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REPORTS AND CERTIFICATION
Fall 1
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 201122
Welcome
Introductions– Participants (FCMAT/CSIS)
Ground Rules– Mute phones while listening (mute or mic button)– Do not place the call on hold– Silence cell phones– Provide your name and LEA when speaking– One conversation at a time
Duration
2
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Course Description
Target Audience• LEA Program and Data Management Staff Responsible for
Overall District Enrollment• LEA System Administration Staff
Prerequisites• Essential 1 - Overview of Objectives and Requirements • Essential 2 - Features, Code Mappings and User Access• Essential 3 - SSID Enrollment
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 20114
Dates and Deadlines – p. 6 Fall 1 Data Collected – p.7 Fall 1 Steps & Checklist – p. 12 Demonstration
– Review certification reports– Correct certification errors
Common Problems and Questions – p. 54 Key Points – p. 66 Resources – p. 69
Agenda
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Course Objectives
The session will enable LEAs to do the following: Assign certification roles (level 1 and 2) Resolve common problems Appropriately use support tools Know how to use key reports Complete the steps for certification
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 20116
Dates and Deadlines
2011/2012 School Year– Information Day: 10/5/11– Certification deadline: 12/14/11– Amendment window: 12/15/11 – 1/18/12
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Fall 1 Data Collected
Current Year (active on 10/5/11)– Enrollments
Title III Eligible Immigrants
Previous Year (8/16/10 – 8/15/11)– Completers– Dropouts
Lost Transfers (exits between 8/16/10 and 8/15/11 not re-enrolled by 10/5/11)
No Shows (5/15/10 – 8/15/10)
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
High School Graduates and Completers
Fall 1 Data Collected
Exit Reason
Completion Status Description Graduate Completer
E230 100 Graduated and received a standard high school diploma
Yes Yes
E230 250 Left school and obtained high school diploma through Adult Ed
Yes Yes
E230 106 Graduated with CAHSEE waiver No Yes
E230 108 Graduated with CAHSEE exemption
No Yes
E230 330 Left after passing the California High School Proficiency Exam
No Yes
E230 320 Left school and completed GED No Yes
E230 120 Student with an IEP left with a certificate of completion
No Yes
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Exits counted as dropoutsfor grades 7-12 and Ungraded Secondary (US)
Fall 1 Data Collected
Exit Reason Completion Status Description
E140 No known enrollment, identified as truant
E300 Expelled with no known enrollment
E400 Other or unknown
N420 Student completed prior school year but did not return next year
T270 Transfer to Adult Ed and then dropped out
T380 Transfer to a non-academic institution and not in a program to get a HS diploma
T460 Transfer to a home school program not affiliated with a private school or independent study program at a public school
E230 104 Completed HS graduation requirements, but did not pass CAHSEE
E230 360 Completed, but did not complete grad requirements
T160* Transfer to another California school
T165* Disciplinary transfer within California
T167* Non-disciplinary referral to adult alternative or independent study
* Counts as a dropout if not subsequently enrolled at another school as of Census DaySee CALPADS Code Sets for more detailed exit code and completion status descriptions
See CALPADS Data Guide (Section 3.7, pp. 143-151) for detailed dropout definition
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Matriculated No Show Dropout* (Grades 7-12 and US)Students that completed the highest grade level at a school and are expected to matriculate into another K-12 school but do not show up at that school. These students are counted as a dropout at the state level, but do not count as a dropout at either school individually.
Fall 1 Data Collected
Matriculated no show dropouts meet these criteria Student Exit Category = E230 (Completer Exit) School Completion Status = 480 (Promoted – Matriculated) Student Exit Date = 5/15 – 8/15 Student does not re-enroll on or before Census Day (School Start
Date <= Census date)
* Matriculated no show dropouts will not appear on report 1.9 (Completers and Dropouts). These students are not reported as a dropout at the LEA level but are reported as a dropout at the federal level.
