REPORTS AND CERTIFICATION ADVANCED

REPORTS AND CERTIFICATIONADVANCED

Fall 2

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013

Rules

Mute yourself

HOLD

Name & LEAconversation

at a time

1

Silencecellphones



Pleasedo not

multitask

3

Who’s Supposed to Be Here

Individuals assigned toCALPADS maintenance


Training Sequence

Essential 1:Overview & Requirements

Essential 3:Data Submission

Fall 1

Fall 2 DP Fall 2

Fall 2 Adv

Essential 4: Anomalies


Agenda

60 minutesCommon Problems

New Changes Fall 2 Overview Certification

Wrap-Up



Fall - 2 Overview

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DATA COLLECTED Overview

Student Profile Student Enrollment Student Information Student Programs

Staff Demographics Staff Assignments Course Section Student Course Section

Data used to identify English Learners

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DATA SUBMISSION PERIOD

Fall 2 represents a point in time count of ….

• Students enrolled in classes on Census Day • Course sections occurring on Census Day

• Exceptions:• Tracked schools not in session on Census Day• Course sections that begin no later than 30 calendar

days after Census Day

• Staff who are employed as of Census Day

• Exception:• Staff who are employed within 30 days after Census

Day for school tracks that are not in session on Census Day

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Information Reported

• Count and FTEStaff

• NCLB HQT Compliance• By Content Area

Course Section Enrollment

• Student Count• Count of Teachers Providing EL Services

English Learner Services

Fall 2 counts course and staff data for the same group of students expected for Fall 1

Fall 2 counts course and staff data for the same group of students expected for Fall 1.

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What To Submit

Order Online Batch1 Student Enrollment SENR2 *Student Information SINF3 Student Program SPRG4 Staff Demographics SDEM5 Staff Assignments SASS6 Course Section CRSE7 Student Course Section SCSE

* Student Information data is used to identify English Learners for Fall-2.

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Important Dates

Census DayOct. 2nd Certification Deadline Amendment Window


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

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Fall 2 Accounts and Roles


Reminders Daily use account LEA Admin cannot certify

Role Allows user toFall 2 Data collection Certifier View certification status and level 1 certifySuperintendent Certifier View certification status and level 2 certifySENR View and submit enrollment dataSINF View and submit demographic dataSPRG View and submit program dataSASS View and submit staff assignment dataSDEM View and submit staff demographic dataCRSE View and submit course data

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Fall 2 Checklist – Preparation

Review 2013-14 Fall 2 Activities

• Identify roles and responsibilities• Establish target dates for submissions and reviews• Review upcoming Fall 2 changes

Local student information system (SIS) Activities

• Check with vendor for 2013-14 updates• Verify sites and district on same SIS version• Audit SIS records to ensure required data are populated

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FALL CHANGES

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2013-2014 ChangesImplemented Functionality Description

Jul - 2013 Code Set New codes added for the following code sets:• Course Group State – See CP Code Sets document• Education Program – 185 (Transitional Kindergarten)• Education Service English Learners – 6 (Other English

Learner Service)• Non Classroom Based or Support Assignment – 0160

(Charter School Administrator or Director)• Direct Certification - B (SNAP/TANF), S (SNAP), T

(TANF) – visible in CALAPDS front-end onlyJul - 2013 Code Set Modified Code names and definitions:

• Course Group State – See CP Code Sets document• Disability Category – 210 (modified name & definition)• Education Program – 181 (modified definition)• Education Program – 182 (modified definition)• English Language Arts Proficiency Test – U (modified

definition)• School Completion Status – 100 – (modified definition)• Interdistrict Transfer Code – (modified name & definition)• Employment Status Category – (modified definition)


See CALPADS Code Sets document for complete list of changes - http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

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



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2013-2014 Changes

Implemented Functionality Description

Jul - 2013 Code Set Retired codes for the following code sets:• Course Group State– See CP Code Sets document

Sep – 2013 CFS Removed - Field 2.47 (Student Initial Ninth Grade Entry Year) from the CFS, CP Online screens & Report 1.10

Sep - 2013 Foster Match Foster Youth data from CA Dept of Social Services (CDSS) matched in CALPADS.

