Download - End of Year (EOY) Reporting
End of Year (EOY) Reporting
Course Completion/CTE, Program Participation, Discipline, and Waivers
End of Year Training v1.4, May 4, 2012
Who’s Supposed to Be Here
Individuals assigned toCALPADS maintenance
Supervisor of staffassigned to CALPADS
End of Year Training v1.4, May 4, 20122
Training Sequence
Essential 1:Overview & Requirements
Essential 2:Interface & Administration
Essential 3:Data Submission
Fall 1
Fall 2
End of Year 1-4
Spring 1
Essential 4: Anomalies
End of Year Training v1.4, May 4, 20123
Rules
Mute yourself
HOLDSilence
cellphones
Name & LEA 1conversation
at a time
End of Year Training v1.4, May 4, 20124
Agenda
EOY 2: ProgramParticipation
Overview
Wrap-Up
End of Year Training v1.4, May 4, 2012
EOY 1: Course Completion &
CTE Status
EOY 4:Waivers &
Exemptions
EOY 3:Discipline
5
Overview
End of Year Training v1.4, May 4, 20126
Information Reported in EOY
End of Year Training v1.4, May 4, 2012
EOY2: Program Participation
Count of homeless students and students participating in programs
EOY3: Student Discipline
Count of specific disciplinary incidents
Count of completed courses and CTE students
EOY1: Course Completion and Career and Technical Education (CTE)
Count of CAHSEE Waivers and Exemptions
EOY4: Student Waivers
7
Schools Which Need to Report
End of Year Training v1.4, Aug 22, 2012
ParticipantsEnd of Year
1 2 3 4Crs Staff CTE Pgm Disc Waiv
Sector Public Y Y Y Y Y YNon-Public Private N N N N N NNon-Public Nonsectarian N N N N N N
School Instructional Level Pre-Kindergarten N N N P N N
Elementary N N N Y Y N
Intermediate/Mid/Jr. Y(1) Y Y(1) Y Y N
High School Y Y Y Y Y Y
K-12 School Y(1) Y Y(1) Y Y Y(2)
Adult Education N N N N N N
Postsecondary N N N N N N
Ungraded N N N N N N
ParticipantsEnd of Year
1 2 3 4Crs Staff CTE Pgm Disc Waiv
School Type Traditional (non-educational options schools)
Y Y Y Y Y Y(2)
District Level Programs (Independent Study and Home Hospital Programs)
P P P P P P(2)
County Community P P Y Y Y YDistrict Community Day P P Y Y Y Y(2)
Division of Juvenile Justice P P Y Y Y Y(2)
Juvenile Court Schools P P Y Y Y Y(2)
Continuation High Schools P P Y Y Y Y(2)
Opportunity P P Y Y Y Y(2)
Alternative Schools of Choice Y Y Y Y Y Y(2)
State Special Schools Y Y Y Y Y Y(2)
Home and Hospital P P Y Y Y Y(2)
Special Education Consortium P P Y(1) Y Y Y(2)
Special Education P P Y(1) Y Y Y(2)
ROP/ROC(3) N N N N N N
(1) Only students completing courses in grades 7-12 and US(2) Only schools with students in grades 10-12 and US(3) ROC/Ps will not submit data directly to CALPADS.
CALPADS collects ROC/P course enrollment and completion through EOY 1.
(4) Charters that do not award credits or grades are exempt
8Permitted (P) = Schools are permitted, but not expected to submit data, but if SSIDs are obtained for students enrolled
within those schools, then the data required to maintain those SSIDs must be submitted, and will receive validation errors if
data are not submitted.
How Data Will Be Used
End of Year Training v1.4, May 4, 2012
Collection Used for Replaces Report… Parallel in 11-12
EOY1 – Course Comp
CalPASS (future) None NA
EOY1 – Career Tech Ed
Carl Perkins Reporting Secondary section of Carl Perkins CDE 101 E-1 YES
EOY 2 – Programs and Homeless
Title I participant counts per Public Law 107-110 (Section 1501) and Public Law 107-110 (sections 1501[a][1] and 1501[b][2])
Portions of the Consolidated Application Reporting System (CARS, formerly ConApp): - Sch Rptg Form-Title I Part A Basic Grant- LEA Rptg Form- ESEA Title I, Part A, Neglected- LEA Rptg Form- ESEA Title I, Part D. Neglected, Delinquent, or At-Risk Youth — Demographics- LEA Rptg Form- ESEA Title I, Part A and Homeless Education
NO
EOY 3 – Discipline
Federal reporting per Part A, Subpart 3 of Title IV of the ESEA and Consolidated State Performance Report
Portions of the Consolidated Application Reporting System (CARS, formerly ConApp): - LEA Reporting Form Federal Gun-Free Schools Act (GFSA)- School Reporting Form for Uniform Management Information and Reporting System Data (UMIRS)
NO
EOY 4 – Waivers
Reporting per California Code of Regulations, Title 5, Section 1207.1
CAHSEE Waiver Data Collection YES
9
Updating CALPADS for End of Year
End of Year Training v1.4, May 4, 2012
Update CALPADS with EOY records throughout the Academic Year (AY)
July 1, 2011 – June 30, 2012
Any student enrolled during the Academic Year will be counted
All new and updated records must be posted the day before certifying
to be included in the snapshot
10
What Record Types to Enter or Update
End of Year Training v1.4, May 4, 2012
End of Year
Record Type
1- Course Completion/
Career Technical Education
2 -Program Participation 3- Discipline 4-Waivers
SSID/Enrollment U U U UStudent Information U U U UStudent Program U R Course Section Completion R Student Course Section Completion R Staff Demographics U Student Career Technical Education R Student Discipline R Student Waivers R
U= UpdateR=Required
11
Batch Submission
End of Year Training v1.4, May 4, 2012
1
2 3
4
EOY file types are highlighted. Submit updates on other file types as needed to ensure accuracy.
