exit
n/a
N470
NoShowOther
n/a
T180
TransPrivate
n/a
T200
TransUS
n/a
T240
TransOutUS
n/a
T260
TransInAdult
n/a
T310
TransHealthFacil
n/a
T370
TransInstHSDipl
n/a
T460
TransHomeSchl
n/a
Essential 4 - Anomalies v1.2, September 26, 2014
ERD Resolution Options
Correct start or exit dates
Correct exit reason or completion status
Delete enrollment record and get new SSID
Submit the missing enrollment record
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Essential 4 - Anomalies v1.2, September 26, 2014
Common Causes Of Type A ERDs
Problem
Solution
The student did not really complete high
school
Update the student’s exit reason to a T160 or
other exit code that accurately reflects why the
student left
Two or more students are sharing this
SSID. The student who exited is not the
same student who enrolled at the other
school.
Look at the first enrollment record in the SSID’s
entire enrollment history. Each LEA that has a
different student must get a new SSID for their
student and then remove their enrollment record
from the SSID with the anomaly.
The student is a valid completer reenrolled. In some situations a student is
allowed to continue attending high
school after they complete.
Ignore the anomaly. CALPADS does not
currently have a way to exclude valid reenrollments, but may in the future.
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Essential 4 - Anomalies v1.2, September 26, 2014
Common Causes Of Type B ERDs
Problem
Solution
The student did not really drop out. The
school may not have previously had
record of where the student went after
they left and therefore marked the
student a dropout. The school has since
identified where the student went.
Update the student’s exit reason to a T160 or
other exit code that accurately reflects why the
student left.
Two or more students are sharing this
SSID. The student who exited is not the
same student who enrolled at the other
school.
Look at the first enrollment record in the SSID’s
entire enrollment history. Each LEA that has a
different student must get a new SSID for their
student and then remove their enrollment record
from the SSID with the anomaly.
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Essential 4 - Anomalies v1.2, September 26, 2014
Common Causes Of Type C ERDs
Problem
Solution
The student is a dropout
Update the student’s exit reason to a E140 or
other dropout code that accurately reflects how
the student left
The student has multiple SSIDs
Look up both of the SSIDs in CALPADS and
compare their demographic records. The name,
birthdate, gender, primary language, and birth
place fields should be updated so that they
match exactly. Either change your record or
request that the other LEA change theirs. A MID
anomaly should be detected the next day.
Resolving the MID anomaly should also clear the
ERD.
LEA has not reported subsequent
enrollment record
If it is early in the Fall 1 submission window you
may just need to wait for the other school to
complete their reporting. If it is later in the
submission window you may want to contact the
LEA where the student enrolled to confirm they
are going to report the student with the same
SSID. Cumulative file requests are a common
way to identify where a student has went.
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Essential 4 - Anomalies v1.2, September 26, 2014
Common Causes Of Type D ERDs
Problem
Solution
LEA has not reported subsequent
enrollment record
Submit the subsequent enrollment record with a
start date of one day beyond the exit date on the
E150 record
Student left the school
Update the Student Exit Reason Code to a code
which accurately reflects how the student left
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Essential 4 - Anomalies v1.2, September 26, 2014
Common Causes Of Type E ERDs
Problem
Solution
Two or more students are sharing this
SSID. The student who exited is not the
same student who enrolled at the other
school.
Look at the first enrollment record in the SSID’s
entire enrollment history. Each LEA that has a
different student must get a new SSID for their
student and then remove their enrollment record
from the SSID with the anomaly.
Student left the school
Update the Student Exit Reason Code to a code
which accurately reflects how the student left
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Essential 4 - Anomalies v1.2, September 26, 2014
ERD – Interface
Dates determine records to evaluate for Fall
1. Note that range differs based on exit type.
1
The range for
Drops, Grads,
Noshows is the
same
2
43
Click reveal button to view conflicting enrollment
Essential 4 - Anomalies v1.2, September 26, 2014
ERD – Analysis of Warning Type A
Completer Re-enrolled
Click the Resolve button to view the
enrollment history & update your record’s Exit
Code or Completion Status if necessary.
