reports and certification advanced
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REPORTS AND CERTIFICATIONADVANCED
Fall 1
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Who’s Supposed to Be Here
Individuals assigned toCALPADS maintenance
Fall 1 - Advanced Reports and Certification v1.4, September 26, 20132
Training Sequence
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Essential 1:Overview & Requirements
Essential 2:Interface & Administration
Essential 3:Data Submission
Fall 1
Fall 2
End of Year 1-4
Essential 4: Anomalies
3
Rules
Mute yourself
HOLD
Name & LEAconversation
at a time
1
Silencecellphones
Fall 1 - Advanced Reports and Certification v1.4, September 26, 20134
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Pleasedo not
multitask
5
Agenda
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
60 minutes
New Changes
Wrap-Up
Certification Review
Common Problems
Fall 1 Overview
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Fall 1 Overview
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Important Dates
Census DayOct. 2nd
Certification deadline
Amendment Window
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
CALPADS Calendar:http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
What To Submit
Submitting files out of order may cause GERR005 errors. See CALPADS Error List on the Resources slide for details.
Order Online Batch1 Student Enrollment SENR2 Student Information SINF3 Student Programs SPRG
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Information Reported
Active Enrollment
• Census Day
Completers
• 8/16 (prior year)-8/15 (reporting year)
Dropouts• No-shows: 5/15 (prior year) -8/15 (prior year)• Other: 8/16 (prior year)-8/15 (reporting year)• Lost transfers:
Exited 8/16 (prior year)-8/15 (reporting year)not re-enrolled by Census dayNCLB Subgroups• Special Ed
• Migrant Ed• Socio-Economically Disadvantaged• English Learner• GATE10
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Sub-groups Reported
Active EnrollmentsCompletersDropouts
GATE
Special Ed
Migrant EdSocio-
EconomicallyDisadvantaged*
Title III Eligible
Immigrants
LEP (ELs + Selected RFEP)
* SED definition is:1. Free or Reduced Price Meal
(181-182)2. Parent Level of Education =
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Reported using:
Student Program
Student Information
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Information Reported
English Language Acquisition (ELA)
• The English fluency status of students whose primary language is a language other than English• All K-12 ELAS reported as of Information Day (10/2)• All K-12 RFEP reported between 10/4/2012 to 10/2/2013 (transition year due to
reporting period change)
Title III Eligible Immigrants
• Students born outside the country• All K-12 reported as of Information Day (10/2)
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English Language Acquisition Rules
Once a student’s English Language Acquisition Status has been reported, the only changes (other than corrections) allowed are:
TBD EL, RFEP, IFEP, EO
EL RFEPViolating the above rules will cause a SINF0255 warning and SINF0267 fatal to be reported.
A student’s initial English Language Acquisition Status cannot be RFEP (Invalid ELAS for new enrollment - SINF0266 fatal)
ELAS Rules: http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.docFall 1 - Advanced Reports and Certification v1.4, September 26, 201313
Fall 1 Accounts and Roles
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Reminders Daily use account LEA Admin cannot certify
Role Allows user to
Fall 1 Data collection Certifier View certification status and level 1 certify
Superintendent Certifier View certification status and level 2 certify
SENR View and submit enrollment data
SINF View and submit demographic data
SPRG View and submit program data
Free Reduced Lunch View and submit lunch program (175, 181, 182) records
Authorizing LEA View County/Authorizing LEA Reports
County View County/Authorizing LEA Reports (visible to COEs only)
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Fall 1 Preparation
CALPADS Activities
• Identify roles and responsibilities• Establish target dates for submissions and reviews • Review upcoming fall changes
Local student information system (SIS) Activities
• Check with vendor for updates• Verify sites and district on same SIS version• Audit SIS records to ensure required data are populated
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Fall 1 Suggested Milestones
Now – 10/31Complete SIS data population and identify “No Show” exits (grades 7-12)
Submit student enrollment, information and program data; clean up errors as necessary; then post10/12 – 11/15
Resolve anomalies, resolve certification errors, review certification reports and update records if necessary11/18 – 12/13
Certify (level 1 & level 2)12/13
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Upcoming Changes
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2013-2014 ChangesImplemented Functionality Description
Jul - 2013 Code Set New codes added for the following code sets:• Course Group State – See CP Code Sets document• Education Program – 185 (Transitional Kindergarten)• Education Service English Learners – 6 (Other English
Learner Service)• Non Classroom Based or Support Assignment – 0160
(Charter School Administrator or Director)• Direct Certification - B (SNAP/TANF), S (SNAP), T
(TANF) – visible in CALAPDS front-end onlyJul - 2013 Code Set Modified Code names and definitions:
• Course Group State – See CP Code Sets document• Disability Category – 210 (modified name & definition)• Education Program – 181 (modified definition)• Education Program – 182 (modified definition)• English Language Arts Proficiency Test – U (modified
definition)• School Completion Status – 100 – (modified definition)• Interdistrict Transfer Code – (modified name & definition)• Employment Status Category – (modified definition)
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
See CALPADS Code Sets document for complete list of changes - http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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2013-2014 Changes
Implemented Functionality Description
Jul - 2013 Code Set Retired codes for the following code sets:• Course Group State– See CP Code Sets document
Sep – 2013 CFS Removed - Field 2.47 (Student Initial Ninth Grade Entry Year) from the CFS, CP Online screens & Report 1.10
Sep - 2013 Foster Match Foster Youth data from CA Dept of Social Services (CDSS) matched in CALPADS.
