REPORTS AND CERTIFICATION ADVANCED

REPORTS AND CERTIFICATIONADVANCED

Fall 1

Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

Who’s Supposed to Be Here

Individuals assigned toCALPADS maintenance


Training Sequence


Essential 1:Data Coordinator Orientation

Essential 2:Interface & Administration

CALPADS 2014-15 System Changes

Fall 1

Fall 2 Data Population

Fall 2

End of Year 1 & 4

End of Year 2 & 3

Essential 4: Anomalies

3

Courtesy Guidelines

Mute yourself

HOLD


1conversation

at a time

SilenceCell phones

4

Agenda


60 minutes

Summary of Fall-1Changes & Impact

Wrap-Up

CertificationReview

Common Problems

Fall-1 Overview& Changes

5


Fall 1 Overview& Changes

6

Important Dates

Census Day

Oct. 1st

Certification deadline

Amendment Window


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

7

File Layout Changes – File Formats


* Grade level has always been in the SENR file but did not previously update CALPADS. A grade level in the SENR will now update CALPADS.

See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed layout and field requirements

Primary Language Code (1.22)Grade Level Code* (1.25)Student School Transfer Code (1.31)District of Geographic Residence Code (1.32)

-----------------------------------------

SENR

Homeless Dwelling Type Code (3.23)Unaccompanied Youth Indicator (3.24)Runaway Youth Indicator (3.25)

SPRG

Primary Language Code (12.15)English Language Acquisition Status Code (12.13)English Language Acquisition Status Start Date (12.14)

SELA

Grade Level Code (2.32)*Interdistrict Transfer Code (2.34)

District of Geographic Residence (2.35)

Primary Residence Category Code (2.33)

Student Proficient or Advanced for ELA Code (2.43)Filler fields

Primary Language Code (1.22)English Language Acquisition Status Code (2.41)

English Language Acquisition Status Start Date (2.42)

SINF----------------------------------

-----------------------------------------------------------------------------------------------

--------------------------------------------------------------------------------------------------------

----------------------------------------------------------------------

-----------------------------------------------------------------------------------

------------------------------------------------------

Ethnicity, Race, Address, and other fields remain

= Field moved = Field was replaced by a different field with a similar purposestrikethrough = Field removedgreen = Field new to file------------------

Legend

8


What To File Types Submit

Order Online Batch1 Student Enrollment SENR2 Student Information SINF*3 Student ELA SELA*4 Student Programs SPRG

9

• * 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.


Enrollment Status Reported

Active Enrollment

• Census Day

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 day10

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:

11

Parent Level of Education

Free & Reduced Meal Program

*

FRPM Eligible Reported


Student Program

Direct Certification (Nov)

Count Source:

12

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


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

13

ReportingLEA

AcquisitionCode

Status Date

Effective Start Date

CSIS High RFEP 9/5/2012 11/5/2012

CSIS High EL 9/5/2010 10/1/2010

CSIS Middle EL 9/5/2010 10/1/2010

ReportingLEA

AcquisitionCode

StatusDate

EffectiveStart Date

CSIS High RFEP 9/5/2012 11/5/2012

CSIS High EL 9/5/2012 10/1/2012

CSIS High EL 9/5/2010 10/1/2011

CSIS High EL 9/5/2010 10/1/2010

CSIS Middle EL 9/5/2010 10/1/2010

CSIS Middle TBD 9/5/2010 9/5/2010

CSIS Middle IFEP 8/5/2008 8/5/2008

CSIS Middle EO 8/5/2007 8/5/2007

ELAS History Conversion


TBD DuplicatesSRRTS

MigrationRecords eliminated:

Keep earliest Start Date per Status per LEA

Most recent record in history always kept

Acquisition

CodeProficiency

LevelStatus Date

Effective Start Date

Effective End Date

RFEP Y 9/5/2012 11/5/2012

EL N 9/5/2012 10/1/2012 11/4/2012

EL 9/5/2010 10/1/2011 9/30/2012

EL 9/5/2010 10/1/2010 9/30/2011

EL 9/5/2010 10/1/2010 9/30/2011

TBD 9/5/2010 9/5/2010 9/30/2010

IFEP 8/5/2008 8/5/2008 8/4/2010

EO 8/5/2007 8/5/2007 8/4/2008

ReportingLEA

AcquisitionCode

StatusDate

EffectiveStart Date

CSIS High RFEP 9/5/2012 11/5/2012

CSIS High EL 9/5/2012 10/1/2012

CSIS High EL 9/5/2010 10/1/2011

CSIS High EL 9/5/2010 10/1/2010

CSIS Middle EL 9/5/2010 10/1/2010

CSIS Middle TBD 9/5/2010 9/5/2010

CSIS Middle IFEP 8/5/2008 8/5/2008

CSIS Middle EO 8/5/2007 8/5/2007

14

NSLP Data Collection for Provision 2/3 Schools


Income VerificationUsing alternative applications required at least every 4 years