Sep – 2013 Submission Spring data collection (aggregates) have been added to Fall 1 (includes reports, validation, certification rules and backend aggregate processes).

Sep – 2013 Support CALPADS Error List now under Help Menu and Page.


See CALPADS Code Sets document for complete list of changes - http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

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2013-2014 Changes


Apr -2013 Report New printable error reports now available for data certifications.

Apr -2013 Report New County/Authorizing IRC reports now available in CP.

Sep -2013 Report Birth Country = Puerto Rico modified in Title III Eligible Immigrant counts in Snapshot and ODS Reports 2.1 and 2.2 to use new Business Rules.

Sep – 2013 Report New LCFF Certification reports 1.17 and 1.18 replacing report 5.1a and 5.3a from Certification UI for AY 2013-14.

Sep – 2013 Report New County-level aggregate report of LCFF supplemental funding categories.


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2013-2014 Changes


Jan - 2013 Validation Rule New SPRG0254 (Fatal) – to identify invalid NSLP Program Record. Student must only have one open National School Lunch Program record.

Feb - 2013 Validation Rule New SINF0259 (Warning) - to prevent LEAs from overwriting a "homeless status" in the Primary Residence Category Code field.

Jul - 2013 Validation Rule New SPRG0263 (Warning) - Validate appropriate age for Transitional Kindergarten Program.

Jul - 2013 Validation Rule New SPRG0264 (Warning) - Validate appropriate Grade Level for Transitional Kindergarten Program.

Jul - 2013 Validation Rule Disabled SENR0262 (Fatal) - to ensure any Kindergarten student that is not in Special Education has a student age that is between 4 and 7 years old inclusive.

Sep - 2013 Validation Rule New SINF0266 (Fatal) - Invalid initial English Language Acquisition Status Code for newly enrolled student


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2013-2014 Changes


Sep - 2013 Validation Rule New SINF0267 (Fatal) - Invalid change to "EL" English Language Acquisition Status Code

Sep - 2013 Validation Rule New SENR0265 (Warning) - Invalid Student Age for GED Completion Code

Sep - 2013 Validation Rule New SINF0269 (Warning) - Student Grade Level is outside the designated grade span for the school

Nov - 2013 Validation Rule Modified CRSE0127 (Fatal) - Invalid NCLB Core Course Instructional Level Code

Nov - 2013 Validation Rule New CRSE0274 (Fatal) - More than one Education Service Code submitted for the same course

Nov - 2013 Validation Rule New SASS0272 (Fatal) - Invalid use of Superintendent-level Non-Classroom Based or Support Assignment Codes


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2013-2014 Changes


Sep - 2013 Validation Rule New CERT104 (Fatal) - Course Section Missing Education Service Code (Fatal)

Sep - 2013 Validation Rule New CERT105 (Warning) - Invalid Staff FTE %

Sep - 2013 Validation Rule New CERT106 (Fatal) - Invalid "TBD“ English Language Acquisition Status Code (Fatal)

Sep - 2013 Validation Rule New CERT107 (Warning) - Invalid Free Meal Program (181) or Reduced Price Meal Program (182) Records

Nov - 2013 Validation Rule New CERT108 (Warning) - Total FTE to Total Staff ratio is greater than 1.25 or less than .75

Nov - 2013 Validation Rule New CERT109 (Fatal) - Missing Employment Status Category



Certification Review

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Certification Requirements

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Review allfive aggregate

reportsZerofatal

errors


Fall 2 Certification Reports

Establish Report Review Process– Data stewards should review reports– Have reviewers sign off to verify they

have reviewed

Evaluate Certification Aggregate Reports English Learner Education Services –

Student Count (2.4) Count of Teachers Providing EL Services (2.5)

