1. REPORTS AND CERTIFICATION ADVANCED
Fall 2
Welcome to the Fall 2 Advanced training for experienced CALPADS users. In this training, we will provide a brief overview of the Fall 2 submission and go over major Fall-2 changes for this year.

2. Who’s Supposed to Be Here
Individuals assigned to
CALPADS maintenance
This training is for individuals assigned to do CALPADS maintenance work related specifically to Fall 2 submission.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

3. Previously completed Fall-2 reporting on time
Experienced User
Previously completed Fall-2 reporting on time
Understands data required for the submission
Can easily extract files from SIS
Can upload and post batch files
Knows the difference between ODS and Snapshot
Understands the validation and certification errors and resolution process
Can reconcile data on reports with local SIS
Knows the difference between Level 1 Certification and Level 2 Certification
We expect a experienced user to have… {read each item}
If you have not completed one or more of these items then we ask that you attend the regular Fall-2 Reporting and Certification training.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

4. Training Sequence
Essential 1: Data Coordinator Orientation
Essential 2: Interface & Administration
Essential 3: Data Submission
Essential 4: Anomalies
Fall 1
Fall 2 Data Population
Fall 2
Fall 2 Advanced
Fall 1 Advanced
Today’s training assumes you have attended Essential 1-4, Fall 1, Fall 2 DP and RC trainings. If you have not attended these trainings, be aware that you may not understand some content and references used during this training.
The submission process and requirements will not be discussed in detail. If you have not been through Fall 2 before or need a comprehensive review of the material, we encourage you to attend our regular, non-advanced, Fall 2 training.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

5. Questions and Courtesy
HOLD
Mute yourself
There will be time during the Q & A segment to read chat answers and get clarification. Please focus on the presentation so you do not miss something important.
Questions may be asked here, but they may not be answered immediately.
Lync Chat Box
Chat Button
Shows or hides the chat box
Please include your
name and LEA
when asking questions
Here are our courtesy guidelines to create a session with minimal disruptions/interruptions:
1) Please Do not put your phone on HOLD!!! If you absolutely need to take another call during this session, please end your call with us and then call back into the training once you are done. Even if you do not press a hold button, many phones put a call on hold if you pick up a second one. The music played by the hold can be very disruptive to the training.
2) When we are presenting please make sure to mute your phone. If necessary we will mute everyone, and then you will need to wait for me to unmute everyone before you can ask a question.
3) We will stop periodically for questions. We encourage you to ask questions, That said, please hold your questions until we call for them, which we will try to do at reasonable intervals.
4) When you ask a question, please include your name and your LEA.
5) If you happen to ask a particularly lengthy question or one that is unrelated to the material currently being covered we may postpone addressing the question until the end of the presentation, in the Q & A segment of the training.
6) We want to make sure all of your questions are answered, so if you think we missed your question, please remind us of your outstanding question at the end of the presentation during the Q & A segment or send in a service ticket or attend the live Q&A held each Wednesday at 3pm
Last - Lync provides a chat box where you can type questions that CSIS staff will answer, however please try to focus on the presentation so you do not miss something important. If you think that you need a more immediate answer so you can understand the current slide, please ask it verbally when we pause for questions. Also note the chat box can be turned off if it creates a distraction. (explain how to do this)
Lengthy or unrelated questions
may be postponed
until the Q & A segment
of the training.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017
SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

6. Agenda Fall 2 Overview New Changes Certification 60 minutes
Common Problems
Wrap-Up
In today’s training we will start with:
A brief Fall 2 Overview
Then look at the new changes for this year
We will review the Certification process
Look at some Common problems related to Fall 2
Then we will wrap up the training with some recommendations and reminders
This training will last approximately 60 minutes
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

7. Fall - 2 Overview
Let’s take a few minutes and review the Fall 2 submission now.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

