Create SSID Request File using Summer ELPAC Testing Option
Process in CALPADS to Find SSID Matches
NOTE: Before beginning this process, ensure that no current SSID Identifier Match process is currently in progress. If an SSID Match process is already active, the user must wait until it is complete before starting a new Match Process. Both processes cannot run simultaneously.
Overview ↑
Navigate to School Info > Imports and Exports > CALPADS Extract Identifiers.
The CALPADS Summer ELPAC Testing process has been redesigned to work with the SSID Match Tool process.
The Summer ELPAC Testing extract process allows districts to:
- Create SSID request file for students testing during the summer
- Create SENR update file using the school's next year start date for pre-enrollment in CALPADS
- Create SELA Extract for TBD Students
- Create SINF Extract for TBD Students
This facilitates sending future enrollment records to CALPADS for Summer ELPAC testing, which can be done before or after the New Year Rollover.
NOTE: New procedures are in place to accommodate utilizing the new SSID Match Tool process for matching SSIDs between CALPADS and Aeries.
Security ↑
Table | Permission | Description |
|---|---|---|
| CALPADS Extracts - all | Admin | In order to administer any CALPADS features, the account must be an Admin Type account or a user with Administer permissions to State Reporting. |
| CALPADS Extracts - all | State Reporting Administer for Users | In order to administer any CALPADS features, the account must be a user with Administer permissions to State Reporting. |
Verify All Options ↑
Verify in the Other Options tab that * Pre-Enrolled students for next year is not marked as a STU.TG value to skip. If the LEA normally has this value selected, this must be unchecked during the Summer ELPAC extract process in order to extract the pre-enrolled students being tested.
Verify all Code Translations are accurately mapped to the correct CALPADS code.
On the Schools tab, ensure all schools are selected that contain students who are pre-enrolled. When the process is being generated in the previous school year, the STU.NS field is analyzed and schools should be selected based on this field. Otherwise, the school where the student's record exists should be selected.
Identify Students ↑
Identify the students that need Summer ELPAC testing. If the extract is being generated prior to the new year rollover, some fields must be populated in order to meet the criteria for extracting the data in the Summer ELPAC extract process. Each of these processes will evaluate the selected schools to check if attendance (ATT) has been initialized.
If ATT has already been initialized in a school, it is assumed that the process is taking place before new year rollover where students have pre-enrolled records. Ensure that all fields are accurate in Aeries.
- The process will use the Next School (STU.NS) field for each student. Populate this field with the student's next school.
- The process will use the Next Grade (STU.NG) field for each student. Populate this field with the student's Next Grade.
- The process will use the Next Program (STU.NSP) field for each student. Populate this field with the student's special program for next year.
- The process will use the Next Year Start Date (LOC.NSD) in School Options. Populate next years school start date for each school within the LEA where data is being extracted.
If ATT has not been initialized in a school, it is assumed that the process is taking place after new year rollover, before school starts. The school calendar (DAY) will be used where needed.
A query MUST be used to limit the students who will participate in Summer ELPAC testing.
NOTE: It is highly recommended that a KEEP query is utilized to isolate only those students who need to be tested during the summer. Otherwise, this process will include enrollments for ALL students meeting the criteria. An example query is shown below but should be modified to match the local codes in the school/LEA. Enter the LF value defined in the local code table.
Log into the District and run a query to keep students to be tested in summer:
Prior to rollover, use the following query which will extract based on next year data:
KEEP STU IF NG > -1 AND HL > 00 AND ( TG = " " OR TG = "*" ) AND ( LF = " " OR LF = "T" )
After rollover, use the following query which will extract based on current year data:
KEEP STU IF GR > -1 AND HL > 00 AND ( TG = " " OR TG = "*" ) AND ( LF = " " OR LF = "T" )
Create SSID Request File using Summer ELPAC Testing Option ↑
Ensure a query KEEP statement is in place to capture pre-enrolled students being tested in the summer that need an SSID created in CALPADS. Student Records are being skipped message will be shown in the upper left corner of the window.
Navigate to School Info > Imports and Exports > CALPADS Extract > Identifiers tab and select the checkbox for Create SSID Request for Summer ELPAC.
Select the Create SSID Request File (SENR) button and generate a new extract file to upload to the SSID Match Tool in CALPADS.
Process in CALPADS to Find SSID Matches ↑
Students who will be tested in the summer need to have an SSID assigned in CALPADS. Before assigning a new SSID, it is critical to check if the student already has an existing SSID in CALPADS. The SSID Match Tool can assist in this process to prevent the creation of duplicate SSIDs (MIDs).
To identify students with existing SSIDs, upload the file to CALPADS using the SSID Match Tool. This ensures that students are appropriately matched to their existing records. For students with no matches, new SSIDs will be assigned.
