calpads end of year 2-3 training presentation (ppt) v1.1

Welcome to the EOY 2 & 3 training. EOY 2 will review the program participation data required and EOY 3

will review the discipline data required.

We anticipate anyone entering/maintaining CP data to attend the EOY 2 & 3 training.

A best practice would be to include your supervisor in the training for a clearer understanding of the scope

of data required. CALPADS should be a team effort—includes your the data stewards and individuals

entering the data in your SIS.

Here are our courtesy guidelines to create a session with minimal disruptions/interruptions:

1) Do not put your phone on HOLD!!! If you absolutely need to take another call during this session,

please end your call with us and then call back into the training once you are done. Even if you do not

press a hold button, many phones put a call on hold if you pick up a second one. The music played by the

hold can be very disruptive to the training.

2) When we are presenting please make sure to mute your phone. If necessary we will mute everyone, and

then you will need to wait for me to unmute everyone before you can ask a question.

3) We will stop periodically for questions. We encourage you to ask questions, That said, please hold your

questions until we call for them, which we will try to do at reasonable intervals.

4) When you ask a question, please include your name and your LEA.

5) If you happen to ask a particularly lengthy question or one that is unrelated to the material currently being

covered we may postpone addressing the question until the end of the presentation, in the Q & A segment of the

training.

6) We want to make sure all of your questions are answered, so if you think we missed your question, please

remind us of your outstanding question at the end of the presentation during the Q & A segment or send in a

service ticket or attend the live Q&A held each Wednesday at 3pm

Last - Lync provides a chat box where you can type questions that CSIS staff will answer, however please try to

focus on the presentation so you do not miss something important. If you think that you need a more immediate

answer so you can understand the current slide, please ask it verbally when we pause for questions. Also note

the chat box can be turned off if it creates a distraction. (explain how to do this)

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Today’s training assumes you have been through the Essential 1-3, Fall 1, and Fall 2 trainings. If you have

not attended these trainings be aware that you may not understand some terms and references used

during this training. Both of the End of Year trainings are important but they can be attended in any order.

Today’s training will cover a general overview and information that is common among the EOY

submissions.

We will review the program’s required for EOY 2

And review the discipline data required for EOY 3.

Then we will wrap with suggested timelines, resources, EOY 2-3 steps, etc.

First we will start with the overview of general information for EOY submissions

Slides 7 & 8 have been provided to assist in the acronyms used in the EOY 2 & 3 training.

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EOY 2: Reports program participation data including TK and homeless students.

EOY 3: Reports discipline by incidents.

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and 11 will assist you as you leave today’s training to determine if you LEA’s school type or grade

level reports data for an EOY submission.

Slide 10 Allows you to review if a specific School Type is required to submit for the individual EOY

submission.

Y= LEA expected to submit the data

N=LEA not allowed to submit the data

P=LEA is permitted to submit the data but not expected

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Here we can determine based on a grade level if EOY data is required or not. This chart can be also

viewed from the CALPADS File Specification (Word) Figure 2-1 (pg. 26).

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Here we have provided how the data used to be collected.

Starting AY 15/16, all discipline data will be reported in CALPADS and used for both state and federal

reporting.

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Here we have provided the funding and legislation related to EOY data and how it will be used.

Understanding how the data are used will assist in developing a team effort in reporting accurate timely

data.

Starting AY 15/16, all discipline data will be reported in CALPADS and used for both state and federal

reporting.

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Unlike Fall 1 and Fall 2, EOY reporting runs from 7/1/15 to 6/30/16, which means any new students or

students who have left during this timeline will be reported.

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These are the File Types that apply to EOY 2 & 3 submissions. Some record types are required

(SDIS/SPRG) while others may need updating only (SENR/SINF). Updates will be needed for students

who have had changes to their information since Fall 1 and Fall 2.

EOY 2 has 3 files submitted:

1. SENR update ((if you are keeping your data in CALPADS current, you will only need to report new

students or exited students)

2. SINF is another update file

3. Student Program is a required file

EOY 3 only has 1 file but you will want to make sure the SENR, SINF, SPRG data are current.

1. SDIS-is required and is a full replacement files.

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1. Replacement files, once posted, replaces/overwrites any existing data in CALPADS. This means that

you can upload/post the SDIS and if you upload/post a new SDIS this file replaces all the existing in

CALPADS.

2. Operational Keys (data elements) are School of Attendance and AY

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For those submitting batch files, the process is to click on

1. State Reporting

2. Manage Submissions

3. Upload Files

4. Select file type of file being uploaded

Please note that LEAs have the option to upload files through SSID Enrollment/Manage

Submissions/Upload Files.

