Welcome to the CALPADS End of Year 1 Reporting Training: Course Completion

& Career Technical Education

This training is for individuals assigned to CALPADS maintenance. We also encourage supervisors of these

staff members to attend so that they can gain a better understanding of the type and amount of work

involved.

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Today’s training assumes you have been through the Essential 1-3, Fall 1, and Fall 2 trainings. If you have

not attended these trainings be aware that you may not understand some terms and references used during

this training. Both of the End of Year trainings are important but they can be attended in any order.

We have some ground rules for today’s training

First, please mute yourself when you are not asking a question and do not put us on hold because doing so

will usually play music which is disruptive to the training.

Please silence your cell phones and keep them away from your desk phone as they may cause interference

even while set to silent.

Announce your name and LEA when speaking.

And finally, we ask that there be only one conversation at a time. However, if you ask a lengthy question or

one that does not pertain to the training, we may postpone answering it until the end of the training.

We will cover several topics in today’s training:

1. First we will provide a general overview and cover information that is common among the EOY

submissions

2. Next, we will discuss course completion in detail.

3. Then, we will cover the Student Career Technical Education submission.

4. Also we will review the EOY 1 reports

5. Last we will wrap things up.

This training will last approximately 2 hours

If you do not have departmentalized courses for Grades 7-12 you do not need to attend this training.

First we will start with the overview

On this and the next slide are the acronyms that apply to EOY.

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There are two important areas of the EOY 1 submissions that we will be covering:

- The first one is the reporting of student course completion from anytime during the academic year.

- Second is the reporting of CTE participants, concentrators and completers for Perkins reporting.

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Slide 10 and 11 will assist you as you leave today’s training to determine if your LEA’s school type or grade

level reports data for an EOY submission.

Slide 10 Allows you to review if a specific School Type is required to submit for the individual EOY

submission.

Y= LEA expected to submit the data

N=LEA not allowed to submit the data

P=LEA is permitted to submit the data but not expected

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Here we can determine based on a grade level if EOY data is required or not. This chart can be also

viewed from the CALPADS File Specification (Word) Figure 2-1 (pg. 26).

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End of Year, unlike previous submissions collects information for the entire academic year, not just a

specific point in time. The Academic Year is defined a July 1 to June 30.

Data for a student enrolled any time during the academic year should be reported. This includes students

who left your LEA prior to EOY submission reporting.

Remember that data must be posted prior to certifying to be included in the snapshot.

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These are the File Types that apply to the End of Year 1 submission. Some file types are required while

others may need updating only. Updates will be needed for students or staff who have had changes to their

information since Fall 1 and 2.

- For example, students and staff that are new to your LEA will need to be entered.

- Students that have exited your LEA or changed schools within your LEA will need updating.

- Students whose residency or program status has changed will need to be updated.

These are just some examples. Since changes in student and staff data are pretty common, most LEAs

should expect to submit SENR, SINF, SPRG and SDEM updates.

New File Types that are part EOY reporting are highlighted in green. The Course Section and Student

Course section records are new, but they use the same file layout as the course enrollment and student

course section enrollment records.

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Note that the SASS file type is not report for EOY, please do not upload SASS records.

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Here is a graphic to illustrate the relationship between the data required and the files needed for the EOY 1

submission.

First off, the staff data is needed. It is important to have all of your teachers’ SEIDs reported in CALPADS

prior to submitting your CRSC data. The SDEM update is needed to ensure and staff hired after Fall 2

census day is included.

Next is the Course Section Completion (CRSC) file which is used to established the courses your students

completed this year. Like fall 2 the courses must be submitted prior to enrolling students into those courses.

REMEMBER that EOY 1 and Fall 2 are unrelated data sets. The courses submitted for Fall 2 were CRSE

not CRSC records. EOY 1 requires the submission of all new data. An important element if the CRSC is the

course section ID. The course section ID helps tie the Student Course Section (SCSC) records to the

appropriate Course Section Completion (CRSC) records.

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The last file required to submit course completion data for EOY 1 is the SCSC. This file is similar to the SCSE in

Fall 2, it is used to report your students in the courses that they completed including the credits attempted and

earned during the academic year. Even if the courses were reported in Fall 2 you will have to report the course

and the students again for EOY 1. The fall 2 data is not used for EOY 1.

