reports and certification
DESCRIPTION
REPORTS AND CERTIFICATION. Fall 1. Who’s Supposed to Be Here. Individuals a ssigned to CALPADS maintenance. Supervisor of staff assigned to CALPADS. Training Sequence. Courtesy Guidelines. Mute yourself. HOLD. Silence cellphones. 1. Name & LEA. conversation at a time. Agenda. - PowerPoint PPT PresentationTRANSCRIPT
Fall 1 - Reports and Certification v1.4, October 29, 2014
Fall 1
REPORTS AND CERTIFICATION
2
Who’s Supposed to Be Here
Individuals assigned toCALPADS maintenance
Supervisor of staffassigned to CALPADS
Fall 1 - Reports and Certification v1.4, October 29, 2014
Training Sequence
Fall 1 - Reports and Certification v1.4, October 29, 2014
Essential 1:Data Coordinator Orientation
Ess ential 2 :Interfa ce & Adminis tration
Essential 3:Data Submission
Fall 1
Fall 2 Data Population
Fall 2
End of Year 1 & 4
End of Year 2 & 3
Essential 4: Anomalies
3
4
Courtesy Guidelines
Mute yourself
HOLD
Name & LEA
Fall 1 - Reports and Certification v1.4, October 29, 2014
conversationat a time
1
Silencecellphones
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Agenda
Data SubmissionRequirements
Wrap-Up
Fall 1 - Reports and Certification v1.4, October 29, 2014
Certification
Reports 2 Hours
Fall 1 Accounts and Roles
Fall 1 - Reports and Certification v1.4, October 29, 2014
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
SELA View and submit ELAS data
SPRG View and submit program data
Free Reduced Lunch View and submit NSLP related data including Foster Youth Counts, FRPM, SED
*Foster Youth View Foster Youth CDSS matches and reports
Authorizing LEA View County/Authorizing LEA Reports
County View County/Authorizing LEA Reports (visible to COEs only)
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* This role will become available with one of the upcoming releases this fall.
Important Dates
Census DayOct. 1st Certification deadline Amendment Window
Fall 1 - Reports and Certification v1.4, October 29, 2014
CALPADS Calendar:http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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Fall 1 - Reports and Certification v1.4, October 29, 2014
What To Submit
• * Only update as needed to report changes from last year.• Student Enrollment must be posted before submitting other files
or you may receive GERR005 errors. See CALPADS Error List on the Resources slide for details.
Order Online Batch1 Student Enrollment SENR2 Student Information SINF*3 Student ELA SELA*4 Student Programs SPRG
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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 ELAStudent Program
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Fall Data Reported
Active Enrollment
Completers
Dropouts
Student Subgroups+
Enrollment Status Reported
Active Enrollment
• Census Day• Enrollment Status – 10 & 30
Completers • 8/16 (prior year) - 8/15 (reporting year)
Dropouts
• No-shows: Exited 5/15 (prior year) - 8/15 (prior
year)
• Other: Exited 8/16 (prior year) - 8/15 (reporting year)
• Lost transfers: Exited 8/16 (prior year) - 8/15
(reporting year) not re-enrolled by Census dayFall 1 - Reports and Certification v1.4, October 29, 201411
Key Fields
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Record Element(s) Values and/or Notes
SENR
Student School Start Date On or before Information Day
Student School Exit Date On or after Information Day
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
Record Element(s) Values and/or Notes
SENR
Enrollment Status Code 10 or 40
Student School Exit Date On or after 8/16/13, but on or before 8/15/14
Student Exit Reason Code E230
Student School Completion Status 100, 106, 108, 120, 250, 320, 330
Completer
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Record Element(s) Values and/or Notes
SENR
Student School Exit Date On or after 5/15/13, but on or before 8/15/13
Student Exit Reason Code N470
Grade Level Code 7-12
Key Fields
No-show Dropout
Record Element(s) Values and/or Notes
SENR
Student School Exit Date On or after 8/16/13, but on or before 8/15/14
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
Grade Level Code 7-12
Other Dropout
Record Element(s) Values and/or Notes
SENR
Student School Exit Date On or after 8/16/13, but on or before 8/15/14
Student Exit Reason Code T160, T165, T167
