SSID Enrollment Records Report

Use

If run at the district level, choose one of the following from the pop-up menu:

• Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria.

• Current School Only – Includes all records associated with the current school that meet the selection criteria.

• District Wide – Includes all records on the PowerSchool server that meet the selection criteria.

If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.

Students to Include

Indicate which students to include in the report by selecting one of the following options:

• The selected [number] students only – Run the report for students in the current selection.

• All students – Run the report for all students in the current school or district that meet the selection criteria.

Notes: If running the report for a single student, or group of students, select the students prior to running the report.

Processing Options

Choose a time to run the report from the pop-up menu:

• In Background Now (Recommended) – Execute the report immediately in the background.

• ASAP – Execute the report in the order it is received in the Report Queue.

• At Night – Execute the report during the next evening.

• On Weekend – Execute the report the next weekend.

• On Specific Time – Execute the report on the date and time specified.

Specific Date/Time

Enter a date using the format mm/dd/yyyy or mm-dd-yyyy to run the report on a specific day. The incorrect format displays an alert and the date field is submitted as a blank entry.

Enter a specific hour and minute to have the report run at that time.

Example: 7/29/2008 10: 05 AM.

Start Date

Enter the start date for the report.

End Date

Enter the end date for the report.

Report Mode:

Choose one of the following from the pop-up menu:

• Submission mode (normal mode) – Extract only updated records that have not been previously submitted to CALPADS based on the updateable fields and operational keys. This mode provides the option to save the extract results as a snapshot of data in the CALPADS Submission History table.

Note: This mode is only available when running the report for the current school (not district-wide) and can only be used for students who have entered the school in the current year.

• Non-submission mode (troubleshooting mode) – Extract all records that satisfy the selection criteria including updates that have been previously submitted to CALPADS.

• Exception mode (missing records) – Extract all records that do not satisfy the selection criteria. Use the resulting list of students and exception messages to troubleshoot why records are missing from the extract. See SSID Enrollment Exceptions (Missing Records) for a list of exception messages.

Student Selection Filter

Indicate which students to include in the report by selecting one of the following options:

• All Selected Students – Run the report for all selected students in the current school or district that meet the selection criteria.

• Students with SSID – Run the report for only students with an SSID in the current school or district that meet the selection criteria.

• Students without SSID – Run the report for only students without an SSID in the current school or district that meet the selection criteria.

Note: If running the report for a single student, or group of students, select the students prior to running the report.

Bypass Validation

Choose Yes or No from the pop-up menu to run the validation portion of the CALPADS SSID Enrollment Records, which is used to validate that specified fields used for the extract are populated correctly.

If the report identifies errors in student data, an HTML page displays the list of the errors. If the report does not identify any data errors, the extract completes as expected.

See Extract Validations for a list of potential validation errors.

Select Sub-District

If you are at the School Level, you can select only the Current School.

If you are at the district level, you can choose the sub-district and select the list of schools in the sub-district. You need to set up sub-district to view the schools in the subdistrict. 

• Select All Schools or Multiple Schools in the Sub-District.

Run the report. 

School Group 
Note: This overrides the Use selection above.

Choose a group of schools to override the above "Use" parameter indicating District Wide vs.Current School Only. The extract includes student records associated with the selected schools that meet the selection criteria.

Note: This parameter is optional.

Possible Enrollment Conflicts

Before running the report, click Check for Possible Enrollment Conflicts to identify conflicts if any. This displays all the students whose enrollment school ID does not match with their School ID. You can view the student number, student’s current school and enrollment school.

• If you run it at the school level, students with enrollment conflicts for the current school are listed.

• If you run it at the district level, students with enrollment conflicts for all schools under that district are listed.

Data Element

Description

[Table]FieldName

Max Length

Field Type

O/U

Required

Record Type Code

The type of data record being submitted.

Always SENR

4

CS

N/A

Y

Transaction Type Code

The action the system should take on the data record being submitted.

CALPADS uses the following transaction codes to determine how to handle records:

• Blank: Add or update the record

• D: Delete the record

• R: Replace the record

This field is calculated based on the updatable fields and operational keys.