NCLB Core Course Section Compliance (3.4) Course Section Enrollment by Content Area (3.6) Staff Count and FTE by Job Classification (4.1)

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Data Certification – Student

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• English Learner - Count by Primary Language (2.6)

SUPPORTING REPORT

• Student Information ODS Download

EXTRACTS


Data Certification – Staff

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• Staff – Count and FTE by Job Classification Disaggregated (4.2)

• Staff – Teaching Assignments – Detail (4.3)• Staff Profile – List (4.4)• Staff - Non Classroom Based or Support Assignment – Detail

(4.5)

SUPPORTING REPORTS

• Staff Demographics ODS Download• Staff Assignment - ODS Download

EXTRACTS


Data Certification – Course

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• Class Size – by Content Area (3.1)• Class Enrollment – by Content Area (3.2)• Class Enrollment – Student List (3.3)• NCLB Core Course Section Compliance – Detail (3.5)• Course Section Enrollment – Count and Details (3.7)• Course Section Enrollment – Student List (3.8)• English Learner Education Services-Student List (2.7)• English Learner Instructional Plan - Count of ELs by

Instructional Strategy (2.11)

SUPPORTING REPORTS

• Course Section Enrollment ODS Download• Student Course Section Enrollment ODS Download

EXTRACTS


Fall 2 Steps

5. CertifyLevel 1 (Data Processor) Level 2 (Superintendent)

3. Review Reports & Resolve ErrorsFix fatal errors Review warnings

2. Submit dataStudent Staff Course

1. SetupAccounts Roles

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Common Problems

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Common Problems

Lack of internal cooperation – Reporting HQT Status

Coordinate EARLY to identify teacher-course-section– State Course Code Assignment

Request signoff of current assignments– Report Verification

Request signoff of certification and supporting reports Competing Priorities

– Collect data throughout the year– Perform regular enrollment updates– Check ODS reports periodically



KNOWN ISSUES

Fall 2 Issues

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

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Wrap-Up



Snapshot Generation

ODS SnapshotFall 2 Data

ODS SnapshotFall 2 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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1 - Student Profile Add, Update, Replace, or Delete: applies to each record

2 - Staff Demographics Add, Update, Replace, or Delete: applies to each record

3 - Staff Assignment Replace or Delete: applies to ALL records for each school

4 - Course Section Replace or Delete: applies to ALL records for each school

5 - Student Course Section Replace or Delete: applies to ALL records for each school

Understand the order and submission process rules to avoid issues:

Batch Submission Order and Processes


Reminders


* 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


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Resources

Document Description SectionsCALPADS File Specifications (Forms)

File layout and requirements for batch submission

SENR, SINF, SPRG, CRSE & SCSE tabs

CALPADS Error List Detailed error message descriptions

Student Enrollment, Student Information, Student Programs, Course Section, Student Course Section and Fall 2 Certification tabs

CALPADS Data Guide Detailed requirements Sections 3.5, 3.6, 2.2 & 2.3.2

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


Self-paced Trainingshttps://csis.fcmat.org/Pages/Self-Paced-Training.aspx

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

https://csis.fcmat.org/Pages/Self-Paced-Training.aspx

System Documentation


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Resources

Document Description SectionsCALPADS Code Sets File layout and

requirements for batch submission

CALPADS Valid Code Combinations

Detailed error message descriptions

CBEDS Assignment/Course Code Mapping

Detailed requirements


Mapping Guidehttps://csis.fcmat.org/Pages/Fall-2-Advanced.aspx

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https://csis.fcmat.org/Pages/Self-Paced-Training.aspx

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#listservs


http://www2.cde.ca.gov/calpadshelp/default.aspx


Training Evaluation

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Questions

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REPORTS AND CERTIFICATION ADVANCED

Documents

reporting certification

fall changes

advanced reporting

course data

tocalpads maintenance

staff data

counts course

course group state