REPORTS AND CERTIFICATION

REPORTS AND CERTIFICATION Fall 1 Fall 1 - Reports and Certification v1.2, October 7, 2014

Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Supervisor of staffassigned to CALPADS Fall 1 - Reports and Certification v1.2, October 7, 2014

Training Sequence Fall 1 - Reports and Certification v1.2, October 7, 2014

Courtesy Guidelines Mute yourself HOLD Silence cellphones 1 Name & LEA conversation at a time Fall 1 - Reports and Certification v1.2, October 7, 2014

Agenda Requirements Certification Data Submission Wrap-Up Reports 2 Hours Fall 1 - Reports and Certification v1.2, October 7, 2014

Fall 1 Accounts and Roles * This role will become available with one of the upcoming releases this fall. Fall 1 - Reports and Certification v1.2, October 7, 2014

Important Dates CALPADS Calendar: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp Fall 1 - Reports and Certification v1.2, October 7, 2014

What To 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 - Reports and Certification v1.2, October 7, 2014

Record Relationships SSID Enrollment SSID Student Information Submitting files out of order may cause GERR005 errors. See CALPADS Error List on the Resources slide for details. SSID Student ELA SSID Student Program Fall 1 - Reports and Certification v1.2, October 7, 2014

Fall Data Reported Active Enrollment Student Subgroups Completers + Dropouts Fall 1 - Reports and Certification v1.2, October 7, 2014

Enrollment Status Reported Fall 1 - Reports and Certification v1.2, October 7, 2014

Key Fields Active Enrollment Completer See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements Fall 1 - Reports and Certification v1.2, October 7, 2014

Key Fields No-show Dropout Other Dropout Lost Transfer* * Only students who meet these criteria and are also not reported as enrolled in a California school by Census day will be counted Fall 1 - Reports and Certification v1.2, October 7, 2014

Key Field - Enrollment SENR – Student School Transfer Code (1.31) * Refer to the CALPADS Code sets on the Resources slide at the end of the presentation for complete definitions of new and existing codes Fall 1 - Reports and Certification v1.2, October 7, 2014

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 - Reports and Certification v1.2, October 7, 2014

FRPM Eligible Reported Count Source: Student Program Direct Certification (Nov) CALPADS Weekly CDSS Match Fall 1 - Reports and Certification v1.2, October 7, 2014

Key Fields Gate Special Ed Migrant Ed Fall 1 - Reports and Certification v1.2, October 7, 2014

Key Fields Socio-economically disadvantaged OR Homeless Fall 1 - Reports and Certification v1.2, October 7, 2014

When to Use Exit Codes Fall 1 - Reports and Certification v1.2, October 7, 2014

Key Fields Title III Eligible Immigrant Although Pre K reporting is optional, it may be to the LEA's advantage to report Pre K Title III students as doing so may increase their Title III funding. Fall 1 - Reports and Certification v1.2, October 7, 2014

Key Fields English Language Acquisition Status * Only allowed for first record in student’s history See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements Fall 1 - Reports and Certification v1.2, October 7, 2014

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 • ELAS Rules: http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.doc Fall 1 - Reports and Certification v1.2, October 7, 2014

Subgroup Reporting – Foster Youth Identification for LCFF http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER Fall 1 - Reports and Certification v1.2, October 7, 2014

Foster Youth Status Type Under LCFF STATUS TYPE http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER Fall 1 - Reports and Certification v1.2, October 7, 2014

Foster Youth Identification Two new ODS reports Ongoing foster youth data from ODS 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 - Reports and Certification v1.2, October 7, 2014

Reports – ODS versus Snapshot ODS (Operational Data Store) = All current CALPADS data Fall 1 Snapshot ODS ODS data pertaining to the Fall 1 submission Fall 1 - Reports and Certification v1.2, October 7, 2014

Data Submission/Certification Process CALPADS LocalStudent Information System Upload files Uploaded files processed using Input Validation Rules and compared to CALPADS data Data extracted from local SIS Passed Records Errors Posted records processed Operational Data Store (ODS) Data Matches SBAC Accountability Certification Errors Certification Reports Report Review and 2-Level Certification Fall 1 - Reports and Certification v1.2, October 7, 2014

