2013-24: Web services to pull Statewide Student Identifier (SSID) into CCCApply

Problem Statement or Business Need

From Patrick Perry 2013: <<At my k-20 data workgroup meeting yesterday, we got a strong confirmation that we could indeed build a module into cccapply that hit the CSIS database to pull csis_id from the k-12 world and populate it into our world (sb1298 says we need to do this).>>  CSIS data would be put into application (probably trapped at the time of app on the education page).

2/25/15: Santa Rosa JC has inquired about the status of this via email. Per Tim , add to the next Steering Meeting (April 2015) agenda to revisit.

<< Per Tim's email response to SRJC: This has come up. The SSID has been assigned to students who attended HS since about 2006.

CSU requests this field as an option in CSU Mentor. The problems they experience is bad or no data because there is no verification mechanism and students don't know what it is or where to find the number.

CCCCO has been in negotiations with CDE for them to stand up a web service that we could use to match students against their CALPADS database and return the SSID to us, but so far they have not been able to get this to be a priority.

Since bad data may be worse that no data, the last time it came up to CCCApply Steering, it was tabled.>>

Proposed Solution

Scope of Data Sharing

The data sharing exchange contemplated in this Scope of Data Sharing shall be referred to as the “SSID Data Lookup.”  The CCCCO will use its online system “CCCApply” to connect to the CDE’s master look-up service in the CDE’s statewide data management system, the California Longitudinal Pupil Achievement Data System (CALPADS).  When students input certain personally identifiable data elements (detailed below) into CCCApply, CALPADS will then attempt to match the information with the K-12 data and, if a match is found, the CDE will share back with the CCCCO the student’s K-12 Statewide Student Identification Number (SSID).  Once the student completes enrollment with CCCApply, the CCCCO will share back with the CDE verification of the student’s completed enrollment. 

This exchange of data will allow the CDE and the CCCCO to be able to create a way to link information on students that are or were enrolled in the CDE’s CALPADS system with the information on students enrolled in the California Community College system.  While the actual data elements to be shared for now are only those data elements set forth in Section III, it is contemplated that the parties will amend this Scope of Data Sharing in the future to allow the CDE and the CCCCO to share additional data elements between the agencies.

Justification for Data Sharing

The exchange of the data is the first step in being able to conduct cross-sector data sharing between the CDE and the CCCCO.  This will allow both agencies to be able to audit or evaluate particular federal and/or state-supported education program and/or to enforce or comply with federal legal requirements related to those programs. 

Specifically, the CDE requires the linkage between the two data systems in order to prepare and conduct the following work: to meet legislative reporting expectations governing career pathway programs such as the 2006 Federal Perkins Act requirement to report data on the placement of CTE Concentrators in postsecondary education or training; the California Career Pathways Trust (Education Code sections 53010 through 53016); and to evaluate and improve various career and college preparatory programs by monitoring the progress of high school students as they graduate from high school and matriculate to a community college.

Similarly, the CCCCO requires the linkage between the two data systems in order to prepare to conduct the following work: (set forth the specific reporting requirements that it needs to meet pursuant to meet federal legal requirements or audits or evaluations that it needs to conduct, etc. citing specific statutory requirements where applicable[JI1] ) 

Requirements Summary

Data Elements to be Shared

For now, the CCCCO will share the following information with the CDE, as provided by students applying through the CCCCO’s common electronic application, CCCApply:

• First Name
• Middle Name
• Last Name
• Gender
• Date of Birth
• Address
• High School CDS Code of Attendance
• CCCID
• Collected SSID (optional)

The CDE will then share back with the CCCCO the following matched information, if available:

• The Student’s SSID
• CCCID 

The CCCCO will then share the following information with the CDE.

• Verification of Student Enrollment[JI1] 

Change Specifications

1. I.              Technical Specifications Of Data Sharing

CDE Representational State Transfer (REST) application program interface (API) will be made available to the CCCCO’s CCCApply system to allow the sharing of the CCCCO and CDE data identified in Section III. The following is a short description of the API.

• The RESTful API will use the OAuth 2.0 standard to control access to the API.
• Data in transit will be encrypted through an HTTPS protocol.
• The RESTful API will be limited to a maximum of 5,000 connections per hour.
• The use of the RESTful API will be limited to the exchange of data defined in this agreement.
• Input parameters are defined in Table 1.
• Output parameters are defined in Table 2.

Table 1. API Input Parameters

Table 2. API Output Parameters

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Changes to Data Download File

Changes to Logic

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Supporting Documentation 

Below is additional documentation (i.e., CCCCO legal opinions, residency and/or education code citations, legislation citations, supplemental information, etc.) to be referenced in support of this change request.