Grade Level Code 7-12
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
• 1 (Revised)- Formal Interdistrict Transfer Agreement
• 2 - NCLB Public School Choice - Program Improvement
• 3 - NCLB Public School Choice Transfer - Persistently Dangerous
• 4 - District of Choice Transfer
• 5 - (New) Disciplinary COE School Transfer
• 6 - (New) Other Transfer
Key Field - Enrollment
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SENR – Student School Transfer Code (1.31)
* Refer to the CALPADS Code sets on the Resources slide at the end of the presentation for complete definitions of new and existing codes
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Student Subgroups Reported
Fall 1 - Reports and Certification v1.4, October 29, 2014
Active EnrollmentsCompletersDropouts
GATE
Special Ed
Migrant Ed
Homeless
Title III Eligible Immigrants
English Language Acquisition
Status (ELAS)
Foster Youth
* Socio-Economically Disadvantaged (SED) is defined as:1. Free or Reduced
Price Meal (181-182) or
2. Parent Level of Education = 14
Student Program
Student Information
Student ELA
CALPADS Weekly CDSS Match
Count Source:
15
Parent Level of Education
Free & Reduced Meal Program
*
FRPM Eligible Reported
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Student Program
Direct Certification (Nov)
Count Source:
16
Free or Reduced-Price Meal
(FRPM) Eligible
Homeless
Migrant Ed
Free or Reduced-price Meal Program
Direct Certification
(Nov)
Foster Placement
CALPADS Weekly CDSS Match
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Key Fields
Record Element(s) Values and/or Notes
SPRGEducation Program Code 127
Education Program Membership Code 1 (Set automatically)
Gate
Record Element(s) Values and/or Notes
SPRG
Education Program Code 144
Primary Disability Code Valid Code
District of Special Education Accountability Valid CD or S Code
Education Program Membership Code 1 (Set automatically)
Special Ed
Record Element(s) Values and/or Notes
SPRGEducation Program Code 135
Education Program Membership Code 1 (Set automatically)
Migrant Ed
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Record Element(s) Values and/or Notes
SPRG
Education Program Code 191
Education Program Membership Code 1 (Set automatically)
Homeless Dwelling Type Code 100, 110, 120, or 130
Unaccompanied Youth Indicator Y, N (Required if Education Program Code =191)
Runaway Youth Indicator Y, N (Required if Education Program Code =191)
Key Fields
Record Element(s) Values and/or Notes
SINF Parent Guardian Highest Education Level Code 14
Socio-economically disadvantaged
SPRGEducation Program Code 181 or 182
Education Program Membership Code 1 (Set automatically)
OR
Homeless
When to Use Exit Codes
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Code When to Use
Programs auto-exited
181, 182
E150
Student did not exit the school but one or more of these fields have changed:
• Grade Level, greater than 14 days before the end of the school year• Student School Transfer Code• District of Geographic Residence
A subsequent enrollment record must be submitted with a start date exactly one day after the exit record when using this code.
No
E155Student completed the school year and is expected to return next year, includes returning seniors. May be used up to 14 days prior to the last day of school (i.e., “close enough”). Year round schools can treat June 30th as the last day of the school year.
Yes
T160 Student left and is known to be going to another CA public school. Can also be used when a student has a gap in their enrollment at a single school. Yes
E230 Student completed the highest grade level at the school. Use completion codes to further detail how the student left and/or where they are going. Yes
E450 Use for any K-6 exit where the student is not known to be returning. Yes
N420 Retired as of 6/30/2014. Use N470 instead for no shows after 6/30/2014. N/A
N470 Student did not return after summer or intersession break or never showed up after pre-enrolling. Yes
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Key Fields
Record Element(s) Values and/or Notes
SENR
Enrollment Status Code 10
Student Birth Date Student age 3-21 based on birthdate
Grade Level Code Not equal to AD
SINF
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.
