Fall 1 Advanced, v2.0, August 19, 2011 REPORTS AND CERTIFICATION ADVANCED Fall 1

Fall 1 Advanced, v2.0, August 19, 2011 Welcome Introductions – Participants (FCMAT/CSIS) Ground Rules – Mute phones while listening (mute or mic button) – Do not place the call on hold – Silence cell phones – Provide your name and LEA when speaking – One conversation at a time Duration 2

Fall 1 Advanced, v2.0, August 19, 2011 Course Description Target Audience Experienced Users Prerequisites Essential 1, 2, 3, & 4* Fall 1 (prior year) * Formerly called CALPADS 1, 2, 3, & 4 3

Fall 1 Advanced, v2.0, August 19, 2011 Course Objectives – p. 5 Dates and Deadlines – p. 6 Fall 1 Data Collected – p. 7 Fall 1 Steps – p. 10 Fall 1 Checklist – p. 12 Common Questions and Problems – p. 23 Reminders – p.35 Upcoming Changes – p. 38 Key Points – p. 42 Submission Strategies – p. 44 Resources – p. 47 Agenda 4

Fall 1 Advanced, v2.0, August 19, 2011 Course Objectives The session will enable LEAs to Know what data are included in Fall 1 Prepare for Fall 1 reporting Understand changes for Complete the steps for certification Resolve common problems 5

Fall 1 Advanced, v2.0, August 19, 2011 Dates and Deadlines 2011/2012 School Year – Information Day: 10/5/11 – Certification deadline: 12/14/11 – Amendment window: 12/15/11 – 1/18/12 6

Fall 1 Advanced, v2.0, August 19, 2011 Fall 1 Data Collected Current Year (active on 10/5/11) – Enrollments Title III Eligible Immigrants Previous Year (8/16/10 – 8/15/11) – Completers – Dropouts Lost Transfers (exits between 8/16/10 and 8/15/11 not re- enrolled by 10/5/11) No Shows (5/15/10 – 8/15/10) 7

Fall 1 Advanced, v2.0, August 19, 2011 Matriculated No Show Dropout* (Grades 7-12 and US) Students that are expected to matriculate to another K-12 school but do not show up at that school. These students are counted as a dropout at the state level, but do not count as a dropout for the school that they matriculated to or from. Fall 1 Data Collected Matriculated no show dropouts meet these criteria Student Exit Category = E230 (Completer Exit) School Completion Status = 480 (Promoted – Matriculated) Student Exit Date = 5/15 – 8/15 Student does not re-enroll on or before Census Day (School Start Date <= Census date) * Matriculated no show dropouts will not appear on report 1.9 (Completers and Dropouts). These students are not reported as a dropout at the LEA level but are reported as a dropout at the federal level. 8

Fall 1 Advanced, v2.0, August 19, 2011 Fall 1 Data Collected Enrollment, Completer, and Dropout sub-groups (Reports 1.1 and 1.6) English Learners Title III Eligible Immigrants Gifted and Talented Education Title I Part C Migrant Special Education Program Limited English Proficient (EL + Selected RFEP) Socio-Economically Disadvantaged (NSLP or Parent Ed Level = 14) Fall 1 – Certification Reports Data Mapping explains how counts are derived: 9

Fall 1 Steps 1. Assign Fall 1 roles – Fall 1 Data Collection Certifier – Superintendent Certifier – Free Reduced Lunch* 2. Sucessfully post records required for Fall 1 – Student Enrollment (SENR) – Student Information (SINF) – Student Program (SPRG) 3. Review and resolve fatal certification errors 4. Resolve anomalies below 2% Fall 1 Advanced, v2.0, August 19, * Now needed to upload SPRG files that contain Special Ed program records

Fall 1 Steps 6. Review aggregate reports for accuracy 7. Save/print aggregate & supporting reports 8. Review supporting reports, i.e., 8.1c, Certify Level 1 (data processor) 10. Certify Level 2 (superintendent) Fall 1 Advanced, v2.0, August 19,

