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End of Year (EOY) 1 & 4 Reporting
Course Completion, CTE, and Waivers
End of Year Training 1 & 4 v1.11, June 02, 2015
Who’s Supposed to Be Here
End of Year Training 1 & 4 v1.11, June 02, 2015
Individuals assigned toCALPADS maintenance
Supervisor of staffassigned to CALPADS
2
Training Sequence
End of Year Training 1 & 4 v1.11, June 02, 2015
Essential 1:Data Coordinator Orientation
Essential 2:Interface & Administration
Essential 3:Data Submission
Fall 1
Fall 2 Data Population
Fall 2 Reporting
and CertificationEnd of
Year 1 & 4
End of
Year 2 & 3
Essential 4: Anomalies
3
Questions and Courtesy
End of Year Training 1 & 4 v1.11, June 02, 2015
Please include yourname and LEA
when asking questions
Lengthy or unrelated questions
may be postponeduntil the Q & A segment
of the training.
There will be time during the Q & A segment to read chat answers and
get clarification. Please focus on the presentation so you do not miss
something important.
Questions may be asked here, but they may not be answered
immediately.
Lync Chat Box
Chat ButtonShows or hides the chat box
HOLDMute yourself
4
Agenda
End of Year Training 1 & 4 v1.11, June 02, 2015
Wrap-Up
EOY 1: Course Completion & CTE Status
Overview
EOY 4: Waivers & Exemptions
5
Acronyms
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY [ee-oh-why] End of Year
CTE [see-tee-ee] Career Technical Education
CALPASS [kal-pass] California Partnership for Achieving Student Success
ROP/C [ar-oh-pee-see] Regional occupation program or center
AVID [av-idd] Advancement Via IndividualDetermination
IB [eye-bee] International Baccalaureate
7
Acronyms
End of Year Training 1 & 4 v1.11, June 02, 2015
UC [you-see] University of California
CSU [see-ess-you] California State University
CAHSEE [kay-see] California High School Exit Exam
ELA [ee-ell-ay] English-Language Arts
8
Information Reported in EOY
End of Year Training 1 & 4 v1.11, June 02, 2015
Count of completed courses and CTE students
EOY1: Course Completion and Career and Technical Education (CTE)
Count of CAHSEE Waivers and Exemptions
EOY4: Student Waivers
9
School Types Which Need to Report
End of Year Training 1 & 4 v1.11, June 02, 2015
Participants EOY 1 EOY 2 EOY 3 EOY 4
Crs Staff CTE Pgm Disc Waiv
School Type
Traditional (non-educational options schools)
Y Y Y Y Y Y(2)
District Level Programs (Independent Study and Home Hospital Programs)
P P P P P P(2)
County Community P P Y Y Y Y
District Community Day P P Y Y Y Y(2)
Youth Authority Schools (currently called Division of Juvenile Justice)
P P Y Y Y Y(2)
Juvenile Court Schools P P Y Y Y Y(2)
Continuation High Schools P P Y Y Y Y(2)
Opportunity P P Y Y Y Y(2)
Alternative Schools of Choice Y Y Y Y Y Y(2)
State Special Schools Y Y Y Y Y Y(2)
Home and Hospital Schools(7) P P Y Y Y Y(2)
Special Education Consortium P P Y(1) Y Y Y(2)
Special Education P P Y(1) Y Y Y(2)
Non-Public School Group (0000001) (3) N N N P P P
ROP/ROC(5) N N N N N N
Y= Expected to submit dataN= NOT allowed to submit dataP= Permitted but not expected to submit data
(1) Students completing courses in grades 7-12 only(2) Only schools with students in grades 10-12(3) Records for students enrolled at Nonpublic Nonsectarian Certified Schools (NPS) should be submitted using school code 0000001 in the School of Attendance field (1.05) and NOT the individual NPS school codes. The actual NPS school code is submitted in the School of Attendance NPS field (1.06)(5) ROC/Ps will not submit data directly to CALPADS. CALPADS will collect data on student ROC/P course enrollment and completion through the student's primary school course enrollment and completion submission.(7) Home and Hospital schools are assigned a distinct county-district-school code and are not the same as a district-level operated Home and Hospital Program
10
Grades Which Need to Report
End of Year Training 1 & 4 v1.11, June 02, 2015
Participants EOY 1 EOY 2 EOY 3 EOY 4
Crs Staff CTE Pgm Disc Waiv
School Grade Levels Served
Infants - IN N N N Y(8) N N
Toddlers - TD N N N Y(8) N N
Prekindergarten - PS N N N Y(8) N N
Kindergarten - KN N N N Y Y N
First Grade - 01 N N N Y Y N
Second Grade – 02 N N N Y Y N
Third Grade – 03 N N N Y Y N
Fourth Grade – 04 N N N Y Y N
Fifth Grade – 05 N N N Y Y N
Sixth Grade – 06 N N N Y Y N
Seventh Grade – 07 P P P Y Y N
Eighth Grade – 08 P P P Y Y N
Ninth Grade – 09 Y Y Y Y Y N
Tenth Grade – 10 Y Y Y Y Y Y
Eleventh Grade – 11 Y Y Y Y Y Y
Twelfth Grade – 12 Y Y Y Y Y Y
Ungraded Elementary – UE N N N Y Y N
Ungraded Secondary – US P P P Y Y Y
Adult – AD N N N N N N
(8) Updated SPRG data for Infant, Toddler, and Prekindergarten in EOY 2 are only required for purposes of certifying report 5.4 - Homeless Students Enrolled - Unduplicated Count by School
11
How Data Was Reported Before
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY Data Previous Method
1 Course Completion
None
