Date: September 1, 2006
ANNUAL STATEWIDE STUDENT IDENTIFIER MAINTENANCE
This letter provides you with information about the 2006 Annual Statewide Student Identifier (SSID) Maintenance submission. As indicated in Superintendent O’Connell’s letter of May 31, 2006, beginning this school year, the California Department of Education will collect official student enrollment counts through the Annual SSID Maintenance process. As a result, it is very important that your local education agency (LEA) prepare for an on-time submission of the Annual SSID Maintenance data. This letter is designed to help you with that process.
The Annual SSID Maintenance submission occurs each fall and all LEAs, including charter schools, are required to submit data on all currently enrolled students as of Information Day (the first Wednesday of October) as well as data on each exited student for whom an exit date and exit reason has not previously been submitted. LEAs are required to submit their Annual SSID Maintenance data to California School Information Services (CSIS) between October 4 and November 16, 2006. By November 16, all LEAs must also certify the accuracy of the Enrollment Summary Report generated by CSIS based upon the LEA submission.
Although the window for the Annual SSID Maintenance submission does not open until early October, your LEA should prepare now for the submission. Last year, many districts and charter schools did not allow enough time to prepare for the submission. Please follow the appropriate directions below for your next steps.
Charter schools reporting with their district: Communicate and coordinate with your district about the work that you need to do at your charter school and the work that the district will be doing. Remember that the district must submit all of the data and verify its accuracy by November 16, so ensure that you are providing the district with complete information about your students to meet that deadline. Since your charter school has opted to report with the district, the charter school will not need to register for CSIS training or download documents off the CSIS website unless you are directed to do so by your district.
County Offices of Education, districts, and charter schools reporting independently that use a local student information system (SIS): Review the Schedule of Milestones and Activities for the Annual SSID Maintenance submission at CSIS (Outside Source) for the activities that begin in August to prepare for a timely and accurate submission. At a minimum, you should:
- Review the reporting timelines and align activities with your local calendar.
- Check with your Student Information System (SIS) vendor to determine if your SIS version has the capability to create an extract for the 2006 Annual SSID Maintenance submission. If necessary, obtain and install upgrades.
- Determine when you will receive proper instructions and/or training from your SIS vendor on how to create the extract.
- Ensure staff register for and participate in the free, web-based training provided by CSIS.
- Ensure individuals who will be submitting data have completed the necessary setup on their local computers and also have a current digital certificate on their computers. If setup is necessary or if additional certificates are needed, follow the directions provided in the Schedule of Milestones and Activities.
- Identify strategies to address errors or challenges that arose during the Fall 2005 Annual SSID Maintenance Data Submission and implement those strategies prior to Fall 2006 submission to CSIS.
- Review the data stored in your local student information system to determine if all data required for the Annual SSID Maintenance Data Submission are complete and correct. Gather any missing data and populate individual student records with this data.
LEAs that use the CSIS Extend Client Application: Review the Schedule of Milestones and Activities for the Annual SSID Maintenance submission at CSIS (Outside Source) for the activities you should begin in August to prepare for a timely and accurate submission. At a minimum, you should:
- Review the reporting timelines and aligning activities with your local calendar.
- Ensure the staff person who will be submitting the Annual SSID Maintenance registers for and participates in the free, web-based Extended Client training provided by CSIS.
- Ensure this individual has completed the necessary setup on the local computer that will be used for the submission and also has a current digital certificate. If additional certificates are needed, follow the directions in the Schedule of Milestones and Activities.
- Identify strategies to address errors or challenges that arose during the Fall 2005 Annual SSID Maintenance Data Submission and implement those strategies prior to Fall 2006 submission to CSIS.
- Review the data stored locally to determine if all data required for the Annual SSID Maintenance Data Submission are complete and correct. Populate any missing data.
If you have questions regarding the Annual SSID Maintenance, please contact the CSIS Support line at 916-325-9260 or contact CSIS via email at ssid@csis.k12.ca.us. If you have any questions for the CDE, please contact Annette Liccardo, Consultant, CSIS-CALPADS Program Office, at 916-319-0327 or by e-mail at calpads@cde.ca.gov.
Keric Ashley, Director
Director, Data Management Division
KA:bg
1430 N Street
Sacramento, CA 95814