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REPORTS AND CERTIFICATION ADVANCED Fall 2 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014.

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Presentation on theme: "REPORTS AND CERTIFICATION ADVANCED Fall 2 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014."— Presentation transcript:

1 REPORTS AND CERTIFICATION ADVANCED Fall 2 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

2 Courtesy Guidelines Mute yourself HOLD Name & LEA conversation at a time 1 Silence cellphones Fall 2 Adv. Reporting & Certification v1.1, December 18,

3 Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Fall 2 Adv. Reporting & Certification v1.1, December 18,

4 Training Sequence Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Essential 1: Data Coordinator Orientation Essential 2: Interface & Administration Essential 3: Data Submission Essential 4: AnomaliesFall 1Fall 2 Data PopulationFall 2Fall 2 Advanced CALPADS System Changes 4

5 Agenda 60 minutes Fall 2 OverviewCertification Wrap-Up Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 New Changes 5 Common Problems

6 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Fall - 2 Overview 6

7 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 DATA COLLECTED Overview 1. Student Profile (Fall – 1)  Student Enrollment  Student English Language Acquisition  Student Programs 2. Staff Demographics 3. Staff Assignments 4. Course Section 5. Student Course Section Data used to identify English Learners

8 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 DATA SUBMISSION PERIOD Fall 2 represents a point in time count of …. Students enrolled in classes on Census Day Course sections occurring on Census Day Exceptions: Tracked schools not in session on Census Day Course sections that begin no later than 30 calendar days after Census Day Staff who are employed as of Census Day Exception: Staff who are employed within 30 days after Census Day for school tracks that are not in session on Census Day 8

9 Information Reported Count and FTE Staff NCLB HQT Compliance By Content Area Course Section Enrollment Student Count Count of Teachers Providing EL Services English Learner Services Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Fall 2 counts course and staff data for the same group of students expected for Fall 1 Fall 2 counts course and staff data for the same group of students expected for Fall 1. 9

10 What To Submit Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 OrderOnlineBatch 1Student EnrollmentSENR 2*Student Eng. Lang. Acq.SELA 3Student ProgramSPRG 4Staff DemographicsSDEM 5Staff AssignmentsSASS 6Course SectionCRSE 7Student Course SectionSCSE * Student English Language Acquisition data is used to identify English Learners for Fall-2. 10

11 Important Dates Census Day Oct. 1 st Certification Deadline Amendment Window Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 CALPADS Calendar: 11

12 Fall 2 Accounts and Roles Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Reminders Daily use account LEA Admin cannot certify RoleAllows user to Fall 2 Data collection CertifierView certification status and level 1 certify Superintendent CertifierView certification status and level 2 certify SENRView and submit enrollment data SELAView and submit ELAS data SPRGView and submit program data SASSView and submit staff assignment data SDEMView and submit staff demographic data CRSEView and submit course data SCSEView and submit student course data 12

13 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Fall 2 Checklist – Preparation Identify roles and responsibilities Establish target dates for submissions and reviews Review upcoming Fall 2 changes Review Fall 2 Activities Check with vendor for updates Verify sites and district on same SIS version Audit SIS records to ensure required data are populated Local student information system (SIS) Activities 13

14 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Fall - 2 Suggested Milestones By 11/3 Complete Fall 2 data population in local SIS Post SDEM, SASS, CRSE, SCSE files 12/15 – 1/9 Resolve certification errors, review certification reports and update records if necessary 1/12 – 2/20 Certify Fall-2 (level 1 & level 2) 3/2 – 3/5 11/3 – 11/28 Upload SDEM, SASS, CRSE, SCSE files. Review validation errors and reconcile as needed Send reports to site leaders for approval 2/23 - 3/2 14

15 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 FALL - 2 CHANGES 15

16 Changes Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 FunctionalityDescription File Layouts and Extracts* SELA – New – Report student English Language Acquisition Status SSID Extract – Modified – Contains ELAS fields now System* SELA - ELAS submitted initially for students who have not previously been reported in CALPADS and subsequently updated only when status changes User Interface* Online Maintenance – Student profile page reorganized New Student English Language Acquisition category Report Reports with EL counts - will use data from new data source (SELA Records) Fall 2 Snapshot Logic - modified to exclude Staff Demographic with Support Assignment = 6018 (Employee On Leave) on related reports Validation Rule CRSE0127 (Invalid NCLB Core Course Instructional Level Code) – now triggers as warning Validation Rule CERT063 (EL Student Reported for Whom No Services are Indicated) – now triggers a warning * Detailed information about these changes is available in the “CP System Changes” Training 16

