reports and certification advanced

REPORTS AND CERTIFICATIONADVANCED

Fall 1

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013

Who’s Supposed to Be Here

Individuals assigned toCALPADS maintenance


Training Sequence


Essential 1:Overview & Requirements

Essential 2:Interface & Administration

Essential 3:Data Submission

Fall 1

Fall 2

End of Year 1-4

Essential 4: Anomalies

3

Rules

Mute yourself

HOLD

Name & LEAconversation

at a time

1

Silencecellphones



Pleasedo not

multitask

5

Agenda


60 minutes

New Changes

Wrap-Up

Certification Review

Common Problems

Fall 1 Overview

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Fall 1 Overview

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Important Dates

Census DayOct. 2nd

Certification deadline

Amendment Window


CALPADS Calendar:http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp

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What To Submit

Submitting files out of order may cause GERR005 errors. See CALPADS Error List on the Resources slide for details.

Order Online Batch1 Student Enrollment SENR2 Student Information SINF3 Student Programs SPRG

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Information Reported

Active Enrollment

• Census Day

Completers

• 8/16 (prior year)-8/15 (reporting year)

Dropouts• No-shows: 5/15 (prior year) -8/15 (prior year)• Other: 8/16 (prior year)-8/15 (reporting year)• Lost transfers:

Exited 8/16 (prior year)-8/15 (reporting year)not re-enrolled by Census dayNCLB Subgroups• Special Ed

• Migrant Ed• Socio-Economically Disadvantaged• English Learner• GATE10


Sub-groups Reported

Active EnrollmentsCompletersDropouts

GATE

Special Ed

Migrant EdSocio-

EconomicallyDisadvantaged*

Title III Eligible

Immigrants

LEP (ELs + Selected RFEP)

* SED definition is:1. Free or Reduced Price Meal

(181-182)2. Parent Level of Education =

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Reported using:

Student Program

Student Information

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Information Reported

English Language Acquisition (ELA)

• The English fluency status of students whose primary language is a language other than English• All K-12 ELAS reported as of Information Day (10/2)• All K-12 RFEP reported between 10/4/2012 to 10/2/2013 (transition year due to

reporting period change)

Title III Eligible Immigrants

• Students born outside the country• All K-12 reported as of Information Day (10/2)

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English Language Acquisition Rules

Once a student’s English Language Acquisition Status has been reported, the only changes (other than corrections) allowed are:

TBD EL, RFEP, IFEP, EO

EL RFEPViolating the above rules will cause a SINF0255 warning and SINF0267 fatal to be reported.

A student’s initial English Language Acquisition Status cannot be RFEP (Invalid ELAS for new enrollment - SINF0266 fatal)

ELAS Rules: http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.docFall 1 - Advanced Reports and Certification v1.4, September 26, 201313

Fall 1 Accounts and Roles


Reminders Daily use account LEA Admin cannot certify

Role Allows user to

Fall 1 Data collection Certifier View certification status and level 1 certify

Superintendent Certifier View certification status and level 2 certify

SENR View and submit enrollment data

SINF View and submit demographic data

SPRG View and submit program data

Free Reduced Lunch View and submit lunch program (175, 181, 182) records

Authorizing LEA View County/Authorizing LEA Reports

County View County/Authorizing LEA Reports (visible to COEs only)

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Fall 1 Preparation

CALPADS Activities

• Identify roles and responsibilities• Establish target dates for submissions and reviews • Review upcoming fall changes

Local student information system (SIS) Activities

• Check with vendor for updates• Verify sites and district on same SIS version• Audit SIS records to ensure required data are populated

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Fall 1 Suggested Milestones

Now – 10/31Complete SIS data population and identify “No Show” exits (grades 7-12)

Submit student enrollment, information and program data; clean up errors as necessary; then post10/12 – 11/15

Resolve anomalies, resolve certification errors, review certification reports and update records if necessary11/18 – 12/13

Certify (level 1 & level 2)12/13

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Upcoming Changes

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2013-2014 ChangesImplemented Functionality Description

Jul - 2013 Code Set New codes added for the following code sets:• Course Group State – See CP Code Sets document• Education Program – 185 (Transitional Kindergarten)• Education Service English Learners – 6 (Other English