Fall 1 Checklist – Accounts and Roles Fall 1 Advanced, v2.0, August 19, 2011 Roles* Certification – Fall 1 Data Collection Certifier (Level 1) – Superintendent Certifier (Level 2) Free Reduced Lunch** (NSLP) Accounts Daily use Reminder: LEA Admin cannot certify * Certification roles are applied overnight and will be active the next day ** Free Reduced Lunch role is now required to upload SPRG files 12

Fall 1 Advanced, v2.0, August 19, 2011 Fall 1 Checklist – Preparation Review Fall 1 approach and practices – What can be improved in this year’s submission – Identify roles and responsibilities – Establish target dates for submissions and reviews Local student information system (SIS) – Check with vendor for updates – Verify sites and district on same SIS version – Update SIS with new codes if not provided by vendor – Audit SIS records to ensure required data are populated Verify data in other systems are complete and available, as needed 13

Fall 1 Advanced, v2.0, August 19, 2011 Fall 1 Checklist – Data Submissions Exit students that were promoted, transferred, graduated or dropped out in school year – If needed, update student program information for students enrolled after last Information Day NSLP Program records must have a program end date for 10/11 school year Get SSIDs for new students Update student information for all students active on Oct 5, 2011 (Information Day) – Student information must be updated for all enrolled students every year – Effective date must be on or after July 1, 2011 and on or before Oct 5, 2011 Update student programs for students active on Oct 5, 2011 – For new students – All students who are eligible or participating in NSLP – Students who have become eligible or have begun participating in NCLB programs since last information day 14

Fall 1 Advanced, v2.0, August 19, 2011 Fall 1 Checklist – 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 15

Fall 1 Advanced, v2.0, August 19, 2011 Fall 1 Checklist – Verify Reports Evaluate Certification Supporting Reports – Provide detailed lists of students counted in the aggregate reports – Can be filtered by school – for review by site principal – Can be filtered by subgroups – for review by program coordinators 2.2 Title III Eligible Immigrants – Report counts reported through the Student National Origin Report (SNOR) prior to the school year 8.1c – Student Profile Dropouts – State View – Use to identify lost transfers and dropouts re-enrolled (can also be found using the anomaly module) Tip: Make sure the Academic Year is set to when reviewing snapshot reports 16

Fall 1 Checklist – Verify Reports Verify Race/Ethnicity Totals using report 1.5 – Students with Ethnicity Indicator Missing marked Y AND Race Missing Indicator marked Y are rolled up to Missing Category – Students with Ethnicity Indicator Missing marked Y AND at least one Race Code identified are rolled up to the Race Category Fall 1 Advanced, v2.0, August 19,

Fall 1 Advanced, v2.0, August 19, 2011 Fall 1 Checklist - Certification Certification Levels – Level 1 (Fall 1 Data Collection Certifier) Usually the person who submits and processes the data – Level 2 (Superintendent Certifier) Usually an administrator who reviews the reports for accuracy Tip: Assign each of the certification roles to at least two people so that another person can certify if one is out of the office Reminder: The LEA Admin account can not be assigned either certification role 18

Fall 1 Advanced, v2.0, August 19, 2011 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. 19

Fall 1 Advanced, v2.0, August 19, 2011 Fall 1 Tip – Certification Certify button will not be enabled until – There are zero fatal certification errors (warnings will not prevent certification but should be reviewed) – The combined CCE and MID rate must be 2% or less CCE date range: 8/16/10 – 10/5/11 MID date range: last 14 months from processed date – The Certification Aggregate Reports are reviewed Review reports for accuracy A reviewed report will have a checkmark in a green circle next to it Note: You must also log in with an account that has a certifier role 20

Fall 1 – After Certification Fall 1 Advanced, v2.0, August 19,

Fall 1 Advanced, v2.0, August 19, 2011 Fall 1 – After Certification Certified Snapshot data will be retained in the snapshot database – Data is a copy of the ODS data pertaining to Fall 1 as of the prior night’s processing – Nightly snapshots will no longer be generated Certified counts will be reported on DataQuest Decertify will be enabled. If used, decertify will – Set the snapshot’s status to decertified – Allow nightly snapshots to resume – Request a new snapshot to be generated 22

Fall 1 Advanced, v2.0, August 19, 2011 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 23