8. Information Reported in Fall 2
Staff Demographic/ Assignments
Certificated teachers, administrators and pupil service staff
Course Enrollment
Course sections of students enrolled on Census Day (required for ALL LEAs—no exemptions)
Fall 2 basically counts course and staff data for Fall 1 students. Fall 2 is a separate data collection and a separate certification.
Note: There are no LEAs exempted from reporting student course enrollment SCSE (charter schools are required as well).
Classroom services provided to English Learners
English Learner (EL) Services
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

9. Submission Strategies
Fall 2 Certification Strategies
Complete Fall 1
Submit and post Staff Demographics
Submit and post Staff Assignments
Submit and post Course Section
Submit and post
Student Course Section 2 1
The main categories of information that will be generated from the Fall 2 data are:
Staff Count and FTE
Average Class Size by content area
Data on English Learner Services including count of students and count of teachers providing EL Services
Fall 2 basically counts course and staff data for Fall 1 students. Fall 2 is a separate Data Collection and a separate Certification.
Recommendation: Concentrate on Student data first. Then add Staff and Course. 3 4 5
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

10. Important Dates for Fall 2
*Census Day 1st Wed in Oct (Snapshots available 12/28/2016)
Certification Deadline (3/3/2017)
Amendment Window (3/31/2017)
DATES AND DEADLINES FOR
Census Day for Fall 2 is always the first Wednesday in October. For the current reporting year, that falls on… October 5, 2016.
The certification deadline is…March 3, 2017
The amendment window is… March 4, 2017 to March 31, 2017
All of these dates can be found on the CDE’s calendar. The link has been provided in the bottom of this slide. You should check this page periodically to ensure you are aware of any changes in the dates mentioned earlier.
* Schools not in session on Census Day should report as of the next day they are in session (up to 30 days past Census Day)
CALPADS Calendar:
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

11. Fall 2 Checklist – Preparation
Identify roles and responsibilities
Discuss local data privacy and security best practices
Establish target dates for submissions and reviews
Review Fall 2 changes
Review Fall 2 Activities
Check with vendor for updates
Verify sites and district on same SIS version
Audit SIS records to ensure required data are populated
Local student information system (SIS) Activities
As part of preparing for your Fall 2 reporting you should:
{step through slide}
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

12. Fall - 2 Suggested Milestones
Now – 12/28
Complete Fall 2 data population in local SIS
1/4/17 – 1/31/17
Upload SDEM, SASS, CRSE, SCSE files. Review validation errors and reconcile as needed
2/1/17 – 2/3/17
Post SDEM, SASS, CRSE, SCSE files
2/6/17 – 2/17/17
Resolve certification errors, review certification reports and update records if necessary
To assist LEAs with planning, we have a list of suggested milestones. {step through slide}
2/20/17 - 2/24/17
Send reports to site leaders for approval
2/27/17 – 3/3/17
Certify Fall-2 (level 1 & level 2)
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

13. FALL - 2 CHANGES
In the next few slides we will review the Fall changes from last year to this year.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

14. 2016-17 Summary of Fall 2 Changes
Functionality
Change
Code Set
New - Two Course Codes (6021, 6022) added that represent courses with "No Educational Content" per AB 1012
New – Course code 2472 (AP Computer Principals) added
New – Course codes (2518, 2519, 2505) added based on review of SCED codes for military science, religion, and physical education
New State Course Codes added or modified for Math and Science
New – codes 2473, 2484, 2485 added for MYP Algebra II, Mathematical Modeling, and Financial Algebra
Modified – code 2467 name from "MYP Algebra I or II" to "MYP Algebra I"
Modified – code 2609 name from "Oceanography" to "Marine Science"
Modified - Science course codes ( )
Here we will discuss the changes for this year. Go over all the items on the slide…
AB No educational content mentioned in Flash #121 and Flash #116 (May 2016)
Background for trainers -
AB 1012 was sponsored by the American Civil Liberties Union and Public Counsel, who represented plaintiffs in litigation regarding pupil placement in courses without educational content and previously completed courses against the State. Passage of this bill was part of the settlement of that lawsuit.
The suit names as plaintiffs a class of current or future students attending Castlemont High School in the Oakland Unified School District, John C. Fremont High School in the Los Angeles Unified School District (LAUSD), Nystrom Elementary School in the West Contra Costa Unified School District, Franklin S. Whaley Middle School in the Compton Unified School District, Fremont High School in the Oakland Unified School District, Florence Griffith Joyner Elementary School in the LAUSD, and Compton High School in the Compton Unified School District.
The successful implementation of AB 1012 will require documentation. There must be records sufficient to demonstrate that a pupil’s placement in a course without educational content or a previously completed course meets the legal requirements as specified in Education Code Sections and
SCED – School Courses for the Exchange of Data
* Check CP Code Sets document for details and update local SIS as necessary
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