Prior to submitting the SCSC file the student enrollment needs to be updated. The SENR update will account for all

the students who have enrolled since the Fall census day. Since the enrollment record has been updated you can

see that the associated Student Information (SINF) and Student English Language Acquisition (SELA) records

should be submitted as well.

Finally, the Student Career Technical Education (SCTE) records need to be submitted. The CTE courses are

reported in the CRSC file. The CTE participants are reported in the SCSC file. The completer and concentrators

are reported in the SCTE file.

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For those submitting batch files, the EOY 1 file types will appear in the File Type dropdown when you are

submitting your upload. Remember, you will likely need to apply batch updates for other file types to ensure

the student profile is up to date and accurate.

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To submit data for and certify the End of Year snapshots you will need to have at least one account

assigned the following roles.

SENR

SINF

SDEM

CRSC

SCTE

Course completion and CTE reports

EOY 1 Data collection certifier

and the Superintendent Certifier

These would be the minimum amount of roles necessary.

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Roles in bold are new for End of Year. Other roles may have been assigned if you participated in a previous

submission.

Completely new users may also need to be assigned the roles that are normally assigned during Fall 1. These

roles include: SENR, SINF, SPRG, SELA and Superintendent certifier. More details can be found in the Fall 1

training presentation.

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Some dates that are important for End of Year are shown here. The official submission window for End of

Year begins on May 23rd. Snapshots will also start running on this day so your first set of certification

reports and errors will be available on the start date.

The certification deadline is July 15th and the amendment window extends until September 9th.

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Now we will cover Course Completion.

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One of the purposes of End of Year 1 reporting is to report individual student course completion of

departmentalized courses including Regional Occupation Program or Center courses. Departmental courses are

those where each subject is taught in a separate section as is commonly done at most high schools and some middle

schools. The course completion data is used for Dataquest to identify CTE participants for CARL Perkins.

For course completion, similar to other End of Year submissions, you probably will have submitted SSID

Enrollment and Student Information records for most students however new students or those with

demographic changes will need to be updated. Only students in grades 7-12 or US will be counted.

The main data you will be reporting for Course Completion is course completion information for

departmentalized courses including ROP/C and Staff Demographics for any teachers teaching the courses

that were completed.

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For End of Year 1, Courses Completion the courses completed reported are required for grades 7-12.

However only departmentalized courses are required. Do not report self contained courses.

LEAs must submit information on courses that students have completed during the year.

Course completion data is required for students in departmentalized classroom settings in grades 7–12

Grades, credits attempted, and credits earned are only required for grade levels 9–12; Only grades are

required for 7–8.

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Departmentalized course are single subject course like

Algebra

Biology

English or

Theater

Any course code other than state course code 1000 is considered a departmentalized course in CALPADS.

These types of course are commonly taught at middle schools and high schools

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In reporting course completion, do not submit student aide, before or after school programs, college, or

summer session course sections. The exception is that summer session course section records can be

submitted if the student is already enrolled during the regular school year, but summer session enrollment

records should not be submitted to CALPADS.

Reporting of homeroom and study hall course sections are optional.

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For End of Year 1 there are a lot of important data.

For the SSID Enrollment record, the students that will be counted are those with Enrollment Status of 10,

20, or 30 and grade level should be 7-12 or US.

The student information, program and English Language Acquisition records need to be accurate as well.

For the staff demographic record, any teachers that are new or have changed demographic information will

need to be updated.

For the course section completion records, while it is not required, you may want to filter out self-contained

course sections from your extract, because they are not expected. If you do not, you will have to deal with

any related validation errors.

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Also, you should be aware that the Course Section Instructional Level Code could be used in the upcoming

College and Career Indicator so it is important to make sure it is reported accurately.

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For the course section completion record, these are the key elements and values used to generate your

counts.

For the student course section completion record, student credits attempted and earned are both required

for 9th to 12th grade students, Marking period and student course final grade are required for all records.

Note that if a course has multiple marking periods for which credits are accrued and grades are given, a

record should be submitted for each marking period.

