REPORTS AND CERTIFICATIONADVANCED
Fall 2
Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Rules
Mute yourself
HOLD
Name & LEAconversation
at a time
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Silencecellphones
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Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Pleasedo not
multitask
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Who’s Supposed to Be Here
Individuals assigned toCALPADS maintenance
Fall 2 Adv. Reporting & Certification v1.0, October 21, 20134
Training Sequence
Essential 1:Overview & Requirements
Essential 3:Data Submission
Fall 1
Fall 2 DP Fall 2
Fall 2 Adv
Essential 4: Anomalies
Fall 2 Adv. Reporting & Certification v1.0, October 21, 20135
Agenda
60 minutesCommon Problems
New Changes Fall 2 Overview Certification
Wrap-Up
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Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Fall - 2 Overview
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Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
DATA COLLECTED Overview
Student Profile Student Enrollment Student Information Student Programs
Staff Demographics Staff Assignments Course Section Student Course Section
Data used to identify English Learners
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Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
DATA SUBMISSION PERIOD
Fall 2 represents a point in time count of ….
• Students enrolled in classes on Census Day • Course sections occurring on Census Day
• Exceptions:• Tracked schools not in session on Census Day• Course sections that begin no later than 30 calendar
days after Census Day
• Staff who are employed as of Census Day
• Exception:• Staff who are employed within 30 days after Census
Day for school tracks that are not in session on Census Day
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Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Information Reported
• Count and FTEStaff
• NCLB HQT Compliance• By Content Area
Course Section Enrollment
• Student Count• Count of Teachers Providing EL Services
English Learner Services
Fall 2 counts course and staff data for the same group of students expected for Fall 1
Fall 2 counts course and staff data for the same group of students expected for Fall 1.
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Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
What To Submit
Order Online Batch1 Student Enrollment SENR2 *Student Information SINF3 Student Program SPRG4 Staff Demographics SDEM5 Staff Assignments SASS6 Course Section CRSE7 Student Course Section SCSE
* Student Information data is used to identify English Learners for Fall-2.
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Important Dates
Census DayOct. 2nd Certification Deadline Amendment Window
Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
CALPADS Calendar:http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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Fall 2 Accounts and Roles
Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Reminders Daily use account LEA Admin cannot certify
Role Allows user toFall 2 Data collection Certifier View certification status and level 1 certifySuperintendent Certifier View certification status and level 2 certifySENR View and submit enrollment dataSINF View and submit demographic dataSPRG View and submit program dataSASS View and submit staff assignment dataSDEM View and submit staff demographic dataCRSE View and submit course data
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Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Fall 2 Checklist – Preparation
Review 2013-14 Fall 2 Activities
• Identify roles and responsibilities• Establish target dates for submissions and reviews• Review upcoming Fall 2 changes
Local student information system (SIS) Activities
• Check with vendor for 2013-14 updates• Verify sites and district on same SIS version• Audit SIS records to ensure required data are populated
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Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
FALL CHANGES
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2013-2014 ChangesImplemented Functionality Description
Jul - 2013 Code Set New codes added for the following code sets:• Course Group State – See CP Code Sets document• Education Program – 185 (Transitional Kindergarten)• Education Service English Learners – 6 (Other English
Learner Service)• Non Classroom Based or Support Assignment – 0160
(Charter School Administrator or Director)• Direct Certification - B (SNAP/TANF), S (SNAP), T
(TANF) – visible in CALAPDS front-end onlyJul - 2013 Code Set Modified Code names and definitions:
• Course Group State – See CP Code Sets document• Disability Category – 210 (modified name & definition)• Education Program – 181 (modified definition)• Education Program – 182 (modified definition)• English Language Arts Proficiency Test – U (modified
definition)• School Completion Status – 100 – (modified definition)• Interdistrict Transfer Code – (modified name & definition)• Employment Status Category – (modified definition)
Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
See CALPADS Code Sets document for complete list of changes - http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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2013-2014 Changes
Implemented Functionality Description
Jul - 2013 Code Set Retired codes for the following code sets:• Course Group State– See CP Code Sets document
Sep – 2013 CFS Removed - Field 2.47 (Student Initial Ninth Grade Entry Year) from the CFS, CP Online screens & Report 1.10
Sep - 2013 Foster Match Foster Youth data from CA Dept of Social Services (CDSS) matched in CALPADS.
