State Seal of Civic Engagement (SSCE) Instructions

Background

The purpose of submitting this information is to provide the California Department of Education (CDE) with the individual students who earn the State Seal of Civic Engagement (SSCE) for determining its use in the College/Career Indicator (CCI) on the California School Dashboard (Dashboard).

The CDE communicates information about this collection to:

1. Accountability and Dashboard Coordinators, who will understand the potential use of these data in the Dashboard, and should facilitate the collection of these data from school sites for submission to the CDE.
2. Local educational agency (LEA) State Seal of Civic Engagement (SSCE) contacts.
3. California Longitudinal Pupil Achievement Data System (CALPADS) LEA Administrators, who will be able to access the EDCS to import data. (See Step 3 below regarding how to request access to EDCS for staff who are not the CALPADS LEA Administrator.)

Before Submitting

Please read these instructions below to better collect, format and import your students' State Seal of Civic Engagement data for the reporting year to the Education Data Collection System (EDCS).

Step 1: Data Collection

LEAs should first identify all schools that participate in the SSCE program and who will award a State Seal of Civic Engagement in the reporting year to students who meet program requirements. LEAs should then coordinate the submission of all results from each participating school for the reporting school year to the EDCS.

The CALPADS LEA Administrator has been provided access to the EDCS system and will be the primary point of contact for communications regarding the submission of SSCE data to EDCS. The CALPADS LEA Administrator, however, is not required to import data to EDCS, and may request access to EDCS for other staff to import data. Refer to Step 3 below for information regarding how the CALPADS LEA Administrator can request access to EDCS for other staff, and how staff who have been provided access can create a password and log in into the system.

LEAs will submit data for students earning the SSCE in the given academic school year. For each student earning a SSCE, LEAs will submit:

1. County-district-school (CDS) code where the student is enrolled
2. Statewide Student Identifier (SSID)
3. Local student identifier
4. Grade level
5. Document type to which the seal was affixed (e.g., diploma, transcript, etc.)

Step 2: Create Import File

Once you have gathered your individual student SSCE information, you will need to format a text file to import to EDCS. The file may be a comma delimited, or caret delimited file with a .CSV or .TXT extension.

Follow the next steps to create a CSV file ready for import to the system.

1. Open a workbook in a spreadsheet editing program (such as Excel) or download the SSCE Sample CSV Data File.
2. In the order listed below, format your header row (first row of the worksheet) with each attribute as the column header. Below is an explanation of each data field. All data fields are required.
   1. academic_year: This is the academic year for which data are being reported. Format must be CCYY-CCYY. LEAs will be reporting students who earned the SSCE in the given academic year. Therefore, this field must be populated with the appropriate academic year.
   2. cds_code: This is the 14-digit unique county, district, school code where the student is enrolled. Make sure a code that starts with 0 retains the 0 in the file. To search County, District and School information, select the CDE School Directory link.
   3. ssid: This is the 10-digit unique CALPADS Statewide Student Identifier for the student.
   4. local_student_id: This is the student's local student identifier assigned by the LEA.
   5. grade_level: This is the student’s grade level for the reported academic year. This field must be populated with grade 11 or 12.
   6. doc_type: This is the document type to which the seal was affixed. Accepted document types are Diploma (D), Transcript (T), Certification of Completion (C), or General Education Diploma/GED Certificate (G).

There is not a limit to the number of schools or students that can be imported. All schools for an LEA must be in one file.

3. Review your file to ensure all data are valid and accurate. The EDCS system will validate that the file is formatted correctly, that there are no duplicate records, SSIDs, or local IDs, and that all codes are valid. EDCS will not validate that the SSID is valid or that the student earning the SSCE was enrolled at the school. Therefore, it is critical that LEAS ensure that the submitted SSID, and the associated SSCE record is accurate for each student. If the SSID is not a valid SSID, or the student is not enrolled in a school in the LEA during the academic year being reported, then the student’s SSCE data will not be used.
4. Once the file has been prepared and reviewed, save the file on your local computer with a .CSV or .TXT extension.
   Save the file with CSV extension.
5. Navigate to the SSCE Data Submission system to import your file.