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For EOY 1 it is important to understand that the data reported is different than Fall 2 despite the similar file

types. EOY 1 is exclusive to student data. Fall 2 includes staff data which is not part of EOY 1. The Course

Section Completion (CRSC) file is the same as the Course Section Enrollment (CRSE) file save the file

type, but several fields are not required. Likewise the Student Course Section Completion (SCSC) file is

constructed the same as the Student Course Section Enrollment (SCSE) file, but with additional field

requirements.

The CRSC doesn't require…

READ SLIDE (CRSC) bullets

For the SCSC file…

READ SLIDE (SCSC) bullets

Are required.

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If you are updating completion data online you first need to add a course section record. To get started, you

would use the State Reporting menu, then Online Maintenance, and then click Maintain Course Data. Next

you would click Course Section and you would be brought to the course list shown below.

When you get to this screen it is important to check to make sure the Academic Year and Submission type

are set correctly. This is the same screen used to submit course section enrollment so it is very important to

have the correct Submission type applied. Failing to do so could lead to you entering data that will not count

for End of Year 1.

If you change any filters, make sure to click Apply Filters or you will not see the correct list below. After you

have the correct list, you can either choose to add a new course section or maintain an existing one.

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If you clicked either button on the previous screen you would be brought to this page where you can enter

or update the course and course section information.

Note that although these are the same fields reported for course enrollment, when you are entering course

completion, many of the fields are not required and are therefore greyed out. The academic year and

submission type are required but they are carried over from what you entered on the previous screen.

Also note that Course Instructional Level Code is referred to as Non-Standard Instructional Level in the

snapshot or certification reports. Remember that the Course Section Instructional Level Code will likely be

used in the upcoming College and Career Indicator so it is important to make sure it is reported accurately.

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After adding the course section, you need to report students that completed the course. To get started, point

at the State Reporting menu, then Online Maintenance, and click Maintain Course Data. This time, click

Student Course Section. You will be brought to the course list. Make sure that your Academic year is correct

and your Submission Type is set to Course Completion. If you changed any filters make sure to click Apply

Filters. Then select the course that you want to add students to.

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After selecting a course you will be brought to the course section list. Here you should click on the Maintain

Student List button next to the course that you want to add students to.

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You will then be brought to this screen where you can add students to the course section or edit records of

students that were added previously.

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Clicking either button on the previous screen will bring you to a screen that looks like this one. Here, you

need to fill in all the required fields marked in green. The Local Student ID and Student Name will be filled in

once you enter the SSID and select Lookup. Also note that credits attempted or earned are required for

students in grades 9-12th or US.

Make sure to add a record for each marking period that accrues credits for which a grade is given within a

single course.

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The other method of adding student course section data is to go through the student record. To do this you

navigate to the State Reporting menu, then Online Maintenance, and click Maintain Student Data. Then you

select Student Course Section and you would be brought to the course section list.

Again, make sure that the year and submission type are set correctly, then click Apply Filters if you’ve made

changes. Next click Manage Course Data next to the course section for which you want to report the

student as completing. You will be then brought student course section list and you can add the student just

as we showed you before.

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If you are updating course section completion data online you first need to add a course section record. To

get started, you navigate to the State Reporting menu, then Online Maintenance, and then click Maintain

Course Data. Next you select Course Section and you would be brought to the course list shown below.

When you get to this screen it is important to check to make sure the Academic Year and Submission type

are set correctly. This is the same screen used to submit course section enrollment so it is very important to

have the correct Submission type applied. Failing to do so could lead to you entering data that will not count

for End of Year 1.

If you change any filters, make sure to click Apply Filters or you will not see the correct list below. After you

have the correct list, you can either choose to add a new course section or maintain an existing one.

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This screen will be identical to the screen we previously showed you for editing the Course and Course

Section. However we reached the course through the teacher’s course list rather than the school’s full

course list.

Remember that the Course Section Instructional Level Code will likely be used in the upcoming College and

Career Indicator so it is important to make sure it is reported accurately.

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Now we have some reminders for End of Year 1:

{Read reminders}

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Now we will cover CTE

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End of Year 1 also reports Career Technical Education participants, concentrators and completers for Perkins

reporting.

Note that Career Technical Education data will be used for other purposes beyond Perkins in the future so all LEAs

are encouraged to submit it regardless of whether they receive Perkins funding.