1

CS

N/A

N

Local Record ID

A local use field to provide the system record identifier for a submitted record in any CALPADS file format.

This field is calculated by concatenating internal ID fields. The values for the internal fields may be separated by periods.

N/A

255

CS

N/A

N

Reporting LEA

The district number in PowerSchool.

A unique identifier for the educational service institution responsible for obtaining and maintaining a student's SSID by way of an enrollment record in the CALPADS.

[Prefs]Name=districtnumber

[Prefs]Value

7

CS

N/A

Y

School of Attendance

A unique identifier for the school in which the student is enrolled.

State Business Rules: If School of Attendance NPS is populated, then School of Attendance must equal 0000001.

[S_CA_SCH_X]StateSchoolNumber

[S_CA_STU_ConcurrentEnroll_C]SchoolID=[Schools]School_Number

[Students]SchoolID = [Schools]School_Number

[ReEnrollments]SchoolID = [Schools]School_Number

The report locates the School of Attendance for a student based on the school associated with the enrollment. Each school is assigned a 7-digit School Number, which is used as the School of Attendance value.

7

CS

O

Y

School of Attendance NPS

A unique identifier (school code) for the certified non-public non-sectarian school the student attends.

This field is extracted if the student’s School of Attendance is 0000001.

[S_CA_STU_X]NPS_CDS_SchoolCode

[S_CA_REN_X]NPS_CDS_SchoolCode

[S_CA_STU_ConcurrentEnroll_C] NPS_CDS_SchoolCode

7

CS

U

Yes, if School of Attendance is 0000001.

Academic Year ID

For the purposes of the CALPADS processing methods, the current Academic Year ID or Academic School Year is based on the processing date.

The value is determined by the term selected at the top of the page when the extract is run. The format is CCYY-CCYY, such as 2008-2009.

State Business Rules:

The term selected must be within the current school year, even if the data submitted is from a previous school year. CALPADS considers each new school year to begin on July 1^st.

[Terms]FirstDay

[Terms]LastDay

The report extracts the last four digits from the dates stored in both the FirstDay and LastDay fields.

9

CS

N/A

Y

SSID

The unique identifier for the student assigned to or by the first California district in which the student is enrolled.

State Business Rules:

Must be a valid CALPADS SSID.

[Students]State_StudentNumber

10

CS

O

Yes, if the student already has an enrollment record with an SSID in the CALPADS database.

If the student is new and needs an SSID, this field can be blank.

Local Student ID

The unique identifier assigned to the student by an LEA.

[Students]Student_Number

15

CS

U

Y

Student Legal First Name

The first name given to a person after birth or through legal action.

Note:

• If populated, the student's legal name overrides the student's preferred name.

• Updates must be made via the Student Information extract.

[StudentCoreFields]PSCore_Legal_First_Name

[Students]First_Name

30

CS

N/A

Y

Student Legal Middle Name

The middle name given to a person after birth or through legal action.

Notes:

• If populated, the student's legal name overrides the student's preferred name.

• Updates must be made via the Student Information extract.

[StudentCoreFields]PSCore_Legal_Middle_Name

[Students]Middle_Name

30

CS

N/A

N

Student Legal Last Name

The last name given to a person after birth or through legal action.

Notes:

• If populated, the student's legal name overrides the student's preferred name.

• Updates must be made via the Student Information extract.

[StudentCoreFields]PSCore_Legal_Last_Name

[Students]Last_Name

50

CS

N/A

Y

Student Legal Name Suffix Code

The suffix given to a person after birth or through legal action.

Notes:

• If populated, the student's legal suffix overrides the student's preferred suffix.

• Updates must be made via the Student Information extract.

[StudentCoreFields]PSCore_Legal_Suffix

[S_CA_STU_X]NameSuffix

3

CS

N/A

N

Student Alias First Name

State Business Rules:

If the field Student Alias Last Name is populated, then this field must be populated.

Note: Updates must be made via the Student Information extract.

[S_CA_STU_X]AKAFirst

30

CS

N/A

N

Student Alias Middle Name

Note: Updates must be made via the Student Information extract.