Fall 1 - Reports and Certification v1.4, October 29, 201421
Key Fields
Record Element(s) Values and/or Notes
SELA
English Language Acquisition Status Code
EL (English Learner)EO (English or American Sign Language Only)IFEP (Initial Fluent English Proficient)RFEP (Reclassified Fluent English Proficient)
TBD (To Be Determined)*English Language Acquisition Status Start Date
The date the student’s English Language Acquisition Status was first identified. Typically the date the student took the CELDT.
Primary Language Code If English Language Acquisition Status Code is EL, RFEP, or IFEP then Primary Language Code can not be 00 (English) and or 37 (Sign Language).
English Language Acquisition Status
* Only allowed for first record in student’s historySee the CALPADS File Specifications (Forms) on the Resources slide near the end of
the presentation for detailed field requirements
English Language Acquisition Reporting
Fall 1 - Reports and Certification v1.4, October 29, 2014
English Language Acquisition Status now reported once initially and then only when status changes
TBD IFEP
EO
EL RFEP*
• The initial status may be any status except RFEP, but subsequently only the changes shown above are allowed
• ELAS Rules: http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.doc
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Subgroup Reporting – Foster Youth Identification for LCFF
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Situation Foster Youthfor LCFF
A child or youth who is the subject of a petition filed under Welfare and Institutions Code (WIC) Section 300 (meaning a court has taken jurisdiction over a child and declared the child to be a dependent of the court due to the presence or risk of abuse or neglect). This includes both children who are living at home while a dependent of the court as well as children who the court has ordered to be removed into the care, custody and control of a social worker for placement outside the home.
Yes
A child or youth who is the subject of a petition filed under WIC Section 602 (meaning a court has taken jurisdiction over a child and declared the child to be a ward of the court due to the child’s violation of certain criminal laws) and has been ordered by a court to be removed from home pursuant to WIC Section 727 and placed in foster care as defined by WIC Section 727.4(d).
Yes
A youth between ages 18 and 21 who is enrolled in high school, is a non-minor dependent under the placement responsibility of child welfare, probation, or a tribal organization participating in an agreement pursuant to WIC Section 10553.1, and is participating in a transitional living case plan.
Yes
http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER
Subgroup Reporting – Foster Youth Identification for LCFF
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Situation Foster Youthfor LCFF
A child or youth who is in a “voluntary placement.” Voluntary placements are not subject to a petition filed under WIC Section 300. No
A child or youth who is living with relatives or friends and who is not a dependent of the court (i.e. is not subject to a WIC Section 300 petition).
No
A child or youth who is a ward of the juvenile court pursuant to a petition filed under WIC Section 602 who is either living at home or has been ordered to be placed in a corrective or rehabilitative facility but has not been ordered to be removed from his or her home into a foster care placement pursuant to WIC Section 727.4(d).
No
http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER
Foster Youth Status Type Under LCFF
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STATUS TYPE
Foster Placement
• CDSS identification of foster students in an out-of-home placement status
Foster Family Maintenance
• CDSS identification of foster students in family maintenance status
http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER
Foster Youth Identification
Fall 1 - Reports and Certification v1.4, October 29, 2014
Weekly Match
CALPADS will search the CDSS data for matches using:1. First Name & Last Name (similar names may match, e.g., Bob & Bobby)2. Birth Date (exact matches only)3. LEA enrollment (if enrollment is missing, student address is used)
Manual Match• New User Interface (will be available in Jan-2015 release)• 10-digit Foster Client ID or 19-digit Foster Case ID Required
* Includes counts for matched foster students enrolled on census day
(Not Certified)
Report 1.17 – Certification Report*Report 1.18 – Supporting Report
Two Snapshot Reports Two new ODS reports
Ongoing foster youth data from ODS
Fall – 1 Snapshot Data Ongoing ODS Data
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Reports – ODS versus Snapshot
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ODS (Operational Data Store) =All current CALPADS data
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ODSFall 1
Snapshot
ODS datapertaining to the
Fall 1submission
Data Submission/Certification Process
Local Student Information
System
CALPADS
Data extracted
from local SIS
Posted records processedOperational Data Store (ODS)
Passed Records
Data Matches
Errors
SBAC Accountability
Certification Errors Certification Reports
Report Review and 2-Level Certification
Upload filesUploaded files processed using Input Validation
Rules and compared to CALPADS data
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Snapshot Generation
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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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Certification Requirements
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Review alleight* aggregate
reportsZerofatal
errors
Resolve
anomalies
at least
below 2%
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* COEs will have an additional report for non-disciplinary transfers
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FALL 1
DEMONSTRATION
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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.