1 CTE Secondary section of Carl Perkins CDE 101 E-1
4 Waivers CAHSEE Waiver Data Collection
12
How Data Will Be Used
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY Data Funding Legislation Used for Parallel
1 Course Completion
None None DataQuest No
1 CTE Carl Perkinsgrant
None Carl Perkins Program,DataQuest
Yes
4 Waivers None California Code of Regulations, Title 5, Division 1, Chapter 2, Subchapter 6, Article 2, Section 1207.1
DataQuest No
13
Updating CALPADS for End of Year
End of Year Training 1 & 4 v1.11, June 02, 2015
Update CALPADS with EOY records throughout the Academic Year (AY)
July 1, 2014 – June 30, 2015
Any student enrolled during the Academic Year will be counted
All new and updated records must be posted the day before certifying
to be included in the snapshot
14
What Record Types to Enter or Update
End of Year Training 1 & 4 v1.11, June 02, 2015
U= Update
Online BatchAll
Students
End of Year
1 4SSID Enrollment SENR RStudent Information SINF RStudent Program SPRG RStudent English Language Acquisition SELA RStaff Demographics SDEM UCourse Section Completion CRSC* RStudent Course Section Completion SCSC* R
Student CareerTechnical Education
SCTE* R
Student Waivers SWAV* R
* Full replacement files Do not submit SASS. It is not required for EOY and submitting it may wipe out Fall 2 data
R=Required
15
Record Relationships
End of Year Training 1 & 4 v1.11, June 02, 2015
Records above others must be posted before those below them or you may get rejected records
16
Course Section ID
SEID
Staff Demographics
Course Section
Completion
Student Enrollment
Student Course Section Completion
SSID
StudentWaivers
StudentCTE
StudentInformation
StudentEnglish
Language Acquisition
Batch Submission
End of Year Training 1 & 4 v1.11, June 02, 2015
1
2 3
4
EOY file types are highlighted. Submit updates on other file types as needed to ensure accuracy.
17
End of Year Roles
End of Year Training 1 & 4 v1.11, June 02, 2015
Reminders
Daily use account LEA Admin cannot certify
Role EOY1 EOY4 Allows user to
SSID Enrollment (SENR) X X View & submit enrollment data
Student Information (SINF) X X View & submit student information data
Staff Demographics (SDEM) X View & submit staff demographic data
Course (CRSE) X View & submit student course completion data
Student Career Technical Education (SCTE) X View & submit student CTE data
Student Waivers (SWAV) X View & submit student waiver data
Reports > Course Completion/ CTE X View course completion and CTE reports
Reports > Education Regulatory Exemptions X View student waiver reports
Certification > EOY 1 Data Collection Certifier X View EOY 1 snapshot and level 1 certify
Certification > EOY 4 Data Collection Certifier X View EOY 4 snapshot and level 1 certify
Certification > Superintendent Certifier X X View all EOY snapshots and level 2 certify
18
Important Dates for EOY 1-4
End of Year Training 1 & 4 v1.11, June 02, 2015
Snapshot starts
June 1st
Certification deadlineJuly 31st
Amendment deadlineSeptember 4th
CALPADS Calendar:http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
19
EOY 1: Purpose
End of Year Training 1 & 4 v1.11, June 02, 2015
CA Department of Education
Count of departmentalized
courses completed
Count of Career Technical Education
participants
Carl Perkins Program
DataQuest
College and Career Indicator
21
Reporting Method
EOY 1: Perkins Reporting Changes
End of Year Training 1 & 4 v1.11, June 02, 2015
2015-16 2016-17 Future2014-15Past 2015-16 2016-17 Future2014-15Past
* PDS will be the official source for Perkins E1 data through 2014-15 and for Perkins E2 data through 2015-16, but it is important that all data be submitted through both systems during those parallel years to ensure consistency.
Perkins paper report
Perkins Data System (PDS)*
CALPADS – EOY 1
Perkins Data System (PDS)*
CALPADS – Fall 3
22
PerkinsE1
PerkinsE2
Perkins paper report
EOY 1: Perkins Reporting Changes
End of Year Training 1 & 4 v1.11, June 02, 2015
Capstone courses and the non-traditional gender for a course will be determined automatically based on the course code used.
See the CALPADS Valid Code Combinations version 6.1 or later for the complete list:http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
New CTEReportsNew CTEReportsNew CTEReports
in 2015-16
23
EOY 1: Information Reported
End of Year Training 1 & 4 v1.11, June 02, 2015
Courses Completed
CTE Participants
Courses completed are not compared to course enrollment reported during Fall 2
24
EOY 1: Terminology
End of Year Training 1 & 4 v1.11, June 02, 2015
CTE Participants
ConcentratorsOn a pathway
Completed apathway
Completers
Completed a CTE coursebut not on a pathway
Non-concentrator
CTE Pathway
A sequence of courses providing academic knowledge and skills needed to prepare students for further education and careers… and which may lead to proficiency, a credential, a certificate, or a degree in a given career path.
