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End of Year (EOY) Reporting

End of Year (EOY) Reporting. Course Completion/CTE, Program Participation, Discipline, and Waivers. Who’s Supposed to Be Here. Individuals a ssigned to CALPADS maintenance. Supervisor of staff assigned to CALPADS. Training Sequence. Rules. Mute yourself. Silence cellphones. HOLD. 1

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End of Year (EOY) Reporting

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  1. End of Year (EOY) Reporting Course Completion/CTE, Program Participation, Discipline, and Waivers End of Year Training v1.4, May 4, 2012

  2. Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Supervisor of staffassigned to CALPADS End of Year Training v1.4, May 4, 2012

  3. Training Sequence End of Year Training v1.4, May 4, 2012

  4. Rules Mute yourself Silence cellphones HOLD 1 conversation at a time Name & LEA End of Year Training v1.4, May 4, 2012

  5. Agenda Overview EOY 1: Course Completion &CTE Status EOY 3:Discipline EOY 2: Program Participation Wrap-Up EOY 4:Waivers &Exemptions End of Year Training v1.4, May 4, 2012

  6. Overview End of Year Training v1.4, May 4, 2012

  7. Information Reported in EOY EOY2: Program Participation Count of homeless students and students participating in programs EOY3: Student Discipline Count of specific disciplinary incidents EOY1: Course Completion and Career and Technical Education (CTE) • Count of completed courses and CTE students EOY4: Student Waivers • Count of CAHSEE Waivers and Exemptions End of Year Training v1.4, May 4, 2012

  8. Schools Which Need to Report Only students completing courses in grades 7-12 and US Only schools with students in grades 10-12and US ROC/Ps will not submit data directly to CALPADS. CALPADS collects ROC/P course enrollment and completion through EOY 1. Charters that do not award credits or grades are exempt Permitted (P) = Schools are permitted, but not expected to submit data, but if SSIDs are obtained for students enrolled within those schools, then the data required to maintain those SSIDs must be submitted, and will receive validation errors if data are not submitted. End of Year Training v1.4, Aug22, 2012

  9. How Data Will Be Used End of Year Training v1.4, May 4, 2012

  10. Updating CALPADS for End of Year • Update CALPADS with EOY records throughout the Academic Year (AY) • July 1, 2011 – June 30, 2012 • 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 End of Year Training v1.4, May 4, 2012

  11. What Record Types to Enter or Update U= UpdateR=Required End of Year Training v1.4, May 4, 2012

  12. Batch Submission 1 2 3 4 EOY file types are highlighted. Submit updates on other file types as needed to ensure accuracy. End of Year Training v1.4, May 4, 2012

  13. End of Year Roles End of Year EOY1 Data collection Certifier CRSE SCTE 1 EOY2 Data collection Certifier SPRG 2 EOY3 Data collection Certifier SDIS 3 EOY4 Data collection Certifier SWAV 4 End of Year Training v1.4, May 4, 2012

  14. Important Dates for EOY 1-4 End of Year Training v1.4, May 4, 2012

  15. EOY 2: Program Participation EOY 2: Program Participation End of Year Training v1.4, May 4, 2012

  16. EOY 2: Purpose Federal program participation counts (Title I)* US Department of Education Federal NCLB reporting requirements State program participation counts CA Department of Education State reports * Formerly reported through the Consolidated App Reporting System (CARS) End of Year Training v1.4, May 4, 2012

  17. EOY 2: Information Reported Program Participation Homeless Students End of Year Training v1.4, May 4, 2012

  18. EOY 2: Data Included Program Participation End of Year Training v1.4, May 4, 2012

  19. EOY 2: Programs Reported Legend Do not report Title I programs for schools that are NCLB Title I schoolwide Programs should be reported at each school a student attends except for summer school End of Year Training v1.4, May 4, 2012

  20. EOY 2: Data Included Homeless Students * Homeless students are identified by Primary Residence Category not by a program record. CALPADS maintains a history of the data included in this field, but most SIS programs do not. If a student is reported as homeless at any time during the Academic Year, it is important to update CALPADS as soon as possible or that data may be lost and not reported End of Year Training v1.4, May 4, 2012

  21. EOY 2: Records to Add or Update End of Year Training v1.4, May 4, 2012

  22. EOY 2: Fields Reported Program Participation • Education Program Code • Education Program Membership Code • Education Program Membership Start Date • Education Program Membership End Date • Reporting LEA • School of Attendance • Academic Year ID • SSID • Local Student ID • Student Legal First Name • Student Legal Last Name • Student Birth Date • Student Gender Code Homeless • Primary Residence Category Code (SINF) See CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements End of Year Training v1.4, May 4, 2012

  23. EOY 2: Online - Adding Program Records 1 2 5 3 6 4 Search for an existing SSID or choose a list to view End of Year Training v1.4, May 4, 2012

  24. EOY 2: Online - Adding Program Records 7 End of Year Training v1.4, May 4, 2012

  25. EOY 2: Online - Adding Program Records 8 Must be within the student’s enrollment at the ‘School of Attendance LEA’ above Required if student’s is already exited in CALPADS. Required 9 Conditional End of Year Training v1.4, May 4, 2012

  26. EOY 2: Online - Adding Homeless Student Data To classify a student as Homeless, populate the field with any of the four homeless codes Required Conditional End of Year Training v1.4, May 4, 2012

  27. EOY 2: Error Highlights Rejected Records Certification Errors End of Year Training v1.4, May 4, 2012

  28. EOY 2: Reports 5.1– Program Participants – Count 5.3 – Program Participants – Student List 5.2 - Program Participants – NCLB Title I Part A Basic Targeted Education Services 5.4- Homeless Students Enrolled 5.5 – Homeless – Student List End of Year Training v1.4, May 4, 2012

