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Aeries Conference
Ontario March 11, 2013
Aeries Conference
Agenda
Aeries Conference
• Fall 2
• Spring Submission
• End of Year Submission (EOY)
• Assessment in CALPADS
• Closing out School Year in CALPADS
• Questions
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Aeries Conference
CALPADS
Fall 2 Submission
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Fall 2 Submission
• Fall 2 Extended Amendment Window
• New deadline - March 22, 2013
• Data Quality
• NCLB Core Course Compliance - HQT
• EL Education Services Received
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Fall 2 Submission
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NCLB Core Course Compliance – HQT
• Several data discrepancies relating to NCLB compliant
courses and highly qualified teacher reporting.
EL Education Services Received
• Reported by Course section and not by student
Fall 2 Submission
• Options to correct CRSE127 warnings
• Change the State Course Code to a Non Core Course code in Course Section
or
• Change the NCLB Core to “Y” and report the HQT status
• Remember Report 3.4 and 3.5 are only including courses that you have flagged as core courses they are not including non core courses.
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Fall 2 Submission
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CRSE0127 warningsWhat do these warnings mean?
If CRS-State Course Code is indicated as likely to be core then NCLB Core Course may not equal N
Fall 2 Submission
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Refer to the CALPADS Valid Code Combo document found on the CALPADS documentation page http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Refer to tab “Course Group Master Combos”
Y = Always meets UC/CSU standardsN = Never meets UC/CSU standardsU = May or may not – local decision
Fall 2 Submission
• EL Education Services Received
• Refer to CALPADS Report • 2.4 English Learner Education Services Unduplicated count - counts
EL’s and what services received. • 2.5 English Learner Education Services Unduplicated count – staff• 2.7 English Learner Education Services – Student List
All 3 report totals are derived from the field 9.20 - Education Services, per course section
• CALPADS Field 9.20 Education Service English Learners, enter in Aeries
• Elementary on the Teacher Form under “other fields”• Secondary on the Master Schedule under “more info”
Populate this field if the staff are providing EL services in the particular course section regardless of the Instruction Strategy code.
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Fall 2 Submission
• Instructional Strategy hierarchy
Special Education
Home and Hospital
Any of the EL Strategies
• The Instructional strategy was put in place when the CDE removed specific Special Ed Courses. This a way to differentiate if the course is instructed specifically special ed, home teaching or EL.
• You can still have courses with instructional strategy of example 700 - Special Ed and still be providing EL services
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Fall 2 Submission
• Job Class Assignment
• FTE Assignment reported per Job Class by school, SEID
• Itinerant - Refer to the valid code combinations and the tab “NonClassSuppAsgn – Job Class” if the staff is teaching non classroom based - otherwise relate to the state course codes.
• Definition for NonClassSuppAsgn – A Job assignment that does NOT involve the primary instruction of STUDENTS
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Fall 2 Submission
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Pull-out, Push-in Instruction
Only courses that provide the primary instruction for a student in an NCLB Core Content Area are subject to NCLB compliance. Courses providing supplemental instruction (pull-out, push-in instruction) in these content areas are NOT subject to NCLB Compliance.
Example, if a teacher is providing pull-out instruction in a general math course, rather than mapping your course code to Course Group State Code 2400 (General Math), you should map it to code 3020 (Consultation/instructional support).