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Perkins reporting was originally submitted on paper and is currently reported through the Perkins Data System. For

2015-16 Perkins data will be reported through both the PDS and CALPADS. It is important that all data be submitted

through both systems to ensure consistency, because starting in 2016-17 Perkins data will only be submitted through

CALPADS.

Perkins E1 data is currently submitted during End of Year 1, but Perkins E2 data is not, so an additional

snapshot called Fall 3 will likely be added in 2016-17 to collect this data.

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Capstone courses and the non-traditional gender for a course will be determined through the Valid Code Combo list

based on the course code used to satisfy Perkins reporting requirements and produce related reports.

A Capstone course is a designation given to a course that is the last course in a planned sequence of courses or

pathway necessary for employment in an identified occupation.

CTE Non-traditional Gender is the gender less commonly associated with a field. For example Male for nursing or

Female for network engineering.

See the CALPADS Valid Code Combinations version 7.0 or later for the complete list.

Here are some terms related to career technical education that are important for you to understand because

they will appear within CALPADS and related documentation.

The first is CTE Pathway. {Read CTE Pathway definition} Among students taking CTE courses, there are

different groups.

One group are the non-concentrators. Non-concentrators are students taking a CTE course (course codes

4000-5999) that do not have a CTE Pathway at that school (no SCTE record).

The next group are concentrators, which are students who have designated a CTE pathway (submitted a

SCTE record). Within this group are the completers who are students that have completed a CTE pathway

(populated the Pathway Completion Academic Year ID field).

And then finally, all of these students, whether non-concentrators, concentrators, or completers are all

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referred to as participants. Note that these definitions are specific to how they are used within CALPADS and other

systems or programs might use the terms differently.

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For career technical education students, again most of your students should have current enrollment and

information records, those that do not will need to be updated. Note that non-concentrators are counted for

primary, secondary, or short term enrollments, whereas concentrators and completers will only be counted

for primary enrollments. Just like course completion, only students in grades 7-12 or US will be counted.

The main data collected for these students will be their CTE participation status and their course completion

information for departmentalized courses.

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CTE courses fall in the 4000 – 5999 state course code range,

The postsecondary Articulated course indicator is for any local course that is part of a CTE technical career

pathway or program that has been articulated with a post-secondary education institution.

The Course content code 154 identifies 23 specific courses as CTE courses (see Valid Code Combo)

The CTE Pathway Code is required for CTE Concentrators and Completers.

CTE Pathway Completion Academic Year ID is required for CTE Completers.

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When completing the SCTE submission, the Course Group Master Combos tab in the Valid code

combinations help you to select the appropriate CTE Pathways.

ANIMATION

The CDE aggregates the pathway counts for concentrators and completers into the federal Perkins

reporting categories.

ANIMATION

Each CTE state course code is associated with a single pathway. Although student may have multiple

pathways, the CTE courses they take are specific to one pathway. For a student to be reported with multiple

pathways that would require at least two CTE courses with different CTE Pathway Codes.

ANIMATION

The CTE Non Traditional Gender Column Identifies the Gender that is historically underrepresented. The

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Nontraditional gender is included on reports 3.14 and 3.15.

ANIMATION

The CTE Capstone Course indicator identifies which CTE State Course Codes describe Capstone courses. With

the goal to have comparable Perkins data between PDS and CALPADS, LEAs should ensure that all reported CTE

Completers have successfully completed a capstone course in their pathway.

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New for the 15-16 year The Academic CTE Course indicator column identifies courses that can be included

in CTE pathways even though they do not have a pathway code. This column will be included in future

versions of the valid code combinations document.

Only CTE courses designated by the state course code range of 4000-5999 or the 23 Academic CTE

courses listed in the master group combos tab of valid code combos can be associated with the 154 course

content code.

IVR CRSC0298 will trigger if you use code 154 incorrectly.

Course Content 154 Career Technical Education: The course content is related to Career Technical

Education.

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Also in the Valid Code Combinations is the CTE Pathway – CTE Industry Sector tab.

ANIMATION

This tab provides LEAs with the common pathway name and what Codes fall into those pathways. This will

help determine what state course code to use.

ANIMATION

For example if your LEA offers Agricultural mechanics as a pathway you would be sure to use CTE state

course codes that map to the 101 pathway code.

