1. FALL 2 REPORTS AND CERTIFICATION

2. Fall 2 Reporting & Certification v2.0 2 Welcome Introductions Ground Rules – Mute phones while listening – Do not place your phone on HOLD – Silence cell phones – Hold questions until Q&A periods 2

3. Fall 2 Reporting & Certification v2.0 Course Description PREREQUISITE AND AUDIENCE Target Audience ….. LEA Program and Data Management Staff Responsible for submitting Course and Staff data to CALPADS LEA System Administrator(s) Prerequisites ….. Essential 1- 4 – Complete CALPADS Training series Hands-on Experience submitting and verifying SSID Enrollment and Fall 1 Fall 2 Data Population 3

4. Fall 2 Reporting & Certification v2.0 This module includes the following: Dates and Deadlines Introduction to Fall 2 Data Submission – Student – Staff – Course Data Certification Wrap-Up Agenda 4

5. Fall 2 Reporting & Certification v2.0 Course Objectives Participants will understand ….. What data is expected Participants will be able to ….. Enter and maintain staff data Enter and maintain course data Understand certification process and reports Understand key certification errors 5

6. Fall 2 Reporting & Certification v2.0 6 Dates and Deadlines 2011/2012 School Year – Information Day: 10/5/11* – Certification deadline: 1/18/12 – Amendment window: 1/19/12 – 2/17/12 6 * Plus 30 days for year-round schools that are off-track on Information Day

7. Fall 2 Reporting & Certification v2.0 INTRODUCTION to FALL 2 Staff Assignments HQT Compliance Course Enrollment English Learner (EL) Services 7

8. Fall 2 Reporting & Certification v2.0 Introduction to Fall 2 DATA COLLECTED  Student Profile  Student Enrollment  Student Information  Student Programs  Staff Demographics  Staff Assignments  Course Section  Student Course Section Data used to identify English Learners 8

9. Fall 2 Reporting & Certification v2.0 Introduction to Fall 2 KEY POINTS  Fall 2 represents a point in time count of …. – 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 - Students enrolled in classes on Census Day - Course sections occurring on Census Day Exceptions Tracked schools that are not in session on Census Day - Course sections that begin no later than 30 calendar days after Census Day (reporting only for students enrolled on Census Day) A/B Schedules - Report both A and B, not just courses in session on Census Day 9

10. Fall 2 Reporting & Certification v2.0 Introduction to Fall 2 KEY POINTS  Fall 2 counts course and staff data for the same group of students expected for Fall 1  There is a separate Certification for Fall 2  Fall 1 must be complete before finalizing Fall 2 10

11. Fall 2 Reporting & Certification v2.0 Introduction to Fall 2 MAIN CATEGORIES OF INFORMATION Staff Count and FTE Course Section Enrollment NCLB HQT Compliance By Content Area English Learner Services Student Count Count of Teachers Providing EL Services 11

12. Fall 2 Reporting & Certification v2.0 Introduction to Fall 2 CHANGES TO STATE CODES 2011/12 Code Set Revisions for Fall 2 – Course Group State – added Exploratory Wheel/Enrichment/Activity Class – Non-classroom based or support assignment – Added Other Certificated Non-Instructional Assignment – Four updates to Special Ed support assignments 12

13. Fall 2 Reporting & Certification v2.0 Introduction to Fall 2 CHANGES TO STATE CODES – Code Set Revisions for Fall 2 (cont) – Disability Category – Changed Mental Retardation/Intellectual Disability – Country – Retired, added, changed seven codes – English Language Acquisition Status State – EO name definition updated – English or American Sign Language Only 13

14. Fall 2 Reporting & Certification v2.0 DATA SUBMISSION (ODS) Student Data 14

15. Fall 2 Reporting & Certification v2.0 Data Submission - Student STUDENTS INCLUDED IN FALL 2  K-12 students (i.e. grade levels: KN, 01-12, UE, and US)  Open enrollment on Census Day  Enrollment Status  Primary  Secondary  Short Term 1 15

16. Fall 2 Reporting & Certification v2.0 Data Submission – Student In addition to Student Enrollment information, a student’s English Language Acquisition Status is key to identifying English Learners (ELs) on Census Day. CALPADS uses Effective Dates to manage this Student Information (SINF) data. The Student Information record must be effective on Census Day STUDENT INFORMATION 16