[S_CA_STU_X]AKAMiddle

30

CS

N/A

N

Student Alias Last Name

State Business Rules:

If Student Alias First name is populated, then this field must be populated.

Note: Updates must be made via the Student Information extract.

[S_CA_STU_X]AKASurname

50

CS

N/A

N

Student Birth Date

State Business Rules: The student’s age must be greater than 0 and less than or equal to 22.

If the grade level is AD (Adult) Otherwise, the student’s age must be >= 16 and < 80.

Note: Updates must be made via the Student Information extract.

[Students]DOB

8

DT

N/A

Y

Student Gender Code

State Business Rules: Student gender can only be updated using the Student Information extract submission. The gender code in the SSID extract must match the gender code from the Student Information extract, stored in CALPADS.

Notes:

• Updates must be made via the Student Information extract.

• If populated, the student's legal gender overrides the student's preferred gender.

• If the student's preferred gender is set to X, the student's legal gender must be set to M or F.

[StudentCoreFields]PSCore_Legal_Gender

[Students]Gender

1

CS

N/A

Y

Student Birth City

Note: Updates must be made via the Student Information extract.

[S_CA_STU_X]BirthPlace_City

30

CS

N/A

N

Student Birth State Province Code

State Business Rules: Student Birth Country and Student Birth State Province must be a valid combination.

Note: Updates must be made via the Student Information extract.

[S_CA_STU_X]BirthPlace_StateProvince

6

CS

N/A

N

Student Birth Country Code

State Business Rules: Student Birth Country and Student Birth State Province must be a valid combination.

Note: Updates must be made via the Student Information extract.

[S_CA_STU_X]BirthCountry

2

CS

N/A

Y

Student School Start Date

The date from which the student has been enrolled in the school and has not been removed from the school’s enrollment for any reason.

Extracted in the format YYYYMMDD.

[Students]EntryDate

[ReEnrollments]EntryDate

[S_CA_STU_ConcurrentEnroll_C]EntryDate

8

DT

O

Y

Enrollment Status Code

The state of a student’s enrollment (student’s name appears on a register, roll, or list) at an educational service institution.

Please refer to CALPADS Enrollment Procedures, a document provided by the CDE, for valid concurrent enrollment combinations.

Note: The report extracts 10 (Primary) if the Enrollment Status Code field is blank.

Note: If the Enrollment Status Code equals 20, then the Student Exit Reason Code must equal E170 or be left blank. If the Student Exit Reason Code is not blank or equal to E170, the following validation error appears: "Student’s Enrollment Status Code is 20; the Exit Reason must be blank or E170."

[S_CA_STU_X]EnrollmentStatus

[S_CA_REN_X]EnrollmentStatus

[S_CA_STU_ConcurrentEnroll_C] EnrollmentStatus

2

CS

U

Y

Grade Level Code

The Translated Text value from the appropriate Grade Level Mapping is used, if present. Otherwise, the numeric value from the Grade Level field is extracted in a 2-character format. EX: 1 = 01

State Business Rules: Student Exit Reason and Grade Level must be a valid combination.

[Students]Grade_Level

[ReEnrollments]Grade_Level

[S_CA_STU_ConcurrentEnroll_C]Grade_Level

2

CS

N/A

Y

Student School Exit Date

The last date that a student attended a full day at a specific school.

This value is calculated based on the student’s Exit Date minus one day. If the Exit Date minus one day is not an in-session day, the report extracts the last in-session day for this field.

Note: Attendance views in the database are refreshed during the nightly process. If attendance was changed for the current date, use the Refresh Premier Attendance Views function before running the report. Navigate to Start Page > Special Functions > Attendance Functions > Refresh Premier Attendance Views Data. Enter the current date, select the appropriate group of students, and click Submit.

Note: PowerSchool requires that the Student School Exit Date be the day after the student’s last day of attendance (except for a no-show; see No-Show Logic).

The Student School Exit Date is only extracted if:

• A valid CALPADS or CSIS Exit Code is extracted for Student Exit Reason Code (except 440).

• The Student School Exit Date occurs before the report end date.

State Business Rules:

• If the Student Exit Reason is populated, then the Student School Exit Date must be populated.

