fall 1 - reports and certification advanced v2.0, september 07, 2011 reports and certification...
DESCRIPTION
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011 Course Description Target Audience Experienced Users Prerequisites Essential 1, 2, 3, & 4* Fall 1 (prior year) * Formerly called CALPADS 1, 2, 3, & 4 3TRANSCRIPT
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
REPORTS AND CERTIFICATIONADVANCED
Fall 1
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Welcome
Introductions– Participants (FCMAT/CSIS)
Ground Rules– Mute phones while listening (mute or mic button)– Do not place the call on hold– Silence cell phones– Provide your name and LEA when speaking– One conversation at a time
Duration
2
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Course Description
Target Audience• Experienced Users
Prerequisites• Essential 1, 2, 3, & 4*• Fall 1 (prior year)
* Formerly called CALPADS 1, 2, 3, & 4
3
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Course Objectives – p. 5 Dates and Deadlines – p. 6 Fall 1 Data Collected – p. 7 Fall 1 Steps – p. 10 Fall 1 Checklist – p. 12 Common Questions and Problems – p. 23 Reminders – p.35 Upcoming Changes – p. 38 Key Points – p. 42 Submission Strategies – p. 44 Resources – p. 47
Agenda
4
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Course Objectives
The session will enable LEAs toKnow what data are included in Fall 1Prepare for Fall 1 reportingUnderstand changes for 2011-12Complete the steps for certificationResolve common problems
5
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Dates and Deadlines
2011/2012 School Year– Information Day: 10/5/11– Certification deadline: 12/14/11– Amendment window: 12/15/11 – 1/18/12
6
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Fall 1 Data Collected
Current Year (active on 10/5/11)– Enrollments
Title III Eligible Immigrants
Previous Year (8/16/10 – 8/15/11)– Completers– Dropouts
Lost Transfers (exits between 8/16/10 and 8/15/11 not re-enrolled by 10/5/11)
No Shows (5/15/10 – 8/15/10)
7
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Matriculated No Show Dropout* (Grades 7-12 and US)Students that are expected to matriculate to another K-12 school but do not show up at that school. These students are counted as a dropout at the state level, but do not count as a dropout for the school that they matriculated to or from.
Fall 1 Data Collected
Matriculated no show dropouts meet these criteria Student Exit Category = E230 (Completer Exit) School Completion Status = 480 (Promoted – Matriculated) Student Exit Date = 5/15 – 8/15 Student does not re-enroll on or before Census Day (School Start
Date <= Census date)
* Matriculated no show dropouts will not appear on report 1.9 (Completers and Dropouts). These students are not reported as a dropout at the LEA level but are reported as a dropout at the federal level.
8
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Fall 1 Data Collected
Enrollment, Completer, and Dropout sub-groups (Reports 1.1 and 1.6)
English Learners Title III Eligible Immigrants Gifted and Talented Education Title I Part C Migrant Special Education Program Limited English Proficient (EL + Selected RFEP) Socio-Economically Disadvantaged (NSLP or Parent
Ed Level = 14)Fall 1 – Certification Reports Data Mapping explains how counts are derived:
http://www.csis.k12.ca.us/library/calpads-training/#JA
9
Fall 1 Steps
1. Assign Fall 1 roles– Fall 1 Data Collection Certifier– Superintendent Certifier– Free Reduced Lunch*
2. Sucessfully post records required for Fall 1– Student Enrollment (SENR)– Student Information (SINF)– Student Program (SPRG)
3. Review and resolve fatal certification errors4. Resolve anomalies below 2%
Fall 1 - Reports and Certification Advanced v2.0, September 07, 201110
* Now needed to upload SPRG files that contain Special Ed program records
Fall 1 Steps
6. Review aggregate reports for accuracy7. Save/print aggregate & supporting reports8. Review supporting reports, i.e., 8.1c, 2.2 9. Certify Level 1 (data processor)10. Certify Level 2 (superintendent)
Fall 1 - Reports and Certification Advanced v2.0, September 07, 201111
Fall 1 Checklist – Accounts and Roles
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Roles* Certification
– Fall 1 Data Collection Certifier (Level 1)– Superintendent Certifier (Level 2)
Free Reduced Lunch** (NSLP)
Accounts Daily use
Reminder: LEA Admin cannot certify
* Certification roles are applied overnight and will be active the next day** Free Reduced Lunch role is now required to upload SPRG files
12
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Fall 1 Checklist – Preparation
Review 2010-11 Fall 1 approach and practices– What can be improved in this year’s submission– Identify roles and responsibilities– Establish target dates for submissions and reviews
Local student information system (SIS)– Check with vendor for 2011-12 updates– Verify sites and district on same SIS version– Update SIS with new codes if not provided by vendor– Audit SIS records to ensure required data are populated
Verify data in other systems are complete and available, as needed
13
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Fall 1 Checklist – Data Submissions
Exit students that were promoted, transferred, graduated or dropped out in 2010-2011 school year
– If needed, update student program information for students enrolled after last Information Day