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Best Practice: Assign backup user for level 1 & level 2

In addition to the LEA admin account, each LEA must have one or more accounts for daily use. The LEA

admin account is meant to be used mainly for maintaining accounts, roles, and code mappings. As such,

the LEA admin account does not have the ability to perform certain tasks including certifying.

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The EOY snapshots will be available on Monday morning—May 23rd.

The Certification deadline is 7/15

Amendment window closes 9/9/2016. Please keep in mind that 9/9 runs into the opening of your new

school year and Fall 1 reporting. Developing an internal timeline will assist in meeting the EOY deadlines

and not infringe on the Fall 1 timeline.

Please use the URL provided to obtain the calendar and share with other staff. There is a column that

summarizes the data submitted. This calendar can be used to create an internal calendar as well.

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Now we will move on to the individual submissions. The first submission we will cover is EOY 2 -- Program

Participation

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Why should you be concerned with accurate timely data reported?

1. EOY 2 data are reported for the Federal program participating counts to the US Department of

Education. For such programs as McKinney Vento, Title 1 Part A Basic Grant, AB347 (Venezuela Bill-

tracks non-grads up to 2 yrs.)

2. EOY 2 data are reported for state program participation counts to the CDE for use in state reports and

DataQuest.

*The data was previously reported through the Consolidated App Reporting System (CARS/CON-AP),

which means you will want to include your CARS coordinator in data being submitted for EOY 2.

Previously we discussed the records reported for EOY 2 and this is a great resource to share with other

staff members to understand the importance of accurate timely data reporting.

The EOY 2 data uses the following files:

1. SENR-kept current to report new and exited students

2. SINF-kept current to report new and exited students

3. SPRG-reports the 8 EOY 2 programs students participate in

Please remember EOY reporting covers the time line from 7/1/15 to 6/30/16, which means you will report

any student enrolled/exited, their SINF data and their 8 programs.

Note for trainer: 108 provides additional support for students who are habitually truant from instruction,

irregular attendance, institutional disorder while in attendance or unsuccessful academically

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Another way to look at the programs reported for EOY 2.

CALPADS automatically determines if the program is reported participating or eligible.

Title 1 Part A Basic Targeted program records are NOT reported for schools that are NCLB Title l school-wide. Your

SIS vendor may include this data in your SPRG file, but please remember the counts are not derived from the SPRG

file. When we review the 5.1 aggregate report we will discuss how the numbers are calculate. Please review

CALPADS Update Flash 89 on school-wide determination through CARS (TAS-targeted assistance) or SWP

(School-wide program).

As students move from one site to another during the AY, the program records should be reported at the new site.

Note for trainer: Title 1 Part A Basic allows multiple program records to be submitted if a student has multiple

Education Services (targeted instructional or support services)

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EOY 2 also includes reporting homeless students during 7/1/15 to 6/30/16, if their Homeless Dwelling type

is :

100-Temporary Shelter

110- Hotel/Motels

120-Temporarily Doubled Up

130-Temporarily Unsheltered

Please remember that the homeless data is both sensitive and confidential data.

LEAs should develop local practices to determine if a student is homeless or not.

Note that students doubled-up for reasons not related to loss of housing, economic hardship or other

similar circumstances that do no consider themselves as homeless are not reported.

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We’ve taken the SPRG required elements from the CALPADS File Specification (CFS) for your review. If

you have an SIS, this is what your SIS vendor uses to create your SPRG file.

Notice the Education Program Code list the 8 programs reported for EOY 2.

Title 1 Part A Targeted (122) is the only program that requires Education Service AY. If reported for other

programs, a fatal error will be detected.

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If your report program 122 (NCLB Title 1 Part A Basic Targeted), you are required to reported the Education

Service Code.

If you report program 113, are required to report the CA Partnership Academy ID.

This slide and the previous slide are great resources as you start to gather your EOY 2 data.

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We’ve taken the SENR required elements from the CALPADS File Specification (CFS) for your review. If

you have an SIS, this is what your SIS vendor uses to create your SENR file.

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And here we have additional data elements reported in the SENR.

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We will review how easy it is to manually enter a program record. Even if you have an SIS, sometimes for

expediency you can manually enter the data instead of uploading a new SPRG file. A good example would

be you are reviewing your aggregate reports and determine some program records are missing. If there

are only a few, it would be quicker to manually enter the data in CALPADS and your SIS instead of

uploading a new SPRG file. You will determine locally which method works for you.