17. Fall 2 Reporting & Certification v2.0 Data Submission – Student ADD STUDENT INFORMATION The ELAS Student Information record must be effective on Census Day The ELAS Start Date on the effective Student Information record determines whether the student is EL on Census Day English Language Acquisition Status (ELAS) Code – Required for all Grade Levels ELAS Start Date – Required unless status is “English Only” or “TBD” Student Proficient or Advanced – Required if ELAS Code is Reclassified FEP (RFEP) 17

18. Fall 2 Reporting & Certification v2.0 Data Submission – Student KEY POINTS No special submission of Student data for Fall 2 since Student Profile data is maintained in the ODS on an on-going basis and is submitted in Fall 1 18

19. Fall 2 Reporting & Certification v2.0 DATA SUBMISSION (ODS) Staff Data 19

20. Fall 2 Reporting & Certification v2.0 Data Submission - Staff STAFF INCLUDED – SEID required Teachers – Teachers (12) – Itinerant or Pull-out/Push-In Teachers (27) – Charter School Non-certificated Teacher (26) Non-classroom Based Staff – Administrators (10) – Non-certificated Administrator (25) – Pupil Services (11) STAFF NOT INCLUDED Classified staff are reported in aggregate in CBEDS-ORA Employed as of Census Day Employed within 30 days after Census Day for school tracks that are not in session on Census Day 20

21. Fall 2 Reporting & Certification v2.0 Data Submission - Staff DATA EXPECTED Staff Demographics (SDEM) such as SEID, employment start and end dates, total years of service in the education field, and total years of service in the Reporting LEAs Staff Assignment (SASS) – Job classification information for all teachers and non- classroom based staff – Non-classroom staff assignment information for Job Classifications of Administrator, Pupil Services, & Non- certificated Administrator There are two file types for staff data. The file types must be submitted in a specific order. NOTE: Classroom staff assignment data are submitted with course data 21

22. Fall 2 Reporting & Certification v2.0 Data Submission – Staff ORDER OF DATA SUBMISSION Staff Demographics adds the Statewide Educator Identifier (SEID) to CALPADS. It must be posted before Staff Assignment and Course. Staff Assignment must be posted before Course files 1 2 3 22

23. Fall 2 Reporting & Certification v2.0 Data Submission – Staff STAFF DEMOGRAPHICS Data is captured by Effective Start Date and Effective End Date -- much like Student Information data Each LEA submits a staff demo record for a specific staff person -- instead of one record for all LEAs as with Student Information data Each LEA uses the same Statewide Educator Identifier (SEID) for the staff member’s demo record CALPADS maintains changes in staff demographics over time by Effective Dates 23

24. Fall 2 Reporting & Certification v2.0 Data Submission – Staff ADD Demographics for NEW SEID SEID must match CTC data ADD/UPDATE Demographics for EXISTING SEID SEID must match CALPADS data 24

25. Fall 2 Reporting & Certification v2.0 Data Submission – Staff ADD/UPDATE STAFF DEMOGRAPHICS - ONLINE Staff members reported for Fall 2 must have a Staff Demo record that is effective at some time during the Report Period (Census Day + 30 days) – Record Effective Start Date must <= Report Period End Date – Record Effective End Date (if exists) must be >= Census Day Staff demo record is submitted each year to keep the information current Effective Dates 25

26. Fall 2 Reporting & Certification v2.0 Data Submission – Staff ADD/UPDATE STAFF DEMOGRAPHICS - ONLINE  Ethnicity and Race validated same as in Student Information. No validation across LEAs.  Employment dates on the effective record determine whether SEID was employed during Report Period (Census Day + 30 days)  Employment Start Date can be before Record Effective Start Date  Service years can change each year Effective Dates 26

27. Fall 2 Reporting & Certification v2.0 Data Submission – Staff STAFF ASSIGNMENT Batch Submission – By default, CALPADS uses replacement processing for staff assignments – Each submission removes all existing assignment data for the school for an Academic Year and replaces it with the new data for the school for the Academic Year – Delete removes all existing assignment data for a school for the Academic Year Online Transactions – Update/Delete modifies/deletes existing school data for a staff member for an Academic Year CALPADS maintains Staff Assignments by School for each Academic Year 27