Sep – 2013 Submission Spring data collection (aggregates) have been added to Fall 1 (includes reports, validation, certification rules and backend aggregate processes).
Sep – 2013 Support CALPADS Error List now under Help Menu and Page.
Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
See CALPADS Code Sets document for complete list of changes - http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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2013-2014 Changes
Implemented Functionality Description
Apr -2013 Report New printable error reports now available for data certifications.
Apr -2013 Report New County/Authorizing IRC reports now available in CP.
Sep -2013 Report Birth Country = Puerto Rico modified in Title III Eligible Immigrant counts in Snapshot and ODS Reports 2.1 and 2.2 to use new Business Rules.
Sep – 2013 Report New LCFF Certification reports 1.17 and 1.18 replacing report 5.1a and 5.3a from Certification UI for AY 2013-14.
Sep – 2013 Report New County-level aggregate report of LCFF supplemental funding categories.
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2013-2014 Changes
Implemented Functionality Description
Jan - 2013 Validation Rule New SPRG0254 (Fatal) – to identify invalid NSLP Program Record. Student must only have one open National School Lunch Program record.
Feb - 2013 Validation Rule New SINF0259 (Warning) - to prevent LEAs from overwriting a "homeless status" in the Primary Residence Category Code field.
Jul - 2013 Validation Rule New SPRG0263 (Warning) - Validate appropriate age for Transitional Kindergarten Program.
Jul - 2013 Validation Rule New SPRG0264 (Warning) - Validate appropriate Grade Level for Transitional Kindergarten Program.
Jul - 2013 Validation Rule Disabled SENR0262 (Fatal) - to ensure any Kindergarten student that is not in Special Education has a student age that is between 4 and 7 years old inclusive.
Sep - 2013 Validation Rule New SINF0266 (Fatal) - Invalid initial English Language Acquisition Status Code for newly enrolled student
Fall 2 Adv. Reporting & Certification v1.0, October 21, 201319
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2013-2014 Changes
Implemented Functionality Description
Sep - 2013 Validation Rule New SINF0267 (Fatal) - Invalid change to "EL" English Language Acquisition Status Code
Sep - 2013 Validation Rule New SENR0265 (Warning) - Invalid Student Age for GED Completion Code
Sep - 2013 Validation Rule New SINF0269 (Warning) - Student Grade Level is outside the designated grade span for the school
Nov - 2013 Validation Rule Modified CRSE0127 (Fatal) - Invalid NCLB Core Course Instructional Level Code
Nov - 2013 Validation Rule New CRSE0274 (Fatal) - More than one Education Service Code submitted for the same course
Nov - 2013 Validation Rule New SASS0272 (Fatal) - Invalid use of Superintendent-level Non-Classroom Based or Support Assignment Codes
Fall 2 Adv. Reporting & Certification v1.0, October 21, 201320
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2013-2014 Changes
Implemented Functionality Description
Sep - 2013 Validation Rule New CERT104 (Fatal) - Course Section Missing Education Service Code (Fatal)
Sep - 2013 Validation Rule New CERT105 (Warning) - Invalid Staff FTE %
Sep - 2013 Validation Rule New CERT106 (Fatal) - Invalid "TBD“ English Language Acquisition Status Code (Fatal)
Sep - 2013 Validation Rule New CERT107 (Warning) - Invalid Free Meal Program (181) or Reduced Price Meal Program (182) Records
Nov - 2013 Validation Rule New CERT108 (Warning) - Total FTE to Total Staff ratio is greater than 1.25 or less than .75
Nov - 2013 Validation Rule New CERT109 (Fatal) - Missing Employment Status Category
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Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Certification Review
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Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Certification Requirements
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Review allfive aggregate
reportsZerofatal
errors
Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Fall 2 Certification Reports
Establish Report Review Process– Data stewards should review reports– Have reviewers sign off to verify they
have reviewed
Evaluate Certification Aggregate Reports English Learner Education Services –
Student Count (2.4) Count of Teachers Providing EL Services (2.5)
NCLB Core Course Section Compliance (3.4) Course Section Enrollment by Content Area (3.6) Staff Count and FTE by Job Classification (4.1)
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Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Data Certification – Student
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• English Learner - Count by Primary Language (2.6)