If earliest record in the history does not match
your student’s actual enrollment, your student
may have the wrong SSID.
If the other LEA’s record appears
to be inaccurate, contact that LEA
to discuss the anomaly. Click the
School Contact link to get contact
information for that LEA.
44
Student left on 04/05/2012 as a
high school graduate (Completion
Status = 100), but then entered
another school on 8/19/2013.
Determine whether the Exit Code & Completion
Status (if supplied) are accurate. If the student did
not complete, the Exit Code should be changed to
a T160 or other code that accurately reflects why
the student left. The Completion Status also needs
to be removed.
Essential 4 - Anomalies v1.2, September 26, 2014
ERD – Analysis of Warning Type B
Dropout Re-enrolled
Click the Resolve button to view the
enrollment history & update your record’s Exit
Reason or Completion Status if necessary.
If earliest record in the history does not match
your student’s actual enrollment, your student
may have the wrong SSID.
If the other LEA’s record appears
to be inaccurate, contact that LEA
to discuss the anomaly. Click the
School Contact link to get contact
information for that LEA.
45
Student was exited on 8/21/2012
as a dropout (Exit Reason = E400),
but then entered another school on
9/6/2012.
Determine whether the Exit Code is accurate. If
the student did not drop out, the Exit Code
should be changed to a T160 or other code that
accurately reflects why the student left.
Essential 4 - Anomalies v1.2, September 26, 2014
ERD – Analysis of Warning Type C
Potential Dropout
If your LEA has no record of the student
transferring to another CA public school, click
Resolve, then update the enrollment record
with a more accurate Exit Reason (e.g.,
dropout or moved out of state).
If earliest record in the history does not match
your student’s actual enrollment, your student
may have the wrong SSID.
If your student did transfer to
another CA public school, that
school needs to enroll the student in
CALPADS using the same SSID.
46
Student was exited on 3/13/2014
(Exit Reason = T160), and has no
subsequent enrollment records in
CALPADS.
Determine whether the Exit Reason is accurate.
If the student did not transfer to another CA
public school, the Exit Reason needs to be
updated to a code that accurately reflects why
the student left.
Essential 4 - Anomalies v1.2, September 26, 2014
ERD – Analysis of Warning Type D
Missing Enrollment
If your LEA has no record of the student
transferring to another CA public school.
Submit a new enrollment to CALPADS with
an Enrollment Start Date of the next calendar
day* following the Enrollment Exit Date.
Student was reported as a mid-year
update on 7/31/2014 (Exit Reason =
E150), but has no subsequent
enrollment in CALPADS. Following an
E150 exit, there must be a new
enrollment the following calendar day.*
Determine whether the Exit Reason is accurate. If the student did transfer
to another CA public school, the Exit Reason needs to be updated to a
transfer code such as T160 that accurately reflects why the student left.
* Even if the next calendar day is a weekend or holiday.
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Essential 4 - Anomalies v1.2, September 26, 2014
ERD – Analysis of Warning Type E
Unexpected Transfer
Student was reported as a mid-year update on 5/30/2013 (Exit Reason = E150), but has a
subsequent in a different school as the next record. Following an E150 exit, there must be a
new enrollment the following calendar day in the same school.*
If your LEA still has the student enrolled
and has no record of the student
transferring to another CA public school,
contact the other school to determine the
cause. There may be two students
sharing the same SSID.
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Determine whether the Exit Reason is
accurate. If the student did transfer to
another CA public school, the Exit
Reason needs to be updated to a transfer
code such as T160 that accurately
reflects why the student left.
Essential 4 - Anomalies v1.2, September 26, 2014
ERD - Mark Anomaly As Resolved
2
Then click this button
1
For an anomaly that you resolve
and do not want to show in your
list, check the box on the left.
If the anomaly was resolved correctly it will not appear in your list
after the Anomaly detection process runs again.
