REPORTS AND CERTIFICATION ADVANCED Fall 1 Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012

Rules Mute yourself HOLD Name & LEA conversation at a time 1 Silence cellphones Fall 1 - Reports and Certification Advanced v1.0, September 17,

Please do not multitask 3

Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Supervisor of staff assigned to CALPADS Fall 1 - Reports and Certification Advanced v1.0, September 17,

Training Sequence Essential 1: Overview & Requirements Essential 2: Interface & Administration Essential 3: Data Submission Fall 1Fall 2Spring 1 Essential 4: Anomalies Fall 1 - Reports and Certification Advanced v1.0, September 17,

Agenda 60 minutes Common ProblemsNew Changes Fall 1 Overview Certification ReviewWrap-Up Fall 1 - Reports and Certification Advanced v1.0, September 17,

Overview 7

Important Dates Census Day Oct. 3 rd Certification deadline Amendment Window Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 CALPADS Calendar: 8

What To Submit Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 OrderOnlineBatch 1Student EnrollmentSENR 2Student InformationSINF 3Student ProgramSPRG Submitting files out of order may cause GERR005 errors. See CALPADS Error List on the Resources slide for details. 9

Information Reported Census Day Active Enrollment 8/16 (prior year)-8/15 (reporting year) Completers No-shows: 5/15 (prior year) -8/15 (prior year) Other: 8/16 (prior year)-8/15 (reporting year) Lost transfers: Exited 8/16 (prior year)-8/15 (reporting year) not re-enrolled by Census day Dropouts Special Ed Migrant Ed Socio-Economically Disadvantaged English Learner NCLB Subgroups Fall 1 - Reports and Certification Advanced v1.0, September 17,

Sub-groups Reported Active Enrollments Completers Dropouts GATESpecial EdMigrant Ed Socio- Economically Disadvantaged - NSLP Title III Eligible Immigrants LEP (ELs + Selected RFEP) Fall 1 - Reports and Certification Advanced v1.0, September 17,

Fall 1 Accounts and Roles Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Reminders Daily use account LEA Admin cannot certify RoleAllows user to Fall 1 Data collection CertifierView certification status and level 1 certify Superintendent CertifierView certification status and level 2 certify SENRView and submit enrollment data SINFView and submit demographic data SPRGView and submit program data Free Reduced LunchView and submit lunch program (175, 181, 182) records 12

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Fall 1 Preparation Identify roles and responsibilities Establish target dates for submissions and reviews Review upcoming fall changes Review Fall 1 approach and practices 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) 13

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Fall 1 Suggested Milestones 10/31 Complete SIS Data Population Identify “No Show” exits for grades 7 through 12 10/12 – 11/16 Upload and Post SENR, SINF and SPRG Review upload validation errors, reconcile as needed 11/19 – 12/18 Resolve CCE and MID anomalies to 2% Review reports & reconcile as needed 12/19 Certify Date Range Activity 14

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Upcoming Changes 15

Changes ImplementedFunctionalityDescription 7/01/2012Code SetEducation Program – added Free Meal Program Reduced Price Meal Program 7/01/2012Code SetEducation Program - modified name and definition Pregnant or Parenting (Formerly Cal-SAFE) 7/01/2012 Code SetNon-Classroom based or Support Assignment – added Employee on Leave 7/01/2012 Code SetEducation Program – Retired NCLB Title X Homeless Free or Reduced Price Meal Program 8/13/2012File LayoutMigrant Student ID (SPRG) field 3.20 is now 11 characters ExtractNew extract for SSID’s acquired online AnomaliesERD Anomaly modified to exclude Short Term Enrollment Status (30) from being counted as a Lost Transfer Fall 1 - Reports and Certification Advanced v1.0, September 17,

