Table of Contents


New SSID Assignment Process


As a reminder, the only Aeries extract that contains a blank SSID field is the SSID Request extract, located on the following tabs:

All other extracts only include students who DO have an SSID assigned in Aeries.


Due to the changes for the CALPADS Identifier Request process effective April 12th, it is not recommended to submit a full Aeries SSID Request File to CALPADS. All students in the SSID Request file will be automatically assigned a new SSID, unless they attended your LEA in the past. Any transfer students who may have had an existing SSID will need to be managed through the MID process to resolve the error.


Because CALPADS indicates that changes will be made before summer regarding the assignment of SSIDs, we encourage our customers to NOT obtain SSIDs for Pre-Enrolled students for the 2022-2023 school year, via the batch process, until much closer to the beginning of school, when the ability to get a candidate list returns.


Until the SSID Candidate process is reinstated by CALPADS (CALPADS indicates by May/June), Aeries recommends that only the following students be issued SSIDs:

  • Active new students

  • Pre-Enrolled students for the current 2021-2022 school year

  • Pre-enrolled students for the 2022-2023 school year with a Primary Language other than English. These students need to be researched to see if they already have an English Language Acquisition Status in CALPADS and/or they need to be administered the Initial ELPAC test during the summer to determine their status.

As a general rule, most students who are entering Kindergarten or lower will not have an SSID existing in the CALPADS system, unless they were receiving Special Education Services, or had prior enrollment in another Kindergarten in California. We recommend dealing this those students by grade level separately.


NOTE: When assigning SSIDs manually, remember to also download an SSID Extract with the proper date ranges and load that into Aeries. That process will extract extra data that is used in various areas, such as Language Assessment


Step 1 – Finding potential Transfer Students (w/Other District Enrollment data)  ↑

This process should be used when information about a student's prior school enrollment was captured, possibly by using Online Enrollment. This data is stored in the Other District Enrollment (ODE) tab on the Enrollment History page. (See our Support documentation for information on how to collect this data from parents during the Online Enrollment process.) If your district uses some other field to collect information about a student's prior enrollment, adjust the query as necessary.

First run a KEEP statement to isolate the students who should be researched. Here are some sample queries that can be used to find subsets of students to work with:

  • Active students without an SSID with Other District Enrollment (ODE) data:
    (Works at District and School level)
    KEEP STU IDN ODE IF STU.CID = " " AND ODE.ID = STU.ID

  • Pre-Enrolled current year students without an SSID with ODE data:
    (At District level will include Inactive School records unless explicitly skipped)
    KEEP STU IDN ODE IF STU.CID = " " AND ODE.ID = STU.ID AND STU.TG = * AND STU.ED < 07/01/2022

  • Pre-Enrolled TBD students without an SSID with ODE data:
    (Use for Summer ELPAC testing purposes, if necessary, modify code for TBD students)
    KEEP STU IDN ODE IF STU.CID = " " AND ODE.ID = STU.ID AND STU.TG = * AND STU.HL > 00 AND ( STU.LF = " " OR STU.LF = T )

Students can then be manually viewed in Aeries in one browser window, while CALPADS Online Maintenance is used for research in another browser window. This will allow you to copy/paste any SSID matches directly into Aeries. Alternatively, you can run subsequent query to populate a report or list and use that to look up each student in CALPADS. 


Here is a sample query that can be used which includes Other District Enrollment info:

  • LIST STU IDN ODE ENR STU.SC STU.ID STU.LN STU.FN STU.MN STU.GN STU.GR STU.TG STU.ED ENR.ED STU.SP? ODE.DNM ODE.SNM ODE.ED ODE.EG ODE.LD ODE.LG ODE.CO STU.BD STU.BCU STU.BST STU.BCY STU.PG

Here is a query you can use if you don’t wish to see the Other District Enrollment info on the page:

  • LIST STU IDN ENR STU.SC STU.ID STU.LN STU.FN STU.MN STU.GN STU.GR STU.TG STU.ED ENR.ED STU.SP? STU.BD STU.BCU STU.BST STU.BCY STU.PG

Look these students up manually in CALPADS, using the Search by Demographic method. If matches are found, manually add the Enrollment record for the student, and copy/paste the existing SSID number into Aeries on the Student Demo 2 page. If the student is not found, customers should manually assign an SSID in CALPADS and copy/paste the information in Aeries.


