REPORTS AND CERTIFICATION ADVANCED Fall 1 Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013

Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Fall 1 - Advanced Reports and Certification v1.4, September 26,

Training Sequence Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Essential 1: Overview & Requirements Essential 2: Interface & Administration Essential 3: Data Submission Fall 1Fall 2 End of Year 1-4 Essential 4: Anomalies 3

Rules Mute yourself HOLD Name & LEA conversation at a time 1 Silence cellphones Fall 1 - Advanced Reports and Certification v1.4, September 26,

Please do not multitask 5

Agenda Fall 1 - Advanced Reports and Certification v1.4, September 26, minutes New Changes Wrap-Up Certification Review Common Problems Fall 1 Overview 6

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Fall 1 Overview 7

Important Dates Census Day Oct. 2 nd Certification deadline Amendment Window Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 CALPADS Calendar: 8

What To Submit Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Submitting files out of order may cause GERR005 errors. See CALPADS Error List on the Resources slide for details. OrderOnlineBatch 1Student EnrollmentSENR 2Student InformationSINF 3Student ProgramsSPRG 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 GATE NCLB Subgroups Fall 1 - Advanced Reports and Certification v1.4, September 26,

Sub-groups Reported Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Active Enrollments Completers Dropouts GATESpecial EdMigrant Ed Socio- Economically Disadvantaged* Title III Eligible Immigrants LEP (ELs + Selected RFEP) * SED definition is: 1.Free or Reduced Price Meal ( ) 2.Parent Level of Education = 14 Reported using: Student Program Student Information 11

Information Reported The English fluency status of students whose primary language is a language other than English All K-12 ELAS reported as of Information Day (10/2) All K-12 RFEP reported between 10/4/2012 to 10/2/2013 (transition year due to reporting period change) English Language Acquisition (ELA) Students born outside the country All K-12 reported as of Information Day (10/2) Title III Eligible Immigrants Fall 1 - Advanced Reports and Certification v1.4, September 26,

English Language Acquisition Rules Once a student’s English Language Acquisition Status has been reported, the only changes (other than corrections) allowed are: TBDEL, RFEP, IFEP, EO ELRFEP Violating the above rules will cause a SINF0255 warning and SINF0267 fatal to be reported. A student’s initial English Language Acquisition Status cannot be RFEP (Invalid ELAS for new enrollment - SINF0266 fatal) ELAS Rules: Fall 1 - Advanced Reports and Certification v1.4, September 26,

Fall 1 Accounts and Roles Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 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 Authorizing LEAView County/Authorizing LEA Reports CountyView County/Authorizing LEA Reports (visible to COEs only) 14

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Fall 1 Preparation Identify roles and responsibilities Establish target dates for submissions and reviews Review upcoming fall changes CALPADS 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 15

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Fall 1 Suggested Milestones Now – 10/31 Complete SIS data population and identify “No Show” exits (grades 7-12) Submit student enrollment, information and program data; clean up errors as necessary; then post 10/12 – 11/15 Resolve anomalies, resolve certification errors, review certification reports and update records if necessary 11/18 – 12/13 Certify (level 1 & level 2) 12/13 16

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Upcoming Changes 17

Changes ImplementedFunctionalityDescription Jul Code SetNew codes added for the following code sets: Course Group State – See CP Code Sets document Education Program – 185 (Transitional Kindergarten) Education Service English Learners – 6 (Other English Learner Service) Non Classroom Based or Support Assignment – 0160 (Charter School Administrator or Director) Direct Certification - B (SNAP/TANF), S (SNAP), T (TANF) – visible in CALAPDS front-end only Jul Code SetModified Code names and definitions: Course Group State – See CP Code Sets document Disability Category – 210 (modified name & definition) Education Program – 181 (modified definition) Education Program – 182 (modified definition) English Language Arts Proficiency Test – U (modified definition) School Completion Status – 100 – (modified definition) Interdistrict Transfer Code – (modified name & definition) Employment Status Category – (modified definition) Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 See CALPADS Code Sets document for complete list of changes

Changes ImplementedFunctionalityDescription Jul Code SetRetired codes for the following code sets: Course Group State– See CP Code Sets document Sep – 2013CFSRemoved - Field 2.47 (Student Initial Ninth Grade Entry Year) from the CFS, CP Online screens & Report 1.10 Sep Foster MatchFoster Youth data from CA Dept of Social Services (CDSS) matched in CALPADS. Sep – 2013 SubmissionSpring data collection (aggregates) have been added to Fall 1 (includes reports, validation, certification rules and backend aggregate processes). Sep – 2013SupportCALPADS Error List now under Help Menu and Page. Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 See CALPADS Code Sets document for complete list of changes

Changes ImplementedFunctionalityDescription Apr -2013ReportNew printable error reports now available for data certifications. Apr -2013ReportNew County/Authorizing IRC reports now available in CP. Sep -2013ReportBirth Country = Puerto Rico modified in Title III Eligible Immigrant counts in Snapshot and ODS Reports 2.1 and 2.2 to use new Business Rules. Sep – 2013 ReportNew LCFF Certification reports 1.17 and 1.18 replacing report 5.1a and 5.3a from Certification UI for AY Sep – 2013 ReportNew County-level aggregate report of LCFF supplemental funding categories. Fall 1 - Advanced Reports and Certification v1.4, September 26,

