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Letter Head: Jack O'Connell, State Superintendent of Public Instruction, Phone number 916-319-0800

Date: August 9, 2007

Dear County and District Superintendents and Charter School Administrators:

ANNUAL STATEWIDE STUDENT IDENTIFIER MAINTENANCE

In the fall of 2007, the California Department of Education (CDE) will be collecting official enrollment, graduate, and dropout data via the Annual Statewide Student Identifier (SSID) Maintenance. This letter is to inform you of the important deadline for the Annual SSID Maintenance, and the steps your local educational agency (LEA) should take to ensure a successful and accurate submission to the California School Information Services (CSIS) as required by the CDE to meet state and federal reporting requirements.

Deadline

The submission window for the Annual SSID Maintenance will be from October 3 through December 10, 2007. By December 10, your LEA must do all of the following:

  1. Submit all required data for all of your schools to CSIS.
  2. Generate and review the Enrollment Summary and Census reports.
  3. Certify the accuracy of that data.
Importance of Certifying Your Data

Certification of the Annual SSID Maintenance submission by the deadline is critical for your LEA because the enrollment data is used to calculate funding for a number of categorical programs including SSID maintenance funding. Therefore, failure to submit this data on time jeopardizes funding. Your LEA will benefit from working on this submission early as CSIS staff are more available to provide assistance, and by certifying on time, your staff will be free to move on to other responsibilities. This data is also critical because it is used by the Department of Finance and the Legislature to inform budget projections for the current and budget years.

Steps to Ensure a Successful and Accurate Submission

Leadership and preparation are both key to successful completion of the Annual SSID Maintenance submission. The attached, “Steps to Ensure a Successful and Accurate Annual SSID Maintenance Submission” handout outlines eight steps that your LEA should complete before and during the submission. As Superintendent or Charter School Administrator, you are in the position to ensure that sufficient resources are allocated to finish the required work on schedule. We encourage you to monitor the progress of your staff’s work and ensure that your LEA:

  1. Submits data for at least one school no later than October 17, 2007.
  2. Submits data for ALL students and ALL schools no later than November 16, 2007.
  3. Generates reports for review no later than December 3, 2007.
  4. Certifies the accuracy of the LEA Enrollment Summary Report no later than December 10, 2007.

Your LEA will have a much better experience if your submissions are completed well before the deadline. Please do not wait until the last minute to begin this process. Remember that error corrections take time and the annual maintenance processes more quickly earlier in the submission window when fewer LEAs are submitting data. In addition, CSIS support will be more available during the beginning of the submission cycle.

Questions

If you or your staff have questions about or need assistance to complete the Annual SSID Maintenance, please contact CSIS support staff at (916) 325-9260 or by e-mail at support@csis.k12.ca.us. If you have questions regarding the California Longitudinal Pupil Achievement Data System (CALPADS), please contact Annette Liccardo, Consultant, CSIS-CALPADS Program Office, at (916) 319-0327 or by e-mail at calpads@cde.ca.gov.

Sincerely,



JACK O’CONNELL
JO:al

cc: Chief Business Officer



Steps to Ensure a Successful and Accurate Annual SSID Maintenance Submission
  1. Download a copy of the CSIS Schedule of Milestones and Activities (Outside Source) and use this schedule to build a local calendar that supports completing the work on or before the suggested dates.
  2. Obtain SSIDs for new students before October 3 when the Annual SSID Maintenance submission
    begins.
  3. Refer to the CDE Exit/Withdrawal Code Descriptions for guidance on use of exit/withdrawal codes and information about how the various exit/withdrawal codes will be grouped for state and federal reporting purposes. Gather and enter student exit/withdrawal codes and the exit dates as early as possible.
  4. In September, review the Expected Schools list on CDE’s CBEDS Coordinator Web page before submitting data, and resolve discrepancies by notifying CDE of any institution changes in your LEA.
  5. Review the charter submission type for your LEA on the CDE’s Statewide Student Identifier (SSID) Web page. This site will display charter schools that have elected to report with your LEA and those that have chosen to report independently. Immediately notify the CSIS-CALPADS Program Office cdecsis@cde.ca.gov if the data submission type is incorrect.
  6. Attend CSIS training. Reporting at the individual student level takes time. New staff need an orientation to submission requirements and process. Experienced staff benefit from the review of changes. All staff need to be properly trained to complete the submission and to resolve any errors. Encourage staff to register for and take CSIS training early in the fall. Visit the CSIS E-Learning Center Web page (Outside Source) for information and schedules for the CSIS Web-based training.
  7. Submit data early! In order to gauge how well your data aligns with SRRTS edits, your LEA should submit data for at least one school by October 17, submit data for ALL of your students and ALL of your schools by November 16, and generate your reports no later than December 3 to allow sufficient time to reconcile enrollment, graduate, and dropout counts.
  8. Generate the Annual Census Summary and Enrollment Summary reports. Ensure appropriate district and site staff review the LEA Enrollment Summary report to verify the accuracy of the enrollment, graduate, and dropout counts prior to certification. Avoid unnecessary expenditure of local resources by reviewing reports carefully and submitting corrections for all errors at once rather than correcting one problem at a time. If necessary, resolve discrepancies by submitting corrected data and re-run the reports. Certify the accuracy of your data no later than December 10, 2007.
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