NOTE: Be advised the Search by Demographics method differs from the Assign SSID Search. The Search by Demographics tab allows the use of a wildcard character, which may help find matches where a straight search may not. The Assign SSID tab only will return 100% matches with the first name, last name and birthdate. 


Step 2 – Finding other potential Transfer Students  ↑

There may still be students left that need to be researched who do not have any Other District Enrollment information. CALPADS suggests working with small batches of SSID requests at a time, so any MIDs that are created can be resolved that same day, in order to ensure clean data. Until CALPAD changes their SSID Assignment workflow to return a potential candidate list, we encourage customers to either look up all students manually, or create very small batches of SSID

  • Active students without an SSID by Grade Level:
    (Works at District and School level)
    KEEP STU IF STU.CID = " " AND STU.GR = 11

  • Pre-Enrolled current year students without an SSID by Grade Level
    (At District level will include Inactive School records unless explicitly skipped)
    KEEP STU IF STU.CID = " " AND STU.TG = * AND STU.ED < 07/01/2022 AND STU.GR = 11

  • Pre-Enrolled TBD students without an SSID:
    (Use for Summer ELPAC testing purposes, if necessary, modify code for TBD students)
    KEEP STU IDN ODE IF STU.CID = " " AND ODE.ID = STU.ID AND STU.TG = * AND STU.HL > 00 AND ( STU.LF = " " OR STU.LF = T )


Students can then be manually viewed in Aeries in one browser window, while CALPADS Online Maintenance is used for research in another browser window. This will allow you to copy/paste any SSID matches directly into Aeries. Alternatively, you can run subsequent query to populate a report or list and use that to look up each student in CALPADS. 


Here is a sample query that can be used after the KEEP statement:

  • LIST STU IDN ENR STU.SC STU.ID STU.LN STU.FN STU.MN STU.GN STU.GR STU.TG STU.ED ENR.ED STU.SP? STU.BD STU.BCU STU.BST STU.BCY STU.PG

Another option would be to run the SSID Extract process on the CALPADS Identifier tab, after the KEEP statement is run. However, do not upload this file to CALPADS, but open it in Excel to use the information in the spreadsheet to research the students.


Look these students up manually in CALPADS, using the Search by Demographic method. If matches are found, manually add the Enrollment record for the student, and copy/paste the existing SSID number into Aeries on the Student Demo 2 page. If the student is not found, customers should manually assign an SSID in CALPADS and copy/paste the information in Aeries.


If customers choose to use load the SSID Request extract into CALPADS to obtain SSIDs in bulk, we strongly recommend that requests be broken down into very small batches, so the entire process outlined below can be accomplished within the same day:

  1. Load the small SSID Request file into CALAPDS

  2. Once the file is posted, navigate to the MID Anomaly page

  3. Resolve any MIDs created by this process

  4. Navigate to the SSID Extract page and download all SSIDs created by date range

  5. Upload this file into Aeries


SSID Extract Process ↑

From the information contained in Flash 221, they have changed their SSID Extract process to run by dates, instead of Job ID. This is true for both the SSID Extract and Replacement SSID extracts. We are working to identify any changes that might need to be made because of the file potentially returning MID replacement SSIDs that were unreported. However, there is an option to overwrite any existing SSIDs with new ones that were found, so that should be used if you get notified that there are records with different SSIDs. **(Updated 4/19/22)


Enrollment Updates  (**new) ↑


SENR First! 

Although the instructions state you can upload multiple files without any issues, that does NOT apply to SENR. The SENR file completely controls what students you 'own' at any given time, and what other data you can update for those students. Therefore it you should always upload the SENR file by itself before uploading any other enrollment update files. 


Manage your MIDs

Because of the current process for assigning new SSIDs if a local match is not found, we would recommend managing any MID anomalies often, at least once per week. A best practice would be to check for MIDs before you upload an SSID Request file, just to be sure they are clear. Then upload the SSID request file, and once it's posted, return to the MID anomaly page and see if there are new ones to clear. Once that is completed, then you can go and obtain the SSID Extract to load back into Aeries. Keeping the file sizes small will help make this process a bit easier.