12
End of Year Roles
End of Year Training v1.4, May 4, 2012
EOY1 Data collection CertifierCRSESCTE
End of Year
EOY2 Data collection CertifierSPRG
EOY3 Data collection CertifierSDIS
EOY4 Data collection CertifierSWAV
1
2
3
4
13
Important Dates for EOY 1-4
Snapshot starts
June 4
Certification deadlineJuly 18
Amendment window
July 19 – Sep 12
End of Year Training v1.4, May 4, 201214
EOY 2: Program Participation
End of Year Training v1.4, May 4, 2012
EOY 2:Program Participation
15
EOY 2: Purpose
End of Year Training v1.4, May 4, 2012
CA Department of Education
Federal NCLB reporting
requirements
Federal program participation
counts (Title I)*
State program participation
counts
US Department of Education
State reports
* Formerly reported through the Consolidated App Reporting System (CARS)
16
EOY 2: Information Reported
End of Year Training v1.4, May 4, 2012
Program Participation
Homeless Students
17
EOY 2: Data Included
End of Year Training v1.4, May 4, 2012
Student Enrollment
Student Information
Student Programs
Any program listed below
Code(s) Program Type122, 174 Title I Part A Federal
164, 171, 172, 173 Title I Part D Federal
113 California Partnership Academy State
162 California School-Age Families Education (Cal-SAFE) State
180 CAHSEE Intensive Instruction State
108 Opportunities Program State
101 504 Accommodation Plan (eligible or participating) State
Program Participation
18
EOY 2: Programs Reported
End of Year Training v1.4, May 4, 2012
Name Code EOY2CA Partnership Academy 113 PCal-SAFE 162 PCAHSEE 180 PNCLB Title-1 Part A Basic 122 PNCLB Title-1 Part A Neglected 174 PNCLB Title-1 Part D At Risk 172 PNCLB Title-1 Part D Delinquent 164 PNCLB Title-1 Part D Juvenile Det. 173 PNCLB Title-1 Part D Neglected 171 P504 Accommodation 101 E or POpportunity Program 108 P
Value Education ProgramMembership code
P Participating-3
E Eligible-1
Legend
Do not report Title I programs for schools that are NCLB Title I schoolwide
Programs should be reported at each school a student attends except for summer school
19
EOY 2: Data Included
Student Enrollment
Student Information
Primary Residence Category Code* of any of the following:
Temporary Shelter (100)Hotel / Motels (110)
Temporarily Doubled Up (120)Temporarily Unsheltered (130)
End of Year Training v1.4, May 4, 2012
* Homeless students are identified by Primary Residence Category not by a program record. CALPADS maintains a history of the data included in this field, but most SIS programs do not. If a student is reported as homeless at any time during the Academic Year, it is important to update CALPADS as soon as possible or that data may be lost and not reported
Homeless Students
20
EOY 2: Records to Add or Update
OnlineStudent EnrollmentStudent InformationStudent Program
BatchSENRSINF
SPRG
End of Year Training v1.4, May 4, 201221
EOY 2: Fields Reported
End of Year Training v1.4, May 4, 2012
HomelessPrimary Residence Category Code (SINF)
Program ParticipationEducation Program CodeEducation Program Membership CodeEducation Program Membership Start DateEducation Program Membership End Date
Reporting LEASchool of Attendance
Academic Year IDSSID
Local Student IDStudent Legal First NameStudent Legal Last Name
Student Birth DateStudent Gender Code
See CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements
22
EOY 2: Online - Adding Program Records
End of Year Training v1.4, May 4, 2012
3
1
2
4
5
6
Search for an existing SSID or choose a list to view
23
EOY 2: Online - Adding Program Records
End of Year Training v1.4, May 4, 2012
7
24
EOY 2: Online - Adding Program Records
End of Year Training v1.4, May 4, 2012
Must be within the student’s
enrollment at the ‘School of
Attendance LEA’ above
8
9
Required
Conditional
Required if student’s is
already exited in
CALPADS.
25
EOY 2: Online - Adding Homeless Student Data
End of Year Training v1.4, May 4, 2012
To classify a student as Homeless, populate the field with any of the four homeless codes
Required
Conditional
26
EOY 2: Error Highlights
End of Year Training v1.4, May 4, 2012
Error Code Severity Rule
SPRG0083 F If Education Program Code = 113 (California Partnership Academy)Then California Partnership Academy ID must be populated
SPRG0168 F If Education Program Code = 122 (NCLB Title 1 Part A Basic Targeted) Then Education Service Academic Year must be populated
SPRG0247 W NCLB Title I Targeted Records Submitted for a Title I Schoolwide School
Error Code Severity Rule
CERT073 W No Program Data Submitted for a School
CERT097 F Missing Title I Targeted Assistance Program Records
CERT101 F Primary Residence Category Code Missing, Invalid, or Not Current Within the LEA Enrollment.
Rejected Records
Certification Errors
27
EOY 2: Reports
End of Year Training v1.4, May 4, 2012
5.1– Program Participants –
Count
5.3 – Program Participants – Student List
5.4- Homeless Students Enrolled
5.5 – Homeless – Student List
5.2 - Program Participants – NCLB Title I Part A Basic
Targeted Education Services
28
Federal Program Participation Count
504 Accomodation
Plan (101)
NCLB Title I Part A Basic
Targeted (122)
NCLB Title I Part A Basic School-wide
(NA) *
NCLB Title I Part A
Neglected (174)
NCLB Title I Part D
Delinquent (164) **
NCLB Title I Part D
Neglected (171) **
NCLB Title I Part D At
Risk (172) **
NCLB Title I Part D Juvenile
Detention (173) **0 3 0 1 0 0 1 2
2 0 7 0 2 1 1 3
2 3 7 1 2 1 2 5
EOY 2: 5.1 - Program Participants - Count
State Program Participant Count
SchoolCode
SchoolName
Opportunity Program
(108)
California Partnership
Academy (113)
California School-Age Families
Education (Cal-SAFE) (162)
CAHSEE Intensive
Instruction (180)5814530 FCMAT High 1 0 0 1
5814531 CSIS Middle 1 0 1 0
Total - Selected Schools 2 0 1 1
End of Year Training v1.4, May 4, 2012
Student Programs (SPRG) data
* For Title I Part A Basic School-wide schools, counts are based on cumulative Academic Year enrollment, not program records.