Changes ImplementedFunctionalityDescription ReportModified 1.5 report to include LEA summary enrollment by grade (like old SIF report) ReportNew 5.1a Free or Reduced Price Meal (FRPM) reports to show school level counts of Free or Reduced Price Meal Eligibility 7/01/2012Validation RuleModify SPRG0080 – Includes new NSLP Codes 181 and 182 in the Membership validation 8/13/2012Validation RuleNew GERR Fatal error checks that first two digits of Migrant Student ID is 06 (SPRG field 3.20) 9/5/2012Validation RuleNew CERT101 - Warning if Primary Residence Category Code Missing, Invalid, or Not Current Within the LEA Enrollment Validation RuleNew SINF Warning to encourage appropriate classification and reclassification of English learners in ELAS Code field 2.41 Validation RuleNew SASS Fatal error to prevent duplicate staff assignment records submission. (fields ) Fall 1 - Reports and Certification Advanced v1.0, September 17,

Changes ImplementedFunctionalityDescription Validation RuleNew SASS Fatal error when assignment code 6018 is used with any other assignment code (fields ) Validation RuleModify SDEM107 - Change severity to fatal and adjust birthdate range Validation RuleModify CERT093 error description to simplify message. Validation RuleModify CERT056 – Warning to no longer trigger when Program Membership End Date = Student School Exit date. Validation RuleDisable SINF0166 – Missing Student Initial Ninth Grade Entry Year (SINF field 2.47) Validation RuleError GERR002 - Fatal error when 131,175 have dates after 6/30/2012. Fall 1 - Reports and Certification Advanced v1.0, September 17,

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Certification Review 19

Certification Requirements Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Review all three aggregate reports Zero fatal errors Resolve anomalies at least below 2% 20

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 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 – 4 Year Graduate Dropout Cohort – 5.1a Free or Reduced Price Meal Eligibility – Count - NEW 21

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Certification Reports – 1.5 Click on the plus sign next to School Code, Grade, or Gender to reveal counts broken down by those values. Plus signs will become minus signs which can be used to collapse the list and hide the revealed counts. More detail in Section 12 of the CALPADS User Manual 22

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Certification Reports – 5.1a 23 Click on each school to drill down to a student list report (5.3a).

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Anomaly Status Report Essential 4 training covers anomaly resolution in detail Must be below 2%. Note the Anomaly % Only includes MIDs and CCEs. Although, ERDs should still be reviewed because they affect graduate and dropout counts. 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. 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. 24

Fall 1 Steps 5. Certify Level 1 (Data Processor)Level 2 (Superintendent) 4. Resolve Anomalies (below 2%) CCEsMIDs 3. Review Reports & Resolve Errors Fix fatal errorsReview warnings 2. Submit data EnrollmentCompletersDropouts 1. Setup AccountsRoles Fall 1 - Reports and Certification Advanced v1.0, September 17,

Snapshot Generation ODS Snapshot Fall 1 Data ODS Snapshot Fall 1 Data Regular Nightly Processing After certification CALAPDS availability and nightly processing schedule is available at: Fall 1 - Reports and Certification Advanced v1.0, September 17,

Fall 1 – After Certification Fall 1 - Reports and Certification Advanced v1.0, September 17,

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Common Problems 28

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Common Problems – GERR0005 Problem GERR0005 Error received online or batch submission for SINF or SPRG “Student not owned by LEA or School during specified effective date period” Solution Compare the data in the submission file to the current enrollment data in CALPADS to identify the error. Correct the enrollment/exit dates in CALPADS or correct the date in the submission file. 29

Common Problems – GERR0005 SPRG record submitted for student at a school where no enrollment record exists in CALPADS Fall 1 - Reports and Certification Advanced v1.0, September 17,

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Common Questions – Exit Codes What exit code should be used: E450 Student leaving school (any time) - plans to enroll in another CA public school (applies to K-6 only) E490 End of the school year – student will be continuing in same school E230 Student completing highest grade at school, must also submit completion status code N420 Student no show – previously attended school N470 Student no show – pre-enrolled, never attended school Exit Date should be same as Start Date, or 1 day before Start Date T160 Student exiting any time – plans to attend another CA public school Students exiting Alternative Schools must have expected school of attendance T165 Transfer to another school for disciplinary reason - must have expected school of attendance T167 Non-disciplinary referral to Alternative School or non-alternative Independent Study Program 31