Required for new students

Student Program records must be submitted annually

181Free

Meals

182Reduced

Price Meals

2017 2018 2019 2020

2013 2014 2015 2016

15

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 MatchWeekly matches are based on key elements:1. First & Last Name, Exact Match on Date of Birth, and LEA enrollment 2. Student address used when enrollment is missing

Manual Match• New User Interface (will be available in Jan-2015 release)• 10-digit Foster Client ID or 19-digit Foster Case ID Required• Matches based on students in CDSS file

* 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

Report 5.6 – ODS ReportReport 5.7 – ODS Report

Fall – 1 Snapshot Data Ongoing ODS Data

19

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)

20

* This role will become available with one of the upcoming releases this fall.


Fall 1 Preparation

CALPADS Activities

• Identify roles and responsibilities• Establish target dates for submissions and reviews • Review upcoming fall changes

Local student information system (SIS) Activities

• Check with vendor for updates• Verify sites and district on same SIS version• Audit SIS records to ensure required data are populated

21


Fall - 1 Suggested Milestones

Now – 10/2 Complete Fall 1 data population in local SIS

Post SENR, SPRG, SINF & SELA 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)12/12

10/2 – 10/24 Upload Enrollment, ELAS, and Program files Review

validation errors and reconcile as needed

Send reports to site leaders for approval12/12

22


Summary of Fall-1Changes & Impact

23

24

2014-2015 Changes


Functionality Description

File Layouts and Extracts*

SENR – Modified – Contains Grade level history and exit status updated end of yearSINF – Modified - Simplified and update needed only as necessarySELA – New – Report student English Language Acquisition StatusSPRG – Modified - Now contains Homeless programSSID Extract – Modified – Contains ELAS fields now

Field and Validation Code*

SENR – Student School Transfer Code (1.31) – 1 (Modified), 5 and 6 (New) – Student Exit Reason Code (1.27) – E150 and E155 (New)

SPRG – Education Program Code (3.13) – 191 (New) – Homeless Dwelling Type Code (3.23) – 100, 120, 130, 110 (new)

SINF – Primary Res. Category (2.3) – Field and Code Values (Deleted) – Student Prof. or Adv. for ELA Code (2.43) – Field and Code Values (Deleted)

System*

SELA• ELAS submitted initially for students who have not previously been reported in

CALPADS and subsequently updated only when status changes• Records migrated from SRRTS, TBD status and duplicates are eliminatedSPRG• Program Membership Code is determined and set automatically by the system. • Program records are now automatically exited in some instances.

User Interface*Online Maintenance – Student profile page reorganized– Grade history moved under Student Enrollment category– New Student English Language Acquisition category

* Detailed information about these changes is available in the “CP 14-15 System Changes” Training

24

25

2014-2015 Changes



Report• Reports will use data from new data sources• Report 1.18 now includes detail foster and homeless student counts• Reports 1.1, 1.8, 1.9, 1.17 & 2.1 and related supporting reports modified

Validation Rule NEW - CERT110 (Warning) – Checks for invalid Open or Closed Title I Part C Migrant Record

Validation Rule NEW - CERT111 (Warning) – Warns if no Homeless Program eligible students were submitted for an LEA that submitted eligible students in the previous year.

