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REPORTS AND CERTIFICATION ADVANCED

REPORTS AND CERTIFICATION ADVANCED. Fall 1. Who’s Supposed to Be Here. Individuals a ssigned to CALPADS maintenance. Training Sequence. Courtesy Guidelines. Mute yourself. HOLD. Silence Cell phones. 1 c onversation at a time. Agenda. Certification Review. Fall-1 Overview

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REPORTS AND CERTIFICATION ADVANCED

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

  2. Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

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

  4. Courtesy Guidelines Mute yourself HOLD Silence Cell phones 1 conversation at a time Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  5. Agenda Certification Review Fall-1 Overview & Changes Summary of Fall-1 Changes & Impact Common Problems Wrap-Up 60 minutes Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  6. Fall 1 Overview & Changes Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  7. Important Dates CALPADS Calendar: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  8. File Layout Changes – File Formats • = Field moved • = Field was replaced by a different field with a similar purpose • strikethrough = Field removed • green = Field new to file Legend ------------------ SENR SINF ----------------------------------------- Primary Language Code (1.22) Grade Level Code* (1.25) Student School Transfer Code (1.31) District of Geographic Residence Code (1.32) ---------------------------------- ------------------------------------------- ---------------------------------------------------- Grade Level Code (2.32)* InterdistrictTransfer 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) Ethnicity, Race, Address, and other fields remain SPRG ------------------------------------------------------ Homeless Dwelling Type Code (3.23) Unaccompanied Youth Indicator (3.24) Runaway Youth Indicator (3.25) -------------------------------------------------------------------- --------------- SELA ---------------------------------------- ---------------------------------------------------------------- ---------------------------------------------------------------------- Primary Language Code (12.15) English Language Acquisition Status Code (12.13) English Language Acquisition Status Start Date (12.14) * 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 Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  9. What To File Types Submit • * 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. Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  10. Enrollment Status Reported Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  11. Student Subgroups Reported Count Source: Student Program Student Information Student ELA CALPADS Weekly CDSS Match * Socio-Economically Disadvantaged (SED) is defined as: Free or Reduced Price Meal (181-182) or Parent Level of Education = 14 * Free & Reduced Meal Program Parent Level of Education Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  12. FRPM Eligible Reported Count Source: Student Program Direct Certification (Nov) CALPADS Weekly CDSS Match Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  13. English Language Acquisition Reporting English Language Acquisition Status now reported once initially and then only when status changes IFEP TBD EO RFEP* EL * The initial status may be any status except RFEP, but subsequently only the changes shown above are allowed Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  14. ELAS History Conversion SRRTS Migration TBD Duplicates Records eliminated: Keep earliest Start Date per Status per LEA Most recent record in history always kept Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  15. NSLP Data Collection for Provision 2/3 Schools Income Verification Using alternative applications required at least every 4 years Required for new students 2013 2014 2015 2016 Student Program records must be submitted annually 2017 2018 2019 2020 181 Free Meals 182 Reduced Price Meals Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  16. Subgroup Reporting – Foster Youth Identification for LCFF http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  17. Subgroup Reporting – Foster Youth Identification for LCFF http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  18. Foster Youth Status Type Under LCFF STATUS TYPE http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  19. Foster Youth Identification Two new ODS reports Report 5.6 – ODS Report Report 5.7 – ODS Report Ongoing ODS Data Fall – 1 Snapshot Data Two Snapshot Reports Report 1.17 – Certification Report* Report 1.18 – Supporting Report (Not Certified) * Includes counts for matched foster students enrolled on census day Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  20. Fall 1 Accounts and Roles * This role will become available with one of the upcoming releases this fall. Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