28. Fall 2 Reporting & Certification v2.0 Data Submission – Staff ADD/UPDATE STAFF ASSIGNMENTS - ONLINE Academic Year is used For District staff, enter CD code for School of Assignment Job Classification & FTE% required for all Staff -- Separate record for each Job Class Assignment Codes required for Job Class of Administrator (10), Pupil Services (11), & Non-certificated Administrator (25) Sum of FTE % for all schools in LEA for individual staff should not exceed 200% Assignment Code Mapping http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Assignment Code Mapping http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp 28

29. Fall 2 Reporting & Certification v2.0 Data Submission – Staff STAFF ASSIGNMENTS - Input Validations Valid Code Combinations http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp *Valid code combinations can still generate certification errors. 29

30. Fall 2 Reporting & Certification v2.0 DEMONSTRATION STAFF DEMOGRAPHICS & STAFF ASSIGNMENTS Data Submission – Staff Add/Update Staff Demographics for SEID – Without existing demographics – With existing demographics for another LEA – With existing demographics for user’s LEA Add/Update Staff Assignments for SEID View List of Existing Staff 30

31. Fall 2 Reporting & Certification v2.0 Data Submission – Staff KEY POINTS 1. A Staff Demographic record must exist in CALPADS for a SEID to submit the Staff Assignment record 2. Each LEA has its own Staff Demographic record for a specific staff person 3. Staff Demographic data are submitted each year to update information such as Years of Service – Effective Date is used to determine which record will be used – Most recent for the reporting period 31

32. Fall 2 Reporting & Certification v2.0 Data Submission – Staff KEY POINTS 4. Staff Assignment data are submitted each year (for Fall 2 ONLY) to report Job Class, FTE, and assignments for non-teaching staff – By School and Academic Year for Staff Assignments, fully replacing existing data for each Academic Year and School 5. Staff data are updated in CALPADS – As needed for Staff Demographics as staff enter and leave employment within the LEA – Annually for Staff Assignment data for Fall 2 reporting* – Staff reported last year who are no longer employed will need Employment End Date populated. * Does not need to be updated throughout the year 32

33. Fall 2 Reporting & Certification v2.0 Data Submission – Staff KEY POINTS 6. CALPADS determines which staff to report for the Fall 2 report period by – Identifying the most recent demographic record that is effective during the Report Period – Examining the employment dates on the identified effective demographic record for the Report Period Teachers in tracked schools are Census Day + 30 days Admin and Pupil Services staff employed on Census Day 7. Staff Demographics and Assignments cannot be submitted for non-district employees (ROC/P teachers, contractors) 33

34. Fall 2 Reporting & Certification v2.0 Questions Staff Data Submission ? 34

35. Fall 2 Reporting & Certification v2.0 DATA SUBMISSION (ODS) Course Data 35

36. Fall 2 Reporting & Certification v2.0 Data Submission – Course COURSE SECTIONS INCLUDED  Course sections with student enrollment on Census Day AND  For school tracks that are not in session on Census Day, course sections that begin no later than 30 calendar days after Census Day 36

37. Fall 2 Reporting & Certification v2.0 Data Submission – Course COURSE SECTION DATA EXPECTED Two types of information are required:  Course Section  Student Course Section 37

38. Fall 2 Reporting & Certification v2.0 Data Submission – Course ORDER OF DATA SUBMISSION 1. Complete Fall 1 2. Submit and post Staff Demographics 3. Submit and post Staff Assignments 4. Submit and post Course Section 5. Submit and post Student Course Section 1 2 3 4 5 38

39. Fall 2 Reporting & Certification v2.0 Data Submission – Course COURSE SECTION DATA INCLUDES These data provide information on the following:  Course Offering - Content, NCLB instructional level, CTE Tech Prep, UC/CSU approval, etc.  Course Delivery - Non-standard instructional level, education services, language of instruction, instructional strategy*, Highly Qualified Teacher (HQT) competency, etc.  Course Enrollment - Students enrolled in classes on Information Day  Teacher Assigned - The unique Statewide Educator Identifier ID (SEID) of the teacher * English Learner Education Services data 39

40. Fall 2 Reporting & Certification v2.0 Data Submission – Course COURSE SECTION DATA INCLUDES (cont.) These data provide information on the following:  Number of Unique Classes - The total number of unique Class IDs  Class Size - Number of students in a class allowing multiple course sections to be counted as one class for class size analysis  Courses with Highly Qualified Teachers – Number of course sections being taught by highly qualified teachers per NCLB 40