15. 2016-17 Summary of Fall 2 Changes
Functionality
Change
Code Set
New - CTE Course Codes for 2 Industry Sectors (AGR and ART)
Added (IB Business Mgt) as an Academic CTE Course
Retired - Code/Valid Code Combo for 6004 (Resource Class)
Modified - Definitions for Codes 6017 (Resource Teacher), 3020 (support/consultation)
Valid Code Combo
Modified - UC/CSU Approved values for CTE Courses in Course Group Master Combo
Valid Code Combo
Moved - State course codes 2535 and 2538 from Content Area code 19-Physical Education to 16 - Health Education category
Modified - Valid grade levels for State Course Codes 2434, 2435, 2446 & 2447 to include grades 6-8 and 6-12
File Layout
Modified - CRSE/CRSC with filler for fields (9.11, 9.28)
Go over all the items on the slide…
CTE Industry Sectors –
The CTE course codes are being restructured to facilitate the mapping of local CTE courses to state course codes.
The current structure resulted in inaccurate reporting of students in CTE pathways
The new structure has been implemented for two industry sectors:
Arts, Media and Entertainment (ART)
Agriculture and Natural Resources (AGR)
An example of the change -Local Course: Internet Publishing
Previously mapped to State Course Code 5712 – Internet Publishing
Now mapped to State Course Code 5621 or “Introduction to Graphic Design” or “Intermediate Graphic Design”
* Check CP Code Sets document for details and update local SIS as necessary
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

16. 2016-17 Summary of Fall 2 Changes
Functionality
Change
Reports
Modified – Snapshot Reports – New SED expanded definition is applied to all applicable Fall-2 reports
Modified – Fall-2 SN Reports 2.5, C/A 2.5, and All NCLB/HQT components have been removed from these reports
Retired – Fall-2 Aggregate SN Reports 3.4 and Due to NCLB/HQT not being collected any more.
Go over all the items on the slide…
SED = Students who met at least one of the seven criteria:
(1) neither of the student's parents has received a high school diploma
(2) the student is eligible for or participating in the Free Meal program or Reduced-Price Meal program
(3) the student is eligible for or participating in the Title I Part C Migrant program,
(4) the student was considered Homeless
(5) the student was Foster Program Eligible
(6) the student was Directly Certified
(7) the student was enrolled in a Juvenile Course School
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

17. 2016-17 Summary of Fall 2 Changes
Functionality
Change
Validation
New – CERT005 (Fatal) - triggers when a student course section record was submitted for an SSID that was not enrolled on Census Day
New – CERT050 (Warning) - triggers when there are no administrators at the LEA
New – CERT079 (Fatal) - triggers when a course section (except code 3020) does not have any associated student course section records
New – CERT104 (Fatal) - triggers when the Education Service Code field (9.20) is not populated for a course section in which English Learners are enrolled
New – CERT108 (Warning) - triggers when the total Staff Assignment FTE data submitted varies +- 25% from the total number of Staff and thus may be over or understated.
Modified – CERT046 (Fatal) - triggers when the sum of Staff FTE for all Job Classifications for an individual staff member in the LEA is either more than 200% or less than 5%.
Go over all the items on the slide…
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