Here are the steps to manually enter a program record:

Casually read steps 1 through 6

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After clicking on Student Program, you drill down to the student’s program history, where you can add new

program records or edit existing ones.

If you click on Add or Edit button, you will drill down to the next screen

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The items in green are required and items in yellow are optional.

1.Reporting LEA and School of Attendance: is automatically populated.

2. Education Program Code: is populated by clicking on the drop down arrow and selecting the appropriate

code. Please remember as students move from one site to another, you are required to report all

programs at the new site.

3. Membership Start Date: Must be within enrollment at the School of Attendance

4. Membership End Date: Currently required for NSLP (181/182), TK, and 504 programs. You will want to

review with your SIS vendor their process for reporting their end dates. Dates must be within enrollment

5. Continue populating the appropriate elements.

6. Homeless Dwelling Type Code: Click on the drop down arrow and select the applicable code.

8. Unaccompanied Your Indicator: Must be populated if Homeless Dwelling code has been populated.

9. Runaway Indicator: Must be populated if Homeless Dwelling code has been populated.

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10. Click on Validate

11. Click on Post (upper left hand corner) to update CALPADS with the data

Note that if your school is Title 1 Part A-Schoolwide, you do not need to report program 122. The CDE, based on

your CARS data submission, will calculate the totals for your LEA. Report 5.1 will demonstrate the calculation of

school-wide counts.

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We’ve listed some of the SPRG’s severity rejected records which can be either fatal or warnings .

(review them casually).

Please remember if your uploaded file has rejected severity records with the error of fatal, CALPADS will

allow you to post the file. Any fatal rejected errors, are dropped during the posting process. This means

the records are not updated/reported in CALPADS. It is like the records were never initially in the file.

Both the fatal and warning errors can impact your counts on the aggregate reports and should be reviewed

and corrected. The Severity of an error can be misleading because it suggests that a Fatal is higher than a

Warning. Warnings are detected because CP can’t tell if the warning is due to a unique situation or is a

true error.

*Fatal errors detected because Homeless program 191 was reported.

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Here are your EOY 2 certification errors detected during the snapshot revision process.

Fatal certification errors will prohibit you from certifying but warnings won’t.

For AY 15-16 Warnings have been disabled. In future AYs, you will still review your warnings and make

any necessary corrections. Warnings should not be ignore because they can impact the data on the EOY

2 aggregate reports.

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Normally it is also important to review your certification warnings. However, the certification warnings have

been temporarily disabled.

It is recommended that your LEA manually review the related counts and records to ensure they do not

have these discrepancies. For example, your LEA should compare it’s previous year enrollment counts to

the current year counts to make sure any discrepancies are intended.

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EOY 2 (program participation and homeless data) has two Aggregate Reports to be reviewed after all

required data has been posted.

5.1 Program Participants Count

5.4 Homeless Students

There are also supporting reports to assist in reconciling CALPADS to local systems of record.

5.2 & 5.3 Provides supporting student detail data of 5.1

5.5 Provides supporting student detail data of 5.4

Please review the EOY 2 Data Mapping Guides at https://csis.fcmat.org//Pages/EOY-2-and-3.aspx under

Quick Links. This document will assist on which data elements are used in the counts for the aggregate

reports.

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Let’s look at the 5.1 report by columns:

1. List by school number

2. School Name

Programs reported to the State

3. Opportunity Program

4. CA Partnership Academy

5. Pregnant or Parenting Program (formerly Cal-SAFE)

6. TK-starting reporting this data in 12/13

Please notice that these first 4 programs are reported to the state

Programs reported to the Federal government

8. 504 Accommodation Plan

9. NCLB Program Title 1 Part A Basic Targeted (these counts come from your SPRG record)

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10.NCLB Title 1 Part A Basic School-wide (these counts ARE NOT calculated on the data your posted SPRG but

are calculated based on the LEA’s cumulative AY enrollment. Please refer to the CALPADS Update Flash 74

for CDE’s process to identify a school-wide site. The CARS reports to the CDE if a site is school-wide or not.

New for AY 15-16, Do not report Title I Part A Neglected program records for students enrolled in a Title 1 Targeted

or Schoolwide School--only students receiving Title 1 services and is enrolled in a Non-Title 1 school in your

district.

Note to trainer: Juvenile/Youth LEAs are not required to submit program 174 (they don’t normally serve neglected

students) but if program 174 is submitted, it will be reported on the 5.1

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The 5.4 reports your posted homeless program records.