41. Fall 2 Reporting & Certification v2.0 Data Submission – Course DATA EXPECTED – All Schools Valid SEID in each Course Section record – A “9999999999” can be used as a SEID* on the course section record for the following:  Charter School teacher teaching non-core class as defined by the Charter  Teacher not employed by LEA, such as:  ROC/P Teacher  College Teacher  Distance Learning Teacher  COE Special Ed Teacher  Private contractor  New teacher - SEID not yet provided by CTC * No Staff Demographic or Staff Assignment record is submitted for a course section with 9999999999 as SEID 41

42. Fall 2 Reporting & Certification v2.0 Data Submission – Course COURSE SECTION Batch Submission – By default, CALPADS uses replacement processing for course sections – Each submission removes course sections for the school for an Academic Year and Term and replaces it with the new data for the school for the Academic Year and Term – Delete removes all existing course sections for a school for the Academic Year and Term Online Transactions – Update/Delete modifies/deletes data for individual existing course data for an Academic Year and Term CALPADS maintains changes in Course data by School by Academic Year and Term 42

43. Fall 2 Reporting & Certification v2.0 Data Submission – Course ADD COURSE SECTION - Online The combination of Course (CRS) Information & Course Section Information = a complete CALPADS Course Section record The “Course Details” page is divided into two sections to manage the relationships between a Course (CRS) and its Course Sections  The top half is used to manage Course data  The bottom half is used to maintain Course Section data associated with the course To add a new CALPADS Course Section record, both the Course and the Course Section Information must be entered 43

44. Fall 2 Reporting & Certification v2.0 Data Submission – Course ADD COURSE SECTION - Online Course Section record must be unique represented by: – Course (CRS) Info Academic Year ID School of Delivery Local Course ID (locally assigned) – Course Section Info Academic Term Code Course Section ID SEID (unless Multiple Teachers) Submission Type = “Course Enrollment” for Fall 2 Course and Course Section info validations help ensure correct data relationships. Review Error List. Unique HQT Unique IVR 44

45. Fall 2 Reporting & Certification v2.0 Data Submission – Course ADD COURSE SECTION - Online Course Section record must be unique represented by: – Course (CRS) Info Academic Year ID School Local Course ID (locally assigned) – Course Section Info Course Section ID Academic Term Code SEID (unless Multiple Teachers) English Learner (EL) Attributes – Education Service Code – EL Service – Language of Instruction –Required if Education Service Code = 1 or Instructional Strategy = 600 – Instructional Strategy – Includes method used to deliver EL curriculum and instruction HQT Competency Code - NCLB EL Attribute HQT Unique Class Unique EL HQT EL HQT IVR 45

46. Fall 2 Reporting & Certification v2.0 Data Submission – Course STUDENT COURSE SECTION Batch Submission – By default, CALPADS uses Replacement Processing for student course sections – Each submission removes student course sections for the school for an Academic Year and Term and replaces it with the new data for the school for the Academic Year and Term – Delete removes all existing student course sections for a school for the Academic Year and Term Online Transactions – Update/Delete modifies/deletes data for individual existing student course section data for an Academic Year and Term CALPADS maintains Student Course Sections by School by Academic Year and Term 46

47. Fall 2 Reporting & Certification v2.0 Data Submission – Course ADD STUDENT COURSE SECTION - Online Course sections must have enrolled students, unless teacher’s Job Class is “Itinerant or Pull- out/Push-in Teacher” Meets UC/CSU Admission Requirement (Departmentalized courses, Grades 9-12) EOY Fall 2 47

48. Fall 2 Reporting & Certification v2.0 DEMONSTRATION COURSE SECTION & STUDENT COURSE SECTION Data Submission – Course Add New Course Add Course Section(s) Add Student Course Section(s) Upload Batch Files Troubleshoot Submission Errors 48

49. Fall 2 Reporting & Certification v2.0 Source: Valid Code Combinations (Examples) Data Submission – Course ADD COURSE SECTION - Input Validations Source: Error List (Examples) http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp 49