ANIMATION

The CTE Pathway – CTE Industry Sector tab also identifies which pathway codes are invalid.

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If you need to update student CTE data online, navigate to the State Reporting menu, then Online

Maintenance, and select Maintain Student Data. Then select Student Career Technical Education.

You will be brought to the Student CTE History page where you can click Add a new record to enter a new

CTE record.

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Then you just need to enter the five required fields, validate and post the record. You can repeat the

process for additional Pathways if a student was part of or completed multiple CTE Pathways.

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Lets review some key concepts related to the CTE submission:

{Read reminders}

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So now lets review the various EOY 1 reports. The reports are important because they reflect the data

submitted to the state and federal departments

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For End of Year 1 there are aggregate reports, shown in white that are required to be reviewed. There are

also multiple supporting reports which provide more specific counts or detailed lists of students who were

counted in the aggregate reports. Reports 3.12 and 3.13 have been retired and will only be available as

ODS reports for historical data.

The arrows show how the reports link to other reports.

Next we will show you some of the aggregate reports.

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The first aggregate report 3.9 provides course completion counts broken down by content area, state

course code, course, and then gender. Note that these counts exclude courses that are completed by

students in grades K-6 or those that are self-contained, regardless of grade.

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The 3.16 report is actually a summary report of the count of students who completed educational Options

courses. Each column is unduplicated. For example if a student has taken multiple independent study

courses they are only counted once. If a student is a participant in multiple state programs they are counted

for each program, but only once per school. The total students count does not always represent a 1:1 ratio

when the education program counts are added.

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The 3.10 report shows detailed information about the course, including if the course is CTE or Educational

Options. Other than the student demographic data, the data on this report reflects CRSC and SCSC

records. The Non-Standard Instructional Level is populated by element 9.19 in the CRSC file which

corresponds to the Course Instructional Level Code online. Again, this is the field may be used in the

upcoming College and Career Indicator so it is important to make sure it is reported accurately.

Possible values would come from the Course Instructional Level Code field. The Course non standard

instructional level codes are:

10 Remedial

12 Gifted and Talented

14 Honors – UC Certified

15 Honors Non-UC Certified

16 College Credit

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This chart explains where the various Educational Options categories are populated on report 3.10. Note

the there are several elements that feed into this Ed options – in other words, it is not a single element with

multiple codes.

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The 3.11 report provides more details on course attributes and on SSID enrollment by course. Be aware

that the Term code and Marking Period code come from two different elements – Term Code is element

9.15 in the CRSC and Marking Period is element 10.20 in the SCSC. These codes may not always match.

For example, a course may be Full Year but if there are 3 marking periods in that year, the marking period

shown in this report should be for the final marking period.

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The last aggregate report for End of Year 1 is 3.14 which provides counts of CTE Concentrators and

Completers by Pathway. It also provides sub-group counts for federal Perkins reporting. This is why it is

important to keep program records updated for all your students.

Footnote:

1 - Individuals with Disabilities includes students with Special Education program code (144) and students

with 504 Accommodation Plan program code (101).

2 - Economically Disadvantaged includes students with a qualifying: Free or Reduced Meal program record

(181, 182), Migrant program record (135), Homeless program record (191), Direct Certification result = Y, or

a record in the Foster Match table.

3 - Single Parents is the federal category equivalent to Pregnant or Parenting program code (162).

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The 3.15 is a detailed version of the 3.14 - CTE non-Concentrators still excluded and data is provided at the

SSID level. What is important about 3.14 and 3.15 is that students are counted or listed by pathway. A

student may have more than one CTE Pathway Code. A student with different pathways at the same school

or different pathways at different schools within the LEA will be counted for each unique pathway. A student

with the same pathway at different schools will only be counted once however.

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So now we will wrap up the training and discuss some important considerations.

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As we mentioned previously in the presentation, it is important to be aware of which files use full

replacement processing. For End of Year the file types listed here use full replacement processing.

If a record type uses full replacement processing and that record is submitted to CALPADS, any records in

CALPADS which have the same values in all of the operational key fields will be replaced. For example, if

you have Student Course Section Completion records already in CALPADS for ABC school, in the current

reporting year, with a term of Full Year, and a marking period of Semester 1 and you post any new records

to CALPADS where all four of those fields are the same, you will replace all of those records already in

CALPADS.

