Assigning SSIDs to Students with Disabilities¶
Suggested reference: Creating and Maintaining SSIDs for SWDS
Which students with disabilities required SSIDs? (Flash 161)¶
The special education data submitted to CALPADS will be used to meet federal IDEA reporting and monitoring requirements. Since IDEA covers infants and toddlers, as well as students attending private schools, LEAs must acquire Statewide Student Identifiers (SSIDs) and submit data for some individuals who they have not reported on in the past. Specifically, LEAs are required to obtain SSIDs for all Pre-K–12 individuals who have been referred to a district or county office of education (COE) for initial evaluation and for whom parental consent has been obtained to conduct the initial evaluation. This means that LEAs must obtain SSIDs for all children for whom the parent has consented to an evaluation, regardless if the child is found to be eligible for services. This includes:
- Infants and toddlers referred to COEs and districts.
- Preschool-age students referred to COEs or districts.
- School-age students referred that are attending K–12 public schools.
- School-age students referred that are attending private schools and are receiving services from a COE or district.
Minimum data required to obtain an SSID (FAQ)¶
If all demographic data are not immediately available, the following data elements represent the minimum data required to obtain an SSID and create an enrollment record in CALPADS:
- Reporting LEA
- School of Attendance
- Academic Year
- Local Student ID (the locally assigned district identifier)
- Student Legal First Name
- Student Legal Last Name
- Student Birth Date
- Gender Code
- Enrollment Status Code
- Enrollment Start Date
- Grade Level
Birth Country and Parent Highest Education Level are NOT required to obtain SSIDs for students with Enrollment Status Code 50 (infants and students enrolled in private schools). It should be noted however that students with an incomplete demographic profile in CALPADS will not be included on any certification reports until the missing demographic data are posted to CALPADS
Assigning appropriate enrollment statuses, grade levels, and school of attendance for SWD (FAQ)¶
[Suggested reference: Add Power Point link to Creating and Maintaining SSIDs for SWDS]
The following table clarifies the correct Enrollment Status, Enrollment Start Date, and School of Enrollment that should be used when creating SSIDs and enrollments for students who are being newly evaluated for special education:
| Age | Enrollment Status | Enrollment Start Date | Grade Level | School of Enrollment |
|---|---|---|---|---|
| Zero to 35 months | 50 – Non- ADA Enrollment | **Date of parental consen**t for Part C initial evaluation | IN - Infant | District-level enrollment |
| 3 to 5 years, preschool (public or private) | 10 - Primary | Date of parental consent for Part B initial evaluation | PS - Preschool | • Private preschool or no specific preschool CDS Code - District-level enrollment • Preschool with specific CDS code – Enroll at preschool |
| 5-21, Transitional Kindergarten through 12 (public) | 10 - Primary | First day of enrollment | TK-12 – Transitional Kindergarten through 12 | School of enrollment |
| 5-21, Transitional Kindergarten through 12 (private) | 50 – Non- ADA Enrollment | Date of parental consent for Part B initial evaluation | TK-12 – Transitional Kindergarten through 12 | School 0000002 – Private School Group |
Maintaining enrollment records for SWD (FAQ and Data Guide)¶
[Suggested reference: Add Power Point link to Creating and Maintaining SSIDs for SWDS]
When a student transfers to another LEA, the LEA receiving the student must implement the student's current special education plan upon the student's enrollment or complete an addendum or amendment to record until a full IEP meeting is held.
If a student's education plan changes due to a LEA transfer, the LEA receiving the student should do the following:
- Adopt the student’s plan "as is" upon enrollment in the new LEA and submit a PLAN record to CALPADS (unless the LEA has already held a full IEP meeting prior to the student’s enrollment - if so, then submit the record for the full IEP meeting).
- Submit a subsequent addendum or amendment with the plan changes until a full IEP meeting can be held.
LEAs should update CALPADS with student enrollments on an ongoing basis throughout the year. Enrollment updates should be submitted to CALPADS with actual enrollment and exit dates, on a timely basis, generally within 14 days of students’ actual start and exit dates. It is important for LEAs to submit all enrollments and exits during the school year in order to have an accurate cumulative enrollment count which is used to calculate discipline and chronic absenteeism rates.