17 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Review 17

18 Certification Requirements Fall 2 Adv. Reporting & Certification v1.1, December 18, Review all five aggregate reports Zero fatal errors

19 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Fall 2 Certification Reports Establish Report Review Process – Data stewards should review reports – Have reviewers sign off to verify they have reviewed Evaluate Certification Aggregate Reports English Learner Education Services – Student Count (2.4) Count of Teachers Providing EL Services (2.5) NCLB Core Course Section Compliance (3.4) Course Section Enrollment by Content Area (3.6) Staff Count and FTE by Job Classification (4.1) 19

20 Change to Report Data Sources Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Reports will use data from their new sources ELAS English Language Acquisition Status Grade 20

21 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Data Certification – Student 21 English Learner - Count by Primary Language (2.6) SUPPORTING REPORT Student English Language Acquisition Status ODS Download EXTRACTS

22 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Data Certification – Staff 22 Staff – Count and FTE by Job Classification Disaggregated (4.2) Staff – Teaching Assignments – Detail (4.3) Staff Profile – List (4.4) Staff - Non Classroom Based or Support Assignment – Detail (4.5) SUPPORTING REPORTS Staff Demographics ODS Download Staff Assignment - ODS Download EXTRACTS

23 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Data Certification – Course 23 Class Size – by Content Area (3.1) Class Enrollment – by Content Area (3.2) Class Enrollment – Student List (3.3) NCLB Core Course Section Compliance – Detail (3.5) Course Section Enrollment – Count and Details (3.7) Course Section Enrollment – Student List (3.8) English Learner Education Services-Student List (2.7) English Learner Instructional Plan - Count of ELs by Instructional Strategy (2.11) SUPPORTING REPORTS Course Section Enrollment ODS Download Student Course Section Enrollment ODS Download EXTRACTS

24 Fall 2 Steps 5. Certify Level 1 (Data Processor)Level 2 (Superintendent) 3. Review Reports & Resolve Errors Fix fatal errorsReview warnings 2. Submit data StudentStaffCourse 1. Setup AccountsRoles Fall 2 Adv. Reporting & Certification v1.1, December 18,

25 Fall 2 Adv. Reporting & Certification v1.1, December 18, Common Problems

26 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Errors – English Learners CERT063 Error occurs for English Learners for whom no Services are reported (Warning) Solution Verify English Learner services are reported for at least one course-section the student is enrolled 26

27 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Errors - Staff CERT049 Error occurs when a staff assignment is reported for a SEID for which there is no staff demographic record reported Solution Post staff demographic record for the teacher Verify the staff hire date is on or before information day 27

28 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Errors - Staff CERT054 Error occurs when a course section is reported for a teacher (SEID) for which there is no staff demographic record reported Solution Post staff demographic record for the staff member (SEID) Verify the staff hire date is on or before information day 28

29 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Errors - Staff CERT064 Error occurs when staff demographic record is reported for a SEID which has no staff assignment record reported Solution Post staff assignment record for the SEID Verify the effective date is within the reporting period 29

30 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Errors - Staff CERT047 Error occurs when course section is reported for a SEID which has no teaching assignment reported (*does not apply to course section with SEID that is ) Solution Post staff assignment record with the appropriate teaching job classification (12, 26, or 27) for the SEID Verify the effective date is within the reporting period 30

31 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Errors – Course Section CERT082 Error occurs when only one course section is reported with a multiple teacher code Solution Post another course section record with the other teacher’s SEID and the same Class ID 31

32 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Errors – Course Section CERT083 Error occurs when a student course section is reported and the course section does not exist in the CALPADS Solution Verify that the student course section is correct (i.e. Local Course ID, Course Section ID, & Academic Term) Post the course section record 32

33 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Errors – Course Section CERT048 Error occurs when no course section is reported for a job classification of teacher (12, 26, or 27) Solution Verify that the teacher has a teaching assignment Submit the course section for the teacher If no teaching assignment Submit a course-section record with the 3020 (Support/Consultation) course code 33