Changes ImplementedFunctionalityDescription Jan Validation RuleNew SPRG0254 (Fatal) – to identify invalid NSLP Program Record. Student must only have one open National School Lunch Program record. Feb Validation RuleNew SINF0259 (Warning) - to prevent LEAs from overwriting a "homeless status" in the Primary Residence Category Code field. Jul Validation RuleNew SPRG0263 (Warning) - Validate appropriate age for Transitional Kindergarten Program. Jul Validation RuleNew SPRG0264 (Warning) - Validate appropriate Grade Level for Transitional Kindergarten Program. Jul Validation RuleDisabled SENR0262 (Fatal) - to ensure any Kindergarten student that is not in Special Education has a student age that is between 4 and 7 years old inclusive. Fall 1 - Advanced Reports and Certification v1.4, September 26,

Changes ImplementedFunctionalityDescription Sep Validation RuleNew SINF0266 (Fatal) - Invalid initial English Language Acquisition Status Code for newly enrolled student Sep Validation RuleNew SINF0267 (Fatal) - Invalid change to "EL" English Language Acquisition Status Code Sep Validation RuleNew SENR0265 (Warning) - Invalid Student Age for GED Completion Code Sep Validation RuleNew SINF0269 (Warning) - Student Grade Level is outside the designated grade span for the school Sep Validation RuleNew CERT104 (Fatal) - Course Section Missing Education Service Code (Fatal) Sep – 2013 Validation RuleNew CERT105 (Warning) - Invalid Staff FTE % Sep Validation RuleNew CERT106 (Fatal) - Invalid "TBD“ English Language Acquisition Status Code (Fatal) Sep Validation RuleNew CERT107 (Warning) - Invalid Free Meal Program (181) or Reduced Price Meal Program (182) Records Fall 1 - Advanced Reports and Certification v1.4, September 26,

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Certification Review 23

Certification Requirements Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Review all eight aggregate reports Zero fatal errors Resolve anomalies at least below 2% 24

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 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 Enrollment – Primary Status by Subgroup Filter Grade Levels to KN-12, UE, and US Graduates and Dropouts by Subgroup Completers and Dropouts – Count FRPM/English Learner/Foster Youth – Count – New Title III Eligible Immigrants – Count * English Language Acquisition Status – Count by Primary Language * English Language Acquisition Status – Census Comparison * English Language Acquisition Status – Els Reclassified RFEP * * Previously part of Spring Submission 25

Certification Report – 1.17 Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Supplemental funding counts are based on: 1.Students qualifying for Free or Reduced Price Meals or 2.Being classified as English Learners or 3.Being identified as Foster Youth. 26

Supporting Report – 1.18 Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Supporting report showing a list of the students with details for selected school. 27

Anomaly Status Report Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 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. 28

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 - Advanced Reports and Certification v1.4, September 26,

Snapshot Generation Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 ODS Snapshot Fall 1 Data ODS Snapshot Fall 1 Data Regular Nightly Processing After certification CALAPDS availability and nightly processing schedule is available at: 30

Fall 1 – After Certification Fall 1 - Advanced Reports and Certification v1.4, September 26,

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Common Problems 32

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 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. 33

Common Problems – GERR0005 SPRG record submitted for student at a school where no enrollment record exists in CALPADS Fall 1 - Advanced Reports and Certification v1.4, September 26,

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 When To Use Common Exit Codes E230 Completed the highest grade at school; completion status code required E450 Exited school for any reason (K-6 only) E490 Continuing in the same school; only use if your SIS forces you to exit students at the end of every school year N420 No show - Completed last school year but did not show up in the Fall N470 No show - Pre-enrolled, but never attended a day of school; use an Exit Date of the same day as the Start Date T160 Transferred to another CA public school; students exiting Alternative Schools must have expected school of attendance T165 Transferred to another school for disciplinary reasons; expected school of attendance required T167 Transferred to an alternative school or non-alternative independent study program based on a non-disciplinary referral 35

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 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) Transitional Kindergarten (185) N/AAcceptableParticipating Common Questions – Program Data 36

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 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) Transitional Kindergarten (185) 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 37

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Common Problems – Errors Problem The SENR027 error occurs when an enrollment 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). 38

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 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 39

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 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 7/1/13 to 10/2/13 40

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Common Problems - Certification Problem The CERT004 error occurs when the ethnicity or race data is missing for any enrollments during the reporting period (8/16/12-10/2/13), 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 41

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Common Problems - Certification Important Details Students must have demographic records that correspond to their enrollment records. Students active on Census Day (10/2) 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. 42

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 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 43

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Common Problems - Certification Problem The certify button is grayed out Causes Outstanding fatal errors Anomaly rate exceeds 2% All eight reports have not been reviewed LEA Admin cannot certify The account does not have the certifier role 44

Wrap-Up Fall 1 - Advanced Reports and Certification v1.4, September 26,

LEA Administrator Responsibilities Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 * 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 46

Reminders Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 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 47

System Documentation 48 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 - Advanced Reports and Certification v1.4, September 26, LCFF Information

49 Resources English Language Acquisition Status Reporting Policies Fall 1 - Advanced Reports and Certification v1.4, September 26,

Support Web: Phone: Listserv: Fall 1 - Advanced Reports and Certification v1.4, September 26,

Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013 Training Evaluation Please Complete Our Survey 51 Questions 51