NSLP Program records must have a program end date for 10/11 school year
Get SSIDs for new students Update student information for all students active on Oct 5, 2011
(Information Day)– Student information must be updated for all enrolled students every year– Effective date must be on or after July 1, 2011 and on or before Oct 5, 2011
Update student programs for students active on Oct 5, 2011– For new students– All students who are eligible or participating in NSLP– Students who have become eligible or have begun participating in NCLB programs
since last information day
14
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Fall 1 Checklist – Verify Reports
Establish Report Review Process– Data stewards should review reports– Have reviewers sign off to verify they
have reviewed
Evaluate Certification Aggregate Reports– 1.1 Enrollment – Primary Status by Subgroup
– Filter Grade Levels to KN-12, UE, and US– 1.6 Graduates and Dropouts by Subgroup– 1.9 Completers and Dropouts – Count
– 4 Year Graduate Dropout Cohort
15
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Fall 1 Checklist – Verify Reports
Evaluate Certification Supporting Reports– Provide detailed lists of students counted in the aggregate reports– Can be filtered by school – for review by site principal– Can be filtered by subgroups – for review by program coordinators
2.2 Title III Eligible Immigrants– Report counts reported through the Student National Origin Report
(SNOR) prior to the 2010-11 school year
8.1c – Student Profile Dropouts – State View– Use to identify lost transfers and dropouts re-enrolled (can also be
found using the anomaly module)
Tip: Make sure the Academic Year is set to2011-2012 when reviewing snapshot reports
16
Fall 1 Checklist – Verify Reports
Verify Race/Ethnicity Totals using report 1.5– Students with Ethnicity Indicator Missing marked Y AND
Race Missing Indicator marked Y are rolled up to Missing Category
– Students with Ethnicity Indicator Missing marked Y AND at least one Race Code identified are rolled up to the Race Category
Fall 1 - Reports and Certification Advanced v2.0, September 07, 201117
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Fall 1 Checklist - Certification
Certification Levels– Level 1 (Fall 1 Data Collection Certifier)
Usually the person who submits and processes the data– Level 2 (Superintendent Certifier)
Usually an administrator who reviews the reports for accuracy
Tip: Assign each of the certification roles to at least two people so that another person can certify if one is out of the office
Reminder: The LEA Admin account can not be assigned either certification role
18
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Anomaly Status Report
Essential 4 training covers anomaly
resolution in detailMust be below 2%.
Note the Anomaly %Only includes MIDs
and CCEs. Although,ERDs should still bereviewed because
they affect graduateand dropout counts.
Reminder:ERD Type B anomalies (dropouts re-enrolled) will be subtracted from the dropout count published to DataQuest.ERD Type C anomalies (lost transfers) will be added to the dropout count published to DataQuest.
19
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Fall 1 Tip – Certification
Certify button will not be enabled until– There are zero fatal certification errors (warnings will
not prevent certification but should be reviewed)– The combined CCE and MID rate must be 2% or less
CCE date range: 8/16/10 – 10/5/11 MID date range: last 14 months from processed date
– The Certification Aggregate Reports are reviewed• Review reports for accuracy• A reviewed report will have
a checkmark in a greencircle next to it
Note: You must also log in with an account that has a certifier role
20
Fall 1 – After Certification
Fall 1 - Reports and Certification Advanced v2.0, September 07, 201121
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Fall 1 – After Certification
Certified Snapshot data will be retained in the snapshot database– Data is a copy of the ODS data pertaining to Fall
1 as of the prior night’s processing– Nightly snapshots will no longer be generated
Certified counts will be reported on DataQuest
Decertify will be enabled. If used, decertify will– Set the snapshot’s status to decertified– Allow nightly snapshots to resume– Request a new snapshot to be generated
22
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Common Questions – Exit Codes
What exit code should be used:E450 Student leaving school (any time) - plans to enroll in another CA public
school (applies to K-6 only)
E490 End of the school year – student will be continuing in same school
E230 Student completing highest grade at school, must also submit completion status code
N420 Student no show – previously attended school
N470 Student no show – pre-enrolled, never attended schoolExit Date should be same as Start Date, or 1 day before Start Date
T160Student exiting any time – plans to attend another CA public schoolStudents exiting Alternative Schools must have expected school of attendance
T165 Transfer to another school for disciplinary reason - must have expected school of attendance
T167 Non-disciplinary referral to Alternative School or non-alternative Independent Study Program
23
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
What membership code should be used for each program?