25
EOY 1: Data Included
End of Year Training 1 & 4 v1.11, June 02, 2015
Course Completion
SSID Enrollment
Student Information
Primary, secondary, or
short term enrollments
Grades 7-12 and US
Course Section
Completion
Staff Demographics
Departmentalized courses including ROP/C (no self-
contained courses)
Teachers of courses
completed
Student Course Section
Completion
Enrollment in departmentalized courses including
ROP/C
Do not submit staff assignments. They are not required for EOY 1 and submitting them may wipe out Fall 2 data
26
EOY 1: Data Included
End of Year Training 1 & 4 v1.11, June 02, 2015
Course Completion
Do Not Submit
Before/after school
Student aide
Summer session** Unless the student is already
enrolled in your school during the normal school year, do not submit summer course completion records.
Optional
Study hall
Homeroom
27
EOY 1: Data Included
End of Year Training 1 & 4 v1.11, June 02, 2015
Career and Technical Education
SSID EnrollmentStudent
Information
Primary, secondary, or short term enrollments
Grades7-12 and
US
Student CTE(Concentrators or
Completers)
Student Course Section Completion(Non-Concentrators)
Departmentalized CTE courses
28
EOY 1: Required Fields
End of Year Training 1 & 4 v1.11, June 02, 2015
Record Element(s) Values and/or Notes
SENREnrollment status 10, 20 or 30
Grade Level 07-12, or US
SDEM SEID Matches SEID in one or more CRSC records
CRSC
Reporting LEASchool of Course DeliveryAcademic Year IDCRS-State Course CodeCRS-Local Course IDCRS-Course NameCRS-Course Content CodeCRS-UC CSU Approved IndicatorCourse Section IDAcademic Term Code
Course Section Instructional Level Code Will likely be used in upcoming College and Career Indicator
SEID Valid SEID or 9999999999
Local Staff ID
See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements
Course Completion or CTE Non-Concentrator
29
EOY 1: Required Fields
End of Year Training 1 & 4 v1.11, June 02, 2015
Record Element(s) Values and/or Notes
CRSC
Instructional Strategy Code 300 or 700 if applicable
Independent Study Indicator
Distance Learning Indicator Y or N
Education Program Funding Source Code 113 if CA Partnership Academy Course
SCSC
Student Credits AttemptedStudent Credits Earned
9-12 grade students only
Student Course Final Grade
UC/CSU Admission Requirement Code
Marking Period Code (SCSC)
Course Completion or CTE Non-Concentrator continued
30
EOY 1: Required Fields
End of Year Training 1 & 4 v1.11, June 02, 2015
Record Element(s) Values and/or Notes
CRSC CRS-State Course Code 4000-5955 for Non-concentrators
CRSC CRS-CTE Technical Preparation Course Indicator Y
Record Element(s) Values and/or Notes
SENREnrollment status 10, 20, or 30
Grade Level 07-12, or US
SCTE CTE Pathway Code <Any valid code>
Record Element(s) Values and/or Notes
SENREnrollment status 10, 20, or 30
Grade Level 07-12, or US
SCTE CTE Pathway Completion Academic Year ID <Valid year range>
CTE Non-Concentrator
CTE Concentrator
CTE Completer
31
EOY 1: Online – Adding or Maintaining Course Section Completion Data
End of Year Training 1 & 4 v1.11, June 02, 2015
43
1
2
7a Click add a new course section
7b
Click edit an existing course section
Make sure the academic year is correct and Submission Type is set to Course Completion
65
32
EOY 1: Online – Adding Course Section Completion Data
End of Year Training 1 & 4 v1.11, June 02, 2015
Course Instructional Level Code is referred to as Non-Std Instr Level in snapshot reports
Fields not relevant to EOY1 are not required or updated by CALPADS and are greyed out when editing course section records
Required
Conditional
33
EOY 1: Online – Adding Student Course Section Completion Data
End of Year Training 1 & 4 v1.11, June 02, 2015
via Course Section1
3
2
4
6
Make sure Submission Type is set to Course Completion
5
7
34
EOY 1: Online – Adding Student Course Section Completion Data
End of Year Training 1 & 4 v1.11, June 02, 2015
via Course Section
8
35
EOY 1: Online – Adding Student Course Section Completion Data
End of Year Training 1 & 4 v1.11, June 02, 2015
via Course Section
9b
9a
36
EOY 1: Online – Adding Student Course Section Completion Data
End of Year Training 1 & 4 v1.11, June 02, 2015
Add a record for each marking period that accrues credits for which a grade is given within a single course.
Required
Conditional
Enter the SSID, then click Lookup.