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Here we provide a simple checklist to remind you of the steps you need to complete for End of year.

First, you need to take care of setup. You should check with your local student information system vendor

for details on where to enter data in your SIS for End of Year and how to create your End of Year extracts.

You also need to have your LEA Administrator assign the End of Year roles to all your users that need them.

Next, you need to submit and post your data. This includes submitting the 8 files. The 4 student profile files

and the 4 End of Year 1 files. This process may include fixing rejected records, although remember that

passed records may still have warnings so you should check your passed records as well.

After you get all your data posted, you need to review your End of Year certification errors, making sure to

fix all your fatal errors. Then, once all your errors are cleaned up you would review your certification reports.

If you find any discrepancies you may need to submit corrected data, but otherwise you would proceed to

the last step and certify. Remember that you need to certify at both level 1 and level 2. Level 1 certification

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is usually done by the person submitting the data and level 2 is meant to be done by an administrator. However, in

some cases, such as very small districts or charter schools, the same person can do both certifications. Remember

that all LEAs with a EOY 1 snapshot will have to certify. This includes K-8 LEAs and even if you are certifying

zeros.

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Remember that each End of Year snapshot listed in your certification status must be certified at both level 1

and 2

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These are the steps you must follow to complete your EOY certification.

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Normally it is also important to review your certification warnings. However, the certification warnings have

been temporarily disabled. To ensure that your data is reported accurately review all of your reports in

detail. Do not rely solely on the aggregate reports, but also drill down to the student level data in the

supporting reports.

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It is recommended that your LEA manually review the related counts and records to ensure they do not

have these discrepancies. For example, your LEA should compare it’s previous year Course completion

counts to the current year counts to make sure any discrepancies are intended.

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This is the suggested timeline for certifying all the EOY submissions.

You will want to consider when you site staff will be leaving for summer break when you create your local

calendar

Determine who the data stewards are to review the aggregate reports. If they leave for the summer, you

will want to pre-arrange the report review process.

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Now we have some reminders for Certification:

{Read reminders}

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Now we have some resources for End of Year reporting.

First we have the CALPADS calendar which lists the Submission and Amendment windows and deadlines

for each submission. If deadlines change, updates will be posted to this site.

Next we have the CALPADS system documentation.

The CALPADS File Specifications (Forms) provides the file requirements for submitting batch files. It also

provides the field requirements which are useful for both those submitting data online or in batch.

The CALPADS Code Sets provides a list of the state defined codes for data elements which use them.

The CALPADS Valid Code Combinations list which codes are allowed or expected to be used together in

situations where one field is dependent on another or they are related.

The CALPADS Error list is a good resource for those having trouble understanding the rejected record or

certification errors. It provides more detailed explanations of the errors and also suggestions for how to correct

them.

The CALPADS Data Guide provides detailed requirements of who to submit for End of Year.

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We also have some information for those who want to learn more about Career Technical Education.

For those determining the most severe offense for discipline, they may find the Administrator

Recommendation of Expulsion Matrix useful.

Finally the CALPADS training registration page where you signed up for this training is also where you can

sign up for CALPADS Q & A sessions to get more questions answered. These sessions are usually

attended by the CDE so you can get clarification on more specific scenarios regarding exactly what the

CDE expects.

In addition to all the resources we also have a CALPADS service desk that you can contact by submitting a

CALPADS service request online.

You can also call or e-mail, but note that neither is answered directly and your question will need to be

transcribed into the CALPADS service desk system so it is best to use the form directly. The phone and e-

mail are provided for those situations where you can not get to the Web form.

For anyone who needs to get information about all the important news related to CALPADS, such as when

training is available or when requirements or deadlines change, you should sign up for the CALPADS

listserv here. You can subscribe or unsubscribe yourself any time.

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We have one last thing before you go.

If you have been to our other trainings you may have noticed that this training is using a new format. This

new format is a result of feedback from LEAs so it is important for us to know whether we are meeting your

training needs. So we ask that you complete this survey to let us know what was good, what was bad, and

any suggestions you might have for our future trainings.

Once you are done filling out the survey you are free to go, but we will also stay on the line for a little while

longer in case any of you have questions. Thank you for attending our training.

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