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Fall 1 Data Collected
Enrollment, Completer, and Dropout sub-groups (Reports 1.1 and 1.6)
English Learners Title III Eligible Immigrants Gifted and Talented Education Title I Part C Migrant Special Education Program Limited English Proficient (EL + Selected RFEP) Socio-Economically Disadvantaged (NSLP or Parent
Ed Level = 14)Use the Fall 1 – Certification Reports Data Mapping to understandhow counts are derivedhttp://www.csis.k12.ca.us/library/calpads-training/#JA
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Fall 1 Steps
1. Assign Fall 1 roles– Fall 1 Data Collection Certifier– Superintendent Certifier
2. Sucessfully post records required for Fall 1– Student Enrollment (SENR)– Student Information (SINF)– Student Program (SPRG)
3. Review and resolve fatal certification errors4. Resolve anomalies below 2%
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 201112
Fall 1 Steps
6. Review aggregate reports for accuracy7. Save/print aggregate & supporting reports8. Review supporting reports, i.e., 8.1c, 2.2 9. Certify Level 1 (data processor)10. Certify Level 2 (superintendent)
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 201113
Fall 1 Checklist – Accounts and Roles
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Roles* Certification
– Fall 1 Data Collection Certifier (Level 1)– Superintendent Certifier (Level 2)
Free Reduced Lunch** (NSLP)
Accounts Daily use
ReminderLEA Admin cannot certify
* Certification roles are applied overnight and will be active the next day** Free Reduced Lunch role is now required to upload SPRG files
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Fall 1 Checklist – Data Submissions
Student Enrollment (SENR)– Submit records for students that entered or exited during the 2010-
2011 school year– Submit records for new students to get SSIDs
Student Demographics (SINF)– Submit records for all students enrolled 8/16/10-10/5/11*
Student Program (SPRG)– Submit records for all students participating in programs– Submit records for all students who are eligible or participating in
NSLP. Prior year NSLP records must be closed before submitting current year ones.
* Important to avoid CERT003 and CERT004 errors
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Fall 1 Checklist – 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
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Fall 1 Checklist – Verify Reports
Evaluate Certification Supporting Reports– Provide detailed lists of students counted in the aggregate reports– Can be filtered by school – for review by site principal– Can be filtered by subgroups – for review by program coordinators
2.2 Title III Eligible Immigrants 8.1c – Student Profile Dropouts – State View
– Use to identify dropouts re-enrolled and lost transfers (also reported in anomaly module as ERDs type B & C respectively)
Tip: Make sure the Academic Year is set to2011-2012 when reviewing snapshot reports
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Fall 1 Checklist - Certification
Certification Levels– Level 1 (Fall 1 Data Collection Certifier)
Usually the person who submits and processes the data– Level 2 (Superintendent Certifier)
Usually an administrator who reviews the reports for accuracy
Tip: Assign each of the certification roles to at least two people so that another person can certify if one is out of the office
Reminder: The LEA Admin account can not be assigned either certification role
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Fall 1 Tip – Certification
Certify button will not be enabled until– There are zero fatal certification errors (warnings will
not prevent certification but should be reviewed)– The combined CCE and MID rate must be 2% or less
CCE date range: 8/16/10 – 10/5/11 MID date range: last 14 months from processed date
– The Certification Aggregate Reports are reviewed• Review reports for accuracy• A reviewed report will have
a checkmark in a greencircle next to it
Note: You must also log in with an account that has a certifier role
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 201120
FALL 1DEMONSTRATION
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Fall 1 – After Certification
Certified Snapshot data will be retained in the snapshot database– Data is a copy of the ODS data pertaining to Fall
1 as of the prior night’s processing– Nightly snapshots will no longer be generated
Certified counts will be reported on DataQuest
Decertify will be enabled. If used, decertify will– Set the snapshot’s status to decertified– Allow nightly snapshots to resume– Request a new snapshot to be generated
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Common Problems – Errors
Problem The SENR027 error occurs when an enrollment record
being submitted overlaps with an existing enrollment record in CALPADS or another record within the SENR file.
Solution Compare the enrollment records in your extract file to
those in CALPADS and determine if any of them need to be updated (applicable fields include Student School Start Date, Enrollment Status Code, Student School Exit Date, and Student Exit Reason Code).
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Common Problems - Certification
Problem CERT003 errors occur when the Student Information
(SINF) record has not been updated for the school year.
Solution Post student information for the current school year
– Batch processing - submit and post a current SINF file– Updating manually online - enter a current year grade level record
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Common Problems - Certification
Students must have demographic records that correspond to their enrollment records.
Students active on Census Day (10/5) must have a current year grade level record between 7/1 and Census Day.
For batch processing, Grade Level is updated by the Student Information (SINF), not the Student Enrollment (SENR).
LEA must have an open enrollment record to post a student information record.
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 201157
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Common Problems - Certification
Problem The CERT004 error occurs when the ethnicity or race
data is missing for any enrollments during the reporting period (8/16/10-10/5/11), including those with exit dates and reasons
Solution Post student information
• Batch processing - submit and post a current SINF file• Updating manually online – make sure race and ethnicity are entered for
all demographic record(s) owned by your LEA
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
New Certification Error
Problem The CERT089 occurs when a student is reported with a
Student School Exit Category of E490, but was not reported at a subsequent school.
Solution If the student subsequently enrolled within your LEA, add a
new enrollment record to CALPADS. If the student subsequently enrolled in a school at another
LEA, contact the LEA where the student enrolled to have them add a record.