Program Eligible (1) Participating (3)Counted in
Report
Gifted and Talented Education (127)
Preferred Acceptable Eligible or Participating
Title 1 Part C Migrant (135)
Special Education (144)
Free or Reduced Price Meals/NSLP (175)
Common Questions – Program Data
24
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Common Questions – Program Data
What start date should be used for each program?
Program Eligible (1) Participating (3)
Gifted and Talented Education (127)
Date student first identified
On or after student enrolled in LEA Title 1 Part C Migrant (135)
Special Education (144)
Free or Reduced Price Meals/NSLP (175)
Date student identified for the school year
On or after student enrolled in LEA in current
school year
25
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
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.
26
Common Problems – GERR0005
SPRG record submitted for student at a school where for which no enrollment record exists in CALPADS
Fall 1 - Reports and Certification Advanced v2.0, September 07, 201127
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Common Problems – Errors
Problem The SENR027 error occurs when an enrollement record
being submitted overlaps with an existing enrollment record in CALPADS or another record within the SENR file.
Solution Compare the enrollment records in your extract file to
those in CALPADS and determine if any of them need to be updated (applicable fields include Student School Start Date, Enrollment Status Code, Student School Exit Date, and Student Exit Reason Code).
28
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Common Problems - Anomalies
Problem• Errors when combining SSIDs in MID resolution
• “Combination includes an open enrollment that is not the focus ID”• “The update will create one or more overlapping enrollments”
Solution• Exit or delete overlapping or duplicate enrollment records
• A student can only have one enrollment on any given day among all SSIDs being combined
• Exit duplicates using an exit date equal to the start date and an exit code of N470
• Clean up enrollment history after combine
29
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Common Problems - Certification
Problem CERT003 errors occur when the Student Information
(SINF) record has not been updated for the school year.
Solution Post student information for the current school year
– Batch processing - submit and post a current SINF file– Updating manually online - enter a current year grade level record
30
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Common Problems - Certification
Problem The CERT004 error occurs when the ethnicity or race
data is missing for any enrollments during the reporting period (8/16/10-10/5/11), including those with exit dates and reasons
Solution Post student information
• Batch processing - submit and post a current SINF file• Updating manually online – make sure race and ethnicity are entered for
all demographic record(s) owned by your LEA
31
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Common Problems - Certification
Important Details• Students must have demographic records that correspond
to their enrollment records.• Students active on Census Day (10/5) must have a current
year grade level record between 7/1 and Census Day.• For batch processing, Grade Level is updated by the
Student Information (SINF), not the Student Enrollment (SENR).
• LEA must have an open enrollment record to post a student information record.
32
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Common Problems - Certification
Problem• Subgroup counts are too low
Solution• Post student program records for the current
school year (SPRG for batch processing)
33
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Common Problems - Certification
Problem The certify button is grayed out
Solution Outstanding fatal errors Anomaly rate exceeds 2% All three reports have not been reviewed LEA Admin cannot certify The account does not have the certifier role*
* Certifier roles are not active until the day after they are assigned34
Reminders
Create new accounts for LEA staff Reset passwords for LEA staff Update roles for LEA staff Review security report regularly*
– Update permissions for users whose duties have changed– Revoke accounts for users that have left the LEA
Submit CALPADS support requests on behalf of the LEA Provide CALPADS training and support for LEA staff
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
LEA Administrator Responsibilities
* See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports
35
Reminders
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
Snapshot Generation
Fall 1 - Reports and Certification Advanced v2.0, September 07, 201136
Reminders
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
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
37
Fall 1 - Reports and Certification Advanced v2.0, September 07, 201138
Upcoming Changes
Change Request #
Functionality Description
95 Anomalies ERDs and the ERD report will be able to be filtered by warning type
129 Anomalies Promoted completers (Student School Completion Status = 120) will be excluded from generating ERDs
137 Anomalies Some completers will be excluded from generating ERDs (Student School Completion Status = 120, 320, or 330)
186 Anomalies Middle name will no longer be used in MID anomaly matching
288 Certification List of certification errors will more clearly distinguish errors and warnings
284 Fall 1 Reports Dropouts that re-enroll with a short-term enrollment status (30) will still count as dropouts on Snapshot report 1.14
38
Fall 1 - Reports and Certification Advanced v2.0, September 07, 201139
Upcoming Changes
Change Request #
Functionality Description
334 Fall 1 Reports New supporting report will be added for English Learners, similar to Spring report 2.8
338 Fall 1 Reports EL reports, associated rules, and associated filters will be made the same for both Fall and Spring
