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. Rules. Mute yourself. HOLD. Silence cellphones. 1. Name & LEA. conversation at a time. Please d o not multitask. - PowerPoint PPT PresentationTRANSCRIPT
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
Fall 1 - Reports and Certification v1.3, October 11, 2013
3
Training Sequence
Essential 1:Overview & Requirements
Essential 3:Data Submission
Fall 1
Fall 2
End of Year 1-4
Essential 4: Anomalies
Fall 1 - Reports and Certification v1.3, October 11, 2013
4
Rules
Mute yourself
HOLD
Name & LEA
Fall 1 - Reports and Certification v1.3, October 11, 2013
conversationat a time
1
Silencecellphones
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Pleasedo not
multitask
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Agenda
Data SubmissionRequirements
Wrap-Up
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification
Reports 2 Hours
Fall 1 Accounts and Roles
Fall 1 - Reports and Certification v1.3, October 11, 2013
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)
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Important Dates
Census DayOct. 2nd Certification deadline Amendment Window
Fall 1 - Reports and Certification v1.3, October 11, 2013
CALPADS Calendar:http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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Fall 1 - Reports and Certification v1.3, October 11, 2013
What To Submit
Order Online Batch1 Student Enrollment SENR2 Student Information SINF3 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 Program
SSID
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Information Reported
Active Enrollment
Completers
Dropouts
NCLB Subgroups
+Other Subgroups
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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
Record Element(s) Values and/or Notes
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
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Record Element(s) Values and/or Notes
SENRStudent School Exit Date On or after 5/15/12, but on or before 8/15/12
Student Exit Reason Code N420
SINFEffective Start Date On or before Student School Exit Date
Grade Level Code 7-12
Key Fields
No-show Dropout
Record Element(s) Values and/or Notes
SENRStudent School Exit Date On or after 8/16/12, but on or before 8/15/13
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
SINFEffective Start Date On or before Student School Exit Date
Grade Level Code 7-12
Other Dropout
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Record Element(s) Values and/or Notes
SENRStudent School Exit Date On or after 8/16/12, but on or before 8/15/13
Student Exit Reason Code T160, T165, T167
SINFEffective Start Date On or before Student School Exit Date
Grade Level Code 7-12
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
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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 =
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Reported using:
Student Program
Student Information
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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.
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Key Fields
Record Element(s) Values and/or Notes
SPRGEducation Program Code 127
Education Program Membership Code 1 or 3
Gate
Record Element(s) Values and/or Notes
SPRGEducation Program Code 144
Education Program Membership Code 1 or 3
Special Ed
Record Element(s) Values and/or Notes
SPRGEducation Program Code 135
Education Program Membership Code 1 or 3
Migrant Ed
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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
Education Program Membership Code 1 or 3
OR
Record Element(s) Values and/or Notes
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
Record Element(s) Values and/or Notes
SPRGEducation Program Code 185
Education Program Membership Code 3
Transitional KN
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Key Fields
Record Element(s) Values and/or Notes
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.
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Key Fields
Record Element(s) Values and/or Notes
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
Record Element(s) Values and/or Notes
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
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ODS (Operational Data Store) =All current CALPADS data
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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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Certification Requirements
Review alleight aggregate
reportsZerofatal
errors
Resolve
anomalies
at least
below 2%
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FALL 1DEMONSTRATION
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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
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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 error count for detail2
All fatal errors must be resolved before LEA can certify
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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
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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
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Certification Errors – CERT003
1. Select SSID (click and drag or double-click)
2. Right click highlighted SSID3. Click Copy
1, 2
3
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Certification Errors – CERT003
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
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Certification Errors – CERT003
1. Right click in the SSID box and click Paste.
2. Click Search
1
2
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Certification Errors – CERT003
Click Grade
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Certification Errors – CERT003
Click Add New Record
Note that there is no record with anEffective Start Date between 7/1/13 andCensus Day (10/2/13).
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Certification Errors – CERT003
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
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Certification Errors – CERT003
9/3/2013
9/2/2013
Grade level for current school year has been updated
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Certification Errors – CERT004
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
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Certification Errors – CERT004
To review and correct a student’s information, copy the SSID and open new window to find student
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Certification Errors – CERT004
Click Demographics
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Certification Errors – CERT004
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.
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Certification Errors – CERT004
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.
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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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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 – 1.6
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
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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
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Certification Report – 1.17
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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.
More detail in Section 14 of the CALPADS User Manual
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Supporting Report – 1.18 (Support)
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Supporting report showing a list of the students with details for selected school.
More detail in Section 14 of the CALPADS User Manual
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Certification Reports – 2.1
More detail in Section 12 of the CALPADS User Manual
Report contains data formerly reported on the Student National Origin Report (SNOR)
2.1
More detail in Section 14 of the CALPADS User Manual
English Language Acquisition Status – Count by Primary Language - 2.8
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More detail in Section 14 of the CALPADS User Manual
English Language Acquisition Status – Census Comparison - 2.9
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More detail in Section 14 of the CALPADS User Manual
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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Fall 1 Steps
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Common Problems
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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
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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]
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Common Problems
Fall 1 - Reports and Certification v1.3, October 11, 2013
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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Wrap-Up
Fall 1 - Reports and Certification v1.3, October 11, 2013
Fall 1 - Reports and Certification v1.3, October 11, 2013
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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LEA Administrator Responsibilities
Fall 1 - Reports and Certification v1.3, October 11, 2013
* 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
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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 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
Fall 1 - Reports and Certification v1.3, October 11, 2013
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Training Evaluation
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Questions