** For Juvenile Court and Division of Juvenile Justice Schools Counts, Title I Part D program counts are based on cumulative Academic Year enrollment, not program records
29
SchoolCode
SchoolName
GradeLevel
Total ByGrade
Temporary Shelters (100)
Hotels/Motels(110)
TemporarilyDoubled Up (120)
TemporarilyUnsheltered (130)
5814530 FCMAT High
9 1 1 0 0 0
10 4 2 1 0 1
11 7 2 2 2 1
12 2 1 0 1 0
5814531 CSIS Middle
6 4 0 0 0 4
7 6 1 1 3 1
8 5 2 0 2 1
Total - School (Unduplicated) All 29 9 4 8 8
EOY 2: 5.4 - Homeless Students Enrolled
End of Year Training v1.4, May 4, 2012
SchoolCode
SchoolName
GradeLevel
Total ByGrade
Temporary Shelters (100)
Hotels/Motels(110)
TemporarilyDoubled Up (120)
TemporarilyUnsheltered (130)
Total - Selected Schools
6 4 0 0 0 4
7 6 1 1 3 1
8 5 2 0 2 1
9 1 1 0 0 0
10 4 2 1 0 1
11 7 2 2 2 1
12 2 1 0 1 0
All 29 9 4 8 8
Student Information (SINF) data
30
EOY 2: Reminders
Homeless students are identified by Primary Residence Category (SINF), not a program record (SPRG)
With the exception of 504
Accommodation Plan, program
participation (not eligibility) should
be reported for EOY 2
EOY 2 counts all
students who participate
in EOY 2 programs or
are identified as
homeless at any
time during the year
Make sure to check withyour vendor about howhomeless data is stored,specifically discuss ifand how history is
maintained
End of Year Training v1.4, May 4, 201231
EOY 3: Discipline
End of Year Training v1.4, May 4, 2012
EOY 3:Discipline
32
EOY 3: Purpose
End of Year Training v1.4, May 4, 2012
Student discipline information*
Federal reporting required by NCLB
Title IX
* Formerly reported through the UMIRS page of the Consolidated Application and Reporting System (CARS)
CA Department of Education
US Department of Education
Consolidated State Performance
Report
33
EOY 3: Information Reported
End of Year Training v1.4, May 4, 2012
Offenses* resulting in a suspension or expulsion
Offenses* committed by Special Education students
Offenses* that include a firearm
* Limited to offenses defined in Education Code 48900 or 48915
34
EOY 3: Data Included
End of Year Training v1.4, May 4, 2012
Student Enrollment
Student Information
Grades K-12, UE and US
Student discipline
Offense* that has a code defined in CALPADS
Suspension Expulsion
Offenses Resulting in a Suspension or Expulsion
* Limited to offenses defined in Education Code 48900 or 48915
35
EOY 3: Data Included
End of Year Training v1.4, May 4, 2012
Special Education Offenses
Student Enrollment Student Information Student Program Student
Discipline
Grades K-12, UE and US Special Ed (144)
Offense* that has a code defined in CALPADS
* Limited to offenses defined in Education Code 48900 or 48915
36
EOY 3: Data Included
End of Year Training v1.4, May 4, 2012
Firearm Offenses
Student Enrollment
Student Informatio
n
Grades K-12, UE and US
Student Discipline
Firearm offense
(100-102)
37
EOY 3: Records to Add or Update
OnlineStudent EnrollmentStudent InformationStudent Discipline
BatchSENRSINFSDIS*
End of Year Training v1.4, May 4, 2012
* Full replacement files
38
EOY 3: Fields Reported
End of Year Training v1.4, May 4, 2012
Special Education OffensesDiscipline Action AuthorityStudent Instructional Support IndicatorIncident Disciplinary Action Duration Days
ExpulsionsExpulsion Modification Code
Suspensions
Firearm OffensesWeapon Category Code (only for real firearm)
LEA / SchoolAcademic Year
SSIDLocal Student ID
NameDate of Birth
GenderDisciplinary Incident ID
Disciplinary Incident DateDisciplinary Action Taken
See CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements
39
EOY 3: How Records Are Related
End of Year Training v1.4, May 4, 2012
Incident
Student
OffenseOffense
Student
Offense40
EOY 3: Online - Adding Student Discipline Information
End of Year Training v1.4, May 4, 2012
3
1
2
4
5
6
Search for an existing SSID or choose a list to view
41
EOY 3: Online – Adding Student Discipline Information
End of Year Training v1.4, May 4, 2012
7b
7a
Add a new discipline offense to the student’s history or edit an existing record
42
EOY 3: Online – Adding Student Discipline Information
End of Year Training v1.4, May 4, 2012
8
1
Required
Conditional
43
EOY 3: Severity-of-Offense Hierarchy
End of Year Training v1.4, May 4, 201244
Related offense codes103 Brandishing a Knife500 Caused Physical Injury504 Used Force or Violence506 Harassment or Intimidation
Destructive/explosive device (bomb threat included)
Possession of paraphernalia
Use of drugs/alcohol
Possession/sale of alcohol
Possession of drugs for sale
Sale or furnishing of drugs
Sexual offenses (other than forcible rape)
Possession of a weapon
Battery
Assault with a deadly weapon
Robbery/extortion
Forcible rape
Homicide (use code 500)Incident
Student shoved another student (504)
Punched another student (500)
Student threatened teacher with knife (204)
Taunted another student (506)
Most severe
See the Student Offense code set in the CALPADS Code Sets document on the Resources slide near the end of the presentation for the full code list
EOY 3: Online - Adding Discipline Incidents
End of Year Training v1.4, May 4, 2012
3
1
2
4b
4a
4cAdd a new incidents, edit existing incidents, or maintain the list of students associated with an incident.
45
EOY 3: Online - Adding Discipline Incidents
End of Year Training v1.4, May 4, 2012
If editing an existing record, delete button
will be available.
