REPORTS AND CERTIFICATION

Fall 1 - Reports and Certification v1.3, October 11, 2013

Fall 1

REPORTS AND CERTIFICATION

2

Who’s Supposed to Be Here

Individuals assigned toCALPADS maintenance

Supervisor of staffassigned to CALPADS


3

Training Sequence

Essential 1:Overview & Requirements

Essential 3:Data Submission

Fall 1

Fall 2

End of Year 1-4

Essential 4: Anomalies


4

Rules

Mute yourself

HOLD

Name & LEA


conversationat a time

1

Silencecellphones


Pleasedo not

multitask

6

Agenda

Data SubmissionRequirements

Wrap-Up


Certification

Reports 2 Hours

Fall 1 Accounts and Roles


Reminders Daily use account LEA Admin cannot certify

Role Allows user toFall 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)

7

Important Dates

Census DayOct. 2nd Certification deadline Amendment Window


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

8


What To Submit

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

9


Record Relationships

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

SSID

SSID Enrollment

Student Information

Student Program

SSID


Information Reported

Active Enrollment

Completers

Dropouts

NCLB Subgroups

+Other Subgroups


Key Fields

Record Element(s) Values and/or Notes

SENRStudent School Start Date On or before Census Day

Student School Exit Date On or after Census Day

SINFEffective Start Date On or after 7/1/13, but on or before 10/2/13

Effective End Date On or after 10/2/13

Grade Level Code K-12

See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements

Active Enrollment


SENRStudent School Exit Date On or after 8/16/12, but on or before 8/15/13

Student Exit Reason Code E230

Student School Completion Status 100, 106, 108, 120, 250, 320, 330

SINFEffective Start Date On or before Student School Exit Date

Grade Level Code 7-12

Completer




Student Exit Reason Code N420



Key Fields

No-show Dropout



Student Exit Reason Code E140, E300, E400, T270, T380, E230 (if Student School Completion Status = 104 or 360)

Student School Completion Status Required if Student Exit Reason Code = E230



Other Dropout




Student Exit Reason Code T160, T165, T167



Key Fields

Lost Transfer*

* Only students who meet these criteria and are also not reported as enrolled in a California school by Census day will be counted


Sub-groups Reported

Active EnrollmentsCompletersDropouts

GATE

Special Ed

Migrant Ed

Socio-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 =

14

Reported using:

Student Program

Student Information


Programs Reported

Name CodeGifted and Talented Education (GATE) 127Title 1 Part C Migrant 135Special Education 144Free Meal Program 181Reduced-Price Meal Program 182Transitional Kindergarten (TK)* 185

Report programs at each school a student attends except for summer school

For Fall 1 programs the CDE prefers LEAs report eligibility in programs, but allows participation to be reported if necessary. Education Program Membership code indicates whether eligibility or participation is being reported.*New 13/14 program reporting participation not eligibility.


Key Fields


SPRGEducation Program Code 127

Education Program Membership Code 1 or 3

Gate




Special Ed




Migrant Ed


Key Fields

Record Element(s) Values and/or NotesSINF Parent Guardian Highest Education Level Code 14

Socio-economically disadvantaged

SPRGEducation Program Code 181 or 182


OR


SINFEnglish Language Acquisition Status Code EL or RFEP

Student Proficient or Advanced for ELA Code N if English Language Acquisition Status Code is RFEP, otherwise blank

LEP



Education Program Membership Code 3

Transitional KN


Key Fields


SENREnrollment Status Code 10

Student Birth Date Student age 3-21 based on birthdate

SINF

Grade Level Code Not equal to AD

Student Birth Country Code Not equal to US or PR

Student Initial US School Enrollment Date

Enrolled in US School less than Three Cumulative Years Indicator

Y

Title III Eligible Immigrant

Although Pre K reporting is optional, it may be to the LEA's advantage to report Pre K Title III students as doing so may increase their Title III funding.


Key Fields


SENRStudent School Start Date On or before Census Day

Enrollment Status Code 10

Student School Exit Date On or after Census Day

SINF

Effective Start Date On or before Census Day

Effective End Date On or after Census Day

Grade Level Code KN, 01-12, UE, or US

English Language Acquisition Status Code EL, IFEP, RFEP, or TBD

English Language Acquisition Status Start Date On or before Census Day

See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements

English Language Acquisition Status


SINF

English Language Acquisition Status Code RFEP

English Language Acquisition Status Start Date After prior year’s Census Day, but on or before current Census Day

Student Proficient or Advanced for ELA Code N, Y or U if English Language Acquisition Status Code is RFEP, otherwise blank

Reclassified Fluent English Proficient

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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 - Reports and Certification v1.3, October 11, 2013

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Reports – ODS versus Snapshot

ODS

Fall 1 Snapshot =Only data

pertaining to the Fall 1

submission


ODS (Operational Data Store) =All current CALPADS data


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


Certification Requirements

Review alleight aggregate

reportsZerofatal

errors

Resolve

anomalies

at least

below 2%

25 Fall 1 - Reports and Certification v1.3, October 11, 201325

FALL 1DEMONSTRATION


State Reporting – Certification Status

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Certification Status

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1 2 3

Make sure you are looking at Fall 1 record

Certification criteria:1) Review all three certification reports2) Zero fatal certification errors3) Anomaly rate 2.0% or lessClick links for detail


Note – LEA Admin cannot view and certify certification aggregate reports.