The report first summarizes the data for your LEA.

1. All the grade levels within your LEA. (Point out TK grade level)

2. Total by grade level

3. Total # of students reported homeless with dwelling type 100




And then the individual school sites aggregate data is listed. This allows you to review by each site the

homeless data to your local system.

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Note for trainer: If student moves from 1 district to another during an AY, the student will be reported homeless at

both districts. If student moves from 1 site to another, the count will be at the site with the most recent enrollment

record.

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EOY 2 counts all students reported for the 8 programs and identifies homeless student from 7/1/15 to

6/30/16.

CALPADS automatically determines the Program Education Membership—LEAs no longer report if the

student is reported as participating or eligible.

You will want to check with SIS how they store historical homeless data and how to report the Membership

End Date

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Unlike Fall 1 or Fall 2, EOY does not reported data based on a specific date but reports data from 7/1/15

through 6/30/16

The EOY submissions do not need to submitted in numerical order. You should submit in the following

order: EOY 2, EOY 3, & EOY 1

EOY 2 CP will determine behind the scene the Education Program Membership Code

These are the 8 programs required for EOY 2: 101, 108, 113, 122, 162, 174, 185, & 191. LEAs need to

keep in mind that other program records (subgroups i.e., NSLP, migrant, etc.) will also be reported on the

EOY 2 reports and LEAs should verify the accuracy of these programs.

EOY 3:

1. Second EOY submission

2. Grade levels reported in EOY 3: TD, IN, PS, K12, UE, US & you will need to use the report’s filter

options to view TD, IN, & PS grade levels

3. Summer school discipline is required for EOY 3

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4. Special ed students do not have the full day suspension/expulsion requirement that the non-special ed

population has

5. Only offenses that tie to the Education Codes 48900/48915 are reported

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We will take a 5 minute break but before we do—please remember we offer the CALPADS Q&A session

every Wednesday at 3 PM. The Q&A is a conference call and you can register for them like any other

CALPADS training. This is a great resource for obtaining answers for unique scenarios. We encourage

you to attend even if you don’t have a question at the time.

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Now we are going to review the EOY 3 discipline submission

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Like EOY 2 we are providing the purpose of reporting discipline data.

Previous discipline data was reported on the Consolidated Application and Reporting System (CARS or

Con-AP).

The discipline data are reported to the US Department of Education to meet federal reporting requirements

for the NCLB Title IX (equal education opportunities for pregnant and parenting students). It is also

reported to the CA Dept of Ed (CDE) for their Consolidated State Performance Report.

The discipline data are reported on DataQuest and LEAs have the ability to preview the data prior to the

release for public viewing.

In 2011-12 federal requirements were implemented, which requires the reporting of discipline data at the

incident level.

An Incident is the event that occurred such as a food fight, a fight, etc.

And the Offense is the infringement or crime the student committed within the Incident.

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1. In order to understand what discipline data are reported for EOY 3 you will need to answer the following

question “Does the offense or offenses fall within the Education Code 48900 or 48915?”. If the answer

is no, you will not report it. If the answer is yes, then you report the offenses based on the following:

2. Non-special education students committing offenses falling within 48900 & 48915 must be suspended

or expelled for a full day or more to report the offense. If they were suspended for less than a full day,

you will not report them. In-school suspensions are reported.

3. All special education students committing offenses falling within 48900 & 48915 Education Code will

have all offenses reported regardless of the outcome and duration time. This means that the student

doesn’t have to meet the full day suspension/expulsion requirement.

4. Offenses involving a weapon, regardless of the outcome, falling within 48900 & 4895 Ed Code will be

reported.

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5. Summer school discipline incidents must be reported in CALPADS—see Data Guide section 2.1.4 pg. 75

6. In school suspensions are reported if the offense ties to 48900 or 48915.

7. The CALPADS Code Set (URL is provided on the Resource slide) provides a description and what Ed Codes

the offense is tied to.

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With the new federal requirements of 11/12, you will report discipline data by:

1. Incident: the event that took place

2. Then you will have either a single student or multiple students involved within the incident/event

3. And last you will report all the offenses that occurred during the incident.

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For your Non-special education students committing an offense that ties to education code 48900 or 48915

you will want to make sure the following data are current in CALPADS:

SENR should be current to represent all enrolled students and students that have exited during the AY.

This year you will be reporting TD, IN, PS, K-12, UE & US grade levels through the SENR.