In CALPADS, navigate to Online Maintenance > Request SSID > SSID Match Tool and upload the file created by Aeries. Resolve any errors preventing the file to be posted successfully. Once posted, download the results and bring the file back into Aeries and follow the next steps.
SSID Match Tool ↑
In Aeries, on the School Info > Imports and Exports > CALPADS Extract Identifiers > SSID Match tab, upload the results file. This file needs to match by name and should not be changed from the original file name given or an error will occur.
See SSID Match Process for more information on this process.
Match any or all students that are probable matches to an existing student found in CALPADS. If a student has no match and requires a new SSID, select the NEW SSID button. Students marked as No Match will not be included in the extract file and will not receive a new SSID during the process. If a student is no longer being tested or has withdrawn from school, apply the No Match selector to ensure a new SSID is not assigned to them.
When all matches are complete, select the Download Full Updated SENR_SSID File button to create the SENR file that is returned to CALPADS. The file generated will have _ST at the end to represent Summer Testing.
NOTE:
- Kindergarten Students: LEAs should consider assessing, during the summer, incoming kindergarten students who have never been assessed with the Initial ELPAC/Alternate ELPAC.
- Transitional Kindergarten Students: LEAs should not assess incoming transitional kindergarten (TK) students.
CALPADS - Upload Matched Students and Download SSID Extract ↑
Upload the updated matched file to CALPADS. This file will contain any students that need a new SSID number assigned or were matched to an existing SSID in CALPADS.
In CALPADS, go to Upload/View Submissions > File Upload and select SSID Enrollment-SENR, then upload the file. Wait for the file to post successfully. If there are any errors, they must be resolved before proceeding with the process.
Go to Extracts > Request SSID Extract and select Date Range by Enroll Date. Select All Schools and enter the district's first day of school according to LOC.NSD in the Enrollment Start Date field and enter the following day for the Enrollment End Date.
For example, if the LEAs school year begins on 08/18/2025 in the next academic year, enter 08/18/2025 in the Enrollment Start Date field. Enter 08/19/2025 in the Enrollment End Date field. For year long schools, the Enrollment Start Date may be 07/01.
The Enrollment Start Date and End Date must not be the same or an error will occur.
Load SSID tab ↑
The newly matched students will need to be imported into Aeries to be assigned the SSID. Navigate to Aeries and load the CALPADS Extracts > Identifiers > Load SSID tab page. Load the recently downloaded file by selecting the following:
- Select Load SSID File button - Select the SSID Extract file from CALPADS to upload
- Select Load Selected File - This will load the file into the temporary table
- Select Review Load SSIDs file - All loaded students will display in the Review tab. The summer ELPAC testing students will appear within this Review along with all other students currently enrolled in CALPADS. There is no way to limit the extract to only the Summer ELPAC students. CALPADS does not have that functionality.
- Do NOT select the overwrite Existing SSIDs option. Doing so will overwrite any other SSIDs contained in the file which were not the intended target of students.
- Select Update STU.CID (SSID), LAC.EAC, LAC.EAD, CSE.SWD button. This will import all student SSIDs into Aeries for the Summer ELPAC students matched from the SSID matching process.
An email will be sent upon completion. Though the process includes all students in the district, only the students without the SSIDs are updated for STU, LAC and CSE.
Summer ELPAC tab ↑
Ensure the query used to KEEP only students that were testing for Summer ELPAC is run again prior to completing the rest of the process. The query keep statement will be honored when creating the SELA and SINF extracts. Navigate to CALPADS Extracts > Summer ELPAC tab to create the SELA and SINF Extracts for TBD students.
Create the SELA extract File
The SELA file designed to add the appropriate English Language Acquisition Status Code of TBD to CALPADS. There is an ELAS Suggested Date field that defaults to the current day. CALPADS will not accept a future date to be extracted, so the expected Enrollment Date cannot be used. This date will be used as the ELAS Effective date.
- Ensure the SENR file was previously posted successfully.
- Enter the ELAS date, this date must be on or after 7/01
- Select the Create SELA Extract for TBD Students button. Only students that meet the following conditions will extract for the SELA file:
- Student has an SSID populated
- Student Home Language (STU.HL) is other than English
- Student Language Fluency (STU.LF) is translated to TBD
- Student ELAS code (LAC.EAC) is blank
- Upload the SELA file to CALPADS, and correct any errors that prevent the file from being accepted.
Create the SINF Extract File
The SINF extract is available and is optional for extracting records for the Summer ELPAC Testing students.
- The SINF record is needed if the LEA wants the address added to the Student Score Reports (SSRs) to facilitate mailing of the reports to parents/guardians over the summer.
- The SINF extract will use the LOC.NSD field for the school if the process is generated where ATT is already active, assuming this is run in the prior year where the students are pre-enrolled.
- The Initial US School Enrollment Date K-12 should be populated with the expected first day of school. This information can be entered on the Language Assessment page on the General tab under Important Dates.