10
11
via Course Section
Required if student grade level is 9-12 or US
37
EOY 1: Online – Adding Student Course Section Completion Data
End of Year Training 1 & 4 v1.11, June 02, 2015
3
1
2
via Student
4
65
7
38
EOY 1: Online – Adding Student CTE Status
End of Year Training 1 & 4 v1.11, June 02, 2015
5
via Student
3
1
2
4
39
EOY 1: Online – Adding Student CTE Status
End of Year Training 1 & 4 v1.11, June 02, 2015
Required
Conditional
6
7
via Student
40
EOY 1: Online – Viewing Teacher Course Sections
End of Year Training 1 & 4 v1.11, June 02, 2015
4
32
Click to edit an existing course section
Make sure the academic year is correct and Submission Type is set to Course Completion
65
1
41
EOY 1: Error Highlights
End of Year Training 1 & 4 v1.11, June 02, 2015
Error Code Severity Error Message
GERR001 F SCSC: Student Course Final Grade - requiredSCSC: Marking Period – requiredSCTE: CTE Pathway Code - required
SDEM0107 F Invalid Staff Age
SASS0257 F Invalid Assignment Code for Employee on Leave
CRSC0135 F Invalid SEID in Course Section record
CRSC0137 F Invalid Education Program Course Content code or CTE CRS-State Course Code
CRSC0199 F Invalid NPS School of Course Delivery
CRSC0231 F Mismatch of Course (CRS) Attributes
SCSC0140 F Missing Student Credits Attempted
SCSC0141 F Missing Student Credits Earned
SCTE0242 F Invalid CTE Pathway Completion Academic Year ID for Academic Year
Rejected Records
43
EOY 1: Error Highlights
End of Year Training 1 & 4 v1.11, June 02, 2015
Error Code Severity Error Message
CERT054 F Staff Demographics Missing
CERT081 W No Student Course Section Data for a Secondarily or Short Term Enrolled Student
CERT098 W Student Course Section for SSID Not Enrolled during Report Period
CERT099 W No Student Course Section Data for a Primarily Enrolled Student
CERT100 W No Enrollment for Course Section
CERT116 F No Student Course Section records in the pathway reported for a CTE Concentrator or Completer
CERT117 F No student Career Technical Education records submitted for an LEA that received Perkins funding in the current reporting year
Certification Errors
44
EOY 1: Reports
End of Year Training 1 & 4 v1.11, June 02, 2015
3.12 – Career Technical Education Participants – Count
Disaggregated
3.13 – Career Technical Education Participants –
Student List
3.14 – Career Technical Education Concentrators and
Completers – Count by Pathway
3.15 – Career Technical Education Concentrators
and Completers – Student List
3.11 – Course Sections Completed
– Student List for Departmentalized
Courses
3.10 – Course Sections Completed – Count and
Details for Departmentalized Courses
3.9 – Course Sections Completed – Count by
Content Area for Departmentalized
Courses
3.16 – Educational Options Course Completion –
Student Count
45
EOY 1: 3.9 - Course Sections Completed
End of Year Training 1 & 4 v1.11, June 02, 2015
School Code
School Name Content Area
State Course Code
Local Course ID &
Course Name# CourseSections
# of Students Completing at Least One Section of
Course
Males Females Total5814530 FCMAT
High14-English Language Arts
2101-Comprehensive English
ENG001-Comprehensive English
5 80 70 150
ENG54-English Language & Composition
6 90 91 181
2106-English Literature
PE01-English Literature 1
4 25 100 125
15-Foreign Language
2215-Chinese (Advanced)
MA44-Chinese 4
3 20 20 40
18-Mathematics 2414-Analytic geometry/ pre-calculus
AB76-Advanced Mathematics
7 150 62 212
Course Completion (CRSC) dataStudent Course Section Completion (SCSC) data
Course Completion counts exclude courses that are:- Completed by students in grades K-6- Self-contained (course code=1000)
46
EOY 1: 3.10 - Course Sections Completed - Count and Details for Departmentalized Courses
End of Year Training 1 & 4 v1.11, June 02, 2015
SchoolCode
SchoolName
ContentArea
State CourseCode
Local Course ID &Course Name
CourseContent
CTE TechPrep
CTE Course
UC/CSUApproved Sec ID
5814530 FCMAT High 14-EnglishLanguage Arts
2101-Comprehensive English
ENG0001-Comprehensive English
0102
2105-American literature
ENG0012-Literature
1112
18-Mathematics 2414-Analytic geometry/ pre-calculus
AB76-AdvancedMathematics
Y 1112
BB76-Geometry 0506
Educational Options# Students Completing
Course Section
TermNon-Std Inst Lvl Inst Strat
CTEProvider
IndStudy
DistLearn
Pgm FundSource AVID IB Course Males Females Total
Q1 650-English Learner Mainstreaming
Y 10 12 22
Q1 21 6 27Q2 18 20 38Q2 23 22 45Q1 113-Cal Part AC Y 35 24 58FY 113-Cal Part AC 12 34 46Q1 10 5 15Q1 7 9 16
Course Section Completion (CRSC) data
Referred to as Course Instructional Level Code (9.19) when editing course section records online
47
End of Year Training 1 & 4 v1.11, June 02, 2015
Column onReport
AssociatedField
Field #Value(s) counted on
report
Ind Study Independent Study Indicator 9.23 Y
Dist Learn Distance Learning Indicator 9.24 Y
Pgm FundSource
Education Program CodeFunding Source Code
9.26 113 (California Partnership Academy funding source)
AVID State Course Code 9.07 6023 (AVID Course code )
IB Course State Course Code 9.07 International Baccalaureate (IB) course code*
EOY 1: 3.10 - Course Sections Completed - Count and Details for Departmentalized Courses
Selection Criteria for Educational Options
* A list of IB codes can be found on the “Course Group Master Combos” tab in the CALPADS Valid Code Combinations on the Resources slide near the end of the presentation
48
EOY 1: 3.11 - Course Sections Completed - Student List for Departmentalized Courses