The SINF should be current to represent all enrolled students and students that have exited during the AY.

The SDIS will report all reportable offenses during the AY which tie to Education Codes 48900 or 48915.

The CALPADS Code Set’s Student Offense provides which education code the offense ties to.

See Data Guide Section 2.1.4

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For your special education population all offenses that tie to ed codes 48900 or 48915, will be reported regardless of the outcome.

Like your non-special ed population your special ed population will require:

The SENR should be current to represent all enrolled students and students that have exited during the AY. This year you will be reporting TD, IN, PS, K-12,

UE & US grade levels through the SENR.


Special Ed students are required to have an SPRG 144 reported

The SDIS will report all reportable offenses during the AY which tie to Education Codes 48900 or 48915. The full day suspension requirement does NOT apply

to your special ed students. As long as the offenses ties to Education Codes 48900 or 48915, the incident and offense will be reported.

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Weapon offenses have the same file requires as the non-special ed and special ed populations:

The SENR should be current to represent all enrolled students and students that have exited during the AY.

This year you will be reporting TD, IN, PS, K-12, UE & US grade levels through the SENR.


The SDIS will report all reportable offenses during the AY which tie to Education Codes 48900 or 48915.

1. If student offense code is 100, 101, 103, 104, or 105, you will report the offense regardless of the

outcome.

2. Student offense code 102 is not reported as this is possession of an imitation firearm

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The CALPADS File Specifications list all the required data elements for the SDIS file and we have included

them here for your review. Your SIS vendor uses the CFS to create the required extract(s).

Data element 4.23 “Removal to Interim Alternative Setting Reason Code” was introduced in 2014-15. This

field is required for special ed students. This element reports if a special ed student was removed to an

interim alternative setting for 45 days or less. Please review the CALPADS Code Set document to

understand

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Here are the additional required data elements for EOY 2.

Weapon Offense: Student offense code 102 is not reported—see Data Guide section 2.1.4 Special Ed

students require Discipline Action Authority Taken Code (who determine the discipline for the student)

Student Instructional Support (was support provided for the student—can be as simple as providing

assignments to the student) and Incident Disciplinary Action Duration Days (length of

suspension/expulsion)

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CALPADS allows a discipline record to be added through the Online function.

Casually point out steps 1-6

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After clicking on Student Discipline you drill down to the Student’s Discipline Information.

You have the ability to review previous AY by clicking on the dropdown arrow and Click on Apply Filters

button. CALPADS defaults to the current AY

You have the option to either click on Add a new record (7a) or Click on the Edit button (7b).

Click on Add a new record button

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Incident, Student Discipline, and Student Offense sections are split so only multiple Student Offense

records are added if there is a need. This will now eliminate the need to enter redundant data in case of

multiple student offenses.

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It is up to an LEA to determine its own Severity of Offense Hierarchy and the Data Guide’s section 2.4.1

provides a suggested order of hierarchy.

When an incident occurs, an LEA will determine from all the offenses committed during the incident, which

one is the most severe. The offense identified as most severe, will be reported for each offense in the

incident. Please be aware that when the CDE receives the discipline data the data are disaggregated so

that the most severe offense is associated with the incident and not the student.

Here we are demonstrating there were 4 offenses committed in the incident and it will be determined locally

which of the 4 offenses is the most severe and the hierarchy the offenses ties to.

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Now we will demonstrate another way to add a new incident:

1. State Reporting

2. Online Maintenance

3. Maintain Discipline Data

Please note you have the option to make changes to the Filter Options to see the data by AY, Site, or

Incident #. Once options have been completed, you will click on the Apply Filter button.

4a. Allows you to add a new incident

4b. Allows a specific incident to be edited

4c Allows students to be added, edited, deleted

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Buttons: Previous Record, Next Record, Delete Record, & Add Record will not be available until a new

incident has been added.

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In stead of adding a new offense, you can the edit an existing Incident. Clicking on the edit button drills

you down to this screen.

1. Allows you the ability to edit the existing data

2. Once data has been edited, you will validate and post

3. 2b allows you to maintain the student list

4. You also have the option to delete the record

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After the Maintain Student List button has been clicked on your drill down Student List.

1a you can add a new student

1b or you can edit an existing student offense

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The SDIS file can have rejected records detected with the error severity of fatal or warnings. During the

post function of the SDIS, both the passed records and error severity warning records are updated in

CALPADS. Any records with the error severity of fatal, will be dropped and not posted.