Fall 1 Advanced, v2.0, August 19, 2011 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 or Reduced Price Meals/NSLP (175) Common Questions – Program Data 24

Fall 1 Advanced, v2.0, August 19, 2011 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 or Reduced Price Meals/NSLP (175) Date student identified for the school year On or after student enrolled in LEA in current school year 25

Fall 1 Advanced, v2.0, August 19, 2011 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. 26

Common Problems – GERR0005 SPRG record submitted for student at a school where for which no enrollment record exists in CALPADS Fall 1 Advanced, v2.0, August 19,

Fall 1 Advanced, v2.0, August 19, 2011 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). 28

Fall 1 Advanced, v2.0, August 19, 2011 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 29

Fall 1 Advanced, v2.0, August 19, 2011 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 30

Fall 1 Advanced, v2.0, August 19, 2011 Common Problems - Certification Problem The CERT004 error occurs when the ethnicity or race data is missing for any enrollments during the reporting period (8/16/10-10/5/11), 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 31

Fall 1 Advanced, v2.0, August 19, 2011 Common Problems - Certification Important Details Students must have demographic records that correspond to their enrollment records. Students active on Census Day (10/5) 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. 32

Fall 1 Advanced, v2.0, August 19, 2011 Common Problems - Certification Problem Subgroup counts are too low Solution Post student program records for the current school year (SPRG for batch processing) 33

Fall 1 Advanced, v2.0, August 19, 2011 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* * Certifier roles are not active until the day after they are assigned 34

Reminders Create new accounts for LEA staff Reset passwords for LEA staff Update roles for LEA staff Review security report regularly* – Update permissions for users whose duties have changed – Revoke accounts for users that have left the LEA Submit CALPADS support requests on behalf of the LEA Provide CALPADS training and support for LEA staff Fall 1 Advanced, v2.0, August 19, 2011 LEA Administrator Responsibilities * See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports 35

Reminders ODS Snapshot Fall 1 Data ODS Snapshot Fall 1 Data Regular Nightly Processing After certification CALAPDS availability and nightly processing schedule is available at: Snapshot Generation Fall 1 Advanced, v2.0, August 19,

Reminders Fall 1 Advanced, v2.0, August 19, 2011 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 37

Fall 1 Advanced, v2.0, August 19, Upcoming Changes Change Request # FunctionalityDescription 95AnomaliesERDs and the ERD report will be able to be filtered by warning type 129AnomaliesPromoted completers (Student School Completion Status = 120) will be excluded from generating ERDs 137AnomaliesSome completers will be excluded from generating ERDs (Student School Completion Status = 120, 320, or 330) 186AnomaliesMiddle name will no longer be used in MID anomaly matching 288CertificationList of certification errors will more clearly distinguish errors and warnings 284Fall 1 ReportsDropouts that re-enroll with a short-term enrollment status (30) will still count as dropouts on Snapshot report

Fall 1 Advanced, v2.0, August 19, Upcoming Changes Change Request # FunctionalityDescription 334Fall 1 ReportsNew supporting report will be added for English Learners, similar to Spring report Fall 1 ReportsEL reports, associated rules, and associated filters will be made the same for both Fall and Spring 344Fall 1 ReportsCertification report 1.9 will be adjusted to count dropouts the same way as DataQuest 127File StatusA new status will be added, "Partial Post“, to inidicate that jobs have posted for some schools in the file but not all 131File StatusJob ID and LEA Name will be added to the filter list for the View Submission Status, all Reports, and all Extracts 170File StatusA new status will be added “Post Requested”, to indicate Jobs that have been submitted for posting but have not started posting 39

Fall 1 Advanced, v2.0, August 19, Upcoming Changes Change Request # FunctionalityDescription 188File UploadThe Local Student ID will be included on rejected records extracts and downloads 197File UploadThe SSID and Local Student ID will be added as filters on the Passed Records Screen 302File UploadPassed records will display in list format with filter options 232File UploadThe Local Record ID field will be added to the rejected records extracts for all record types 142IVRValidation will no longer allow duplicate Local IDs without SSIDs in the same SENR batch file 274ODS ExtractThe ODS SINF extract will allow extracted SINF records to only include those owned by the LEA/school 40

