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Background /History

Senate Bill 1453 (Chapter 1002, Statutes of 2002) requires each K-12 student in a California public school to have an individual, yet non-personally identifiable, Statewide Student Identifier (SSID). The California School Information Services (CSIS) program is tasked with maintaining the SSID database that maintains and tracks all SSIDs, and with assisting local educational agencies (LEAs), including charter schools, to acquire and maintain a SSID for each student enrolled in its jurisdiction. Once the California Longitudinal Pupil Achievement Data System (CALPADS) is implemented the SSID functionality will be within CALPADS. SSIDs were assigned to all K-12 public school students by June 2005. Beginning in 2005-06, all LEAs were also required to include the SSID on all statewide assessments.

All schools, including charter schools, are required by law to obtain and maintain SSIDs for students enrolled under their jurisdiction. All schools must acquire new SSIDs for students enrolling for the first time in a California public school, identify through CSIS the SSIDs for students transferring to the school from other California public schools, and report to CSIS those students leaving the school. All LEAs are strongly encouraged to do this work on an ongoing basis.

Annual SSID Maintenance

All schools, including charter schools, are required to complete an Annual SSID Maintenance to the California Department of Education (CDE) through CSIS each fall and to certify the accuracy of their data. Once CALPADS is implemented, this submission will be done through CALPADS. The Annual SSID Maintenance submission is critical because the data is used for the school’s official enrollment count, and will be used for official graduate and dropout counts in 2008-09. The submission includes sending individual student records (SSID and specified demographic and program participation data elements) for:

  1. All students enrolled as of CBEDS Information Day, the first Wednesday in October; any infant, preschool, or adult education students who have been assigned SSIDs are to be included.
  2. Graduates, unless previously submitted as graduated in a Periodic Enrollment Update.
  3. Dropouts (no-shows and other dropouts) as required by CBEDS, unless previously submitted as a dropout/no-show in a Periodic Enrollment Update.
  4. Students who were reported by the school on or after Prior Year CBEDS Information Day, but who are no longer enrolled in the school, unless previously submitted as a withdrawal in a Periodic Enrollment Update. This includes any infant, preschool, or adult education students who were assigned SSIDs.
  5. Students who are in independent student courses including those who are also referred to as “home schooled” students.

CSIS provides ongoing training to LEAs on acquiring and maintaining SSIDs, how to use exit/withdrawal codes, and submitting the SSID Annual Maintenance. For more information on acquiring/maintaining SSIDs, or on CSIS training, visit the CSIS SSID Training Schedule and Registration Web page (Outside Source).


Charter School Submission Status for Annual SSID Maintenance

The CDE generally encourages the submission of charter school SSID data through chartering agencies (school district or county office of education); however, charter schools may choose to submit data independently, directly to CSIS. Conversely, chartering agencies may exercise the option to decline to include a charter school in the agency’s submission, thus requiring the charter school to report independently.

The CDE’s CALPADS Operations Office maintains the SSID submission method (direct or with the chartering agency) used by each charter school. This information can be accessed by using the Statewide Student Identifier Web application. The CDE assumes the charter school will use the same submission methodology each year, unless the CDE is otherwise notified. CSIS uses the CDE supplied data file to facilitate charter school SSID data processing. It is imperative that this data file reflect the correct charter school submission method in order to facilitate charter school and chartering agency SSID data submissions to CSIS. To change a charter school’s submission status the chartering agency must:

Submit an e-mail request to cdecsis@cde.ca.gov specifying the charter school’s name, CDS code, and the requested change in submission status (either “submitting independently” or “submitting through the chartering agency”). Contact information, including a name, phone number and e-mail for both the chartering agency and the charter school should be included. To ensure that all agencies (the chartering agency, charter school, CSIS, and the CDE) understand the requested change, any changes to the method of charter school SSID submission will first be verified in writing (e.g., letter, e-mail, etc.) by both the charter school and chartering agency to the CDE. The CDE will notify both the chartering agency and the charter school by e-mail once the change in submission method has been provided to CSIS.

Change requests initiated by a charter school should be submitted via the chartering agency; however, if a chartering agency refuses or fails to submit a request on behalf of a charter school, a charter school may submit a request directly to the CDE at calpads@cde.ca.gov.

Requests to change the charter school submission method that are submitted on or before September 21, 2008, will automatically be processed by the CDE and incorporated by CSIS for 2008-09 SSID data submissions. Change requests received after that date will be considered by the CDE on a case-by-case basis.

Additional information or assistance to help you understand how to report and which students to include in the Annual SSID Maintenance is available from the following sources:

Documentation

Frequently Asked Questions

Answers to frequently asked questions may be found at the following Web sites:

Correspondence/Newsletters

Annual Statewide Student Identifier Maintenance Letters
CDE Education Data Newsletters

The newsletter below provides information about updates regarding CALPADS, SSID, State Reporting, and related subjects.

Funding

Local Assistance Funding - This is information about the local assistance grants for data activities.

Contact Information

Staff Contacts - CALPADS Operations Office Staff.

Questions:  CALPADS Operations Office | cdecsis@cde.ca.gov | 916-324-6738
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