Learner Service)• Non Classroom Based or Support Assignment – 0160

(Charter School Administrator or Director)• Direct Certification - B (SNAP/TANF), S (SNAP), T

(TANF) – visible in CALAPDS front-end onlyJul - 2013 Code Set Modified Code names and definitions:

• Course Group State – See CP Code Sets document• Disability Category – 210 (modified name & definition)• Education Program – 181 (modified definition)• Education Program – 182 (modified definition)• English Language Arts Proficiency Test – U (modified

definition)• School Completion Status – 100 – (modified definition)• Interdistrict Transfer Code – (modified name & definition)• Employment Status Category – (modified definition)


See CALPADS Code Sets document for complete list of changes - http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

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http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp



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2013-2014 Changes

Implemented Functionality Description

Jul - 2013 Code Set Retired codes for the following code sets:• Course Group State– See CP Code Sets document

Sep – 2013 CFS Removed - Field 2.47 (Student Initial Ninth Grade Entry Year) from the CFS, CP Online screens & Report 1.10

Sep - 2013 Foster Match Foster Youth data from CA Dept of Social Services (CDSS) matched in CALPADS.

Sep – 2013 Submission Spring data collection (aggregates) have been added to Fall 1 (includes reports, validation, certification rules and backend aggregate processes).

Sep – 2013 Support CALPADS Error List now under Help Menu and Page.


See CALPADS Code Sets document for complete list of changes - http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

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2013-2014 Changes


Apr -2013 Report New printable error reports now available for data certifications.

Apr -2013 Report New County/Authorizing IRC reports now available in CP.

Sep -2013 Report Birth Country = Puerto Rico modified in Title III Eligible Immigrant counts in Snapshot and ODS Reports 2.1 and 2.2 to use new Business Rules.

Sep – 2013 Report New LCFF Certification reports 1.17 and 1.18 replacing report 5.1a and 5.3a from Certification UI for AY 2013-14.

Sep – 2013 Report New County-level aggregate report of LCFF supplemental funding categories.


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2013-2014 Changes


Jan - 2013 Validation Rule New SPRG0254 (Fatal) – to identify invalid NSLP Program Record. Student must only have one open National School Lunch Program record.

Feb - 2013 Validation Rule New SINF0259 (Warning) - to prevent LEAs from overwriting a "homeless status" in the Primary Residence Category Code field.

Jul - 2013 Validation Rule New SPRG0263 (Warning) - Validate appropriate age for Transitional Kindergarten Program.

Jul - 2013 Validation Rule New SPRG0264 (Warning) - Validate appropriate Grade Level for Transitional Kindergarten Program.

Jul - 2013 Validation Rule Disabled SENR0262 (Fatal) - to ensure any Kindergarten student that is not in Special Education has a student age that is between 4 and 7 years old inclusive.


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2013-2014 Changes


Sep - 2013 Validation Rule New SINF0266 (Fatal) - Invalid initial English Language Acquisition Status Code for newly enrolled student

Sep - 2013 Validation Rule New SINF0267 (Fatal) - Invalid change to "EL" English Language Acquisition Status Code

Sep - 2013 Validation Rule New SENR0265 (Warning) - Invalid Student Age for GED Completion Code

Sep - 2013 Validation Rule New SINF0269 (Warning) - Student Grade Level is outside the designated grade span for the school

Sep - 2013 Validation Rule New CERT104 (Fatal) - Course Section Missing Education Service Code (Fatal)

Sep – 2013 Validation Rule New CERT105 (Warning) - Invalid Staff FTE %

Sep - 2013 Validation Rule New CERT106 (Fatal) - Invalid "TBD“ English Language Acquisition Status Code (Fatal)

Sep - 2013 Validation Rule New CERT107 (Warning) - Invalid Free Meal Program (181) or Reduced Price Meal Program (182) Records



Certification Review

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Certification Requirements

Review alleight aggregate

reportsZerofatal

errors

Resolve

anomalies

at least

below 2%

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Review and Verify Reports

Establish Report Review Process– Data stewards should review reports– Have reviewers sign off to verify they

have reviewed

Evaluate Certification Aggregate Reports1. 1.1 Enrollment – Primary Status by Subgroup