18. 2016-17 Summary of Fall 2 Changes
Functionality
Change
Validation
Activated – CERT051 (Warning) - Non-Trend – triggers when there are no pupil services staff at the LEA
Activated – CERT052 (Warning) - Non-Trend – triggers when There is no staff assignment information for Itinerant or Pull-Out/Push-In Teachers
Activated – CERT053 (Warning) - Non-Trend – triggers when there is no staff assignment information for Teachers at the LEA
Activated – CERT081 (Warning) - Non-Trend – triggers when no course section data was submitted for a student with Enrollment Status of Secondary or Short Term
Disabled – CERT063 (Fatal) – triggered when No Education Service code was populated for an EL student (replaced with CERT104)
Limited Certification Warnings for this year - LEAs will need to complete a local comparison of some data groups from this year to last year and resolve discrepancies (see next slide)
Go over all the items on the slide…
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

19. All Certification Warnings Disabled
LEAs will need to do their own analysis against prior year submissions
No data
No Enrollment for Course Section (CERT079)
Conflicting numbers
Significant changes in school
Not Enough Course Sections to = FTE (CERT070)
School
LEA
Administrator FTE (CERT026) X
English Learners (CERT035)
Number of Teachers Providing EL Svcs (CERT036)
Percentage Change in Number of ELs Receiving Education Services (CERT065)
Pupil Services FTE (CERT080)
Teachers FTE (CERT025)
Invalid records
Staff FTE % (CERT105)
Normally it is also important to review your certification warnings. However, the certification warnings have been temporarily disabled.
It is recommended that your LEA manually review the related counts and records to ensure they do not have these discrepancies. For example, your LEA should compare it’s previous year enrollment counts to the current year counts to make sure any discrepancies are intended.
Each subgroup is mapped to the certification warning that did not get implemented this year and LEAs can reference the error list to get more information on them.
Questionable proportions
Enrollment Count for a Course Section Exceeds Expectations (CERT062)
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

20. AB 1012 – No Educational Content
New requirements under Assembly Bill 1012 (Chapter 703, Statutes of 2015) which prohibit the assignment of students to courses “with no educational content” unless certain conditions are met
Refer to CA Education Section for specifics
LEAs may submit these courses to CALPADS using the following course codes:
6021 – Student Assistant
6022 – Free period or No Educational Content
{Cover content on the slide}
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

21. Librarian Reporting SASS CRSE Staff Type Description Credential(s)
Staff Job
Classification
Code
Non Classroom
Based Job
Assignment Code
CRS-State
Course
Teacher
Librarian*
Manages library and provides instruction to students as a regular class in the library.
Teaching &
Library Science 12
N/A
6026
Librarian
(pull out)**
Manages library and students are pulled out of regular class to receive instruction in library. 27
(push in)**
Manages library and provides instruction to students in another teacher’s classroom.
Library
Administrator
Manages library. Does not instruct students.
Administrative & 10
0139
Library Supervisor (classified)
Manages library
none
Not reported to CALPADS.
Reported in aggregate in CBEDS-ORA.
Section of the Data Guide provides more detail on the change
As a result of the change related to Librarian reporting last year, the counts for certificated librarians reported dropped drastically. This reduction was interpreted as perhaps they were not reported correctly. This slide provides information about several different scenarios on how to correctly report Librarians.
{Cover the scenarios on the slide}
Note – you can no longer use the SASS record to report the teacher Librarian as a non-classroom based job assignment.
* Student course enrollment records (SCSE) required for students taking library course
** Student course enrollment records (SCSE) optional
Former method for reporting librarians in and before was:
Staff Job Classification Code = 11
Non Classroom Based Job Assignment Code = 0204
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