  29. EOY 2: 5.1 - Program Participants - Count Student Programs (SPRG) data * For Title I Part A Basic School-wide schools, counts are based on cumulative Academic Year enrollment, not program records. ** For Juvenile Court and Division of Juvenile Justice Schools Counts, Title I Part D program counts are based on cumulative Academic Year enrollment, not program records End of Year Training v1.4, May 4, 2012

  30. EOY 2: 5.4 - Homeless Students Enrolled Student Information (SINF) data End of Year Training v1.4, May 4, 2012

  31. EOY 2: Reminders Homeless students are identified by Primary Residence Category (SINF), not a program record (SPRG) With the exception of 504 Accommodation Plan, program participation (not eligibility) should be reported for EOY 2 Make sure to check with your vendor about how homeless data is stored, specifically discuss if and how history is maintained EOY 2 counts all students who participate in EOY 2 programs or are identified as homeless at any time during the year End of Year Training v1.4, May 4, 2012

  32. EOY 3: Discipline EOY 3: Discipline End of Year Training v1.4, May 4, 2012

  33. EOY 3: Purpose • Student discipline information* US Department of Education • Federal reporting required by NCLB Title IX • Consolidated State Performance Report CA Department of Education * Formerly reported through the UMIRS page of the Consolidated Application and Reporting System (CARS) End of Year Training v1.4, May 4, 2012

  34. EOY 3: Information Reported Offenses* resulting in a suspension or expulsion Offenses* committed by Special Education students Offenses* that include a firearm * Limited to offenses defined in Education Code 48900 or 48915 End of Year Training v1.4, May 4, 2012

  35. EOY 3: Data Included Offenses Resulting in a Suspension or Expulsion * Limited to offenses defined in Education Code 48900 or 48915 End of Year Training v1.4, May 4, 2012

  36. EOY 3: Data Included Special Education Offenses Student Enrollment Student Information Student Program Student Discipline Grades K-12, UE and US Special Ed (144) Offense* that has a code defined in CALPADS * Limited to offenses defined in Education Code 48900 or 48915 End of Year Training v1.4, May 4, 2012

  37. EOY 3: Data Included Firearm Offenses End of Year Training v1.4, May 4, 2012

  38. EOY 3: Records to Add or Update * Full replacement files End of Year Training v1.4, May 4, 2012

  39. EOY 3: Fields Reported Suspensions • LEA / School • Academic Year • SSID • Local Student ID • Name • Date of Birth • Gender • Disciplinary Incident ID • Disciplinary Incident Date • Disciplinary Action Taken Expulsions • Expulsion Modification Code Firearm Offenses • Weapon Category Code (only for real firearm) Special Education Offenses • Discipline Action Authority • Student Instructional Support Indicator • Incident Disciplinary Action Duration Days See CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements End of Year Training v1.4, May 4, 2012

  40. EOY 3: How Records Are Related Incident Student Offense Offense Student Offense End of Year Training v1.4, May 4, 2012

  41. EOY 3: Online - Adding Student Discipline Information 1 2 5 3 6 4 Search for an existing SSID or choose a list to view End of Year Training v1.4, May 4, 2012

  42. EOY 3: Online – Adding Student Discipline Information Add a new discipline offense to the student’s history or edit an existing record 7b 7a End of Year Training v1.4, May 4, 2012

  43. EOY 3: Online – Adding Student Discipline Information 1 8 Required Conditional End of Year Training v1.4, May 4, 2012

  44. EOY 3: Severity-of-Offense Hierarchy • Homicide (use code 500) Incident • Forcible rape • Robbery/extortion Student shoved another student (504) • Assault with a deadly weapon • Battery Most severe Punched another student (500) • Possession of a weapon • Sexual offenses (other than forcible rape) • Sale or furnishing of drugs Student threatened teacher with knife (204) • Possession of drugs for sale • Possession/sale of alcohol Taunted another student (506) • Use of drugs/alcohol • Possession of paraphernalia • Destructive/explosive device (bomb threat included) Related offense codes 103 Brandishing a Knife 500 Caused Physical Injury • 504 Used Force or Violence 506 Harassment or Intimidation See the Student Offense code set in the CALPADS Code Sets document on the Resources slide near the end of the presentation for the full code list End of Year Training v1.4, May 4, 2012

  45. EOY 3: Online - Adding Discipline Incidents 1 2 4b 4c 3 Add a new incidents, edit existing incidents, or maintain the list of students associated with an incident. 4a End of Year Training v1.4, May 4, 2012

  46. EOY 3: Online - Adding Discipline Incidents 2a 1 If editing an existing record, delete button will be available. 2b Required Conditional End of Year Training v1.4, May 4, 2012

  47. EOY 3: Online - Adding Discipline Incidents 1b Add a student to the incident or edit an existing record 1a End of Year Training v1.4, May 4, 2012

  48. EOY 3: Online - Adding Discipline Incidents 1 Every offense for every student needs to be entered; only the final Disciplinary Action Taken should be reported Required 2 Conditional End of Year Training v1.4, May 4, 2012

  49. EOY 3: Error Highlights Rejected Records Certification Errors End of Year Training v1.4, May 4, 2012

  50. EOY 3: Reports 7.1 – Discipline Incidents – Count by Most Severe Offense 7.2 Discipline Incidents – Student List 7.3 – Discipline Actions – Count 7.4 – Discipline Actions – Count by Offense 7.5 – Discipline Offenses – Student List 7.6 – Discipline Actions – Persistently Dangerous Offense Expulsions End of Year Training v1.4, May 4, 2012

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