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 What membership code should be used for each program? ProgramEligible (1)Participating (3) Counted in Report Gifted and Talented Education (127) PreferredAcceptable Eligible or Participating Title 1 Part C Migrant (135) Special Education (144) Free Meal Program (181) Reduced-Price Meal Program (182) Common Questions – Program Data 32

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Common Questions – Program Data What start date should be used for each program? ProgramEligible (1)Participating (3) Gifted and Talented Education (127) Date student first identified On or after student enrolled in LEA Title 1 Part C Migrant (135) Special Education (144) Free Meal Program (181) Date student identified for the school year On or after student enrolled in LEA in current school year Reduced-Price Meal Program (182) Date student identified for the school year On or after student enrolled in LEA in current school year 33

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Common Problems – Errors Problem The SENR027 error occurs when an enrollement record being submitted overlaps with an existing enrollment record in CALPADS or another record within the SENR file. Solution Compare the enrollment records in your extract file to those in CALPADS and determine if any of them need to be updated (applicable fields include Student School Start Date, Enrollment Status Code, Student School Exit Date, and Student Exit Reason Code). 34

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Common Problems - Anomalies Problem Errors when combining SSIDs in MID resolution “Combination includes an open enrollment that is not the focus ID” “The update will create one or more overlapping enrollments” Solution Exit or delete overlapping or duplicate enrollment records A student can only have one enrollment on any given day among all SSIDs being combined Exit duplicates using an exit date equal to the start date and an exit code of N470 Clean up enrollment history after combine 35

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Common Problems - Certification Problem CERT003 errors occur when the Student Information (SINF) record has not been updated for the school year. Solution Post student information for the current school year – Batch processing - submit and post a current SINF file – Updating manually online - enter a current year grade level record – Effective Start Date must be within 7/1/12 to 10/3/12 36

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Common Problems - Certification Problem The CERT004 error occurs when the ethnicity or race data is missing for any enrollments during the reporting period (8/16/11-10/3/12), including those with exit dates and reasons Solution Post student information Batch processing - submit and post a current SINF file Updating manually online – make sure race and ethnicity are entered for all demographic record(s) owned by your LEA 37

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Common Problems - Certification Important Details Students must have demographic records that correspond to their enrollment records. Students active on Census Day (10/3) must have a current year grade level record between 7/1 and Census Day. For batch processing, Grade Level is updated by the Student Information (SINF), not the Student Enrollment (SENR). LEA must have an open enrollment record to post a student information record. 38

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Common Problems - Certification Problem Subgroup counts are too low Solution Post student program records for the current school year (SPRG for batch processing) Review 1.1’s subgroups for accuracy prior to certifying 39

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Common Problems - Certification Problem The certify button is grayed out Solution Outstanding fatal errors Anomaly rate exceeds 2% All three reports have not been reviewed LEA Admin cannot certify The account does not have the certifier role 40

Wrap-Up Fall 1 - Reports and Certification Advanced v1.0, September 17,

Reminders Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 * 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 42

Reminders Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Effects On Four-Year Adjusted Cohort Graduation Rate Type of StudentPart of CohortEffect on Rate GraduateYesIncrease DropoutYesDecrease Dropout re-enrolledNoNone Lost transferYesDecrease Non-gradYesDecrease Regular transferNoNone No-show (never attended)NoNone DeceasedNoNone 43

System Documentation 44 Resources DocumentDescriptionSections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SINF, & SPRG tabs CALPADS Error ListDetailed error message descriptions Student Enrollment, Student Information, Student Programs, and Fall 1 Certification tabs CALPADS Data GuideDetailed requirementsSections 2.1.1, 2.1.2, & Self-paced Trainings CALPADS Calendar Fall 1 - Reports and Certification Advanced v1.0, September 17,

Support Web: Phone: Listserv: Fall 1 - Reports and Certification Advanced v1.0, September 17,

Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012 Training Evaluation Please Complete Our Survey 46 Questions 46