Both rejected record error severity warnings and fatal rejected errors can impact your EOY 3 aggregate

reports.

The Certification fatal errors must be corrected before the certification function is available. Warnings will

not prohibit you from certifying. The warnings should be reviewed and corrected if necessary as they can

impact your aggregate reports.

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Here are additional rejected records that can be detected. During the post function of the SDIS, both the

passed records and error severity warning records are updated in CALPADS. Any records with the error

severity of fatal, will be dropped and not posted.

Both rejected record error severity warnings and fatal rejected errors can impact your EOY 3 aggregate

reports.

The Certification fatal errors must be corrected before the certification function is available. Warnings will

not prohibit you from certifying. The warnings should be reviewed and corrected if necessary as they can

impact your aggregate reports.

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Normally it is also important to review your certification warnings. However, the certification warnings have

been temporarily disabled.

It is recommended that your LEA manually review the related counts and records to ensure they do not

have these discrepancies. For example if you have not reported discipline data for a site, you should

compare last year’s report to see what was reported and then review with discipline coordinator if there

should be data reported for the site.

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The EOY 3 has 6 aggregate reports and 3 supporting reports. We will move into the reports in the next few

slides.

Please note that:

7.1 Is an aggregate report and 7.2 provides the detail data in reconciling CALPADS data to a local system

7.3. & 7.4 are aggregate reports and 7.5 provides the detail data in reconciling CALPADS data to a local

system

7.7, 7.8, & 7.9 are new reports for AY 15/16.

7.6 Does not have a supporting report.

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The 7.1 reports the total number of Disciple Incidents by Most Severe Offense and each unique incident is

counted only once.

This report list your school code, school name and the most severe offense codes.

The Incident Count reports the total # of incidents the Most Server Offense was reported.

Then you are provided a total for your LEA

Notes to trainer: enrollment status 10,20,30, & 40 & grades KN-12, UE & US are reported for EOY 3.

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The Aggregate 7.3 Discipline Actions Count reports students in grades, KN-12, UE, US and enrollment status of 10, 20, 30, 40.

If a column, such as Gender or Ethnicity, has the icon +in a box, clicking on this icon will provide detail by gender and ethnicity.

This icon allows you to view data on the report in more detail.

As you can see the report includes the School Code, the School Name, Gender, Ethnicity/Race

The # of Students That Committed an Offense (unduplicated) counts the following:

If multiple students are reported for the same offenses, such as shoving, associated with one incident, both students are

counted. This mean you can have a single incident and multiple students committing the same offense and each student will be

counted. This is not an unduplicated count by offense but unduplicated by the student.

Casually discuss each column on 7.3

The total of Offenses Committed (at each site)

# of Suspensions-students reported with code 100

# of Expulsions-students reported with code 200

# of In School Suspensions reported with code 110—please note that In school suspensions are reported in EOY 3

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# of No Suspension or Expulsions reported with code 300. These are more than likely your special ed students that committed offenses

but were not suspended or expelled (the one day requirement does not apply). Please remember if the offense committed is tied to ed

code 48900/48915, you report the offense for your special ed population regardless of the outcome.

# of Students who Received Instructional Support (unduplicated) for students receiving instructional support (e.g., homework) from the

local educational agency during a disciplinary action – counts provide visibility of the federal reporting aggregates.

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The aggregate report 7.4, Discipline Actions- Count by Offense reports the same data as 7.3 with the

exception that 7.4 has the Offense Code column. The 7.4 provides a view by offense and 7.3 does not.

7.4 added a filter to include or exclude special ed students and a filter for Disciplinary Removal duration

(less <>than or equal to .05 days.

Most CALPADS reports provide filter options, which allow you to view the data in a specific way. You can

filter on grade, gender, school site, etc. and specific filters for special ed students and offense codes.

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The aggregate 7.6 reports discipline actions for persistently dangerous offense expulsions.

Like the previous reports the 7.6 has your school code, your school name.

The Total Certified Primary Enrollment counts are based on your Fall 1 certified data.

Total # of Expulsions reports how many students in the current AY were expelled and the

#of Expulsions /100 Enrolled Students provides a percentage per 100 students

The bottom section list all of the offense codes used to determine at risk schools and the codes are 503, 103, 500, 505, 100, 105,

600, 200, 401, and 400. They are listed in the order of the most severe offenses.

The At Risk School Column indicates, based on the 10 offenses codes, if the site is At Risk or not. Please keep in mind the

federal government determines if a site is considered persistently dangerous. The 7.6 can be used to review the sites that have

the Y to verify the correct offense code had been reported and what steps might be implemented to avoid the site being

determined persistently dangerous.