50. Fall 2 Reporting & Certification v2.0 Data Submission – Course KEY POINTS 1. Course-section and student course-section use full replacement processing for batch submissions by Academic Year, School and Term 2. Course-section data must be submitted and posted before student course-section data 3. All teachers reported in course-sections with a valid SEID must have a valid demographic record 4. Teachers reported with the “9999999999” SEID will not have a staff demographic or assignment record 5. Teachers reported with the “9999999999” SEID cannot be reported as Highly Qualified 50

51. Fall 2 Reporting & Certification v2.0 Questions Course Data Submission ? 51

52. Fall 2 Reporting & Certification v2.0 DATA CERTIFICATION 52

53. Fall 2 Reporting & Certification v2.0 Data Certification FALL 2 SNAPSHOT DATA The Snapshot data represents Census Day (10/05/2011) Students enrolled on Census Day Classes occurring on Census Day or first occurring track after Census Day Staff providing services during the Report Period Admin and Pupil Services on Census Day Teachers (Census Day + 30 Calendar Days for tracked schools) 53

54. Fall 2 Reporting & Certification v2.0 Data Certification AGGREGATE CERTIFICATION 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) 54

55. Fall 2 Reporting & Certification v2.0 Data Certification – Student SUPPORTING REPORT English Learner - Count by Primary Language (2.6) Student Information ODS Download EXTRACTS 55

56. Fall 2 Reporting & Certification v2.0 Data Certification – Staff SUPPORTING REPORTS Staff – Count and FTE by Job Classification Disaggregated (4.2) Staff Profile – List (4.4) Staff - Non Classroom Based or Support Assignment – Detail (4.5) EXTRACTS Staff Demographics ODS Download Staff Assignment - ODS Download 56

57. Fall 2 Reporting & Certification v2.0 Data Certification – Course SUPPORTING REPORTS 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) Staff Teaching Assignments – Detail (4.3) English Learner Education Services-Student List (2.7) English Learner Instructional Plan - Count of ELs by Instructional Strategy (2.11) EXTRACTS Course Section Enrollment ODS Download Student Course Section Enrollment ODS Download 57

58. Fall 2 Reporting & Certification v2.0 DEMONSTRATION Fall 2 Certification Data Submission – Staff Certification Status Certification Errors Certification Process 58

59. Fall 2 Reporting & Certification v2.0 Data Submission – Staff CERTIFICATION REPORT Staff Assignments 59

60. Fall 2 Reporting & Certification v2.0 Data Submission – Course CERTIFICATION REPORT Course Section (NCLB Core Course Instructional Level & HQT Competency Code) 60

61. Fall 2 Reporting & Certification v2.0 Data Submission – Course CERTIFICATION REPORT Course Section Note CTE filtering Student Information 61

62. Fall 2 Reporting & Certification v2.0 Data Submission – Course CERTIFICATION REPORT Student Information Course Section & Student Course Section 62

63. Fall 2 Reporting & Certification v2.0 Data Submission – Course CERTIFICATION REPORT Staff Demographics Course Section & Student Course Section & Student Information 63

64. Fall 2 Reporting & Certification v2.0 Data Certification Report Review Required 64

65. Fall 2 Reporting & Certification v2.0 CERTIFICATION ERRORS Data Certification http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp 65

66. Fall 2 Reporting & Certification v2.0 Certification Errors - Student CERT003 Error occurs when the student information (SINF) record has not been updated with the student’s grade level for the school year Solution Post student information for the current school year (SINF for batch processing) Effective Start Date needs to fall within 7/1/2011 - 10/5/2011 for students to be counted 66

67. Fall 2 Reporting & Certification v2.0 Certification Errors - Student CERT004 Error occurs when the student does not have race/ethnicity data reported for an enrollment that falls within the reporting period, 8/16/10-10/5/11 Solution Post student information for the current school year (SINF for batch processing) Effective Start Date needs to align with student’s enrollment Verify the dates are aligned with LEA enrollment 67

68. Fall 2 Reporting & Certification v2.0 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 68

69. Fall 2 Reporting & Certification v2.0 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 69

70. Fall 2 Reporting & Certification v2.0 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 70

71. Fall 2 Reporting & Certification v2.0 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 71

72. Fall 2 Reporting & Certification v2.0 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 9999999999) 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 72