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CCE
ERD
MID
Multiple Identifier
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MID Definition
Two or more SSIDs have very similar or
identical demographics, indicating that a
student may have multiple SSIDs
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MID Example
Student 1
Student 2
SSID
4265874932
359875167
Name*
Ann Smith
Annie Smith
Gender
F
F
Birth Date
7/6/2000
7/6/2000
Birth State**
US-CA
US-CA
Birth Country**
US
US
Alias Name*
* Soundex is used to match similar names and match can be made
against either alias or regular name
** Only used for MID matching if provided for both students involved
in MID match
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MID Ownership
LEA with most recent enrollment
of all SSIDs involved
Enrollments up to 14 months prior to Census Day
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MID Resolution Options
Combine SSIDs
Mark SSIDs as different
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Common Causes of MIDs
Real Life Cause
Solution
A student has been assigned two or
more SSIDs
Look up each SSID and review their enrollment
history. Make sure that among the two SSIDs
there is only one open enrollment record (a
record without an exit date and reason). Select
the comb (combine) option and post the
selection. Look up each of the SSIDs that was
combined. For the one that is still active (i.e., not
retired), update the enrollment records to match
the student’s actual enrollment history.
Two similar but different students have
been detected
Select the diff (different) option and post the
selection.
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MID – Anomaly Report
1
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MID - Interface
Set MID Ownership to “Reporting
LEA-2” to see the MID anomalies
your LEA is responsible for and
able to resolve.
1
2
Click reveal button to view MID matches
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MID – Analysis
Click the student name to
view the student profile
associated with the SSID to
the left.
Review the enrollment history records in
the student profile. Conflicts between the
records make it more likely that they
represent two different students.
Your LEA’s record
The other LEAs’ records
The None option can be
selected if you have already
selected Comb or Diff, but still
need more time to decide if
that is the right decision.
58
If your LEA’s student did not attend this
school, then this enrollment record belongs
to a different student and the Diff option
should be selected.
Fields such as Birth City and
parent names can be used to
distinguish similar students.
Essential 4 - Anomalies v1.2, September 26, 2014
MID - Resolution
2
3
Click Save
Selected
Click Post
Selected
1
1
Select an Combine, Different,
or None for each MID match
If the anomaly was resolved correctly it will not appear in your list
after the Anomaly detection process runs again.
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MID - Resolving Undetected MIDs
1
60
Click Resolve MID Not on Report
Essential 4 - Anomalies v1.2, September 26, 2014
Resolving Undetected MIDs
1
Click Validate
61
Enter the two SSIDs that
belong to the same student
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Essential 4 - Anomalies v1.2, September 26, 2014
Resolving Undetected MIDs
CALPADS will determine
which SSID to keep
Click Combine SSIDs
62
1
Essential 4 - Anomalies v1.2, September 26, 2014
Replacement SSID Retrieval
Request replacement
SSID extract here
2
1
From the Reports
menu, click
Extracts
Retrieve replacement
SSID extract here
3
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Essential 4 - Anomalies v1.2, September 26, 2014
MID Resolution Effects
Combined
The SSID with the earliest
enrollment record is kept
and the other SSID is
retired. Enrollment,
demographic, and program
records of the two SSIDs
are combined. Retirement
of SSIDs is permanent and
irreversible.
64
Marked Different
The SSIDs are
permanently marked
different and will not be
detected as MIDs ever
again.
Essential 4 - Anomalies v1.2, September 26, 2014
MID Resolution Cleanup
All sections of the student
profile should be reviewed
after a MID combine to
ensure that the student’s
combined records are
accurate.
Note: No validations are applied when
Student English Language Status
records are combined so some
cleanup may be required.
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Anomaly Reports
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Anomaly Status Report
To certify Fall 1 an LEA must
have 2% or fewer anomalies, of
MIDs and CCEs
Above
threshold
Below
threshold
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Wrap Up
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Did you get it all?