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 - Reports and Certification v1.2, October 7, 2014

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 - Reports and Certification v1.2, October 7, 2014

FALL 1 DEMONSTRATION 31 Fall 1 - Reports and Certification v1.2, October 7, 2014

State Reporting – Certification Status Fall 1 - Reports and Certification v1.2, October 7, 2014

Certification Status Make sure you are looking at Fall 1 record Note – LEA Admin cannot view and certify certification aggregate reports. 1 2 3 Certification criteria: 1) Review all three certification reports 2) Zero fatal certification errors 3) Anomaly rate 2.0% or less Click links for detail 33 Fall 1 - Reports and Certification v1.2, October 7, 2014

Certification Status Click Total Errors count to review error summary 34 Fall 1 - Reports and Certification v1.2, October 7, 2014

All fatal errors must be resolved before LEA can certify Click the reveal button to expand or collapse the error summary 1 2 Click the Show button for detail Certification Error Summary Fall 1 - Reports and Certification v1.2, October 7, 2014

Certification Errors – CERT112 CERT112 is triggered when a student was enrolled any time between July 1 and June 30 of the previous Academic Year and has not been exited prior to August 16 of the reporting Academic Year. Fall 1 - Reports and Certification v1.2, October 7, 2014

Certification Errors – CERT112 To review and correct a student’s enrollment, copy the SSID and open in new window to find student Fall 1 - Reports and Certification v1.2, October 7, 2014

Click Student Enrollment Certification Errors – CERT112 Search for the SSID in State Reporting -> Online Maintenance -> Maintain Student Data Fall 1 - Reports and Certification v1.2, October 7, 2014

Certification Errors – CERT112 Find the most current enrollment record of the SSID in your LEA and click Edit Fall 1 - Reports and Certification v1.2, October 7, 2014

Certification Errors – CERT112 Update the School Exit Date (with a date prior to 8/16) and School Exit Reason Lastly, Click Validate Enrollment If the student is still enrolled, create a new enrollment for the student being sure to provide the correct grade level for the current academic year. Fall 1 - Reports and Certification v1.2, October 7, 2014

Certification Errors – CERT112 Click Post The error will disappear after the next snapshot refresh because of enrollment update Fall 1 - Reports and Certification v1.2, October 7, 2014

Certification Errors – CERT067 ELAS Record for Student Not Reported. Click Show to see details below CERT067 error is triggered when a student enrolled on Census Day has no SELA record Fall 1 - Reports and Certification v1.2, October 7, 2014

Click Student English Language Acquisition Certification Errors – CERT067 Search for the SSID in State Reporting -> Online Maintenance -> Maintain Student Data Fall 1 - Reports and Certification v1.2, October 7, 2014

Certification Errors – CERT067 You will notice the SSID doesn’t have an SELA record. Click Add New Record + to add a new SELA record Fall 1 - Reports and Certification v1.2, October 7, 2014

Certification Errors – CERT067 Populate the 3 fields related to English Language Acquisition and click Validate Click Post The error will disappear after the next snapshot refresh because of new SELA record Fall 1 - Reports and Certification v1.2, October 7, 2014

Certification Status Click Anomalies Percent for summary report 46 Fall 1 - Reports and Certification v1.2, October 7, 2014

Must be below 2%. Note the Anomaly % Only includes MIDsand CCEs. Although, ERDs should still be reviewed because they affect graduate and dropout counts. Anomaly Status Report Essential 4 training covers anomaly resolution in detail Reminder:ERD Type B anomalies (dropouts re-enrolled) will be subtracted from the dropout count published to DataQuest. ERD Type C anomalies (lost transfers) will be added to the dropout count published to DataQuest. Fall 1 - Reports and Certification v1.2, October 7, 2014

Certification Status Click the Snapshot name to access the Certification reports 48 Fall 1 - Reports and Certification v1.2, October 7, 2014

All eight Aggregate Reports must be reviewed for accuracy A green checkmark will appear next to each report that has been reviewed Certification Reports Review Supporting reports should be used to further verify that data in the snapshot is accurate. Fall 1 - Reports and Certification v1.2, October 7, 2014

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 - Reports and Certification v1.2, October 7, 2014

REPORTS AND CERTIFICATION