28

Click Total Errors count to review error summary


Certification Error Summary

Click the reveal button to expand or collapse the error summary

1 Click the error count for detail2

All fatal errors must be resolved before LEA can certify


Certification Errors – CERT003

Students must have an accurate grade level effective for the current school yearContinuously enrolled students need a student information (SINF) effective date on or after 7/1/13 and on or before 10/2/13New students need a student information (SINF) effective date on or after their enrollment date and on or before 10/2/13


CALPADS Error List• Error List link under the “Help” menu in CALPADS• http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

Click on tab Fall 1 Certification Error List for error description and suggested resolution

Find errors using Error # as reference

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




1. Select SSID (click and drag or double-click)

2. Right click highlighted SSID3. Click Copy

1, 2

3



To look up student in the CALPADS ODS:

1. Point to State Reporting > Online Maintenance > Maintain Student Data

2. Right click Maintain Student Data3. Click Open in New Tab (or Open in New Window if you prefer)

This action will open the Maintain Student Data screen in a new tab

1, 2

3



1. Right click in the SSID box and click Paste.

2. Click Search

1

2



Click Grade



Click Add New Record

Note that there is no record with anEffective Start Date between 7/1/13 andCensus Day (10/2/13).



3. Click Validate 2. Select Grade Level Code

1. Enter the first day of school the student attended for the current school year for the Effective Start Date

Do not enter an End date, the system will provide one when subsequent records are entered

4. Click Post

9/3/2013



9/3/2013

9/2/2013

Grade level for current school year has been updated



All students enrolled between 8/16/12 and 10/2/13 must have Ethnicity/Race information or an indicator that the Ethnicity/Race information was missing, regardless if they have exited



To review and correct a student’s information, copy the SSID and open new window to find student



Click Demographics



Click on Update to add Ethnicity/Race information

No Ethnicity or Race has been provided for student

Note that when updating the demographics record for a student with a primary language other than English, you must first have a student status record that identifies their Initial US School Enrollment Date.

Make sure you are updating the Record for the correct dateRange. If one does not exist,you may need to add one.

Note a student may have multiple records.



Add up to five Race Codes. If none are provided, use the Race Code Missing Indicator.

Add the Hispanic Ethnicity Indicator. If not provided, use the Ethnicity Missing Indicator.



44

Click Anomalies Percent for summary report


Anomaly Status Report

Essential 4 training covers anomaly resolution in detail

Must be below 2%.Note the Anomaly %Only includes MIDsand CCEs. Although,ERDs should still bereviewed becausethey 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.



46

Click the Snapshot name to access the Certification reports


Certification Reports Review

All eight Aggregate Reports must be reviewed for accuracy

A green checkmark will appear next to each report that has been reviewed

Supporting reports should be used to further verify that data in the snapshot is accurate.


Certification Reports – 1.1

Click a school’s name or linked category to get a report with student level detail

For a description of how the subgroups are calculated, use the Fall 1 Certification Reports Data Mapping under the Quick Links at: http://csis.fcmat.org//Pages/Fall-1.aspx

More detail in Section 14 of the CALPADS User Manual


Certification Reports – 1.2 (Support)

Click the arrows to the right of Student Name to sort alphabetically or reverse the sort




This report provides graduate and dropout counts in the same sub-categories as report 1.1.

More detail in Section 14 the CALPADS User Manual



This report provides completer and dropout counts broken down by their associated types.

Notice that this report includes completers that are not necessarily considered high school graduates


52

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.


53

Supporting Report – 1.18 (Support)


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





Report contains data formerly reported on the Student National Origin Report (SNOR)

2.1


English Language Acquisition Status – Count by Primary Language - 2.8



English Language Acquisition Status – Census Comparison - 2.9



English Language Acquisition Status – ELs Reclassified RFEP - 2.12




Certification Reports – 8.1 Student List (Support)

Use Filters to restrict data on reports. This may be useful for producing more limited reports for review by Data Stewards such as your Gate coordinator.



Certification Reports – 8.1c Student Profile Dropouts – State View (Support)


This list includes dropouts that are counted at the state level but not against the LEA


Fall 1 Steps


Common Problems


Common Problems – Validation Errors

ProblemThe SENR027 error occurs when an enrollment record being submitted overlaps with an existing enrollment record in CALPADS or another record within the SENR file.

SolutionCompare 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).

Common Problems


English Language Acquisition Status should never be blank. [CERT094]

English Language Acquisition Status Start date should not be blank unless English Language Acquisition Status is English Only (EO). [CERT093]

63

Common Problems


The English Language Acquisition Status Start date should not be later than the Effective Start Date. If the status date is accurate, the Effective Start Date should be changed to be equal to or greater than it. [CERT093]

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65

Wrap-Up



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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67

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

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 Information

http://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


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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


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71

Questions

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REPORTS AND CERTIFICATION