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69
Anomalies are problems with an SSID’s enrollment which
are detected once per night, p. 7
Anomalies need to be resolved regularly and replacement
IDs need to be downloaded regularly, p.8
Anomalies usually resolved through the SSID Anomaly
Reports, but can also be resolved through online
maintenance or batch upload, p. 9
Your LEA Admin should assign the Anomalies and
Anomaly Contact roles to the person managing anomalies,
p. 11-14
Essential 4 - Anomalies v1.2, September 26, 2014
Did you get it all?
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70
A CCE is an anomaly that has an SSID with a primary
enrollment at more than one LEA at the same time, p. 1820
All LEAs involved own the CCE anomaly, p. 21
CCEs are only detected between 8/16 of the year prior to
Census Day, through Census Day, p. 21
There are three main ways to resolve CCEs, p. 22
There are common causes of CCEs, pp. 23, 26
CCEs can be hidden by marking them resolved, p. 30
Essential 4 - Anomalies v1.2, September 26, 2014
Did you get it all?
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An ERD is an anomaly that has an inconsistency between the
student’s exit reason and subsequent enrollment status in a
school , p. 32
There are five types of ERDs, p. 33
All LEAs involved own the ERD anomaly, p. 35
ERDs are only detected between 8/16 of the year prior to
Census Day 8/15 of the current year for exits other than no
show dropouts. ERDs are detected for no show dropouts
between 5/15 and 8/15 of the year prior to Census Day, p. 35
Some exit reasons cause ERDs, others do not, pp. 35 - 36
There are common causes of ERDs, pp. 38 – 42
There are four main ways to resolve ERDs, p. 43
ERDs can be hidden by marking them resolved, p. 50
Essential 4 - Anomalies v1.2, September 26, 2014
Did you get it all?
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72
An MID is an anomaly that has two or more SSIDs that have
very similar or identical demographics, indicating that a student
may have multiple SSIDs , p. 52
MIDs can be detected when names don’t match exactly, p. 53
Only one LEA owns each MID anomaly, p. 54
MIDs are only detected for the 14 months prior to Census Day,
p. 54
There are common causes of MIDs, p. 55
There are two ways to resolve MIDs, p. 56
Undetected MIDs resolved using the Resolve MID Not On
Report button, pp. 61-63
Replacement SSIDs need to be downloaded and imported into
your local system after MIDs have been resolved, pp. 64
MID resolution is permanent and irreversible, p. 65
Essential 4 - Anomalies v1.2, September 26, 2014
Did you get it all?


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MID and CCE count must be below 2% of enrollment to
certify Fall 1, pp. 8, 67
The Anomaly Status Report can be used to monitor your
progress in resolving anomalies, p. 67
Essential 4 - Anomalies v1.2, September 26, 2014
Common Problems
Overlapping enrollment not allowed
when combining MID anomalies
Focus ID’s current enrollment
record is closed
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April
SENR #1
Aug
SENR #1
May
SENR #2
Sep
Oct
Today
March
SENR #2
Essential 4 - Anomalies v1.2, September 26, 2014
Reminders
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Essential 4 - Anomalies v1.2, September 26, 2014
Resources
System Documentation
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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Document
Description
Sections
CALPADS SSID and Enrollment
Procedures
Detailed descriptions of anomalies
and how to resolve them
Chapter 4
CALPADS Code Sets
Detailed state code lists
School Completion Status & Student
Exit Category code sets
CALPADS Error List
Detailed error message
descriptions
MID Errors tab
CALPADS Data Guide
Exit reason and completion status
descriptions
Appendix D
Essential 4 - Anomalies v1.2, September 26, 2014
Support
Web:
http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: 916-325-9210
E-mail: [email protected]
Listserv:
http://www.cde.ca.gov/ds/sp/cl/listservs.asp
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Essential 4 - Anomalies v1.2, September 26, 2014
Training Evaluation
Please complete our survey
http://bit.ly/1n1yKOD
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Essential 4 - Anomalies v1.2, September 26, 2014