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Certification Status
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Click Total Errors count to review error summary
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Certification Error Summary
Click the reveal button to expand or collapse the error summary
1
Click the Show button for detail
2
All fatal errors must be resolved before LEA can certify
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Certification Errors – CERT112
CERT112 is triggered when a student was enrolled any time between July 1 and June 30 of the previous Academic Year and has not been exited prior to August 16 of the reporting Academic Year.
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Certification Errors – CERT112
To review and correct a student’s enrollment, copy the SSID and open in new window to find student
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Certification Errors – CERT112
Click Student Enrollment
Search for the SSID in State Reporting -> Online Maintenance -> Maintain Student Data
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Certification Errors – CERT112
Find the most current enrollment record of the SSID in your LEA and click Edit
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Certification Errors – CERT112
Update the School Exit Date (with a date prior to 8/16) and School Exit Reason
If the student is still enrolled, create a new enrollment for the student being sure to provide the correct grade level for the current academic year.
Lastly, Click Validate Enrollment
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Certification Errors – CERT112
Click Post
The error will disappear after the next snapshot refresh because of enrollment update
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Certification Errors – CERT067
CERT067 error is triggered when a student enrolled on Census Day has no SELA record
ELAS Record for Student Not Reported. Click Show to see details below
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Certification Errors – CERT067
Click Student English Language Acquisition
Search for the SSID in State Reporting -> Online Maintenance -> Maintain Student Data
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Certification Errors – CERT067
You will notice the SSID doesn’t have an SELA record. Click Add New Record + to add a new SELA record
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Certification Errors – CERT067
Populate the 3 fields related to English Language Acquisition and click Validate
Click Post
The error will disappear after the next snapshot refresh because of new SELA record
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Certification Status
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Click Anomalies Percent for summary report
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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.
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Certification Status
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Click the Snapshot name to access the Certification reports
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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.
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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 US
2. 1.6 Graduates and Dropouts by Subgroup
3. 1.9 Completers and Dropouts – Count
4. 1.17 FRPM/English Learner/Foster Youth – Count
5. 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
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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
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Certification Reports – 1.2 (Support)
Click the arrows to the right of Student Name to sort alphabetically or reverse the sort
More detail in Section 14 of the CALPADS User Manual
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Certification Reports – 1.5 (Support)
More detail in Section 14 of the CALPADS User Manual
Grade and Gender columns can be expanded by pressing the box to the left with the “+” sign and collapsed by pressing the “-” sign
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Certification Reports – 1.6
This report provides graduate and dropout counts in the same sub-categories as report 1.1.
More detail in Section 14 of the CALPADS User Manual
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Certification Reports – 1.9
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
More detail in Section 14 of the CALPADS User Manual
Certification Report – 1.17
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Supplemental funding counts are based on:1. Being identified as FRPM Eligible or2. Being classified as English Learners or3. Being identified as Foster Youth.
More detail in Section 14 of the CALPADS User Manual
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Supporting Report – 1.18
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Supporting report now shows foster and homeless details for students in selected school derived from weekly CDSS match and SPRG record respectively.
