[CA] CALPADS Update Flash #296 – Key Takeaways on the SSID Match Tool

The California Department of Education (CDE) has released CALPADS Update Flash #296, focusing on enhancements to the Statewide Student Identifier (SSID) Match Tool. This tool, introduced in August 2022, helps local educational agencies (LEAs) avoid duplicate SSIDs and streamline student data management.

Key Takeaways:

• Use the SSID Match Tool First

  • LEAs are strongly advised to use the SSID Match Tool before submitting Student Enrollment (SENR) records.

  • Submitting a SENR record without checking for an existing SSID may result in a new SSID being issued, leading to a Multiple Identifier (MID) anomaly.

• Avoiding MID Anomalies is Crucial

  • MID anomalies can cause problems during assessment windows (e.g., Smarter Balanced and ELPAC tests).

  • If a student is tested under two SSIDs, the data must be manually merged later—creating extra work and risk for error.

• How the SSID Match Tool Scores Matches

  • Match quality is based on these ranked data elements:

    • Birth Year (highest impact)

    • First Name

    • Last Name

    • Middle Name

    • Birth Month

    • Birth Day (lowest impact)

  • Less deviation is allowed for higher-ranked elements.

  • Inconsistent name formatting (e.g., middle name entered as part of the first name) lowers the match score.

• Best Practices

  • Enter names exactly as they appear on legal documents.

  • Avoid submitting SENR records with blank SSID fields.

  • Skip the manual Online Maintenance lookup—it's slower and more prone to errors than using the SSID Match Tool.

• Efficiency and Support

  • The Match Tool simplifies student lookups and minimizes data entry errors.

  • A new training video is now available on the CSIS Training Channel on YouTube.

  • For unresolved issues, submit a request through the CALPADS Service Request Form.

By following these guidelines and using the SSID Match Tool properly, LEAs can reduce data errors, streamline student enrollment, and improve assessment data accuracy.

Learn more about how MeasureED provides CALPADS Support by connecting with a CALPADS Consultant today!