22. English Learner Education Services
EL Education Services Business Rules:
Primary Language Instruction and ELD Instruction and/or SDAIE Instruction
(code=1)
ELD Instruction Only
(code=2)
SDAIE Instruction Only (code=3)
ELD Instruction and SDAIE Instruction But Not Primary Language Instruction
(code=4)
Other Services Reported
(code=6)
No Services Report
(code=5)
Rule 1 X
Any combination (2, 3, 4, 6)
9.20 = 1 2
Any combination (2, 3)
9.20 = 4 3 4
9.20 = 6 5
Any combination (1, 2, 3, 4)
9.20 = (see rules # ) 6
9.20 = 5 7
Any combination (1, 2, 3, 4, 6)
9.20 = (see rule # – 5)
Report 2.4 can be used to find students missing services. CERT 104 identifies course sections missing services.
It is not enough for an EL student to have just one course identified with services.  Any course an EL is in, needs to report the education services based on the following selection criteria:   
Count of primary enrolled students with ELAS=EL.
English Language Acquisition Effective Start Date <= Report Date
Most recent ELA Status Code on the report “As of” date (using Effective Start Date) that was effective during the reporting period, regardless of Reporting LEA = EL
Grade Level = KN-12, UE and US
Student Enrollment Status = Primary Enrollment (10)
Course section with 0 enrollment: No
Course section with SEID = : Yes
Note: Rules for EL Services count are detailed in the CALPADS User Manual Glossary (English Learner Education Services)
Every course section with EL students needs to have the Education Services field populated to avoid
CERT104 fatal error.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

23. Certification Review
So let’s review the data certification process for Fall 2.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

24. Certification Requirements
Review all
four aggregate
reports
Zero certification
fatal
errors
The certification requirements for Fall 2 are as follows:
You must review all 4 certification aggregate reports for accuracy and completeness.
You must ensure all fatal errors have been resolved.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

25. Fall 2 Certification Reports
Establish Report Review Process
Data stewards should review reports
Have reviewers sign off to verify they have reviewed
Evaluate Certification Aggregate Reports
English Learner Education Services –
Student Count (2.4)
Count of Teachers Providing EL Services (2.5)
Course Section Enrollment by Content Area (3.6)
Staff Count and FTE by Job Classification (4.1)
After submitting and posting your data, you need to review your Fall 2 reports.
It is important that you have a review process so that the data stewards, the people who are responsible for the content of the reports, can validate them. These individuals might include site principals and program coordinators, like a EL or a Special Ed coordinator. We also recommend that you have your data stewards sign or initial and date the report printouts to confirm that they have reviewed them and that they are correct. {Really need to emphasize this!!}
Your initial focus should be the four certification aggregate reports. These reports contain the counts that are central to the Fall 2 reporting and what you will become your official fall 2 counts once certified.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

26. Data Certification – Student
English Learner Education Services-Student List (2.7)
SUPPORTING REPORT
Course Section Enrollment ODS Download
EXTRACTS
Over the next few slides we will briefly discuss the supporting reports and extracts to further help you analyze your Fall 2 data before certifying your submission.
If you have questions about the data you see in the student certification reports, here is the supporting report that will allow you to drill down to identify the problem. There is also one extract that you can request for you own local analysis.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

27. Data Certification – Staff
Staff – Count and FTE by Job Classification Disaggregated (4.2)
Staff – Teaching Assignments – Detail (4.3)
Staff Profile – List (4.4)
Staff - Non Classroom Based or Support Assignment – Detail (4.5)
SUPPORTING REPORTS
Staff Demographics ODS Download
Staff Assignment - ODS Download
EXTRACTS
If you have questions about the data you see in the staff certification reports, here the 3 supporting reports that will allow you to drill down to identify the problem. There are also two extract that you can request for you own local analysis.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

28. Data Certification – Course
Class Size – by Content Area (3.1)
Class Enrollment – by Content Area (3.2)
Class Enrollment – Student List (3.3)
Course Section Enrollment – Count and Details (3.7)
Course Section Enrollment – Student List (3.8)
English Learner Education Services-Student List (2.7)
English Learner Instructional Plan - Count of ELs by Instructional Strategy (2.11)
SUPPORTING REPORTS
Course Section Enrollment ODS Download
Student Course Section Enrollment ODS Download
EXTRACTS
If you have questions about the data you see in the course certification reports, here the 7 supporting reports that will allow you to drill down to identify the problem. There are also two extract that you can request for you own local analysis.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