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

  22. Now – 10/2 10/25 – 11/3 11/4 – 11/21 12/12 10/2 – 10/24 12/12 • Complete Fall 1 data population in local SIS • Upload Enrollment, ELAS, and Program files Review validation errors and reconcile as needed Fall - 1 Suggested Milestones • Post SENR, SPRG, SINF & SELA files • Resolve anomalies, resolve certification errors, review certification reports and update records if necessary • Certify Fall-1 (level 1 & level 2) • Send reports to site leaders for approval Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  23. Summary of Fall-1 Changes & Impact Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  24. 2014-2015 Changes * Detailed information about these changes is available in the “CP 14-15 System Changes” Training 24 Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  25. 2014-2015 Changes 25 Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  26. 2014-2015 Changes 26 Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  27. Summary of 2014-15 Changes Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  28. Summary of 2014-15 Changes * Module still in development Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

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

  30. Certification Requirements Review all eight* aggregate reports Zero fatal errors Resolveanomalies at leastbelow 2% * COEs will have an additional report for non-disciplinary transfers Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  31. Review and Verify Reports • Establish Report Review Process • Data stewards should review reports • Have reviewers sign off to verify they have reviewed • Evaluate Certification Aggregate Reports • 1.1 Enrollment – Primary Status by Subgroup • Filter Grade Levels to KN-12, UE, and US • 1.6 Graduates and Dropouts by Subgroup • 1.9 Completers and Dropouts – Count • 1.17 FRPM/English Learner/Foster Youth – Count • 2.1 Title III Eligible Immigrants – Count • 2.8 English Language Acquisition Status – Count by Primary Language • 2.9 English Language Acquisition Status – Census Comparison • 2.12 English Language Acquisition Status – Els Reclassified RFEP Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  32. Change to Report Data Sources Reports will use data from their new sources Grade SENR Homeless SPRG English Language Acquisition Status Foster Youth SELA CDSS Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  33. Certification Reports – 1.1 2014-15 Change: LEP (EL + Selected RFEP) column deleted 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 Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  34. Certification Reports – 1.5 (Support) Grade and Gender columns can be expanded by pressing the box to the left with the “+” sign and collapsed by pressing the “-” sign More detail in Section 14 of the CALPADS User Manual Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  35. Certification Reports – 1.6 This report provides graduate and dropout counts in the same sub-categories as report 1.1. 2014-15 Change: “LEP (EL + Selected RFEP)” counts are replaced with “English Learner” counts. 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 Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  36. Certification Reports – 1.9 • 2014-15 Change- Columns removed: • All Graduates • CHSPE 2014-15 Change: New columns added Notice that this report includes completers that are not necessarily considered high school graduates This report provides completer and dropout counts broken down by their associated types. More detail in Section 14 of the CALPADS User Manual Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  37. Certification Report – 1.17 2014-15 Change: Column revised to show counts of Homeless (Ed Program Membership Code - 191) Supplemental funding counts are based on: Being identified as FRPM Eligible or Being classified as English Learners or Being identified as Foster Youth. More detail in Section 14 of the CALPADS User Manual Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  38. Supporting Report – 1.18 2014-15 Change: NewColumns show Homeless (Ed Program Membership Code - 191) and Foster counts. Supporting report now shows foster and homeless details for students in selected school derived from SPRG record. More detail in Section 14 of the CALPADS User Manual Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  39. Certification Reports – 2.1 2014-15 Change– Report content revamped to only show “# Title Eligible Immigrants” at school level and total for those schools. More detail in Section 14 of the CALPADS User Manual Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  40. English Language Acquisition Status – Count by Primary Language - 2.8 More detail in Section 14 of the CALPADS User Manual Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

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

  42. Snapshot Generation Regular Nightly Processing ODS Snapshot Fall 1 Data After certification ODS Snapshot Fall 1 Data CALAPDS availability and nightly processing schedule is available at:http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  43. Fall 1 – After Certification http://data1.cde.ca.gov/dataquest/ Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

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

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

  46. Common Problems – GERR0005 SPRG record submitted for student at a school where no enrollment record exists in CALPADS 180 Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

  47. Common Problems – Validation Errors Problem The 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. Solution The 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. Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

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

  49. When to Use Exit Codes Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014

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

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