Please refer to the User Manual Glossary definition for Persistently Dangerous Offense and at Risk School.

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Read the callout box on right to explain how At Risk School is determined.

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The next three reports are specific to special education students to show the number of students with

disabilities who are removed from the school of attendance

Report 7.7 counts the number of students with disabilities who were removed from their regular

instructional setting for disciplinary reasons, regardless of enrollment status.

The report has additional filters that will help drill down to see specific counts for Disability Category or

Disciplinary Removal Duration,

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Report 7.8 counts the number of students with disabilities (by Primary Disability Category) who were

removed from their regular instructional setting to an interim alternative setting for federal offense

categories: Drug-related, Weapons-Related, or Serious Bodily Injury

The report has additional filters that will help drill down to see specific counts for– Disability Category,

Disciplinary Removal Duration, and Disciplinary Action Taken

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Report 7.9 is the detail student list with disabilities who were removed from their regular instructional

setting for disciplinary reasons, regardless of enrollment status. It also reports characteristics about each

student and each incident including the disciplinary action taken and disciplinary action modifications

The report has a variety of filters – Disability Category, Disciplinary Removal Duration, Disciplinary Action

Taken, Federal Offense, and Offense Code

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Unlike Fall 1 or Fall 2, EOY does not reported data based on a specific date but reports data from 7/1/15

through 6/30/16

The EOY submissions are not submitted in numerical order. You will submit in the following order: EOY 2,

EOY 3, & EOY 1

1. Second EOY submission

2. SDIS is a replacement file

3. Summer school offenses are reported

4. In-school suspensions are reported

5. Special ed students do not have the full day suspension/expulsion requirement that the non-special ed

population has

6. Only offenses that tie to the Education Codes 48900/48915 are reported

7. Removal to Interim Alternative Setting Program (4.23) required for all special ed students.

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In the AY 15-16 the transition of CASEMIS special ed discipline data into CALPADS.

On 4/3/15 CDE sent a letter to superintendent’s regarding the discrepancy of data reported in 13/14

discipline data in CALPADS and CASEMIS.

A comparison was provided for LEAs to review and correct the data.

The CDE also provided a recommended process for the data correction.

AY 14/15 CASEMIS was the data official special ed discipline data reported to the federal government.

AY 15-16 it will be the CALPADS discipline data reported to federal government.

LEAs will want to review changes for their local implementation of accurate reporting of this data.

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Special education students committing an offense which ties to education codes 48900/48915 will be

reported in EOY 3 regardless of the outcome. The full day suspension requirement does NOT apply to

special education students.

Deciding the most severe offense is a local decision and the CDE recognizes that each LEA may have a

different hierarchy. Please refer to the CALPADS Data Guide Section 2.1.4 as a guide and not a rule in

determining your local hierarchy. You will want to work with your discipline liaison to determine your local

hierarchy.

If a student commits a firearm offense (codes 100, 101, 103, 104, & 105), they are reported regardless of

the outcome.

Removal to Interim Alternative Setting Reason Code (4.23) required for all special ed students.

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Note for trainer: Students going through a “manifest determination” not reported until the final action has been

determined.

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We will now wrap-up today’s training

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The SDIS is a replacement file. This means as you upload/post and SDIS the data is updated in

CALPADS but if you upload/post another SDIS file, the previous posted data is replaced with the new file.

The operational keys or data elements that CALPADS reviews to determine if the data are replaced are

School of Attendance and Academic Year ID.

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The EOY 2 & 3 reports have filter options to allow various views of the data. Even though Migrant Ed

(135), Socio-Economically Disadvantaged (181,182 or Parent Ed level 14), Special Ed (144), and Gate

(127) are not required for these End of Year submissions, the data are normally included in your SPRG.

For example there should be a special education program record when you are reporting an offense for a

special ed student. The subgroups may provide a different view of the data to better understand your

LEA’s environment. The subgroup totals on any EOY reports should be reviewed for accuracy.

Filters on these reports will provide the Federal definition of Economically Disadvantaged

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Even though it states End of Year Steps, these steps apply to all CALPADS submissions.

1. Your SIS should have all required data populated for the submission

The required roles should be assigned to individuals within your LEA for the submission

2.Update CALPADS by:

Submitting records (batch or online)

Review and correct both warnings and fatal errors

Post all required files for the submission

3. Review and correct certification errors—warnings (have been disabled for AY 15-16) can impact the

data on the submissions aggregate reports

Have aggregate reports reviewed by data stewards for accuracy

4. Certification of a submissions signifies the process has been completed and requires both the

Certification Level 1 and Level 2 to be completed. If you are at Level 1, you have not completed the

submission.