73. Fall 2 Reporting & Certification v2.0 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 73

74. Fall 2 Reporting & Certification v2.0 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 74

75. Fall 2 Reporting & Certification v2.0 Certification Errors – Course Section CERT048 Error occurs when no course section is reported for a job classification of teacher (12/26/27) 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 75

76. Fall 2 Reporting & Certification v2.0 Certification Errors – Staff Demo CERT075 Error occurs when the teacher’s staff employment start date or end date does fall within the reporting period, 10/5/11-11/6/11 or Record effective start date not between 7/1/11 and 11/6/11 Solution Verify that the employment dates are correct If yes, submit a service request to have the record deleted If no, submit the correct employment dates 76

77. Fall 2 Reporting & Certification v2.0 Certification Errors – Staff Demo CERT076 Error occurs when the admin or support staff’s staff employment start date or end date does fall on census day or Record effective start date not between 7/1/11 and 10/5/11 Solution Verify that the employment dates are correct. If yes, submit a service request to have the record deleted If no, submit the correct employment dates 77

78. Fall 2 Reporting & Certification v2.0 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 78

79. Fall 2 Reporting & Certification v2.0 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 79

80. Fall 2 Reporting & Certification v2.0 KNOWN ISSUES Fall 2 Issues http://www.cde.ca.gov/ds/sp/cl/index.asp 80

81. Fall 2 Reporting & Certification v2.0 Fall 2 Tips Staff Demographics and Assignments cannot be submitted for staff without SEIDs Staff Demographics and Assignments cannot be submitted for non-District employees (e.g. ROC/P teachers, contractors) Before deleting a staff demographic record – Delete all related records first (assignments, course-sections) For classes with more than one instructional strategy, the recommended reporting hierarchy is: – Special Ed – Home/Hospital – English Learners 81

82. Fall 2 Reporting & Certification v2.0 Data Certification KEY POINTS 1. All aggregate reports must be reviewed and verified for accuracy – Best Practice is to print reports for review and verification, have staff sign and date that the information is accurate 2. Supporting reports provide detail 3. There are five aggregate reports and thirteen supporting reports. Allow plenty of time for review by staff 4. Remember batch submission rules when resolving errors related to staff assignment, course-section and student course-section data. 5. LEA Administrator role does not have access to view certification reports. 82

83. Fall 2 Reporting & Certification v2.0 REVIEW 83

84. Fall 2 Reporting & Certification v2.0 84 Review ORDER OF SUBMISSION Upload and post in the following recommended order: 1. Student Profile 2. Staff Demographics 3. Staff Assignment 4. Course Section 5. Student Course Section Course Section required before Student Course Section Staff Demo required before Staff Assignment and Course Section Student Enrollment and Information required before Student Course Section 1 2 3 4 5 84

85. 85 Understand the submission process rules to avoid issues: 1. Student Profile 2. Staff Demographics 3. Staff Assignment 4. Course Section 5. Student Course Section Replace or Delete: applies to ALL records for each school Add, Update, Replace, or Delete: applies to each record BATCH SUBMISSION PROCESSES Review Fall 2 Reporting & Certification v2.0 85

86. Fall 2 Reporting & Certification v2.0 86 Review BEST PRACTICES FOR FALL 1 AND FALL 2 1. Maintain and verify student data for Fall 1 – Ensure ELAS record for EL students is effective on Census Day and that the “EL” Status on that effective record is effective on Census Day 2. Submit and verify staff data − Ensure the Staff Demographic record is effective during the Report Period and that the employment dates on that effective record are also effective during the Report Period 3. Submit and verify course data −For batch, submit at least an entire term for each school submission 4. When Snapshots begin for Fall 2, reconcile any student related errors that could impact Fall 1 enrollments 5. Complete and certify Fall 1 6. Complete and certify Fall 2 86

87. Fall 2 Reporting & Certification v2.0 WRAP-UP 87

88. Fall 2 Reporting & Certification v2.0 Data Submission Resources The following are available to provide specifics on the CALPADS System and the procedures that guide your interaction with CALPADS ….. CALPADS File Specifications (CFS) CALPADS Code Sets CALPADS Valid Code Combinations CALPADS Error CBEDS Assignment/Course Code Mapping CALPADS SSID and Enrollment Procedures CALPADS User Manual with Glossary http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp SYSTEM DOCUMENTATION 88

