reports and certification

Fall 1 - Reports and Certification v1.4, October 29, 2014

Fall 1

REPORTS AND CERTIFICATION

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Who’s Supposed to Be Here

Individuals assigned toCALPADS maintenance

Supervisor of staffassigned to CALPADS


Training Sequence


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


conversationat a time

1

Silencecellphones

5

Agenda

Data SubmissionRequirements

Wrap-Up


Certification

Reports 2 Hours

Fall 1 Accounts and Roles


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


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

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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


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


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


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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SENR


Student Exit Reason Code N470

Grade Level Code 7-12

Key Fields

No-show Dropout


SENR


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


Other Dropout


SENR


Student Exit Reason Code T160, T165, T167


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


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


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:

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Parent Level of Education

Free & Reduced Meal Program

*

FRPM Eligible Reported


Student Program

Direct Certification (Nov)

Count Source:

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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


Key Fields


SPRGEducation Program Code 127

Education Program Membership Code 1 (Set automatically)

Gate


SPRG

Education Program Code 144

Primary Disability Code Valid Code

District of Special Education Accountability Valid CD or S Code


Special Ed


SPRGEducation Program Code 135


Migrant Ed



SPRG

Education Program Code 191


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


SINF Parent Guardian Highest Education Level Code 14

Socio-economically disadvantaged

SPRGEducation Program Code 181 or 182


OR

Homeless

When to Use Exit Codes


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


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.


Key Fields


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


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


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


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



Foster Youth Status Type Under LCFF


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



Foster Youth Identification


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


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


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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* COEs will have an additional report for non-disciplinary transfers

31 Fall 1 - Reports and Certification v1.4, October 29, 201431

FALL 1

DEMONSTRATION


State Reporting – Certification Status

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Certification Status


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.



34

Click Total Errors count to review error summary


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


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.



To review and correct a student’s enrollment, copy the SSID and open in new window to find student



Click Student Enrollment

Search for the SSID in State Reporting -> Online Maintenance -> Maintain Student Data



Find the most current enrollment record of the SSID in your LEA and click Edit



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



Click Post

The error will disappear after the next snapshot refresh because of enrollment update



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



Click Student English Language Acquisition

Search for the SSID in State Reporting -> Online Maintenance -> Maintain Student Data



You will notice the SSID doesn’t have an SELA record. Click Add New Record + to add a new SELA record



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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Click Anomalies Percent for summary report


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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Click the Snapshot name to access the Certification reports


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.


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

50


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


Certification Reports – 1.2 (Support)

Click the arrows to the right of Student Name to sort alphabetically or reverse the sort



Certification Reports – 1.5 (Support)


Grade and Gender columns can be expanded by pressing the box to the left with the “+” sign and collapsed by pressing the “-” sign



This report provides graduate and dropout counts in the same sub-categories as report 1.1.




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


Certification Report – 1.17


Supplemental funding counts are based on:1. Being identified as FRPM Eligible or2. Being classified as English Learners or3. Being identified as Foster Youth.


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57

Supporting Report – 1.18


Supporting report now shows foster and homeless details for students in selected school derived from weekly CDSS match and SPRG record respectively.




Report contains data formerly reported on the Student National Origin Report (SNOR)


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English Language Acquisition Status – Count by Primary Language - 2.8



60

English Language Acquisition Status – Census Comparison - 2.9



61

English Language Acquisition Status – ELs Reclassified RFEP - 2.12




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.



Certification Reports – 8.1c Student Profile Dropouts – State View (Support)


This list includes dropouts that are counted at the state level but not against the LEA


Certification Reports Review

2

3

1

4

Data Processor 1 2 4

Superintendent or Administrator

1 3 4

1

2


Fall 1 Steps


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


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.


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


71

LEA Administrator Responsibilities


* 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

72

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


LCFF Information

http://www.cde.ca.gov/fg/aa/lc/lcffoverview.asp

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

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

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


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

73

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

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

http://www.cde.ca.gov/ds/dc/es/refaq.asp

http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp

http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FREE

http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#PROV2and3

http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#PROV2and3

http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#EL


http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#COE

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


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


Training Evaluation

Please Complete Our Survey

http://bit.ly/1n1yKOD

75

Questions

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