2a
2b
1
Required
Conditional
46
EOY 3: Online - Adding Discipline Incidents
End of Year Training v1.4, May 4, 2012
1b
1a
Add a student to the incident or edit an existing record
47
EOY 3: Online - Adding Discipline Incidents
End of Year Training v1.4, May 4, 2012
2
1
Every offense for every student needs to be entered; only
the final Disciplinary Action Taken should
be reported
Required
Conditional
48
EOY 3: Error Highlights
End of Year Training v1.4, May 4, 2012
Error Code Severity RuleSDIS0072 F Retired SSID -- Mismatch of SSID DemographicsSDIS0090 F Invalid Disciplinary Incident Occurrence Date - Academic Year
combinationSDIS0091 F Invalid Student Offense Code and Weapon Category CombinationSDIS0093 F Disciplinary Incident Occurrence Date Greater Than Current DateSDIS0094 F Mismatch of Disciplinary Incident AttributesSDIS0096 F Missing Incident Disciplinary Action Duration DaysSDIS0097 F Invalid Incident Disciplinary Action Taken CodeSDIS0153 F Missing Disciplinary Action Authority CodeSDIS0154 F Missing Student Instructional Support IndicatorSDIS0208 F Missing Expulsion Modification Category CodeSDIS0212 F Duplicate discipline records exist for the same studentSDIS0245 W Student not enrolled on Disciplinary Incident Occurrence DateSDIS0251 F Mismatch of Student's Disciplinary Attributes
Error Code Severity RuleCERT071 W No Discipline Data Submitted for a School
Rejected Records
Certification Errors
49
EOY 3: Reports
End of Year Training v1.4, May 4, 2012
7.1 – Discipline Incidents – Count by Most Severe
Offense
7.2 Discipline Incidents – Student List
7.3 – Discipline Actions – Count
7.4 – Discipline Actions – Count
by Offense
7.5 – Discipline Offenses – Student List
7.6 – Discipline Actions – Persistently Dangerous
Offense Expulsions
50
EOY 3: 7.1 - Discipline Incidents – Count by Most Severe Offense
End of Year Training v1.4, May 4, 2012
School Code School Name Most Severe Offense
Incident Count
5814530 FCMAT High 103-Brandishing a Knife 3201-Possession of Controlled Substance 12512-Property Damage 8513-Bullying 21TOTAL 44
5814531 CSIS Middle 201-Possession of Controlled Substance 6403-Sexual Harassment 4513-Bullying 10TOTAL 20
TOTAL - Selected Schools 103-Brandishing a Knife 3201-Possession of Controlled Substance 18403-Sexual Harassment 4512-Property Damage 8513-Bullying 31TOTAL 64
Student Discipline (SDIS) data
51
EOY 3: 7.3 - Discipline Actions - Count
End of Year Training v1.4, May 4, 2012
School Code
School Name >Gender>Ethnicity/Race
# of Students That Committedan Offense (unduplicated)
5814530 FCMAT High
Total 50F Total 12
Hispanic 4White 8
M Total 38Hispanic 20White 18
Student Discipline (SDIS) data Click “>” to expand the view of the data
Disciplinary Action Taken# of Offenses
Committed# of Suspensions
(100)# of Expulsions
(200)# of In School
Suspensions (110)# of No Suspension of
Expulsion (300)129 9 6 8 526 3 2 3 110 1 1 1 116 2 1 2 0
103 6 4 5 450 4 3 3 353 2 1 2 1
52
EOY 3: 7.4 - Discipline Actions - Count by Offense
End of Year Training v1.4, May 4, 2012
School Code
School Name Offense Code >Gender >Ethnicity/Race
# of Students That CommittedOffense (unduplicated)
5814530 FCMAT High
509-Hazing
Total 21F Total 2
Hispanic 1White 1
M Total 19Hispanic 10White 9
Student Discipline (SDIS) data Click “>” to expand the view of the data
Disciplinary Action Taken# of Times
Offense Occurred# of Suspensions
(100)# of Expulsions
(200)# of In School
Suspensions (110)# of No Suspension of
Expulsion (300)45 8 1 5 168 2 0 2 64 1 0 1 24 1 0 1 4
37 6 1 3 1020 4 1 2 517 2 0 1 5
53
EOY 3: 7.6 - Discipline Actions - Persistently Dangerous Offense Expulsions
End of Year Training v1.4, May 4, 2012
Expulsions for Persistently Dangerous OffensesOf Expulsions per Offense Code, Used to Determine At Risk Schools
(listed in order of most severe offense) **
503 103 500 505 100 105 600 200 401 400At Risk
School ? **15 10 20 22 33 16 48 20 46 155 Y0 1 2 1 0 1 0 0 0 13 N0 0 0 0 0 0 0 0 1 1 N
Student Discipline (SDIS) data
Expulsions for Persistently Dangerous Offenses
School Code School NameTotal Certified
Primary Enrollment*Total # of
Expulsions
# of Expulsions / 100 Enrolled
Students5814530 FCMAT High 3701 385 10.45814531 CSIS Middle 921 18 1.91234567 123 Elementary 516 2 0.4
* Certified Fall 1 Primary Enrollment for the Selected Academic Year, from Report 1.1 (Enrollment of Primary Status by Subgroup)
** Refer to User Manual Glossary definition for Persistently Dangerous Offense and At Risk School
From Fall 1
54
EOY 3: At Risk of Becoming Persistently Dangerous
End of Year Training v1.4, May 4, 2012
Refer to CALPADS User Manual Glossary definition for Persistently Dangerous Offense and At Risk School
If a School has at least three expulsions and greater than or equal to one expulsion per one-
hundred certified enrollments (counted using Fall 1 certified data) in an Academic Year based on
specific EC 48900 and 48915 codes, the School is determined to ‘At Risk of Becoming
Persistently Dangerous’
At Risk School
?**YNN
55
EOY 3: Reminders
All Special Education students who committed an offense (defined in Ed Code 48900 or 48915) are reported regardless of outcome
All students who committed
firearm offenses (codes 100,
101, & 102) reported
regardless of outcome
Discipline data is
reported by incident
and may include
multiple students and
offenses
Truancy reporting is not included in discipline reporting to CALPADS this year.
