Determining When to Obtain an SSID
FAQs
Does a District need to obtain SSIDs for Pre-Kindergarten Students (Infants 0-35 months, Preschoolers 36 months - 5 years) or Private School Students who are pending a Special Education assessment?
Districts must acquire Statewide Student Identifiers (SSIDs) and submit data for all Pre-K through Grade 12 students for whom the parent has consented to an evaluation, regardless if the child is found to be eligible for services. This includes:
- Infants (0-35 months) referred to COEs and districts.
- Preschool-age students referred to COEs or districts.
- School-age students referred that are attending TK-12 public schools. (Students attending K-12 public schools would already have an SSID assigned and should not be assigned a new one).
- School-age students referred that are attending private schools and are receiving services from a COE or district.
For more information, see CALPADS Flash #161. For scenarios for reporting data for students with disabilities, see swdreporting.
Here are the guidelines for obtaining SSIDs in Aeries:
- SSIDs must be obtained for all Pre-K-12 grade students referred for services who are pending assessments, including students attending Private Schools. (Includes Infants and Pre-School age students referred to COEs or Districts)
- For students attending Private Schools, create a school in Aeries and use a School Code (LOC.SC) of 0000002.
- To create a District/Pending School in Aeries for Infants (0-35 months) students or unenrolled students who are pending an assessment, populate the School Code (LOC.SC) with a number that is the combined (concatenated) number of the district's County Code (LOC.CC) number + the District Code (LOC.DC) number. See snapshot below. (42+12345 = 4212345).
Enrollment Start Date should be the date parental consent for the assessment was signed for the student.- Students are tagged with a Student Program (STU.SP) which is translated in CALPADS Code Translations as Code - 50 Non-ADA Enrollment.
- Once an SSID is obtained, the student remains enrolled until the assessment is complete.
- If the student qualifies for Special Education services, select from the CALPADS scenario tables listed below.
- If the student does not qualify for Special Education services, the student is exited using a No-Show (N470) code.
Determining When to Obtain an SSID ↑
An SSID must be obtained for all individuals once parental consent is obtained for the individual to be evaluated for special education program eligibility, regardless of whether or not they are later found eligible for services or attend a specific school within the reporting LEA.
For students who are being evaluated for services but who are not currently enrolled in a school at the LEA, the enrollment start date should reflect the parental consent date. The parental consent date can occur anytime during the year so it is important to have a calendar in the school that spans between July 1 - June 30.
Enrolling SWD in CALPADS
The following table summarizes for students in each grade level the enrollment status that should be used, and which files at a minimum (Student Enrollment [SENR], Student Information [SINF], Student Program [SPRG], Student English Language Acquisition [SELA], Special Education [SPED] file) must be submitted to CALPADS:
Exiting SWD in CALPADS
Once an SSID is obtained after parental consent, an initial enrollment record is created in CALPADS for a SWD, and:
Scenarios ↑
1) Infants (0-35 months) being tested for Special Education Services, and currently not enrolled in the district (Toddler Grade level retired 06/30/2023 and incorporated into IN grade level)
- Add student to District/Pending school with CDS code set to the concatenated number of the district's County Code (LOC.CC) number + the District Code (LOC.DC) number.
- Enrollment Start Date equal the date the parental consent was obtained
- Assign the Special Program code (STU.SP) Enrollment Status 50-Non ADA.
- If the student qualifies for Special Education services, student remains enrolled at the District/Pending School with an Enrollment Status 50-Non ADA until they transition to a Private School or one of the district's schools.
- If the student does not qualify for Special Education services, the student is given a No Show tag (N470) with a leave date of 1 day before the enrollment date if the student is exited prior to the first day of school or the enrollment start date if exited after the first day of school. The CALPADS SENR extract will use the day before the first day of school or the day before the 470 summer withdrawal reason exit date (STU.SLD) if populated with a date after the first day of school's enrollment.
2) Preschool student being tested for Special Education Services and currently not enrolled in the district
- Add student to District/Pending school with CDS code set to the concatenated number of the district's County Code (LOC.CC) number + the District Code (LOC.DC) number.
- Enrollment Start Date equal the date the parental consent was obtained.
- Assign Enrollment Status 10 in STU.SP.
- If the student qualifies for Special Education services and will now receive services from one of the district's schools, the student should be enrolled in the appropriate school.
- If the student does not qualify for Special Education services, the student is given a No Show tag (N470) with a leave date of 1 day before the enrollment date if the student is exited prior to the first day of school or the enrollment start date if exited after the first day of school. The CALPADS SENR extract will use the day before the first day of school or the day before the 470 summer withdrawal reason exit date (STU.SLD) if populated with a date after the first day of school's enrollment.
3) K-12 Private school students enrolled being tested for Special Education Services and currently not enrolled in the district
- Add student to Private school in Aeries with CDS code set to School Code (LOC.SC) of 0000002. All students enrolled in the private school will automatically be identified as Enrollment Status 50-Non ADA.
- Enrollment Start Date equal the date the parental consent was obtained.
- If the student qualifies for Special Education services and the student is enrolled at the Aeries Private School and will remain at their private school, the student should continue enrollment in the Aeries Private School with an Enrollment Status 50-Non ADA.
- If the student does not qualify for Special Education services, the student is given a No Show tag (N470) with a leave date of 1 day before the enrollment date if the student is exited prior to the first day of school or the enrollment start date if exited after the first day of school. The CALPADS SENR extract will use the day before the first day of school or the day before the 470 summer withdrawal reason exit date (STU.SLD) if populated with a date after the first day of school's enrollment.
For a listing of SENR FAQs, see SENR FAQs.