• Filter Grade Levels to KN-12, UE, and US2. 1.6 Graduates and Dropouts by Subgroup3. 1.9 Completers and Dropouts – Count4. 1.17 FRPM/English Learner/Foster Youth – Count – New5. 2.1 Title III Eligible Immigrants – Count *6. 2.8 English Language Acquisition Status – Count by Primary Language *7. 2.9 English Language Acquisition Status – Census Comparison *8. 2.12 English Language Acquisition Status – Els Reclassified RFEP *

* Previously part of Spring Submission 25

Certification Report – 1.17


Supplemental funding counts are based on:1. Students qualifying for Free or Reduced Price Meals or2. Being classified as English Learners or3. Being identified as Foster Youth.

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Supporting Report – 1.18


Supporting report showing a list of the students with details for selected school.

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Fall 1 Steps

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Snapshot Generation

ODS SnapshotFall 1 Data

ODS SnapshotFall 1 Data

Regular Nightly Processing

After certification

CALAPDS availability and nightly processing schedule is available at:http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp

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Fall 1 – After Certification


http://data1.cde.ca.gov/dataquest/

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Common Problems

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Common Problems – GERR0005

Problem• GERR0005 Error received online or batch

submission for SINF or SPRG• “Student not owned by LEA or School during specified effective

date period”

Solution• Compare the data in the submission file to the

current enrollment data in CALPADS to identify the error.

• Correct the enrollment/exit dates in CALPADS or correct the date in the submission file.

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Common Problems – GERR0005

SPRG record submitted for student at a school where no enrollment record exists in CALPADS



When To Use Common Exit Codes

E230 Completed the highest grade at school; completion status code requiredE450 Exited school for any reason (K-6 only)

E490 Continuing in the same school; only use if your SIS forces you to exit students at the end of every school year

N420 No show - Completed last school year but did not show up in the Fall

N470 No show - Pre-enrolled, but never attended a day of school; use an Exit Date of the same day as the Start Date

T160 Transferred to another CA public school; students exiting Alternative Schools must have expected school of attendance

T165 Transferred to another school for disciplinary reasons; expected school of attendance required

T167 Transferred to an alternative school or non-alternative independent study program based on a non-disciplinary referral

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Common Problems - Certification

Problem The certify button is grayed out

Causes Outstanding fatal errors Anomaly rate exceeds 2% All eight reports have not been reviewed LEA Admin cannot certify The account does not have the certifier role

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Wrap-Up


LEA Administrator Responsibilities


* See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports

Create/revoke accountsReset passwordsUpdate rolesReview security reports

Manage accounts

Answer questionsProvide training

Support local users

Submit CALPADS support requests on behalf of the LEA

Act as liaison

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Reminders


Effects On Four-Year Adjusted Cohort Graduation Rate

Type of Student Part of Cohort Effect on Rate

Graduate Yes Increase

Dropout Yes Decrease

Dropout re-enrolled No None

Lost transfer Yes Decrease

Non-grad Yes Decrease

Regular transfer No None

No-show (never attended) No None

Deceased No None

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System Documentationhttp://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

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Resources

Document Description SectionsCALPADS File Specifications (Forms)

File layout and requirements for batch submission

SENR, SINF, & SPRG tabs

CALPADS Error List Detailed error message descriptions

Student Enrollment, Student Information, Student Programs, and Fall 1 Certification tabs

CALPADS Data Guide Detailed requirements Sections 2.1.1, 2.1.2, & 2.1.3

Self-paced Trainingshttps://csis.fcmat.org/Pages/Self-Paced-Training.aspx

CALPADS Calendarhttp://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp


LCFF Informationhttp://www.cde.ca.gov/fg/aa/lc/lcffoverview.asp


https://csis.fcmat.org/Pages/Self-Paced-Training.aspx

http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp

http://www.cde.ca.gov/fg/aa/lc/lcffoverview.asp

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Resources

English Language Acquisition Status Reporting Policieshttp://www.cde.ca.gov/ds/sp/cl/documents/elas121411.dochttp://www.cde.ca.gov/ds/sp/cl/documents/elas121411.pdf


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


http://www2.cde.ca.gov/calpadshelp/default.aspx


Training Evaluation

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51

Questions

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