Sep – 2013 Submission Spring data collection (aggregates) have been added to Fall 1 (includes reports, validation, certification rules and backend aggregate processes).
Sep – 2013 Support CALPADS Error List now under Help Menu and Page.
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
See CALPADS Code Sets document for complete list of changes - http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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2013-2014 Changes
Implemented Functionality Description
Apr -2013 Report New printable error reports now available for data certifications.
Apr -2013 Report New County/Authorizing IRC reports now available in CP.
Sep -2013 Report Birth Country = Puerto Rico modified in Title III Eligible Immigrant counts in Snapshot and ODS Reports 2.1 and 2.2 to use new Business Rules.
Sep – 2013 Report New LCFF Certification reports 1.17 and 1.18 replacing report 5.1a and 5.3a from Certification UI for AY 2013-14.
Sep – 2013 Report New County-level aggregate report of LCFF supplemental funding categories.
Fall 1 - Advanced Reports and Certification v1.4, September 26, 201320
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2013-2014 Changes
Implemented Functionality Description
Jan - 2013 Validation Rule New SPRG0254 (Fatal) – to identify invalid NSLP Program Record. Student must only have one open National School Lunch Program record.
Feb - 2013 Validation Rule New SINF0259 (Warning) - to prevent LEAs from overwriting a "homeless status" in the Primary Residence Category Code field.
Jul - 2013 Validation Rule New SPRG0263 (Warning) - Validate appropriate age for Transitional Kindergarten Program.
Jul - 2013 Validation Rule New SPRG0264 (Warning) - Validate appropriate Grade Level for Transitional Kindergarten Program.
Jul - 2013 Validation Rule Disabled SENR0262 (Fatal) - to ensure any Kindergarten student that is not in Special Education has a student age that is between 4 and 7 years old inclusive.
Fall 1 - Advanced Reports and Certification v1.4, September 26, 201321
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2013-2014 Changes
Implemented Functionality Description
Sep - 2013 Validation Rule New SINF0266 (Fatal) - Invalid initial English Language Acquisition Status Code for newly enrolled student
Sep - 2013 Validation Rule New SINF0267 (Fatal) - Invalid change to "EL" English Language Acquisition Status Code
Sep - 2013 Validation Rule New SENR0265 (Warning) - Invalid Student Age for GED Completion Code
Sep - 2013 Validation Rule New SINF0269 (Warning) - Student Grade Level is outside the designated grade span for the school
Sep - 2013 Validation Rule New CERT104 (Fatal) - Course Section Missing Education Service Code (Fatal)
Sep – 2013 Validation Rule New CERT105 (Warning) - Invalid Staff FTE %
Sep - 2013 Validation Rule New CERT106 (Fatal) - Invalid "TBD“ English Language Acquisition Status Code (Fatal)
Sep - 2013 Validation Rule New CERT107 (Warning) - Invalid Free Meal Program (181) or Reduced Price Meal Program (182) Records
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Certification Review
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Certification Requirements
Review alleight aggregate
reportsZerofatal
errors
Resolve
anomalies
at least
below 2%
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Review and Verify Reports
Establish Report Review Process– Data stewards should review reports– Have reviewers sign off to verify they
have reviewed
Evaluate Certification Aggregate Reports1. 1.1 Enrollment – Primary Status by Subgroup
• Filter Grade Levels to KN-12, UE, and US2. 1.6 Graduates and Dropouts by Subgroup3. 1.9 Completers and Dropouts – Count4. 1.17 FRPM/English Learner/Foster Youth – Count – New5. 2.1 Title III Eligible Immigrants – Count *6. 2.8 English Language Acquisition Status – Count by Primary Language *7. 2.9 English Language Acquisition Status – Census Comparison *8. 2.12 English Language Acquisition Status – Els Reclassified RFEP *
* Previously part of Spring Submission 25
Certification Report – 1.17
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Supplemental funding counts are based on:1. Students qualifying for Free or Reduced Price Meals or2. Being classified as English Learners or3. Being identified as Foster Youth.