End of Year Training 1 & 4 v1.11, June 02, 2015
SchoolCode
SchoolName Content Area
StateCourseCode
LocalCourse ID& Course
Name Sec ID Term SEID5814530 FCMAT
High14-EnglishLanguage
2101-ComprehensiveEnglish
ENG54-EnglishLanguage & Composition
11 Q1 9716646544
14-EnglishLanguage
2101-ComprehensiveEnglish
ENG54-EnglishLanguage & Composition
11 Q1 9746238455
5814531 CSISMiddle
14-EnglishLanguage
2101-ComprehensiveEnglish
ENG54-EnglishLanguage & Composition
11 Q1 9774465314
Student Course Section Completion (SCSC) data
TeacherName SSID
StudentName Local ID Gender Grade
Ethnicity/Race
MarkingPeriod
CreditsAttempted
CreditsEarned
FinalGrade
UC/CSUAdmission
ReqBlack, Jordan
4254697123Cooper,Michael
789984 M 10 White Q1 4.00 2.00 C B-English
Black, Jordan
4564655419Drew,Janet
840216 F 12 HispanicQ1
3.00 3.00 B B-English
Black, Jordan
3795484215Wilken,James
389118 M 08 MultipleQ1
3.00 3.00 D
Course Completion (CRSC) data
49
EOY 1: 3.16 - Educational Options Course Completion - Student Count
End of Year Training 1 & 4 v1.11, June 02, 2015
State Program Participant Count
SchoolCode
SchoolName
Total Students(Unduplicated)
# in IndependentStudy Courses(Unduplicated)
# in DistanceLearningCourses
(Unduplicated)
# in Courseswith CA
PartnershipAcademyFundingSource
(Unduplicated)
# in AVIDCourses
(Unduplicated)
# inInternational
Baccalaureate (IB) Courses
(Unduplicated)
5814530FCMATHigh
157 15 27 49 29 37
5814531CSISMiddle
161 16 37 16 64 28
Total - SelectedSchools
318 31 64 65 93 65
Student Course Section Completion (SCSC) data
50
EOY 1: 3.12 - Career Technical Education Participants
End of Year Training 1 & 4 v1.11, June 02, 2015
School Code
School Name Gender Ethnicity/Race
# CTE Concentrators(including Completers) *
# CTE Non-Concentrators
Total CTEParticipants
5814530 FCMAT High
F Hispanic 88 14 102
White 2 3 5
All 90 17 107
M Hispanic 45 5 50
Asian 25 5 30
Multiple 5 5 10
Missing 1 1 2
All 76 16 92
All Hispanic 133 19 152
White 2 3 5
Asian 25 5 30
Multiple 5 5 10
Missing 1 1 2
All 166 33 199
Student CTE(SCTE) data
Includes CTE Pathways and CTE course completion records
Student Course Section Completion (SCSC) data Click to expand the view of the data
51
EOY 1: 3.13 - Career Technical Education Participants - Student List
End of Year Training 1 & 4 v1.11, June 02, 2015
SchoolCode
SchoolName SSID
StudentName Local ID Gender Grade
Ethnicity/Race
EnrollmentStatus
CTEPathway
5814530 FCMATHigh
4254697123Cooper,Michael
789984 M 10 White 01-Primary102-
Agriscience
4254697123Drew,Janet
840216 F 12 Hispanic 01-Primary
5814531 CSISHigh
4254697123Wilken,James
389118 M 09 Multiple 01-Primary132-
Education
Student CTE (SCTE) data
Key IndicatorsCTE
CompleterYear
Title III EligibleImmigrants
Gifted andTalented
EducationTitle I Part C
MigrantSpecial
EducationPregnant orParenting
LEP (EL +Selected RFEP)
Socio-economicallyDisadvantaged
Y
Y Y Y Y
2010-2011 Y Y Y Y
Student Program (SPRG) data
Student Information (SINF) data
Absence of CTE Pathway code indicates courses only
(non-Concentrator)
Absence of CTE Completion Year indicates
that student was not a completer this reporting
year
52
Concentrator Key indicators# Title III Eligible
ImmigrantsPregnant or Parenting
# Gifted andTalented
Education
# Title IPart C
Migrant# SpecialEducation
# LEP (EL +Selected
RFEP)
# Socio-economically
Disadvantaged1 1 0 0 1 Y2 0 0 1 4 Y3 1 0 1 5 N2 1 0 0 1 Y0 0 1 0 2 N2 1 1 0 3 Y3 2 0 0 2 N2 0 1 1 6 N5 2 1 1 8 N
EOY 1: 3.14 Career Technical Education Concentrators and Completers – Count by Pathway
End of Year Training 1 & 4 v1.11, June 02, 2015
CTESchool Code School Name CTE Pathway Gender # Concentrators # Completers
5814530 FCMAT High 100-Agriculture Business F 2 2M 23 15All 25 17
101-Agriculture Mathematics F 0 0M 5 1All 5 1
TOTAL F 2 2M 28 16All 30 18
Student CTE(SCTE) data
Student Programs (SPRG) dataStudent Information (SINF) data
CTE course completion records excluded from this report53
EOY 1: 3.15 - Career Technical Education Concentrators and Completers - Student List
End of Year Training 1 & 4 v1.11, June 02, 2015
SchoolCode
SchoolName SSID
StudentName Local ID Gender Grade
Ethnicity/Race
CTEPathway
CTE Completer
Year5814530 FCMAT
High 4254697123 Cooper,Michael 789984 M 10 White 102-
Agriscience 2010-2011
4254697123 Drew,Janet 840216 F 12 Hispanic 132-
Education 2010-2011
5814531 CSISHigh 4254697123 Wilken,
James 389118 M 06 Multiple 132-Education 2010-2011
Student Course Section Completion (SCSC) data
Key Indicators
StudentExit Date
StudentExit
Reason
StudentSchool
CompletionStatus
Title III Eligible
Immigrants
Pregnant or
Parenting
Gifted andTalented
Education
Title IPart C Migrant
SpecialEducation
LEP (EL +Selected
RFEP)
Socio-economically
Disadvantaged
5/30/2010 E230-Completer Exit
100-Graduated,StandardHS Diploma
Y
5/30/2010 E230-Completer Exit
100-Graduated,StandardHS Diploma
Y Y Y Y
5/30/2010 E230-Completer Exit Y Y Y Y
Student Program (SPRG) data
Student Information (SINF) data
54
EOY 1: 2014-15 Changes
End of Year Training 1 & 4 v1.11, June 02, 2015
Functionality Description
Code Sets
Career Technical Education Industry Sector – renamed code• Name for FIN code changed from “Finance and Business” to “Business
and Finance”Career Technical Education Pathway – 15 codes retired, 4 renamedCourse Group State – 14 codes added, 3 retired, 26 redefined, 9 renamed
Certification Errors
Added fatal errors• No Student Course Section records in the pathway reported for a CTE