SUPPORTING REPORT
• Student Information ODS Download
EXTRACTS
Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Data Certification – Staff
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• Staff – Count and FTE by Job Classification Disaggregated (4.2)
• Staff – Teaching Assignments – Detail (4.3)• Staff Profile – List (4.4)• Staff - Non Classroom Based or Support Assignment – Detail
(4.5)
SUPPORTING REPORTS
• Staff Demographics ODS Download• Staff Assignment - ODS Download
EXTRACTS
Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Data Certification – Course
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• Class Size – by Content Area (3.1)• Class Enrollment – by Content Area (3.2)• Class Enrollment – Student List (3.3)• NCLB Core Course Section Compliance – Detail (3.5)• Course Section Enrollment – Count and Details (3.7)• Course Section Enrollment – Student List (3.8)• English Learner Education Services-Student List (2.7)• English Learner Instructional Plan - Count of ELs by
Instructional Strategy (2.11)
SUPPORTING REPORTS
• Course Section Enrollment ODS Download• Student Course Section Enrollment ODS Download
EXTRACTS
Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Fall 2 Steps
5. CertifyLevel 1 (Data Processor) Level 2 (Superintendent)
3. Review Reports & Resolve ErrorsFix fatal errors Review warnings
2. Submit dataStudent Staff Course
1. SetupAccounts Roles
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Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Common Problems
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Common Problems
Lack of internal cooperation – Reporting HQT Status
Coordinate EARLY to identify teacher-course-section– State Course Code Assignment
Request signoff of current assignments– Report Verification
Request signoff of certification and supporting reports Competing Priorities
– Collect data throughout the year– Perform regular enrollment updates– Check ODS reports periodically
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Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
KNOWN ISSUES
Fall 2 Issues
http://www.cde.ca.gov/ds/sp/cl/knownissues.asp
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Wrap-Up
Fall 2 Adv. Reporting & Certification v1.0, October 21, 201344
Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Snapshot Generation
ODS SnapshotFall 2 Data
ODS SnapshotFall 2 Data
Regular Nightly Processing
After certification
CALAPDS availability and nightly processing schedule is available at:http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp
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1 - Student Profile Add, Update, Replace, or Delete: applies to each record
2 - Staff Demographics Add, Update, Replace, or Delete: applies to each record
3 - Staff Assignment Replace or Delete: applies to ALL records for each school
4 - Course Section Replace or Delete: applies to ALL records for each school
5 - Student Course Section Replace or Delete: applies to ALL records for each school
Understand the order and submission process rules to avoid issues:
Batch Submission Order and Processes
Fall 2 Adv. Reporting & Certification v1.0, October 21, 201346
Reminders
Fall 2 Adv. Reporting & Certification v1.0, October 21, 201347
* 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
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Resources
Document Description SectionsCALPADS File Specifications (Forms)
File layout and requirements for batch submission
SENR, SINF, SPRG, CRSE & SCSE tabs
CALPADS Error List Detailed error message descriptions
Student Enrollment, Student Information, Student Programs, Course Section, Student Course Section and Fall 2 Certification tabs
CALPADS Data Guide Detailed requirements Sections 3.5, 3.6, 2.2 & 2.3.2
CALPADS Calendarhttp://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Self-paced Trainingshttps://csis.fcmat.org/Pages/Self-Paced-Training.aspx
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System Documentation
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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Resources
Document Description SectionsCALPADS Code Sets File layout and
requirements for batch submission
CALPADS Valid Code Combinations
Detailed error message descriptions
CBEDS Assignment/Course Code Mapping
Detailed requirements
Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Mapping Guidehttps://csis.fcmat.org/Pages/Fall-2-Advanced.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#listservs
Fall 2 Adv. Reporting & Certification v1.0, October 21, 201350
Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013
Training Evaluation
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Questions
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