• If Student Exit Reason = N470, then the Student School Exit Date must be equal to one day prior to the Student School Start Date.

• Otherwise, the Student School Exit Date must be >= the Student School Start Date.

• The Student Exit Date must be <= the current date plus 30 days.

[Students]ExitDate

[ReEnrollments]ExitDate

[S_CA_STU_ConcurrentEnroll_C]ExitDate

8

DT

U

N

Student Exit Reason Code

Notes:

• All exit codes reported to CALPADS must be mapped to a CALPADS exit reason code on the District Exit Code page (District Setup > Enrollment: Exit Codes).

• PowerSchool requires that the Student School Exit Date be the day after the student’s last day of attendance (except for a no-show; see No Show Logic).

• For mid-year enrollment changes, a student’s Exit Code must be E150 (MidYearEnrollmentUpdate) on the Transfer Info > Previous Enrollment page. To be able to link the new enrollment to the previous enrollment, the new enrollment should have an Entry Code that is also E150. Using an entry code of E150 will help the user avoid CALPADS Error SENR0286 (E150 exit requires new enrollment at same school within 1 day). Exit and entry codes are defined in District Setup. For information about setting up exit codes, see Add Enrollment Exit Codes. For instructions on setting up entry codes, see Add Enrollment Entry Codes.

The value extracted is based on the following criteria:

• If a CALPADS code is associated with the Student Exit Reason Code, the CALPADS code is extracted.

• If a CSIS code is associated with the Student Exit Reason Code, the CSIS code is extracted (except for 440).

• If the Student Exit Reason Code is equal to one of the CSIS codes (except for 440) the Student Exit Reason Code is extracted.

• If the Student Exit Reason Code is a custom code not mapped to a CALPADS or CSIS code, the value is left blank in the record.

• If the Student School Exit Date is blank, the Student Exit Reason Code value is left blank in the record.

• If Student Exit Reason Code equals E170, then Enrollment Status must equal 20. If Enrollment Status does not equal 20, the following validation error appears: "Student’s Exit Reason is E170; the Enrollment Status Code must be 20."

[Students]ExitCode

[ReEnrollments]ExitCode

[S_CA_STU_ConcurrentEnroll_C]ExitCode

[Gen]Cat=Exitcodes

[Gen]value2 (CSIS Exit Codes)

[Gen]valueT2 (CALPADS Exit Codes)

4

CS

U

N

Student School Completion Status

A student's state of completion of an academic program at an educational service institution.

See the Appendix for valid values.

This value is only extracted if the student’s Exit Reason Code is E230.

Additionally, if the student’s Exit Reason Code is blank, the value is left blank in the record.

State Business Rules: Student Exit Reason Code and Student Completion Status Code must be a valid combination.

If Student School Completion status is populated, then the Student Exit Reason Code must be E230.

[S_CA_STU_X]SchoolCompletionStatus

[S_CA_REN_X]SchoolCompletionStatus

3

CS

U

Yes, if the student’s Exit Reason Code is E230 (CompleterExit).

Expected Receiver School of Attendance

A unique identifier (school code) assigned to the Educational Service Institution where a student was expected to attend after leaving another Educational Service Institution.

[S_CA_STU_X]ReceiverSchool

[S_CA_REN_X]ReceiverSchool

7

CS

U

Yes, if one of the following two scenarios is true:

The student’s Exit Reason Code is T165 (TransEnrollDiscip).

OR

The student’s school type is Alternative School and the student’s Exit Reason Code is T160.

Student Met all UC/CSU Requirements Indicator

An indication of whether an LEA determined that a student met all the admission requirements for admission to a University of California or California State University college.

If the checkbox is selected for Use UC/CSU Override, the report refers to the UC/CSU Course Requirements Override field. Otherwise, the report refers to the UC/CSU Course Requirements field.

[S_CA_STU_X]UC_CSU_Use_Override

[S_CA_STU_X]UC_CSU_Override

[S_CA_STU_X]UC_CSU_Elig

1

CS

U

Yes, if the student’s Completion Status is 100, 106, or 108.

Student School Transfer Code

A coded value representing a Student School Transfer Code. A Student School Transfer Code is a category describing the type of student transfer that occurred between two districts, districts and county offices of education, or schools within a district (intradistrict).