Concentrator or Completer• No student Career Technical Education records submitted for an LEA
that received Perkins funding in the current reporting year
See the CALPADS File Specifications (Forms) and CALPADS Valid Code Combinations on the Resources slide near the end of the presentation for more detail on changes
55
EOY 1: Reminders
End of Year Training 1 & 4 v1.11, June 02, 2015
Course completion for End of Year 1 is not compared to Course enrollment from Fall 2
Do not submit the SASS file. Staff
Assignment data is not required
for EOY and submitting a file may
wipe out previously submitted
data
Course completion is
only required for
departmentalized
classes in grades 7-12
CTE Non-Concentrators are reported in the CRSC file only while CTE Concentrators are
determined using the SCTE file
SEIDs submitted in Course Section
Completion (CRSC) records are
checked to make sure a
corresponding Staff Demographic
(SDEM) record exists in CALPADS
(unless SEID is 9999999999)
56
Looking Forward
End of Year Training 1 & 4 v1.11, June 02, 2015
E2 data will be need to be reported in CALPADS in 2016-17 for graduates
reported as CTE completers in EOY 2015-16
* Determined by Course Non Standard Instructional Level (9.19) – code 16, College
College and Career
Indicator
Perkins
57
Break Time!
End of Year Training 1 & 4 v1.11, June 02, 2015
5 minute break
Remember that you can attend the CALPADS Q & A sessions on Wednesdays at 3 p.m. if you have additional questions during the submission window. Sign up on the CSIS CALPADS training registration page listed in the Resources section near the end of this presentation.
58
EOY 4: Purpose
End of Year Training 1 & 4 v1.11, June 02, 2015
Waivers and exemptions that
have been granted, denied or
withdrawn
Reporting per California Code of Regulations, Title 5, Section 1207.1
CA Department of Education
DataQuest
60
EOY 4: Terminology
End of Year Training 1 & 4 v1.11, June 02, 2015
WaiverAllows a student to pass the CAHSEE
with a modified score and accommodations
ExemptionIndicates that a student is required to take the
CAHSEE, but not required to pass
As of July 1, 2009 students with disabilities (Special Ed or 504 Accommodation Plan) are not required to pass the CAHSEE to graduate
62
EOY 4: Data Included
End of Year Training 1 & 4 v1.11, June 02, 2015
Waivers or Exemptions
If student exited, exit date is between
7/1/2014 and 8/15/2015;
completion status is 106 or 108
Program Type = 144 (Special Ed) or 101
(504 Accommodation Plan)
Primary or specialized services
enrollments
Grades10-12, or
US for waivers;
grades 12 or US for
exemptions
Student InformationSSID Enrollment Student Program Waiver or
Exemption
63
EOY 4: Required Fields
End of Year Training 1 & 4 v1.11, June 02, 2015
See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements
Record Element(s) Values and/or Notes
SENR
Enrollment Status Code 10 or 40
Student School Start Date & Student School Exit Date Enrollment between 7/1/2014 and 8/15/2015
SPRGEducation Program Code 144 (Special Education) or
101 (504 Accommodation Plan)
SWAV
SSIDLocal Student IDStudent Legal First NameStudent Legal Last Name Student Birth DateStudent Gender CodeEducation Regulatory Exemption Outcome Start Date
Waivers and Exemptions
64
EOY 4: Required Fields
End of Year Training 1 & 4 v1.11, June 02, 2015
Record Element(s) Values and/or Notes
SENRStudent School Completion Status blank or 106
Grade Level Code 10-12 or US
SWAVEducation Regulatory Exemption 1 (Math waiver), 2 (ELA waiver)
Education Regulatory Exemption Outcome 1 (Granted), 2 (Denied) or 3 (Withdrawn)
Record Element(s) Values and/or Notes
SENRStudent School Completion Status blank or 108
Grade Level Code 12 or US
SWAVEducation Regulatory Exemption 3 (Exemption)
Education Regulatory Exemption Outcome 1 (Granted)
Waivers
Exemptions
65
EOY 4: Online - Adding Waivers or Exemptions
End of Year Training 1 & 4 v1.11, June 02, 2015
3
1
2
4
Search for an existing SSID or choose a list to view
6
5
66
EOY 4: Online - Adding Waivers or Exemptions
End of Year Training 1 & 4 v1.11, June 02, 2015
7b
7a
Add a new waiver records or edit existing waiver records
Required
67
EOY 4: Error Highlights
End of Year Training 1 & 4 v1.11, June 02, 2015
Error Code Severity Description
SWAV0158 F Duplicate waiver
SWAV0205 F CAHSEE Waiver Start Date is outside the Academic Year Date Range submitted
SWAV0209 F Missing Disabled Student Program Record
SWAV0228 W Potential Invalid Grade Level
SWAV0229 F Third granted Education Regulatory Exemption submitted for a student
Error Code Severity Description
CERT115 F Invalid Primary Disability Code and Student Age Combination
TBD F Missing SCSC record for CTE Concentrator or Completer
TBD F No SCTE Records submitted for a Carl Perkins Program-funded LEA
CERT072 W No Waiver Data Submitted for a Student with a 106 or 108 School Completion Status
CERT092 F Missing Disabled Student Program Record
Rejected Records
Certification Errors
68
EOY 4: Reports
End of Year Training 1 & 4 v1.11, June 02, 2015
6.3 – CAHSEE Waivers and Exemptions – Student List
6.2 – CAHSEE Waivers and
Exemptions – Count Disaggregated
6.1 – CAHSEE Waivers and
Exemptions - Count
69
EOY 4: 6.1 - CAHSEE Waivers and Exemptions - Count
End of Year Training 1 & 4 v1.11, June 02, 2015
Student must have a Special Ed (144) or a 504 Accommodation Plan (101) record during the reporting period that also overlaps the student’s enrollment in the LEA.