Fall 1 Advanced, v2.0, August 19, Upcoming Changes Change Request # FunctionalityDescription 107SSID RequestThe Candidate List will be made available as a Report with the standard report output formats (PDF, CSV, Excel, HTML,TIFF, XML) and filters 176Valid Code Combination A new validation will be added to detect and invalid student age or grade level for students leaving for adult ed or a GED program (Student Exit Reason Code = T260, T270 or Student School Completion Status = 250, 320) 177Valid Code Combination Validation will be modified to detect an invalid age or grade level for students who passed CHSPE but didn’t receive a high school diploma (Student School Completion Status = 330) 178Valid Code Combination Valid Code Combinations and related errors will be updated to include valid combinations of completion code and grade level Primary Residence Category Code will be important for homeless data that the CDE is planning to collect 41

Fall 1 Advanced, v2.0, August 19, Upcoming Changes Change Request # FunctionalityDescription Code SetCountry International Standards Organization AN - Retired code per ISO standards ZR - Retired code per ISO Standards BO - Changed name per the ISO standards SH - Changed name per the ISO standards SS - Added code per ISO standards BQ - Added code per ISO standards CW - Added code per ISO standards Code SetEducation Program Added new code 101, 504 Accommodation Plan Code Definition: An indication that a student has a 504 Accommodation Plan for a temporary disability. 42

Fall 1 Advanced, v2.0, August 19, 2011 Key Points The Snapshot Is a subset of the ODS records that apply to Fall 1 Is updated at night for any data posted that day Reflects data posted by the previous night Reports Filters affect what you see Have data stewards review and verify reports Four Year Graduation Cohort Use resources to evaluate errors Check known issues before contacting the help desk 43

Fall 1 Advanced, v2.0, August 19, 2011 Key Points To certify you must have – An Anomaly rate less than 2% – Zero Fatal Errors – Reviewed and verified all three aggregate reports (1.1, 1.6, 1.9) Two levels of certification are required – Fall 1 Certifier (Level 1) – Superintendent Certifier (Level 2) Print final certification reports or save as PDFs for reference 44

Submission Strategies  Fall 1 Suggested Milestones 10/31 – Complete SIS Data Population Ensure Initial 9 th Grade Entry Year Determine No Show exits for grade 7 to 12 10/10-11/18 – Upload SENR, SINF and SPRG Review validation errors, reconcile as needed 11/21-12/13 - Review reports & Reconcile as needed 12/14 – Certify Fall 1 Advanced, v2.0, August 19,

Submission Strategies Fall 1 Certification Strategy Obtain SSIDs before October Update enrollments for October Determine No Show exits for grade 7 to 12 Submit SINF and SPRG for all students enrolled on information day Allow several weeks to evaluate certification (snapshot) reports and revise data Know your local data Fall 1 Advanced, v2.0, August 19,

Fall 1 Advanced, v2.0, August 19, 2011 Important Links Certification deadline and amendment dates –

Fall 1 Advanced, v2.0, August 19, 2011 RESOURCES 48

Fall 1 Advanced, v2.0, August 19, 2011 RESOURCES CALPADS ERROR LIST Provides descriptions for rejected record or certification error messages 49

Fall 1 Advanced, v2.0, August 19, 2011 RESOURCES CALPADS CODE SETS Provides code names and definitions 50

Fall 1 Advanced, v2.0, August 19, 2011 RESOURCES CALPADS DATA GUIDE Provides data requirements for reported groups 51

Reminders Fall 1 Certification Reports Data Mapping – Self-Paced Trainings – Fall 1 Advanced, v2.0, August 19, 2011 OTHER RESOURCES 52

Support CALPADS URL – CALPADS Support – CALPADS Service Desk Request Form (preferred contact method) – – CALPADS-LEA Listserv (one-way) – Fall 1 Advanced, v2.0, August 19, 2011 Support Information 53

Fall 1 Advanced, v2.0, August 19, 2011 Training Evaluation Please complete our survey 54

Fall 1 Advanced, v2.0, August 19, 2011 Questions 55