Step 3: Navigating the SSCE Data Submission System

1. Begin by logging in to the Education Data Collection System.
   
   CALPADS LEA Administrators have been provided access to EDCS. The CALPADS LEA Administrator, however, is not required to import data to EDCS, as it is a local decision as to who will import data to EDCS.
   
   If a staff member other than the CALPADS LEA Administrator will import data to EDCS, the CALPADS LEA Administrator must request access to EDCS for that staff member by sending an email to educationdatacollection@cde.ca.gov.
   1. In the email subject line: Please state "Request User Access."
   2. In the message portion of the email: Please include the following information for the staff member:
      1. The staff member's first and last name
      2. The staff member's staff position
      3. The staff member's email address
      4. The staff member's phone number

Note: CALPADS LEA Administrators are approved by the California Department of Education, and there are only one or two CALPADS LEA Administrators per LEA. If you are unsure who is your CALPADS LEA Administrator, use the Search LEA CALPADS Administrator directory.

2. If you are the CALPADS LEA Administrator, or if you are another staff member who has been granted access to EDCS, create your password by going to the EDCS Login page and selecting the "Reset Password" link.
3. Log in with your CALPADS LEA Administrator email address and password (or if you are not the CALPADS LEA Administrator and you have been provided access to EDCS, your email address and password).
4. Once logged in to EDCS, select the SSCE program, and you will be redirected to the SSCE Dashboard page. From there, use the drop-down menu to select your LEA.
5. Once you have selected your LEA from the menu: To initiate the import of SSCE data, select the Import SSCE Data for [the given academic year] button, and you will be redirected to the SSCE Import page.
6. Follow the instructions on the SSCE Import page. When you are ready to import your file, select the Choose File button, and a dialog box will appear. Navigate to your file within the dialog box, and select the file you want to import. Once you have selected your file, and the dialog box closes, you will see the file name of the selected file displayed.
7. Once you have selected your file, select the Import SSCE Data for [the given academic year] button. The EDCS system will then begin importing your file.
8. If the data in your file is valid, you will receive a message stating that the "Import was successful." However, if there is something wrong with the data in the file, or regarding how the file is formatted, you will receive an error message which will identify for each error, the row number that has the error along with a description of the error. You must correct all errors and then repeat the import process.
9. Once you have successfully imported the file, navigate back to the SSCE Dashboard and confirm that the file was submitted. You should see the file that you just imported in the table under the "Active Submission" section on the Dashboard. If there was a prior active file, that file should now be displayed in the table under the "Archived Submissions" section.
10. Remember that the file is a full replacement of the previously imported file. Therefore, after importing your file to EDCS, if you need to correct data or add students to the file, you will need to correct/add data to the file and reimport the file to EDCS. When the new file is submitted, it will replace the previous file.

Go back to the main CDE EDCS page

System Validations

Validations

All fields are required. The EDCS system will validate that:

• The file has a header row.
• Each field in the file is populated.
• There are no blank rows.
• There are no duplicate Statewide Student Identifiers (SSIDs) or Local Student IDs.
• The academic year is populated with the given reporting year.
• The 14-digit California District School (CDS) Code is a valid code.
• The grade level is 11 or 12.
• The document type field is populated with a valid code of D, T, C or G (Diploma, Transcript, Certification of Completion, or General Education Development [GED] Certificate).

NOTE: When the submission window closes, the CDE will extract the file in the “Most Recent and Active Import File” table and will then check that each SSID is valid, and that the student was enrolled in the LEA that is submitting the data. Any invalid SSIDs, or SSIDs for any students not enrolled in the LEA submitting the data, will not be used.

- End of SSCE Instructions -

Go back to the main CDE EDCS page