End of Year Training v1.4, May 4, 201256
Break Time!
End of Year Training v1.4, May 4, 2012
5 minute break
Remember that you can attend the CALPADS Q & A sessions on Wednesdays at 3 p.m. if you have additional questions during the submission window. Sign up on the CSIS CALPADS training registration page listed in the Resources section near the end of this presentation.
57
EOY 1: Course Completion & CTE Status
End of Year Training v1.4, May 4, 2012
EOY 1:Course Completion &Career and Technical
Education (CTE)58
EOY 1: Purpose
End of Year Training v1.4, May 4, 2012
CA Department of Education
Count of courses completed for
departmental courses – including ROP/C
courses
Count of Career Technical Education non-concentrators, concentrators and
completers
CALPASS (future)
Perkins reporting
59
EOY 1: Information Reported
End of Year Training v1.4, May 4, 2012
Courses Completed
CTE Non-Concentrators, Concentrators & Completers
Courses completed are not compared to course enrollment reported during Fall 2
60
EOY 1: Terminology
End of Year Training v1.4, May 4, 2012
CTE PathwayA sequence of courses providing academic knowledge and skills needed to prepare students for further education and careers… and which may lead to proficiency, a credential, a certificate, or a degree in a given career path.
Participant
Non-Concentrator
Student who completed a CTE course (course codes 4000-5955 or flagged with CTE indicator of ‘Y’) and who does not have a CTE Pathway at that school
Concentrator
Student who has a CTE Pathway
CompleterStudent who has completed a CTE Pathway
61
EOY 1: Data Included
End of Year Training v1.4, May 4, 2012
Course Completion
Student Enrollment
Student Information
Primary, secondary, or
short term enrollments
Grades 7-12 and US
Course completion information
Staff Demographics
Departmentalized courses
Teachers of courses
completed
62
EOY 1: Data Included
End of Year Training v1.4, May 4, 2012
Course Completion
Do Not Submit
ROP/C, summer school and college courses*
Before/after school courses
Student aide courses
Summer session enrollment records
* Unless student is enrolled in your school during the normal school year
Optional
Study hall
Homeroom
63
EOY 1: Data Included
End of Year Training v1.4, May 4, 2012
Career and Technical Education
Student Enrollment Student Information
Non-Concentrators: Primary, secondary, or short term enrollments
Concentrators or Completers:
Primary enrollments
Grades 7-12 and US
CTE Participation
Status
Course completion information
Departmentalized courses
64
EOY 1: Data Included
End of Year Training v1.4, May 4, 2012
CTE Participation Status
Grades 7-12 and USStudents enrolled in
departmentalized classes
Course completion information from
previous slide
Career and Technical Education
65
EOY 1: Records to Add or Update
OnlineAdd or Edit Records Student EnrollmentStudent Information
Student ProgramStaff Demographics
Course Section CompletionStudent Course Section Completion
Student CTE
BatchAdd or Update Records
SENRSINF
SPRGSDEMCRSC*SCSC*SCTE*
End of Year Training v1.4, May 4, 2012
* Full replacement filesDo not submit SASS. It is not required for EOY and submitting it may wipe out Fall 2 data
66
EOY 1: Fields Reported
End of Year Training v1.4, May 4, 2012
Career Technical EducationCRS-CTE Technical Preparation Course IndicatorCTE Course Section Provider CodeCTE Pathway Code (SCTE)CTE Pathway Completion Academic Year ID (SCTE)
Course Completion
Reporting LEASchool of Course Delivery
Academic Year IDCRS-State Course Code
CRS-Local Course IDCRS-Course Name
CRS-Course Content CodeCRS-UC CSU Approved Indicator
Course Section IDAcademic Term Code
SEIDLocal Staff ID
Course Section Instructional Level CodeInstructional Strategy CodeIndependent Study IndicatorDistance Learning Indicator
Education Program Funding Source CodeStudent Credits Attempted (SCSC, 9-12 grade
only)Student Credits Earned (SCSC, 9-12 grade only)
Student Course Final Grade (SCSC)UC/CSU Admission Requirement Code (SCSC)
Marking Period Code (SCSC)
See CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements
67
EOY 1: Key Data
End of Year Training v1.4, May 4, 2012
Rec Type Elements and ValuesSENR Enrollment status = 10, 20 or 30
SINF Grade Level = 07-12, or USEnglish Language Acquisition Status for Limited English Proficient studentsBirth Country & Enrolled in US School less than Three Cumulative Years Indicator for Title III students
SPRG Education Program Code (127, 175, 144, 135) for GATE, Socio-Economically Disadvantaged, Special Education, and Migrant Education students
SDEM Teachers hired after 10/5/2011 must be added
CRSC CRS-State Course Code not equal to 1000 (Filter 1000 courses if possible)
SCSC Student Credits Attempted (9-12 grade students only)Student Credits Earned (9-12 grade students only)Marking Period CodeStudent Course Final Grade• If a course has multiple marking periods in which credits are accrued and
grades given, enter a record for each marking period.SCTE CTE Pathway Code for CTE Concentrators
CTE Pathway Completion Academic Year ID for CTE Completers
68
EOY 1: Online – Adding or Maintaining Course Section Completion Data
End of Year Training v1.4, May 4, 2012
43
1
2
7a Click add a new course section
7b
Click edit an existing course section
5
Make sure the academic year is correct and Submission Type is set to Course Completion
6
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End of Year Training v1.4, May 4, 2012
EOY 1: Online – Adding Course Section Completion Data
Course Instructional Level Code is referred to as Non-Std Instr Level in snapshot reports
Fields not relevant to EOY1 are not required or stored by CALPADS and are greyed out when editing course section records
Required
Conditional
70
EOY 1: Online – Adding Student Course Section Completion Data (new)
End of Year Training v1.4, May 4, 2012
via Course Section
71
7
1
3
2
4
5 6
Make sure Submission Type is set to Course Completion
EOY 1: Online – Adding Student Course Section Completion Data
End of Year Training v1.4, May 4, 2012
8
via Course Section
72
EOY 1: Online – Adding Student Course Section Completion Data
End of Year Training v1.4, May 4, 2012
via Course Section
73
9b
9a
EOY 1: Online – Adding Student Course Section Completion Data
End of Year Training v1.4, May 4, 2012
Add a record for each marking period that accrues credits for which a grade is given within a single course.