34 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Errors – Staff Demo CERT075 Error occurs when the teacher’s staff employment start date or end date does not fall within the reporting period, 7/1/14-11/3/14 or Record effective start date not between 7/1/14 and 11/3/14 Solution Verify that the employment dates are correct If yes, delete the record as SEID should not be reported If no, submit the correct employment dates 34

35 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Errors – Staff Demo CERT076 Error occurs when the admin or support staff’s staff employment start date or end date does not fall on census day or Record effective start date not between 7/1/14 and 10/1/14 Solution Verify that the employment dates are correct. If yes, delete the record as SEID should not be reported If no, submit the correct employment dates If staff leaves district, provide Employment End Date and not the Effective End Date. 35

36 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Errors – Course Section CERT077 Error occurs when no student course section records are reported for a student whose enrollment status on Census Day is Primarily Enrollment (10)* Solution Verify the student’s enrollment status on Census Day If correct, submit the student course section records (SCSE) for the student If not correct, submit updated student enrollment records (SENR) *Error does not apply to Educational Options schools, Charter schools, and courses delivered at the district level 36

37 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Errors – Staff Assign CERT084 Error occurs when no staff assignment data was submitted for staff with staff demographics data Solution Verify that the staff demographics are correct If yes, submit staff assignment record(s) If no, submit a service request to have the record deleted 37

38 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Certification Errors – Staff Assign CERT104 Error occurs when a course section with English Learners is submitted without an Education Service Code. Solution Verify that the course section is delivering an EL Service and ensure that the strategy code is populated with the correct code. 38

39 Common Problems Lack of internal cooperation – Reporting HQT Status Coordinate EARLY to identify teacher-course-section – State Course Code Assignment Request signoff of current assignments – Report Verification Request signoff of certification and supporting reports Competing Priorities – Collect data throughout the year – Perform regular enrollment updates – Check ODS reports periodically Fall 2 Adv. Reporting & Certification v1.1, December 18,

40 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 KNOWN ISSUES Fall 2 Issues 40

41 Wrap-Up Fall 2 Adv. Reporting & Certification v1.1, December 18,

42 Snapshot Generation ODS Snapshot Fall 2 Data ODS Snapshot Fall 2 Data Regular Nightly Processing After certification CALAPDS availability and nightly processing schedule is available at: Fall 2 Adv. Reporting & Certification v1.1, December 18,

43 Student Profile Add, Update, Replace, or Delete: applies to each record 2 - Staff Demographics Add, Update, Replace, or Delete: applies to each record 3 - Staff Assignment Replace or Delete: applies to ALL records for each school 4 - Course Section Replace or Delete: applies to ALL records for each school 5 - Student Course Section Replace or Delete: applies to ALL records for each school Understand the order and submission process rules to avoid issues: Batch Submission Order and Processes Fall 2 Adv. Reporting & Certification v1.1, December 18,

44 Reminders Fall 2 Adv. Reporting & Certification v1.1, December 18, * See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports Create/revoke accounts Reset passwords Update roles Review security reports Manage accounts Answer questions Provide training Support local users Submit CALPADS support requests on behalf of the LEA Act as liaison

45 System Documentation 45 Resources DocumentDescriptionSections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SELA, SPRG, CRSE & SCSE tabs CALPADS Error ListDetailed error message descriptions Student Enrollment, Student English Language Acquisition, Student Programs, Course Section, Student Course Section and Fall 2 Certification tabs CALPADS Data GuideDetailed requirementsSections 3.5, 3.6, 2.2 & CALPADS Calendar Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Self-paced Trainings https://csis.fcmat.org/Pages/Self-Paced-Training.aspx 45

46 System Documentation 46 Resources DocumentDescriptionSections CALPADS Code SetsDetailed list and description of code values CALPADS Valid Code Combinations Detailed valid code combination list CBEDS Assignment/Course Code Mapping Mapping of old CBEDS assignments to new state course codes Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Mapping Guide https://csis.fcmat.org/Pages/Fall-2-Advanced.aspx 46

47 Support Web: Phone: Listserv: Fall 2 Adv. Reporting & Certification v1.1, December 18,

48 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 Training Evaluation Please Complete Our Survey 48 Questions 48


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