[S_CA_STU_X]InterdistrictTransfer

1

CS

U

Yes, If Reporting LEA = County Office of Education and school is not a charter or juvenile court school

OR

If school is a charter school AND Education Options Type = OPP, COMM,  or SPEC;

District of Geographic Residence Code

A unique identifier (county-district code) for the district where the student's parents or guardians reside within the district's attendance boundaries; or in the case of children living in a licensed children's institution (LCI), the attendance boundaries for the district in which the LCI is located.   

[Students]DistrictOfResidence

[ReEnrollments]DistrictOfResidence

7

CS

U

Yes, if the Student School Transfer Code is not Null. Must be populated with a valid 7-digit County District Code representing an active, open district that is not a charter school or county office of education in the academic year specified.

Graduation Exemption Indicator

Indicates for the student has received Graduation Exemption. 

[S_CA_STU_X]GraduationExemption

Student Golden State Seal Merit Diploma Indicator

Indicates whether the graduating high school student earned a Golden State Seal Merit Diploma by completing all requirements for a regular diploma, as well as demonstrating mastery of the curriculum in at least six subject matter areas, four of which were mathematics, English language arts, science, and United States history, with the remaining two subject matter areas selected by the student.

Note: Only extracted when 1.28 Student School Completion Status = 100 (Graduated)

[S_CA_STU_X]GSSealMerit

1

CS

U

N

Student Seal of Biliteracy Indicator

Indicates whether a graduating high school student has attained a high level of proficiency in one or more languages (including American Sign Language), in addition to English, and has earned the State Seal of Biliteracy.   

Note: Only Extracted when 1.28 Student School Completion Status = 100 (Graduated)

[S_CA_STU_X]StateSealBiliteracy

1

CS

U

N

Postsecondary/Transition Status Indicator

Indicates whether a student with disabilities who is at least 18 years old is participating in a program to assist in the student’s transition from school to adult life, including education and training, employment, and independent living.

[S_CA_STU_X]PostsecondaryTransition

1

CS

U

Yes, if the student has an overlapping SPRG record where the Education Program Code equals 144, is 18 or over on the enrollment start date, and is in grade 12.

Workforce Readiness (Strategic Skills) Certificate Program Completion Indicator

Indicates whether a student successfully completed a certificate program that is recognized by business and/or industry at the local or state level, such as the National Career Readiness Certificate (i.e., Work Keys), Work Force Development Certificates, National Occupational Competency Testing Institute (NOCTI), Precision, etc.

[S_CA_STU_X]WorkforceReadyCert

1

CS

U

Yes, if the student is in grades 9 - 12.

Food Handler Certification Program Completion Indicator

Indicates whether a student successfully completed a certificate program for entry-level professionals in the food service industry, such as servers, chefs, cooks, cashiers, and even convenience store clerks. The Food Handler Certificate requires the student to complete a brief 2-hour training course covering basic food safety principles.

[S_CA_STU_X]FoodHandlerCert

1

CS

U

Yes, if the student is in grades 9 - 12.

Pre-Apprenticeship Certification Program Completion Indicator

Indicates whether a student successfully completed a program in which students earn industry certificates that are recognized and certified by business and/or industry at the local, state, or national level.

[S_CA_STU_X]PreApprenticeshipCert

1

CS

U

Yes, if the student is in grades 9 - 12.

Pre-Apprenticeship Program (non-certified) Completion Indicator

Indicates whether a student successfully completed a program in which students earn industry certificates that are recognized, but not certified, by business and/or industry at the local, state, or national level.

[S_CA_STU_X]PreApprenticeshipNonCert

1

CS

U

Yes, if the student is in grades 9 - 12.

State or Federal Job Program Completion Indicator

Indicates whether a student successfully completed any federal programs administered at schools such as Job Corps, Workforce Innovation and Opportunity Act (WIOA), YouthBuild; or state-level programs such as California Conservation Corps or Regional Occupational Center Programs.

[S_CA_STU_X]StateFederalJob

1

CS

U

Yes, if the student is in grades 9 - 12.