Required if student grade level is 9-12 or US
Required
Conditional
74
EOY 1: Online – Adding Student Course Section Completion Data
End of Year Training v1.4, May 4, 2012
3
1
2
via Student4
6
7
5
75
EOY 1: Online – Adding Student CTE Status
User interface still under construction CTE data will have it own module CTE functionality will become active during UAT,
watch for announcement
End of Year Training v1.4, May 4, 201276
EOY 1: Error Highlights
End of Year Training v1.4, May 4, 2012
Error Code Severity Error Message
GERR001 F SCSC: Student Course Final Grade - requiredSCSC: Marking Period – requiredSCTE: CTE Pathway Code - required
SCSC0140 F Missing Student Credits Attempted
SCSC0141 F Missing Student Credits Earned
SCTE0242 F Invalid CTE Pathway Completion Academic Year ID for Academic Year
Error Code Severity Error Message
CERT054 F Staff Demographics Missing
CERT081 W No Student Course Section Data for a Secondarily or Short Term Enrolled Student
CERT098 W Student Course Section for SSID Not Enrolled during Report Period
CERT099 W No Student Course Section Data for a Primarily Enrolled Student
CERT100 W No Enrollment for Course Section
Rejected Records
Certification Errors
77
EOY 1: Reports
End of Year Training v1.4, May 4, 2012
3.12 – Career Technical Education Participants – Count
Disaggregated
3.13 – Career Technical Education Participants –
Student List
3.14 – Career Technical Education Concentrators and
Completers – Count by Pathway
3.15 – Career Technical Education Concentrators
and Completers – Student List
3.11 – Course Sections Completed
– Student List for Departmentalized
Courses
3.10 – Course Sections Completed – Count and
Details for Departmentalized Courses
3.9 – Course Sections Completed – Count by
Content Area for Departmentalized
Courses
3.16 – Educational Options Course Completion –
Student Count
78
EOY 1: 3.9 - Course Sections Completed
End of Year Training v1.4, May 4, 2012
School Code
School Name Content Area
State Course Code
Local Course ID &
Course Name# CourseSections
# of Students Completing at Least One Section of
Course
Males Females Total5814530 FCMAT
High14-English Language Arts
2101-Comprehensive English
ENG001-Comprehensive English
5 80 70 150
ENG54-English Language & Composition
6 90 91 181
2106-English Literature
PE01-English Literature 1
4 25 100 125
15-Foreign Language
2215-Chinese (Advanced)
MA44-Chinese 4
3 20 20 40
18-Mathematics 2414-Analytic geometry/ pre-calculus
AB76-Advanced Mathematics
7 150 62 212
Course Completion (CRSC) dataStudent Course Section Completion (SCSC) data
Course Completion counts exclude:- students in grades K-6- self-contained courses (course code=1000)
79
EOY 1: 3.12 - Career Technical Education Participants
End of Year Training v1.4, May 4, 2012
School Code
School Name >Gender >Ethnicity/Race
# CTE Concentrators(including Completers) *
# CTE Non-Concentrators
Total CTEParticipants
5814530 FCMAT High
F Hispanic 88 14 102White 2 3 5All 90 17 107
M Hispanic 45 5 50Asian 25 5 30Multiple 5 5 10Missing 1 1 2All 76 16 92
All Hispanic 133 19 152White 2 3 5Asian 25 5 30Multiple 5 5 10Missing 1 1 2All 166 33 199
Student CTE(SCTE) data
Reflects CTE Pathways and also CTE course completion records
Student Course Section Completion (SCSC) data
84
EOY 1: 3.13 - Career Technical Education Participants - Student List
End of Year Training v1.4, May 4, 2012
SchoolCode
SchoolName SSID
StudentName Local ID Gender Grade
Ethnicity/Race
EnrollmentStatus
CTEPathway
5814530 FCMATHigh 4254697123 Cooper,
Michael 789984 M 10 White 01-Primary 102-Agriscience
4254697123 Drew,Janet 840216 F 12 Hispanic 01-Primary
5814531 CSISHigh 4254697123 Wilken,
James 389118 M 06 Multiple 01-Primary 132-Education
Student CTE (SCTE) data
Key IndicatorsCTE Completer
YearTitle III Eligible
ImmigrantsGifted and Talented
EducationTitle I Part C
MigrantSpecial
EducationLEP (EL +
Selected RFEP)Socio-economically
DisadvantagedY
Y Y Y Y
2010-2011 Y Y Y Y
Student Program (SPRG) data
Student Information (SINF) data
Absence of CTE Pathway code indicates courses only
(non-Concentrator)
Absence of CTE Completion Year indicates
that student was not a completer this reporting
year
85
Concentrator Key indicators# Title III Eligible
Immigrants# Gifted and
Talented Education# Title I Part C
Migrant# SpecialEducation
# LEP (EL +Selected RFEP)
# Socio-economicallyDisadvantaged
1 1 0 0 1 Y2 0 0 1 4 Y3 1 0 1 5 N2 1 0 0 1 Y0 0 1 0 2 N2 1 1 0 3 Y3 2 0 0 2 N2 0 1 1 6 N5 2 1 1 8 N
EOY 1: 3.14 Career Technical Education Concentrators and Completers – Count by Pathway
End of Year Training v1.4, May 4, 2012
CTESchool Code School Name CTE Pathway >Gender # Concentrators # Completers