Aeries Conference
CALPADS
Spring Submission
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Spring Submission
Aeries Conference
Spring 1 Collects and reports on the following data
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• Number of English Learner (EL students)
• Number of Fluent English Proficient (FEP) designated as
either IFEP or RFEP by grade and primary language other
than English
• Counts of rFEP Students during reporting period
• Eligible Immigrant counts
Spring Submission
Enrolled on Census Day
March 1, 2013
K-12
Reclassified during report
period
K-12
Report period = March 2, 2012 thru Census Day March 1, 2013
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Spring Submission
Group Type Fields Used For Spring Categories
Active ELs & Reclassified Fluent
SENR Student School Start DateStudent School Exit Date
SINF Grade LevelEnglish Language Acquisition Status CodeEnglish Language Acquisition Status Start DateEffective Start DateEffective End Date
Title III SENR Student School Start DateStudent School Exit Date
SINF Student Birth Country CodeEnrolled in US School Less Than Three Cumulative Years IndicatorEffective Start DateEffective End Date
See the CALPADS Data Guide for more specific details on which fields and values are used to determine each count on the Spring reports
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Spring Submission
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Complete all data entry in SIS
Upload SENR, SINF & SPRG – Review validation errors - Post
Fix Certification Errors, Review reports and reconcile as needed
Distribute Reports for Review/Approval
Certify Level 1
Certify Level 2
Spring Suggested Milestones
3-1
3-8
3-15
3-26
3-27
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Spring Submission
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March 1 2013
March 22, 2013
March 27th 2013
March 28 2013
April 10 2013
Census Day
Deadline
Amendment opens
Final Deadline
Spring Reporting Calendar
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Fall 2 extended Deadline
Spring Submission
Aeries Conference
No changes to the 12-13 Spring Certification business rules
Changes to the Spring Submission in the UPCOMING reporting year
• The Spring submission data will be collected in the Fall 1 Submission starting in the 13-14 Academic Year (next year)
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Aeries Conference
End of Year Submission
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End of Year Submission
End of Year 1Course Completion
Career Tech Ed
End of Year 2Program Participation
End of Year 3Discipline
End of Year 4Student Waivers
End of YearApril 29 – July 31
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End of Year Submission
Legend
Y = Yes N = No
Participants
EOY 1
EOY 2
EOY 3
EOY4
Sector
Public Y Y Y Y
Non-Public Private N N N N
Non-Public Nonsectarian
N N N N
School Instructional Level
Pre-Kindergarten N N N N
Elementary N Y Y N
Intermediate/Mid/Jr Y Y Y N
High School Y Y Y Y
K-12 School Y Y Y Y
Adult Education N N N N
Postsecondary N N N N
Ungraded N N N N
Participants
EOY 1
EOY 2
EOY 3
EOY 4
School Type
Traditional (non-educational options schools)
Y Y Y Y
County Community N Y Y Y
District Community Day N Y Y Y
Division of Juvenile Justice N Y Y Y
Continuation High Schools N Y Y Y
Opportunity N Y Y Y
Alternative Schools of Choice N Y Y Y
State Special Schools Y Y Y Y
Special Education Y*
Y Y Y
ROP/ROC N N N N
Some limits on who must report are detailed in the specific CFS; All LEAs must report EOY 2 and EOY 3
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End of Year Submission
EOY records attached to open
or closed enrollments within
the Academic Year included
All updates must be posted prior to
Certification
Report Period = Academic Year
July 1 to June 30
Update Year round
Year-round Reporting by
Academic Year
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End of Year Submission
Aeries Conference
ALL
EOY
• SENR• SINF• SPRG - All
EOY 1• SCSC• CRSC• SCTC
EOY 2• SPRG• SINF
EOY 3 • SDIS
EOY 4• SWAV
End of Year File Types
Course Completion
Program
Discipline
Waivers
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Stu Info – Primary Residency
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File Type RequirementSENR Any open or closed enrollment between 7/1/2012 and 6/30/2013
SINF Complete SINF
SPRG For Reporting Counts: Participated in any of the following Ed Program codes 113, 162, 180, 122, 174, 172, 164, 173, 171, 101, 108, Subgroups for filtering: 123, 135, 144, 162, 181, 182
CRSC Same as CRSE
SCSC - Same as SCSE plus…
• Student Credits Attempted• Student Credits Earned• Student Course Final Grade
SCTE CTE Participants only• Whether or not the student completed a CTE course in the
Academic Year
SDIS • Student Discipline
SWAV • Student Waivers
SDEM Teachers hired after 10/3/2012 must be added
SASS Not required, do not upload or enter
End of Year Submission
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End of Year Submission
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Changes in EOY Reporting for 12-13
EOY 1
ODS/Snapshot 3.12, 3.13, 3.14, 3.15 to include filtering on Program 162 (Pregnant or Parenting)
New CVR – no SCTE courses (warning)
EOY 2
New IVR to prevent LEAs from overwriting homeless status (warning) - SINF
Program 162 (title change) now pregnant or parenting formerly CALSafe.
Revise report 5.1 – Program Participation Counts – to include Program 162 filtering and NCLB Title I Part D Neglected column calculation for DJJ and Juvenile Court Schools
End of Year Submission
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cont. changes in EOY Reporting for 12-13
EOY 3
New CVR to prevent users from submitting a Most Severe Offense Code that does not match any of the Student Offenses within the incident.