Validation Rule NEW - CERT112 (Fatal) – Ensures all Students are exited by the end of the school year

Validation Rule NEW - CERT113 (Fatal) – Checks for missing Student Initial US School Enrollment Date

Validation Rule NEW - CERT114 (Fatal) – Checks that a subsequent enrollment is present following an E150 exit

25

26

2014-2015 Changes



Validation Rule

MODIFIED –- CERT014 – Severity changed to Warning – warns when there is a 20% or more difference in number of graduates from last year - CERT067 – Severity changed to Fatal and validation now modified to trigger when a student enrolled on Census day and has no SELA record

Validation RuleRETIRED - CERT101 (Warning) – Warns when primary residence category code is missing, invalid, or not current within the LEA enrollment

Validation Rule RETIRED - CERT093 (Fatal) – Ensures ELAS Start Date is not blank or after Record Effective Start Date

Validation Rule RETIRED - CERT094 (Fatal) – Checks for missing required SELA SINF data: ELAS Code, Status Start Date

Validation Rule RETIRED - CERT003 (Fatal) – Ensures an effective student information record is present for a student

26

Summary of 2014-15 Changes

Change Impact

Many fields removed from SINF SINF only needed if information has changed from what is currently in CALPADS. Need to update SIS extract.

Grade field now comes from SENR file (SINF no longer source)

No need to submit SINF during Fall 1 for all students if information record is current.

English Language Acquisition data now reported through new SELA record instead of SINF

ELAS only needs to be reported if no status exists in CALPADS or status has changed. Need to update SIS extract. LEA Admin needs to assign SELA roles.

Student School Transfer Code being used to attribute students to the correct school

COEs need to make sure Student School Transfer Code is reported correctly.

Primary Language removed from MID detection

Possible Increase in MID detection.


Summary of 2014-15 Changes

Change Impact

No more multiyear enrollments. All enrollments must end each year. New exit codes E150 and E155.

All students must be exited every year. Mid-year grade changes within a school must be reported with E150. Need to update SIS extract because submitting multiyear enrollments will now cause errors.

Program Membership automatically established

No need to submit Education Program Membership Code.

Program records auto close with SENR exit

No need to submit exit records for many programs.

New program code for Homeless Must report program record for Homeless students.

Foster Youth definition has changed for LCFF and weekly match will be added in near future

Most foster youth will be automatically identified. Unmatched foster students will need to be reported through a new module* in CALPADS.

Fall 1 - Advanced Reports and Certification v1.4, October 22, 201428* Module still in development


Certification Review

29

Certification Requirements


Review alleight* aggregate

reportsZerofatal

errors

Resolve

anomalies

at least

below 2%

30

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


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

31

Change to Report Data Sources


SPRG

SELA

SENR

Reports will usedata from theirnew sources

English Language

Acquisition Status

Grade

Homeless

CDSS

Foster Youth

32


Certification Reports – 1.1

For a description of how the subgroups are calculated, use the Fall 1 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

2014-15 Change: LEP (EL + Selected RFEP) column deleted

33


Certification Reports – 1.5 (Support)

34


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.


For a description of how the subgroups are calculated, use the Fall 1 Data Mapping under the Quick Links at: http://csis.fcmat.org//Pages/Fall-1.aspx

2014-15 Change: “LEP (EL + Selected RFEP)” counts are replaced with “English Learner” counts.

35



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


2014-15 Change - Columns removed:• All Graduates• CHSPE

2014-15 Change: New columns added

36

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.


2014-15 Change: Column revised to show counts of Homeless (Ed Program

Membership Code - 191)

37

Supporting Report – 1.18


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


2014-15 Change: New Columns show Homeless (Ed Program Membership Code - 191) and

Foster counts.

38




2014-15 Change – Report content revamped to only show “# Title Eligible Immigrants” at school level and total for those schools.

39

English Language Acquisition Status – Count by Primary Language - 2.8



40


Fall 1 Steps

42


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

43

Fall 1 – After Certification


http://data1.cde.ca.gov/dataquest/

44


Common Problems

45


Common Problems – GERR0005

Problem• GERR0005 Error received online or batch

submission for SINF, SELA or SPRG• “LEA does not have ownership of student enrollment to make the

update”

Solution• Compare the data in the submission file to the

current enrollment data in CALPADS to identify effective start/end date(s) overlap with enrollment.

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

46

Common Problems – GERR0005


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

180


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.

48


Common Problems - Certification

Problem The certify button is grayed out

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

55

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

56

Wrap-Up


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

59

System Documentation

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

61

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

61

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

62

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

CALPADS Q & A Sessions – Every Wednesday

Enrollment - http://csis.fcmat.org/Pages/Trainings.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

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

http://csis.fcmat.org/Pages/Trainings.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

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

64

Questions

64



Date post:	04-Jan-2016
Category:	Documents
Upload:	field
View:	91 times
Download:	0 times

REPORTS AND CERTIFICATION ADVANCED

Documents