CAHSEE Math Waiver (1)SchoolCode
SchoolName
TotalRequested # Granted # Denied # Withdrawn
5814530 FCMAT High 63 10 5 6
5814531 CSIS High 58 5 5 2
1234567 123 High 64 20 2 6
TOTAL – Selected Schools 118 35 12 12
Student Waiver (SWAV) data
CAHSEE ELA Waiver (2) CAHSEE Exemption (3)# Granted # Denied # Withdrawn # Granted # Denied # Withdrawn
20 4 4 8 0 3
20 7 5 5 0 4
3 2 8 16 0 5
43 13 17 29 0 12
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EOY 4: 6.2 - CAHSEE Waivers and Exemptions - Count Disaggregated
End of Year Training 1 & 4 v1.11, June 02, 2015
OutcomeSchoolCode
SchoolName
RegulatoryExemption Gender
Ethnicity/Race
TotalRequested
# Granted(1)
# Denied(2)
# Withdrawn(3)
5814530 FCMAT High 1-CAHSEE Math Waiver
F Hispanic 12 4 7 1White 9 2 5 2All 21 6 12 3
M Hispanic 14 7 6 1White 11 8 3 0All 25 15 9 1
All Hispanic 26 11 13 2White 20 10 8 2All 46 21 21 4
2-CAHSEE ELA Waiver
F Hispanic 10 4 6 0All 10 4 6 0
All Hispanic 10 4 6 0All 10 4 6 0
All F Hispanic 22 8 13 1White 9 2 5 2All 31 10 18 3
M Hispanic 14 7 6 1White 11 8 3 0All 25 15 9 1
All Hispanic 36 15 19 2White 20 10 8 2All 56 25 27 4
Student Waiver (SWAV) data Click to expand the view of the data
71
EOY 4: 6.3 - CAHSEE Waivers and Exemptions - Student List
End of Year Training 1 & 4 v1.11, June 02, 2015
SchoolCode
SchoolName SSID
StudentName Local ID
Gender Grade
Ethnicity/Race
RegulatoryExemption
Code
RegulatoryExemptionOutcome
OutcomeStartDate
DisabilityCategory
5814530 FCMATHigh 4254697123 Cooper,
Michael 789984 M 11 White 1-CAHSEEMath Waiver 1-Granted 3/4/2010 220-Hard of hearing
(HH)
7458123468 Drew,Janet 840216 F 12 Hispanic 2-CAHSEE
ELA Waiver 2-Denied 5/12/2009240-Speech or
language impairment (SLI)
5814531 CSISHigh 6452868745 Wilken,
James 389118 M 11 Multiple1-CAHSEE
Math Waiver 1-Granted 6/5/2008
1483772994 Craig,Janice 456412 F 12 Missing
1-CAHSEEMath Waiver 2-Denied 7/12/2009 220-Hard of hearing
(HH)
6942812645 Parish,Sandra 561565 F 11 White 2-CAHSEE
ELA Waiver 3-Withdrawn 3/2/2008 220-Hard of hearing (HH)
Student Waiver (SWAV) data
Disability Category based on most recent SPRG record for program 144 (Special Education). A blank indicates student has record for program 101 (504 Accommodation Plan).
72
EOY 4: Reminders
End of Year Training 1 & 4 v1.11, June 02, 2015
Students with 106 (waiver) or 108 (exemption) completion codes are expected to report waiver or exemption records
Waivers and exemptions
are granted through a
local governing board
As of 7/1/09 Special Ed
students or those with a 504
Accommodation Plan are
exempt from having to pass
the CAHSEE per Ed Code
60852.3(a)
A student may not have more than two waiver
(SWAV) records
73
Full Replacement Files
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY Rec Type Operational Key Fields
1
CRSCSchool of Course DeliveryAcademic Year IDAcademic Term Code
SCSC
School of Course DeliveryAcademic Year IDAcademic Term CodeMarking Period Code
SCTESchool of AttendanceAcademic Year ID
4 SWAV
Academic Year IDReporting LEA SSIDEducation Regulatory Exemption Code
75
Programs Used for Report Sub-Groups
End of Year Training 1 & 4 v1.11, June 02, 2015
Value Used In
F Filters
R Report
N/A Not applicable
Legend
These programs are used in reports (R) or report filtering (F) on SSIDs that have met the criteria for inclusion in one or more of the EOY submissions. If displayed in reports, LEAs are expected to assess their accuracy.