89. Fall 2 Reporting & Certification v2.0 Data Submission Resources CALPADS Frequently Asked Questions CALPADS Data Guide – Section 3.5 on English Learners – Section 3.6 on Highly Qualified Teachers – Section 2.2 on Staff Data – Section 2.3.2 on Class Size http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp SYSTEM DOCUMENTATION (cont.) 89

90. Fall 2 Reporting & Certification v2.0 Data Submission Resources The following are available to provide guidance on how to complete the certification process….. Fall 2 Certification Reports Data Mapping http://www.csis.k12.ca.us/library/calpads-training/ SUPPORT DOCUMENTATION 90

91. Fall 2 Reporting & Certification v2.0 Data Submission Resources SEID INFORMATION The Commission on Teacher Credentialing (CTC) is responsible for assigning and maintaining SEIDs SEIDS can be obtained by – contacting your County Credential Analyst – accessing the CTC Credential Information Guide (CIG) at https://info.ctc.ca.gov/fmi/xsl/SEIDLookup/lookup.xsl * For more information on SEIDs, see the CALPADS Data Guide * Restricted to CIG users. Obtain the login information by contacting the Commission at HDESK@ctc.ca.gov * Restricted to CIG users. Obtain the login information by contacting the Commission at HDESK@ctc.ca.gov 91

92. Fall 2 Reporting & Certification v2.0 Training Evaluation Please Complete Our Survey 92 Questions http://www.csis.k12.ca.us/survey/calpads-training/ 92

93. Fall 2 Reporting & Certification v2.0 Data Submission – Course Staff Demographics Staff Assignments Course Section Student Profile Student Course Section Course Section ID SEID SSID 93

94. Fall 2 Reporting & Certification v2.0 Data Submission – Course CERTIFICATION REPORT – Business Rules NCLB Compliant Course Section - An NCLB compliant course section is a course section designated as an NCLB core course that is being taught by a highly qualified teacher. A course section is compliant if NCLB Core Course Indicator = E (Elementary Core) or S (Secondary Core) and HQT Competency Code not = N (Not Highly Qualified). English Learner Education Services - An English Learner Education Service is an education service provided to an English Learner that is delivered through a course section. A student is receiving an EL Education Service if the student has a Student Course Section record associated with (i.e. same Course Section ID as) a Course Section record where Education Service Code is not null. – If a student is receiving multiple EL Services at a school, the student is counted in only one service If a student is receiving "Primary Language Instruction” (Code = 1) and any other EL Service, the student is counted as 1 If a student is receiving “ELD Instruction and SDAIE Instruction But Not Primary Language Instruction” (Code = 4)” and one or both of 2 and 3 (and not 1), the student is counted as 4 If a student is receiving "ELD Instruction Only” (Code = 2) in a course section and "SDAIE Instruction Only” (Code = 3) in another course section without 1 or 4 in a course section, the student is counted as 4 – If a student is receiving only one EL Service at a school, the student is counted in that service – If a student is not receiving an EL Service at a school, the student is included in “No Service” count Source: User Manual Glossary (Examples) 94

95. Fall 2 Reporting & Certification v2.0 Data Submission – Course KEY POINTS 1. Course Section must be posted before Student Course Section 2. A Course Section ID is an identifier for a Course Section assigned by a local educational agency. This is not a course section “number.” Generally it will be a combination of the local course name and course section number. This ID ties a specific student to a specific course section and it ties all of the information about that course section to the student. The Course Section ID must be unique by Academic Term, except when Multiple Teacher Code field is populated for a Course Section. 1 2 3 4 5 95

96. Fall 2 Reporting & Certification v2.0 Data Submission – Course KEY POINTS 3. A Class is defined as a specific instance of a course where one or more Course Sections are delivered to one or more students by one or more teachers. In most cases, a Class would represent a specific teacher teaching a specific Course Section to a set of students at a specific time at a specific location. In another scenario, a class could represent one teacher teaching multiple Course Sections to groups of students at the same time in the same location. For this scenario, the CALPADS Class ID identifies the Course Sections that are occurring together. 4. A Class ID allows multiple course sections to be counted as one class for class size analysis and enrollment reporting. It is a unique identifier, assigned by the LEA or school submitting the data, that represents a unique class within the submission. It must be unique within a school for the Academic Year. 96