5814530 FCMAT High 100-Agriculture Business F 2 2M 23 15All 25 17
101-Agriculture Mathematics F 0 0M 5 1All 5 1
TOTAL F 2 2M 28 16All 30 18
Student CTE(SCTE) data
Student Programs (SPRG) data
CTE course completion records excluded from this report
Student Information (SINF) data
86
EOY 1: Reminders
Course completion for End of Year 1 is not compared to Course enrollment from Fall 2
Do not submit the SASS file. Staff
Assignment data is not required
for EOY and submitting a file may
wipe out previously submitted
data
Course completion is
only required for
departmentalized
classes in grades 7-12
CTE Non-Concentrators are reported in the CRSC file only while CTE Concentrators are
determined using the SCTE file
End of Year Training v1.4, May 4, 2012
SEIDs submitted in Course Section
Completion (CRSC) records are checked to
make sure a corresponding
Staff Demographic
(SDEM) record exists in
CALPADS
88
EOY 4: Waivers & Exemptions
End of Year Training v1.4, May 4, 2012
EOY4:Waivers &
Exemptions89
EOY 4: Purpose
End of Year Training v1.4, May 4, 2012
Waivers and exemptions that
have been granted, denied or
withdrawn
Reporting per California Code of Regulations, Title 5, Section 1207.1
CA Department of Education
90
EOY 4: Information Reported
End of Year Training v1.4, May 4, 2012
Waivers
Exemptions
91
EOY 4: Terminology
End of Year Training v1.4, May 4, 2012
WaiverAllows a student to pass the CAHSEE
with a modified score and accommodations
ExemptionIndicates that a student is required to take the
CAHSEE, but not required to pass
As of July 1, 2009 students with disabilities (Special ed or 504 accommodation plan) are not required to pass the CAHSEE to graduate
92
EOY 4: Data Included
Student Enrollment
If student exited, exit date is
between 7/1/2011 and 8/15/2012; exit code is 106 or 108Primary or
specialized services
enrollments
Student Information
Grades 10-12, or US
Student Program
Program Type = 144 (Special Ed)
or 101 (504 Accommodation
Plan)
Waiver or Exemption
End of Year Training v1.4, May 4, 2012
Waivers or Exemptions
93
EOY 4: Records to Add or Update
OnlineAdd or Edit Records Student EnrollmentStudent Information
Student ProgramStudent Waivers
BatchAdd or Update Records
SENRSINFSPRGSWAV
End of Year Training v1.4, May 4, 201294
EOY 4: Fields Reported
End of Year Training v1.4, May 4, 2012
Exemptions
Waivers
Reporting LEASchool of Attendance
Academic Year IDSSID
Local Student IDStudent Legal First NameStudent Legal Last Name
Student Birth DateStudent Gender Code
Education Regulatory Exemption CodeEducation Regulatory Exemption Outcome Code
Education Regulatory Exemption Outcome Start Date
See CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements
95
EOY 4: Key Data
End of Year Training v1.4, May 4, 2012
Record Type Elements and Values
SENR Enrollment Status Code = 10 or 40Enrollment between 7/1/2011 and 8/15/2012Student Exit Reason Code = blank, 106*, or 108*
SINF Grade Level Code = 10-12 or US
SPRG Education Program Code = 144 (Special Education) or 101 (504 Accommodation Plan)
SWAV Education Regulatory Exemption =1 (Math waiver), 2 (ELA waiver) or 3 (Exemption)Education Regulatory Exemption Outcome =1 (Granted), 2 (Denied) or 3 (Withdrawn)
* Students with 106 (waiver) or 108 (exemption) exit codes are expected to report SWAV records
96
EOY 4: Online - Adding Waivers or Exemptions
End of Year Training v1.4, May 4, 2012
3
1
2
4
5
6
Search for an existing SSID or choose a list to view
97
EOY 4: Online - Adding Waivers or Exemptions
End of Year Training v1.4, May 4, 201298
7b
7a
Add a new waiver records or edit existing waiver records
Required
EOY 4: Error Highlights
End of Year Training v1.4, May 4, 2012
Error Code Severity Description
SWAV0158 F Duplicate waiver
SWAV0205 F Education Regulatory Exemption Outcome Start Date is outside the Academic Year Date Range submitted
SWAV0209 F Missing Disabled Student Program Record
SWAV0228 W Potential Invalid Grade Level
SWAV0229 F Student has three granted Education Regulatory Exemptions
Error Code Severity Description
CERT072 W No Waiver Data Submitted for a Student with a 106 or 108 School Completion Status
CERT092 F Missing Disabled Student Program Record
Rejected Records
Certification Errors
99
EOY 4: Reports
End of Year Training v1.4, May 4, 2012
6.3 – CAHSEE Waivers and Exemptions – Student List
6.2 – CAHSEE Waivers and
Exemptions – Count Disaggregated
6.1 – CAHSEE Waivers and
Exemptions - Count
100
End of Year Training v1.4, May 4, 2012
Student must have a Special Ed (144) or a 504 Accommodation Plan (101) record during the reporting period that also overlaps the student’s enrollment in the LEA.