EOY 4
Add an IVR (fatal) invalid grade level for CAHSEE Exemption/Waiver
Add an IVR to prevent an LEA from submitting a Denied outcome for a CAHSEE Exemption
End of Year Submission
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April 29, 2013
July 31, 2013
August 1, 2013
September 11, 2013
Deadline
Window Opens
Amendment Opens
Final Deadline
EOY Reporting Calendar
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Assessment in CALPADS
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Aeries Conference
Assessment
Evaluate
performance
of individual students and educational entities
Improving the accuracy
and consistency of data used
Building Comprehensive
Longitudinal Data Set
Creating a complete individual student assessment
history for STAR, CAHSEE, and CELDT
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Aeries Conference
Assessment
The initial phase of A/A functionality requires no change in the way LEAs currently work with assessment vendors or with CDE
Student Demographic changes will be made through the testing vendor
Testing Vendors will provide test results & reports
Pre-ID, where applicable, will continue
Testing processes will be directed by assessment program offices
API results will use the student demographic data that LEAs supply to the test vendors however, CALPADS enrollment information will be used for the 2011 Base API and the 2012 Growth API to determine the Continuously enrolled
and whether or not AEP (Alternative Education Program) student test results will be rolled back.
AYP results will use the student demographic data that LEAs supply to the vendors as well as the continuously enrolled data supplied to the vendor –
AYP will NOT use CALPADS data for the current year
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CDE will
• Load test result data from vendor into CALPADS
• Evaluate when quality is sufficient to rely on CALPADS for Pre-id and AYP/API
LEAs will
• React to match results, clearing records in suspense (unmatched)
• Correct errors in CALPADS data as needed
• Correct errors in Test Vendor data as desired.
• Verify reports
Aeries Conference
Assessment
CALPADS
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Aeries Conference
Assessment
Data is loaded by CDE by Program
(Assessment)
Assessment and Accountability
Coordinators are notified by email
when vendor data is loaded in CALPADS
An automatic matching process is
run to compare Results Records to
records in CALPADS
Repeated until cycle is complete and data
frozen
Loading Assessment Data in
CALPADS
1
2
3
4
START
Depending on continual loading of data,
(Vendor updates, P1, P2, P3)
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SSID
Birth Year
GenderEnrollment
Admin Date Matching process
criteria
Aeries Conference
Assessment
When all criteria is met the results are “matched” however as soon as one of these conditions is not met, CALPADS places the record in “suspense”.
Vendor Results
Demographics in CALPADS
System generated Matching Process - Nightly
Matched No action needed
SuspenseFurther action needed
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Aeries Conference
Assessment
Suspense Resolution Workflow:
LEA Workflow:• Review Suspense Records
• Determine best resolution and apply• Wait for refresh and verify suspense resolved
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Assessment
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Current Assessment functionality
Pilot Group The Service Desk is currently supporting a small group of LEAs working in Assessment Production.
Tentative ScheduleTraining and support to all other LEAs, after pilot ends.
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Closing out the School Year
in CALPADS
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Aeries Conference
Make sure you complete an enrollment update from Aeries at end of school/academic year
Closing out School Year
Why is it important to close out or update at the end of the school year?
Readies your data for the upcoming year submissions
Decrease future certification errors
Decrease Anomalies
Updates and completes data on students who will be transferring thus helping thy neighbor
Builds the longitudinal data in CALPADS
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Important data
to update at close out
Verify that SINF records have
been submitted for all students that registered after 10/3/2012
to include students who have exited
Update exit date reason
completion status fields for exits
during the 2012-13 school year
Update English Language Acquisition
Status (ELAS) to include any EL to
RFEP
(Common Spring 1 issue)
When submitting an end of year
enrollment update from
Aeries you will automatically
close the NSLP records for the year, which is
required in CALPADS
Verify graduates with UC/CSU flag
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Closing out School Year
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Aeries Conference
SENR
• Update all exits, graduates and new enrollees since 10/3/12
SINF
• Update all ELAS changes, UC/CSU flag on graduates, make sure a SINF is posted on all new enrollees since 10/3/12
SPRG
• Submit End of Year Enrollment Update SPRG file created from Aeries thus exiting your NSLP records for the year
POST
POST
POST
Closing out School Year
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