344 Fall 1 Reports Certification report 1.9 will be adjusted to count dropouts the same way as DataQuest
127 File Status A new status will be added, "Partial Post“, to inidicate that jobs have posted for some schools in the file but not all
131 File Status Job ID and LEA Name will be added to the filter list for the View Submission Status, all Reports, and all Extracts
170 File Status A new status will be added “Post Requested”, to indicate Jobs that have been submitted for posting but have not started posting
39
Fall 1 - Reports and Certification Advanced v2.0, September 07, 201140
Upcoming Changes
Change Request #
Functionality Description
188 File Upload The Local Student ID will be included on rejected records extracts and downloads
197 File Upload The SSID and Local Student ID will be added as filters on the Passed Records Screen
302 File Upload Passed records will display in list format with filter options
232 File Upload The Local Record ID field will be added to the rejected records extracts for all record types
142 IVR Validation will no longer allow duplicate Local IDs without SSIDs in the same SENR batch file
274 ODS Extract The ODS SINF extract will allow extracted SINF records to only include those owned by the LEA/school
40
Fall 1 - Reports and Certification Advanced v2.0, September 07, 201141
Upcoming Changes
Change Request #
Functionality Description
107 SSID Request The Candidate List will be made available as a Report with the standard report output formats (PDF, CSV, Excel, HTML,TIFF, XML) and filters
176 Valid Code Combination
A new validation will be added to detect and invalid student age or grade level for students leaving for adult ed or a GED program (Student Exit Reason Code = T260, T270 or Student School Completion Status = 250, 320)
177 Valid Code Combination
Validation will be modified to detect an invalid age or grade level for students who passed CHSPE but didn’t receive a high school diploma (Student School Completion Status = 330)
178 Valid Code Combination
Valid Code Combinations and related errors will be updated to include valid combinations of completion code and grade level
Primary Residence Category Code will be important for homeless data that the CDE is planning to collect
41
Fall 1 - Reports and Certification Advanced v2.0, September 07, 201142
Upcoming Changes
Change Request #
Functionality Description
Code Set Country International Standards OrganizationAN - Retired code per ISO standardsZR - Retired code per ISO StandardsBO - Changed name per the ISO standardsSH - Changed name per the ISO standardsSS - Added code per ISO standardsBQ - Added code per ISO standardsCW - Added code per ISO standards
Code Set Education ProgramAdded new code 101, 504 Accommodation PlanCode Definition: An indication that a student has a 504 Accommodation Plan for a temporary disability.
42
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Key Points
• The Snapshot• Is a subset of the ODS records that apply to Fall 1• Is updated at night for any data posted that day• Reflects data posted by the previous night
• Reports• Filters affect what you see
• Have data stewards review and verify reports• Four Year Graduation Cohort
• Use resources to evaluate errors• Check known issues before contacting the help
desk
43
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Key Points
• To certify you must have– An Anomaly rate less than 2%– Zero Fatal Errors– Reviewed and verified all three aggregate reports (1.1, 1.6,
1.9)• Two levels of certification are required
– Fall 1 Certifier (Level 1)– Superintendent Certifier (Level 2)
• Print final certification reports or save as PDFs for reference
44
Submission Strategies
Fall 1 Suggested Milestones• 10/31 – Complete SIS Data Population
• Ensure Initial 9th Grade Entry Year • Determine No Show exits for grade 7 to 12
• 10/10-11/18 – Upload SENR, SINF and SPRG• Review validation errors, reconcile as needed
• 11/21-12/13 - Review reports & Reconcile as needed• 12/14 – Certify
Fall 1 - Reports and Certification Advanced v2.0, September 07, 201145
Submission Strategies
Fall 1 Certification Strategy• Obtain SSIDs before October• Update enrollments for October• Determine No Show exits for grade 7 to 12• Submit SINF and SPRG for all students enrolled
on information day• Allow several weeks to evaluate certification
(snapshot) reports and revise data• Know your local data
Fall 1 - Reports and Certification Advanced v2.0, September 07, 201146
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Important Links
Certification deadline and amendment dates– http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
47
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
RESOURCES
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
48
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
RESOURCES
CALPADS ERROR LIST
Provides descriptions for rejected record or certification error messages
49
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
RESOURCES
CALPADS CODE SETS
Provides code names and definitions
50
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
RESOURCES
CALPADS DATA GUIDE
Provides data requirements for reported groups
51
Reminders
Fall 1 Certification Reports Data Mapping– http://www.csis.k12.ca.us/library/calpads-training/JA
Self-Paced Trainings– http://www.csis.k12.ca.us/e-learning/sp-training/CALPADS/sp-training.asp
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
OTHER RESOURCES
52
Support
CALPADS URL– https://www.calpads.ca.gov/
CALPADS Support– CALPADS Service Desk Request Form (preferred
contact method) http://www2.cde.ca.gov/calpadshelp/default.aspx
– 916-325-9210– [email protected]
CALPADS-LEA Listserv (one-way)– http://www.cde.ca.gov/ds/sp/cl/listservs.asp
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Support Information
53
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Training Evaluation
http://www.csis.k12.ca.us/survey/calpads-training/
Please complete our survey
54
Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011
Questions
55