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Questions - Certification
Why is the certify button grayed out?– Certification criteria not met
Outstanding fatal errors Anomaly rate exceeds 2% All three aggregate reports have not been reviewed
– LEA Admin cannot certify– You must sign in with an account with the certifier role
Can I certify with errors?– Only fatal errors will prevent you from certifying– Warnings will not prevent certification, but should be reviewed
because they may identify inaccuracies not caught by errors
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Questions – Program Data
What membership code should be used for each program?
Program Eligible (1) Participating (3)Counted in
Report
Gifted and Talented Education (127)
Preferred Acceptable Eligible or Participating
Title 1 Part C Migrant (135)
Special Education (144)
Free or Reduced Price Meals/NSLP (175)
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Questions – Program Data
What start date should be used for each program?
Program Eligible (1) Participating (3)
Gifted and Talented Education (127)
Date student first identified
On or after student enrolled in LEA Title 1 Part C Migrant (135)
Special Education (144)
Free or Reduced Price Meals/NSLP (175)
Date student identified for the school year
On or after student enrolled in LEA in current
school year
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Questions – Reports
Why don’t the counts match on the ODS and snapshot versions of report 1.1 (Enrollment Primary Status by Subgroup)?
Report Option Date EffectiveEnrollment
Status Notes
Certification Status -> Aggregate Report
As of Information Day for current
school yearPrimary
Enrollment (10)
Active SENR and active SINF for the school year
(from 7/1 through Information Day)
Reports -> Snapshot Report
As of Information Day for user-
specified school year
Reports-> ODS Reports
As of user-specified date
Active SENR for the specified date
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Reminders
Create new accounts for LEA staff Reset passwords for LEA staff Update roles for LEA staff Review security report regularly*
– Update permissions for users whose duties have changed– Revoke accounts for users that have left the LEA
Submit CALPADS support requests on behalf of the LEA Provide CALPADS training and support for LEA staff
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
LEA Administrator Responsibilities
* See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports
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Reminders
ODS SnapshotFall 1 Data
ODS SnapshotFall 1 Data
Regular Nightly Processing
After certification
Nightly processing schedule is available at:http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp
Snapshot Generation
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 201165
Reminders
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
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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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 201167
Upcoming Changes
Change Request #
Functionality Description
302 File Upload Passed records will display in list format with filter options
178 Valid Code Combinations
Valid Code Combinations and related errors will be updated to include valid combinations of completion code and grade level
284 Fall 1 Reports Dropouts that re-enroll with a short-term enrollment status (30) will still count as dropouts on Snapshot report 1.14
334 Fall 1 Reports New supporting report will be added for English Learners, similar to Spring report 2.8
344 Fall 1 Reports Certification report 1.9 will be adjusted to count dropouts the same way as DataQuest
288 Certification List of certification errors will more clearly distinguish errors and warnings
Primary Residence Category Code will be important for homeless data that the CDE is planning to collect
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Key Points
The Snapshot– Is a subset of the ODS records that apply to Fall 1– Is updated at night for any data posted prior to cutoff– Reflects data posted by the previous night
Reports– Filters affect what you see
Have data stewards review and verify reports– Four Year Graduation Cohort
Use resources to evaluate errors Check known issues before contacting the help
deskCALPADS Fall 1 – Reports and Certification v2.0, August 16, 201168
Key Points
To certify you must have– An Anomaly rate less than 2%– Zero Fatal Errors– Reviewed and verified all three aggregate reports (1.1,
1.6, 1.9) Two levels of certification are required Fall 1 Certifier (Level 1) Superintendent Certifier (Level 2) Print final certification reports or save as PDFs for
reference
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 201169
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 201170
Important Links
Certification deadline and amendment dates– http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 201171
RESOURCES
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 201172
RESOURCES
CALPADS ERROR LIST
Provides descriptions for rejected record or certification error messages
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 201173
RESOURCES
CALPADS CODE SETS
Provides code names and definitions
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 201174
RESOURCES
CALPADS DATA GUIDE
Provides data requirements for reported groups
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Reminders
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
OTHER RESOURCES Fall 1 Certification Reports Data Mapping
http://www.csis.k12.ca.us/library/calpads-training/Fall-1-Certification-Reports-Data-Mapping-20100405.pdf
Self-Paced Trainings http://www.csis.k12.ca.us/e-learning/sp-training/CALPADS/sp-traini
ng.asp
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Support
CALPADS URL– https://www.calpads.ca.gov/
CALPADS Support– CALPADS Service Desk Request Form (preferred
contact method) http://www2.cde.ca.gov/calpadshelp/default.aspx
– 916-325-9210– [email protected]
CALPADS-LEA Listserv (one-way)– http://www.cde.ca.gov/ds/sp/cl/listservs.asp
CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Support Information
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CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011
Training Evaluation
http://www.csis.k12.ca.us/survey/calpads-training/
Please complete our survey
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