More detail in Section 14 of the CALPADS User Manual
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Certification Reports – 2.1
Report contains data formerly reported on the Student National Origin Report (SNOR)
More detail in Section 14 of the CALPADS User Manual
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English Language Acquisition Status – Count by Primary Language - 2.8
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More detail in Section 14 of the CALPADS User Manual
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English Language Acquisition Status – Census Comparison - 2.9
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More detail in Section 14 of the CALPADS User Manual
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English Language Acquisition Status – ELs Reclassified RFEP - 2.12
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More detail in Section 14 of the CALPADS User Manual
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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.
More detail in Section 14 of the CALPADS User Manual
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Certification Reports – 8.1c Student Profile Dropouts – State View (Support)
More detail in Section 14 of the CALPADS User Manual
This list includes dropouts that are counted at the state level but not against the LEA
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Certification Reports Review
2
3
1
4
Data Processor 1 2 4
Superintendent or Administrator
1 3 4
1
2
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Fall 1 Steps
Fall 1 - Reports and Certification v1.4, October 29, 2014
Fall - 1 Suggested Milestones
Now – 10/2 Complete Fall 1 data population in local SIS
Post SENR, SPRG, SELA & optional SINF files10/25 – 11/3
Resolve anomalies, resolve certification errors, review certification reports and update records if necessary11/4 – 11/21
Certify Fall-1 (level 1 & level 2)12/8 – 12/11
10/2 – 10/24
Upload SENR, SELA, and SPRG files. Review validation errors and reconcile as needed (SINF optional)
Send reports to site leaders for approval11/25 – 12/5
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Common Problems
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Common Problems – Validation Errors
ProblemThe SELA0255 error occurs when there is an invalid change in English Language Acquisition Status (ELAS) Code.
SolutionIf a student's ELAS Code is being submitted, then the most recent ELAS Code currently stored in the CALPADS ODS must be a valid ELAS in combination with the subsequent ELAS being submitted.
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Common Problems – Validation Errors
ProblemThe SELA0283 error occurs when the ELAS Start Date being submitted is different than the ELAS start date on file in CALPADS for the same ELAS code.
SolutionThe system will maintain a single record per ELA status, regardless of the LEA where the student is enrolled. Only the original owner can update the status date. If CALPADS has the wrong date contact LEA who owns the record. Otherwise, ignore the error.
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Wrap-Up
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LEA Administrator Responsibilities
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* 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 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, SELA & SPRG tabs
CALPADS Error List Detailed error message descriptions
Student Enrollment, Student Information, Student English Lang Stat, Student Programs, and Fall 1 Certification tabs
CALPADS Data Guide Detailed requirements Sections 2.1.1, 2.1.2, 2.1.3 & 3.1.2 – 3.1.9
CALPADS Calendar
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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LCFF Information
http://www.cde.ca.gov/fg/aa/lc/lcffoverview.asp
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Resources
English Language Acquisition Status Reporting Policies
http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.dochttp://www.cde.ca.gov/ds/sp/cl/documents/elas121411.pdf
Fall 1 - Reports and Certification v1.4, October 29, 2014
Self-paced Trainings
https://csis.fcmat.org/Pages/Self-Paced-Training.aspx
FAQs
CALPADS - http://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.aspRace and Ethnicity - http://www.cde.ca.gov/ds/dc/es/refaq.aspLCFF - http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp
• Free and Reduced-Price Meal (FRPM) Income Eligibility Under the LCFF • Unduplicated Pupils at Schools with Provision 2 and 3 or Community Eligibility Provision (CEP) Statu
s
• English Learners Under the LCFF • Foster Youth Under the LCFF• County Office of Education Schools and Alternative Education
CALPADS Q & A Sessions – Every Wednesday
Enrollment - http://csis.fcmat.org/Pages/Trainings.aspx
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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
Fall 1 - Reports and Certification v1.4, October 29, 2014
Fall 1 - Reports and Certification v1.4, October 29, 2014
Training Evaluation
Please Complete Our Survey
http://bit.ly/1n1yKOD
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Questions
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