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Each submission for the current AY will be listed on the State Reporting/Manage Certification/View

Certification Status and require the Certification Status of “Snapshot Certified – Level 2”.

If the submission is listed as a snapshot for your LEA, you will need to certify even if your totals are 0.

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Clicking on the snapshot drills down to aggregate reports, supporting reports, and the certification function.

LEAs can determine if they have completed a submission by reviewing column Certification Status and if

the status is Snapshot Certified Level 2 the submission has been completed. If the status is Snapshot

Certified – Level 1, there is another certification level (2) required to complete the submission.

Certification requirements:

All aggregate reports must be reviewed and once they have been reviewed the X will change to check

mark.

You must have zero fatal certification errors for the certification buttons to be activated

You must be at Snapshot Certified – Level 2

As a resource we have included a suggested timeline--for all 3 EOY submissions.

You will want to consider when you site staff will be leaving for summer break when you create your local

calendar

Determine by end of May, who the data stewards are to review the aggregate reports. If they leave for the

summer, you will want to pre-arrange the report review process.

Add additional time for the overnight snapshot process

All 4 EOY submissions report data throughout the AY (7/1/15 to 6/30/16) and this means your data should

be kept current in your SIS to make these submissions efficient and accurate.

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Certification Reminders

The last day to make changes that will be included in the snapshot is the day before the certification

deadline, which is 7/30/16

Verify the required certification status is Snapshot Certified – Level 2.

All aggregate reports should be reviewed for accuracy before certifying your submission.

During the amendment window, LEAs have the opportunity to decertify and make corrections to their data.

If you decertify, please remember you must be certified at level 2 on or before the amendment window

closure date (9/4/16). If you do not recertify by 9/4/16, zero counts will be reported for your LEA even

though you had certified previously.

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We have provided the URL for resources that should assist in your CALPADS submissions.

The calendar is a great resource to share with management and other staff members. It has a high level

overview of the data submitted for each submission and hopefully will assist in a team effort for CALPADS.

CFS is what your SIS vendors use to create their extracts and each file has a tab to review to see what

data is required and any rules tied to them.

CALPADS Code Set list the expected state codes for data elements. It will also assist in determining what

ed code the offense ties to.

CALPADS Valid Code combination provides the valid code combinations for data elements that are

conditional, i.e. Student Offense 100 (Possession, Sale, Furnishing a Firearm) requires that the Weapon

Category Code be reported. CALPADS will verify that the valid code has been submitted for each element.

CALPADS Error List is an extremely important resource to assist in resolving your warnings and fatal errors. Each

file submitted will have a tab to assist in your error resolution. For your uploaded files errors, CALPADS lists

which data elements were reviewed for the error detection and a suggested resolution. This allows you to review

what is in your SIS for these elements.

You will want to review section 2.1.3 of the Data Guide for EOY 2 and section 2.1.4 for discipline.

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Here are some resources for CTE, Expulsion Matrix, our training URL, CALPADS FAQ, & CP Report Data

Mapping Guides

The preferred method of requesting support is through the service ticket. If you have not taken the

opportunity to save this URL, please do so today. Saving this URL allows you the ability to send a service

request even if you can’t access CALPADS. This URL is also on the FCMAT/CSIS site and the CDE’s.

The service ticket allows you provide information which assist support to quickly respond to the ticket. This

helps in our peak service request times—close to the deadlines to expedite service requests.

If you call 916-325-9210, you will go immediately into our voice mail system.

Email [email protected] is another way to request support. But both the phone message

and this URL requires a support staff to take the information and create a service ticket.

The list service is the CDE’s one-way listserv, which means LEAs cannot respond but only receive notices.

This Listserv notifies you of changes for deadlines, data submissions, etc. You will want to join today if you

have not done so.

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Please take the time to complete our training survey. Your responses assist in improving our trainings.

Please indicate what you like, if there were areas you thought should have been covered that weren’t, and

any suggestions to improve our training for you.

We review these surveys on a regular basis—in fact due to LEAs’ suggestions we have changed our

survey, have included more visual aids, and demonstrations in our trainings.

Thank you for providing us the opportunity to evaluate are trainings.

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calpads end of year 2-3 training presentation (ppt) v1.1

Documents