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Supporting Report – 1.18
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Supporting report showing a list of the students with details for selected school.
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Fall 1 Steps
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Snapshot Generation
ODS SnapshotFall 1 Data
ODS SnapshotFall 1 Data
Regular Nightly Processing
After certification
CALAPDS availability and nightly processing schedule is available at:http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp
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Fall 1 – After Certification
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
http://data1.cde.ca.gov/dataquest/
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Common Problems
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Common Problems – GERR0005
Problem• GERR0005 Error received online or batch
submission for SINF or SPRG• “Student not owned by LEA or School during specified effective
date period”
Solution• Compare the data in the submission file to the
current enrollment data in CALPADS to identify the error.
• Correct the enrollment/exit dates in CALPADS or correct the date in the submission file.
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Common Problems – GERR0005
SPRG record submitted for student at a school where no enrollment record exists in CALPADS
Fall 1 - Advanced Reports and Certification v1.4, September 26, 201334
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
When To Use Common Exit Codes
E230 Completed the highest grade at school; completion status code requiredE450 Exited school for any reason (K-6 only)
E490 Continuing in the same school; only use if your SIS forces you to exit students at the end of every school year
N420 No show - Completed last school year but did not show up in the Fall
N470 No show - Pre-enrolled, but never attended a day of school; use an Exit Date of the same day as the Start Date
T160 Transferred to another CA public school; students exiting Alternative Schools must have expected school of attendance
T165 Transferred to another school for disciplinary reasons; expected school of attendance required
T167 Transferred to an alternative school or non-alternative independent study program based on a non-disciplinary referral
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Common Problems - Certification
Problem The certify button is grayed out
Causes Outstanding fatal errors Anomaly rate exceeds 2% All eight reports have not been reviewed LEA Admin cannot certify The account does not have the certifier role
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Wrap-Up
Fall 1 - Advanced Reports and Certification v1.4, September 26, 201345
LEA Administrator Responsibilities
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
* See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports
Create/revoke accountsReset passwordsUpdate rolesReview security reports
Manage accounts
Answer questionsProvide training
Support local users
Submit CALPADS support requests on behalf of the LEA
Act as liaison
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Reminders
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Effects On Four-Year Adjusted Cohort Graduation Rate
Type of Student Part of Cohort Effect on Rate
Graduate Yes Increase
Dropout Yes Decrease
Dropout re-enrolled No None
Lost transfer Yes Decrease
Non-grad Yes Decrease
Regular transfer No None
No-show (never attended) No None
Deceased No None
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System Documentationhttp://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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Resources
Document Description SectionsCALPADS File Specifications (Forms)
File layout and requirements for batch submission
SENR, SINF, & SPRG tabs
CALPADS Error List Detailed error message descriptions
Student Enrollment, Student Information, Student Programs, and Fall 1 Certification tabs
CALPADS Data Guide Detailed requirements Sections 2.1.1, 2.1.2, & 2.1.3
Self-paced Trainingshttps://csis.fcmat.org/Pages/Self-Paced-Training.aspx
CALPADS Calendarhttp://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
Fall 1 - Advanced Reports and Certification v1.4, September 26, 201348
LCFF Informationhttp://www.cde.ca.gov/fg/aa/lc/lcffoverview.asp
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Resources
English Language Acquisition Status Reporting Policieshttp://www.cde.ca.gov/ds/sp/cl/documents/elas121411.dochttp://www.cde.ca.gov/ds/sp/cl/documents/elas121411.pdf
Fall 1 - Advanced Reports and Certification v1.4, September 26, 201349
Support
Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: 916-325-9210
E-mail: calpads-support@cde.ca.gov
Listserv: http://www.cde.ca.gov/ds/sp/cl/listservs.asp
Fall 1 - Advanced Reports and Certification v1.4, September 26, 201350
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Training Evaluation
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Questions
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