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REPORTS AND CERTIFICATIONADVANCED

Fall 1

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012

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

Supervisor of staffassigned to CALPADS


Training Sequence


Agenda

60 minutesCommon Problems

New Changes Fall 1 Overview Certification Review

Wrap-Up



Overview

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Important Dates


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

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What To Submit


Order Online Batch1 Student Enrollment SENR2 Student Information SINF3 Student Program SPRG

Submitting files out of order may cause GERR005 errors. See CALPADS Error List on the Resources slide for details.

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Information Reported


Sub-groups Reported


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

SPRG View and submit program data

Free Reduced Lunch View and submit lunch program (175, 181, 182) records

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Fall 1 Preparation

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Fall 1 Suggested Milestones

Date Range Activity

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Upcoming Changes

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2012-2013 Changes

Implemented Functionality Description

7/01/2012 Code Set Education Program – added181 - Free Meal Program 182 - Reduced Price Meal Program

7/01/2012 Code Set Education Program - modified name and definition162 - Pregnant or Parenting (Formerly Cal-SAFE)

7/01/2012 Code Set Non-Classroom based or Support Assignment – added 6018 - Employee on Leave

7/01/2012 Code Set Education Program – Retired131 - NCLB Title X Homeless175 - Free or Reduced Price Meal Program

8/13/2012 File Layout Migrant Student ID (SPRG) field 3.20 is now 11 characters

Extract New extract for SSID’s acquired online

Anomalies ERD Anomaly modified to exclude Short Term Enrollment Status (30) from being counted as a Lost Transfer


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2012-2013 Changes


Report Modified 1.5 report to include LEA summary enrollment by grade (like old SIF report)

Report New 5.1a Free or Reduced Price Meal (FRPM) reports to show school level counts of Free or Reduced Price Meal Eligibility

7/01/2012 Validation Rule Modify SPRG0080 – Includes new NSLP Codes 181 and 182 in the Membership validation

8/13/2012 Validation Rule New GERR0008 - Fatal error checks that first two digits of Migrant Student ID is 06 (SPRG field 3.20)

9/5/2012 Validation Rule New CERT101 - Warning if Primary Residence Category Code Missing, Invalid, or Not Current Within the LEA Enrollment

Validation Rule New SINF0255 - Warning to encourage appropriate classification and reclassification of English learners in ELAS Code field 2.41

Validation Rule New SASS0256 - Fatal error to prevent duplicate staff assignment records submission. (fields 8.15 - 8.21)


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2012-2013 Changes


Validation Rule New SASS0257 - Fatal error when assignment code 6018 is used with any other assignment code (fields 8.15 - 8.21)

Validation Rule Modify SDEM107 - Change severity to fatal and adjust birthdate range

Validation Rule Modify CERT093 error description to simplify message.

Validation Rule Modify CERT056 – Warning to no longer trigger when Program Membership End Date = Student School Exit date.

Validation Rule Disable SINF0166 – Missing Student Initial Ninth Grade Entry Year (SINF field 2.47)

Validation Rule Error GERR002 - Fatal error when 131,175 have dates after 6/30/2012.



Certification Review

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Certification Requirements


Review allthree aggregate

reports

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Review and Verify Reports

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

have reviewed

Evaluate Certification Aggregate Reports– 1.1 Enrollment – Primary Status by Subgroup

– Filter Grade Levels to KN-12, UE, and US– 1.6 Graduates and Dropouts by Subgroup– 1.9 Completers and Dropouts – Count

– 4 Year Graduate Dropout Cohort– 5.1a Free or Reduced Price Meal Eligibility – Count - NEW

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Certification Reports – 1.5

Click on the plus sign next to School Code, Grade, or Gender to reveal counts broken down by those values. Plus signs will become minus signs which can be used to collapse the list and hide the revealed counts.

More detail in Section 12 of the CALPADS User Manual

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Certification Reports – 5.1a

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Click on each school to drill down to a student list report (5.3a).


Anomaly Status Report

Essential 4 training covers anomaly

resolution in detail

Must be below 2%.Note the Anomaly %Only includes MIDs

and CCEs. Although,ERDs should still bereviewed because

they 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.

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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Fall 1 Steps


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


Fall 1 – After Certification



Common Problems

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Common Problems – GERR0005

Problem• GERR0005 Error received online or batch

submission for SINF or SPRG• “Student not owned by LEA or School during specified effective

date period”

Solution• Compare the data in the submission file to the

current enrollment data in CALPADS to identify the error.

• Correct the enrollment/exit dates in CALPADS or correct the date in the submission file.

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Common Problems – GERR0005

SPRG record submitted for student at a school where no enrollment record exists in CALPADS



Common Questions – Exit Codes

What exit code should be used:

E450Student leaving school (any time) - plans to enroll in another CA public school (applies to K-6 only)

E490 End of the school year – student will be continuing in same school

E230Student completing highest grade at school, must also submit completion status code

N420 Student no show – previously attended school

N470Student no show – pre-enrolled, never attended schoolExit Date should be same as Start Date, or 1 day before Start Date

T160Student exiting any time – plans to attend another CA public schoolStudents exiting Alternative Schools must have expected school of attendance

T165 Transfer to another school for disciplinary reason - must have expected school of attendance

T167Non-disciplinary referral to Alternative School or non-alternative Independent Study Program

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What membership code should be used for each program?

Program Eligible (1) Participating (3)Counted in

Report

Gifted and Talented Education (127)

Preferred AcceptableEligible or

Participating

Title 1 Part C Migrant (135)

Special Education (144)

Free Meal Program (181)

Reduced-Price Meal Program (182)

Common Questions – Program Data

32


Common Problems - Certification

Problem The certify button is grayed out

Solution Outstanding fatal errors Anomaly rate exceeds 2% All three reports have not been reviewed LEA Admin cannot certify The account does not have the certifier role

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Wrap-Up


Reminders


* See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports

* 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

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Reminders


Effects On Four-Year Adjusted Cohort Graduation Rate

Type of Student Part of Cohort Effect on Rate

Graduate Yes Increase

Dropout Yes Decrease

Dropout re-enrolled No None

Lost transfer Yes Decrease

Non-grad Yes Decrease

Regular transfer No None

No-show (never attended) No None

Deceased No None

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System Documentation

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

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Resources

Document Description Sections

CALPADS File Specifications (Forms)

File layout and requirements for batch submission

SENR, SINF, & 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 Trainings

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

CALPADS Calendar

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


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