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REPORTS AND CERTIFICATIONADVANCED
Fall 1
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Rules
Mute yourself
HOLD
Name & LEAconversation
at a time
1
Silencecellphones
Fall 1 - Reports and Certification Advanced v1.0, September 17, 20122
Who’s Supposed to Be Here
Individuals assigned toCALPADS maintenance
Supervisor of staffassigned to CALPADS
Fall 1 - Reports and Certification Advanced v1.0, September 17, 20124
Agenda
60 minutesCommon Problems
New Changes Fall 1 Overview Certification Review
Wrap-Up
Fall 1 - Reports and Certification Advanced v1.0, September 17, 20126
Important Dates
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
CALPADS Calendar:http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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What To Submit
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Order Online Batch1 Student Enrollment SENR2 Student Information SINF3 Student Program SPRG
Submitting files out of order may cause GERR005 errors. See CALPADS Error List on the Resources slide for details.
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Fall 1 Accounts and Roles
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
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
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Fall 1 Suggested Milestones
Date Range Activity
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2012-2013 Changes
Implemented Functionality Description
7/01/2012 Code Set Education Program – added181 - Free Meal Program 182 - Reduced Price Meal Program
7/01/2012 Code Set Education Program - modified name and definition162 - Pregnant or Parenting (Formerly Cal-SAFE)
7/01/2012 Code Set Non-Classroom based or Support Assignment – added 6018 - Employee on Leave
7/01/2012 Code Set Education Program – Retired131 - NCLB Title X Homeless175 - Free or Reduced Price Meal Program
8/13/2012 File Layout Migrant Student ID (SPRG) field 3.20 is now 11 characters
Extract New extract for SSID’s acquired online
Anomalies ERD Anomaly modified to exclude Short Term Enrollment Status (30) from being counted as a Lost Transfer
Fall 1 - Reports and Certification Advanced v1.0, September 17, 201216
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2012-2013 Changes
Implemented Functionality Description
Report Modified 1.5 report to include LEA summary enrollment by grade (like old SIF report)
Report New 5.1a Free or Reduced Price Meal (FRPM) reports to show school level counts of Free or Reduced Price Meal Eligibility
7/01/2012 Validation Rule Modify SPRG0080 – Includes new NSLP Codes 181 and 182 in the Membership validation
8/13/2012 Validation Rule New GERR0008 - Fatal error checks that first two digits of Migrant Student ID is 06 (SPRG field 3.20)
9/5/2012 Validation Rule New CERT101 - Warning if Primary Residence Category Code Missing, Invalid, or Not Current Within the LEA Enrollment
Validation Rule New SINF0255 - Warning to encourage appropriate classification and reclassification of English learners in ELAS Code field 2.41
Validation Rule New SASS0256 - Fatal error to prevent duplicate staff assignment records submission. (fields 8.15 - 8.21)
Fall 1 - Reports and Certification Advanced v1.0, September 17, 201217
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2012-2013 Changes
Implemented Functionality Description
Validation Rule New SASS0257 - Fatal error when assignment code 6018 is used with any other assignment code (fields 8.15 - 8.21)
Validation Rule Modify SDEM107 - Change severity to fatal and adjust birthdate range
Validation Rule Modify CERT093 error description to simplify message.
Validation Rule Modify CERT056 – Warning to no longer trigger when Program Membership End Date = Student School Exit date.
Validation Rule Disable SINF0166 – Missing Student Initial Ninth Grade Entry Year (SINF field 2.47)
Validation Rule Error GERR002 - Fatal error when 131,175 have dates after 6/30/2012.
Fall 1 - Reports and Certification Advanced v1.0, September 17, 201218
Certification Requirements
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Review allthree aggregate
reports
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
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 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– 5.1a Free or Reduced Price Meal Eligibility – Count - NEW
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Certification Reports – 1.5
Click on the plus sign next to School Code, Grade, or Gender to reveal counts broken down by those values. Plus signs will become minus signs which can be used to collapse the list and hide the revealed counts.
More detail in Section 12 of the CALPADS User Manual
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Certification Reports – 5.1a
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Click on each school to drill down to a student list report (5.3a).
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Anomaly Status Report
Essential 4 training covers anomaly
resolution in detail
Must 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.
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.
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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
Fall 1 - Reports and Certification Advanced v1.0, September 17, 201226
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
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
Fall 1 - Reports and Certification Advanced v1.0, September 17, 201230
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Common Questions – Exit Codes
What exit code should be used:
E450Student 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
E230Student completing highest grade at school, must also submit completion status code
N420 Student no show – previously attended school
N470Student 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
T167Non-disciplinary referral to Alternative School or non-alternative Independent Study Program
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
What membership code should be used for each program?
Program Eligible (1) Participating (3)Counted in
Report
Gifted and Talented Education (127)
Preferred AcceptableEligible or
Participating
Title 1 Part C Migrant (135)
Special Education (144)
Free Meal Program (181)
Reduced-Price Meal Program (182)
Common Questions – Program Data
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
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
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Reminders
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
* See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports
* 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
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
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 Documentation
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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Resources
Document Description Sections
CALPADS 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 Trainings
https://csis.fcmat.org/Pages/Self-Paced-Training.aspx
CALPADS Calendar
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
Fall 1 - Reports and Certification Advanced v1.0, September 17, 201244
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