CAHSEE Math Waiver (1)SchoolCode
SchoolName
TotalRequested # Granted # Denied # Withdrawn
5814530 FCMAT High 63 10 5 65814531 CSIS High 58 5 5 21234567 123 High 64 20 2 6
TOTAL – Selected Schools 118 35 12 12
Student Waiver (SWAV) data
CAHSEE ELA Waiver (2) CAHSEE Exemption (3)# Granted # Denied # Withdrawn # Granted # Denied # Withdrawn
20 4 4 8 0 320 7 5 5 0 43 2 8 16 0 5
43 13 17 29 0 12
EOY 4: 6.1 - CAHSEE Waivers and Exemptions - Count
101
OutcomeSchoolCode
SchoolName
RegulatoryExemption >Gender
>Ethnicity/Race
TotalRequested
# Granted(1)
# Denied(2)
# Withdrawn(3)
5814530 FCMAT High 1-CAHSEE Math Waiver
F Hispanic 12 4 7 1White 9 2 5 2All 21 6 12 3
M Hispanic 14 7 6 1White 11 8 3 0All 25 15 9 1
All Hispanic 26 11 13 2White 20 10 8 2All 46 21 21 4
2-CAHSEE ELA Waiver
F Hispanic 10 4 6 0All 10 4 6 0
All Hispanic 10 4 6 0All 10 4 6 0
All F Hispanic 22 8 13 1White 9 2 5 2All 31 10 18 3
M Hispanic 14 7 6 1White 11 8 3 0All 25 15 9 1
All Hispanic 36 15 19 2White 20 10 8 2All 56 25 27 4
Student Waiver (SWAV) data Click “>” to expand view
EOY 4: 6.2 - CAHSEE Waivers and Exemptions - Count Disaggregated
End of Year Training v1.4, May 4, 2012102
End of Year Training v1.4, May 4, 2012
SchoolCode
SchoolName SSID
StudentName Local ID Grade
Ethnicity/Race
RegulatoryExemption
Code
RegulatoryExemptionOutcome
OutcomeStartDate
DisabilityCategory
5814530 FCMATHigh 4254697123 Cooper,
Michael 789984 10 White 1-CAHSEEMath Waiver 1-Granted 3/4/2010 220-Hard of
hearing (HH)
7458123468 Drew,Janet 840216 12 Hispanic 2-CAHSEE
ELA Waiver 2-Denied 5/12/2009240-Speech or
language impairment (SLI)
5814531 CSISHigh 6452868745 Wilken,
James 389118 06 Multiple1-CAHSEE
Math Waiver 1-Granted 6/5/2008
1483772994 Craig,Janice 456412 07 Missing
1-CAHSEEMath Waiver 2-Denied 7/12/2009 220-Hard of
hearing (HH)
6942812645 Parish,Sandra 561565 08 White 2-CAHSEE
ELA Waiver 3-Withdrawn 3/2/2008 220-Hard of hearing (HH)
Student Waiver (SWAV) data
Disability Category based on most recent SPRG record for program 144 (Special Education). A blank indicates student has record for program 101 (504 Accommodation Plan).
EOY 4: 6.3 - CAHSEE Waivers and Exemptions - Student List
103
EOY 4: Reminders
Students with 106 (waiver) or 108 (exemption) completion codes are expected to report waiver or exemption records
Waivers and exemptions
are granted through a
local governing board
As of 7/1/09 eligible
students with disabilities
are exempt from having
to pass the CAHSEE-Ed
Code 60852.3(a)
A student may not have more than two waiver (SWAV) records
End of Year Training v1.4, May 4, 2012104
Wrap Up
End of Year Training v1.4, May 4, 2012
Wrap-Up105
Full Replacement Files
End of Year Training v1.4, May 4, 2012
Rec Type Operational Key Fields
CRSC • School of Course Delivery• Academic Year ID• Academic Term Code
SDIS • School of Attendance• Academic Year ID
SCSC • School of Course Delivery• Academic Year ID• Academic Term Code• Marking Period Code
SCTE • School of Attendance• Academic Year ID
SWAV • Academic Year ID• Reporting LEA • SSID• Education Regulatory Exemption Code
106
Programs Used for Report Sub-Groups
End of Year Training v1.4, May 4, 2012
Value Used In
F Filters
R Report
N/A Not applicable
Legend
These programs are used in reports (R) or report filtering (F) on SSIDs that have met the criteria for inclusion in one or more of the EOY submissions. If displayed in reports, LEAs are expected to assess their accuracy.
EOY ReportMigrant Ed (135)
Socio-Economically
Disadvantaged Special Ed (144)GATE (127)
1-4 1.0a N/A N/A N/A N/A 1 3.12 F F F F1 3.14 F, R F, R F, R F, R1 3.10 F 1 3.11 1 3.9 1 3.13 F, R F, R F, R F, R1 3.15 F, R F, R F, R F, R1 3.16 2 5.1 2 5.4 F F F2 5.2 F F F F2 5.3 F F F F2 5.5 F, R F, R F3 7.1 3 7.3 3 7.4 3 7.6 3 7.2 F, R F, R F, R F, R3 7.5 F F F F4 6.1 4 6.2 F F F F4 6.3 F F F, R F
107
End of Year Steps
SENR | SINF | SPRG | SDEM | CRSC | SCSC | SCTE | SDIS | SWAV
2. Submit and post data
Fix fatal errors Review warnings
3. Resolve errors and review reports
Level 1 (EOY# Data Collection Certifier) Level 2 (Superintendent Certifier)
4. Certify
End of Year Training v1.4, May 4, 2012
SIS Roles
1. Setup
108
End of Year Training v1.4, May 4, 2012
Certification Status
Each EOY snapshot must be individually certified at Level-1 and then at Level-2
109
Certification Reminders
The last day to make changes that will be included in the snapshot is the day before the certification/ amendment deadline
Remember to review all reports
before certifying
Make sure your snapshot is
certified at Level 2. If you don’t
certify at Level 2, none of your
work counts.
If you are certified and then decertify, you must recertify on or before the deadline date for your data to be pulled.
End of Year Training v1.4, May 4, 2012110
System Documentation
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Resources
Document Description SectionsCALPADS File Specifications (Forms)
File layout and requirements for batch submission
SENR, SINF, SPRG, SDIS, SWAV, SDEM, CSRC, SCSC, & SCTE tabs
CALPADS Code Sets Detailed state code lists
CALPADS Valid Code Combinations
Matches up related codes
CALPADS Error List Detailed error message descriptions
SENR, SINF, SPRG, SDIS, SWAV, SDEM, CSRC, SCSC, SCTE, EOY 1-4 tabs
CALPADS Data Guide Detailed requirements
CALPADS Calendarhttp://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
End of Year Training v1.4, May 4, 2012111
Resources
End of Year Training v1.4, May 4, 2012
Career Technical Education documentshttp://www.cde.ca.gov/re/pn/fd/documents/cteframework.pdfhttp://pubs.cde.ca.gov/CTE/index.aspx
CALPADS Training Registrationhttps://www.calpads.ca.gov/Training/
112
Support
Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: 916-325-9210
E-mail: [email protected]
Listserv: http://www.cde.ca.gov/ds/sp/cl/listservs.asp
End of Year Training v1.4, May 4, 2012113
Training Evaluation
End of Year Training v1.4, May 4, 2012
Please complete our surveyhttp://www.csis.k12.ca.us/survey/calpads-training/
114