EOY Report Migrant Ed (135)
Socio-Economically
Disadvantaged Special Ed (144)GATE (127)
1-4 1.0a N/A N/A N/A N/A 1 3.12 F F F F1 3.14 F, R F, R F, R F, R1 3.10 F 1 3.11 1 3.9 1 3.13 F, R F, R F, R F, R1 3.15 F, R F, R F, R F, R1 3.16 2 5.1 2 5.4 F F F2 5.2 F F F F2 5.3 F F F F2 5.5 F, R F, R F3 7.1 3 7.3 3 7.4 3 7.6 3 7.2 F, R F, R F, R F, R3 7.5 F F F F4 6.1 4 6.2 F F F F4 6.3 F F F, R F
76
End of Year Steps
End of Year Training 1 & 4 v1.11, June 02, 2015
Submit records
Review and fix certification errors, review warnings
Review reports
3. Review Snapshot
Level 1 (EOY 1-4 Data Collection Certifier) Level 2 (Superintendent Certifier)
4. Certify
SIS Roles
1. Setup
Fix rejected records
Post records
2. Update the CALPADS ODS
77
Certification Status
End of Year Training 1 & 4 v1.11, June 02, 2015
Each EOY snapshot must be individually certified at Level-1 and then at Level-2
Resolve fatal errors and review warnings
Review reports and certify (Level 1 & 2)
3
1
2
45
78
Certification Details
End of Year Training 1 & 4 v1.11, June 02, 2015
2
3
1
4
Data Processor 1 2 4
Superintendent or Administrator
1 3 4
1
2
79
Suggested EOY 1 & 4 Timeline
End of Year Training 1 & 4 v1.11, June 02, 2015
Complete SIS Data Population 6/187days
Upload files and correct errors or discrepancies as needed 6/2810
days
Review certification reports, correct errors, and fix discrepancies
7/1315days
Distribute reports for review and approval 7/25*12
days
Certify (level 1 and level 2) 7/316days
Reminder: If you plan to decertify, allow adequate time to make corrections and for snapshots to run
* Make sure to adjust dates if your LEA closes earlier for summer80
Certification Reminders
End of Year Training 1 & 4 v1.11, June 02, 2015
The last day to make changes that will be included in the snapshot is the day before the certification/ amendment deadline
Remember to review all reports
before certifying
Make sure your snapshot is
certified at Level 2. If you don’t
certify at Level 2, none of your
work counts.
If you are certified and then decertify, you must recertify on or before the deadline date for your data to be pulled.
81
Did you get it?
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1 EOY 4
What data are reported? Course Completion and CTE data
CAHSEE Waivers
What schools are reported? Schools with departmentalized or CTE courses in grades 7-12
Schools with grades 10-12
Which files are submitted? CRSC, SCSC, SCTE SWAV
Are there any files that should not be submitted?
SASS no
Do they need to be submitted in any special order?
SENR first,CRSC before SCSC
SENR before SWAV
82
Question Answer
What is a full replacement file? File which replaces all records with a matching key. For example, submitting one or more course section records will replace all course sections which have the same school, year, and term
How can you find out what schools to report for your LEA?
Review the 2013-14 EOY or current ODS reports
How can you find out what data to report for your LEA?
Check the Expected Schools report
What if you have nothing to report?
You still need to certify to confirm that the zeroes on the reports are accurate
Did you get it?
End of Year Training 1 & 4 v1.11, June 02, 201583
Start the conversations locally
End of Year Training 1 & 4 v1.11, June 02, 2015
Question Answer
Where is the data entered in my student system?
Who needs to review the reports?
What are the EOY certification and deadline dates?
When is the last day of school?When are final grades available?Who is out of the office and when?What are your internal deadlines?
What are three things you can do right now to prepare for EOY reporting?
84
System Documentation
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Resources
End of Year Training 1 & 4 v1.11, June 02, 2015
Document Description Sections
CALPADS File Specifications (Forms)
File layout and requirements for batch submission
SENR, SINF, SPRG, SDIS, SWAV, SDEM, CSRC, SCSC, & SCTE tabs
CALPADS Code Sets Detailed state code lists
CALPADS Valid Code Combinations
Matches up related codes
CALPADS Error List Detailed error message descriptions
SENR, SINF, SPRG, SDIS, SWAV, SDEM, CSRC, SCSC, SCTE, EOY 1-4 tabs
CALPADS Data Guide Detailed requirements
CALPADS Calendar
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
85
Resources
End of Year Training 1 & 4 v1.11, June 02, 2015
Career Technical Education documents
http://www.cde.ca.gov/re/pn/fd/documents/cteframework.pdfhttp://pubs.cde.ca.gov/CTE/index.aspxhttp://www.cde.ca.gov/ci/ct/rp/basics.asp
Perkins reporting changes
http://www.cde.ca.gov/ds/sp/cl/perkinsreporting.asp
CALPADS Training Registration
https://www.calpads.ca.gov/Training/
86
Support
End of Year Training 1 & 4 v1.11, June 02, 2015
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
87
Training Evaluation
End of Year Training 1 & 4 v1.11, June 02, 2015
Please complete our surveyhttp://bit.ly/1n1yKOD
88