29. Snapshots: Jobs and Revisions
Click on drop-down to reveal additional Snapshot Revisions 1 2 3
Please note that initially de-certification is not required in order to amend data and get a new snapshot. The system can now produce multiple snapshots and this will allow you to verify your new changes first before you de-certify and then re-certify a submission.
We now have a mini-tutorial on snapshot revision: 3 2
A snapshot revision includes any jobs that meet these three criteria:
File Status is Revision Complete
Snapshot Create Date is the same or earlier than Revision Date/Time
Available In contains a matching snapshot code
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

30. Common Problems
Let’s review some of the common problems related to CALPADS… Please note that some of the slides in this section are hidden and are there for your reference. We will go over a couple of important ones with you today during this training session.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

31. Validation Errors – Staff Assignment
SASS0118 – Validation Error
Staff Job Classification FTE Percentage Less than 1.0 or Employee on Leave Percentage Greater Than 0
Solution
Verify that Staff Job Classification FTE Percentage for a staff member who is not on leave is greater than or equal to 1.0 or employee on leave percentage is 0.
Review slide in detail…
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

32. Certification Errors – English Learners
Triggers when the Education Service Code field (9.20) is not populated for a course section in which English Learners are enrolled in
Solution
Verify Education Service English Learner field is populated for every course-section where one or more EL student is enrolled in
So, report 2.4 is to find students missing services and CERT 104 is to identify course sections missing services.
Therefore, it is not enough for an EL student to have just one course identified with services.  Any course an EL is in, needs to report the education services.   
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

33. Certification Errors - Staff
Error occurs when a staff assignment is reported for a SEID for which there is no staff demographic record reported (Fatal)
Solution
Post staff demographic record for the teacher
Verify the staff hire date is on or before information day
This slide is marked as hidden to be used as a reference outside of the training session.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

34. Certification Errors - Staff
Error occurs when a course section is reported for a teacher (SEID) for which there is no staff demographic record reported (Fatal)
Solution
Post staff demographic record for the staff member (SEID)
Verify the staff hire date is on or before information day
This slide is marked as hidden to be used as a reference outside of the training session.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

35. Fall 2 Common Problems CERT047 - Fatal CERT048 - Fatal
Teaching Staff Assignment Missing A course section includes a SEID for which there is no valid teaching assignment information.
Teaching assignment must be reported at the site the course is being taught at
CERT048 - Fatal
Missing non-classroom based assignment or course section record
All certificated staff must either have classes or have a non-classroom based assignment reported
This slide is marked as hidden to be used as a reference outside of the training session.
The CERT047 is detected on a course reported for a teacher, at a specific site and teacher doesn’t have an assignment record report for that site. If the teacher is teacher at a site, there must be an assignment record.
The CERT048: If you report staff for the current academic year, they need an assignment record: either non-classroom based, teaching a course, or employment end date
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

36. Certification Errors – Course Section
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
This slide is marked as hidden to be used as a reference outside of the training session.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

37. Certification Errors – Course Section
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
This slide is marked as hidden to be used as a reference outside of the training session.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

38. Certification Errors – Staff Demo
Error occurs when the teacher’s staff employment start date or end date does not fall within the reporting period, 7/1/16-11/4/16 or
Record effective start date not between 7/1/16 and 11/4/16 (Census Day plus 30 calendar days)
Solution
Verify that the employment dates are correct
If yes, delete the record as SEID should not be reported
If no, submit the correct employment dates
This slide is marked as hidden to be used as a reference outside of the training session.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

39. Certification Errors – Staff Demo
Error occurs when the admin or support staff’s staff employment start date or end date does not fall on census day or
Record effective start date not between 7/1/16 and 10/5/16
Solution
Verify that the employment dates are correct.
If yes, delete the record as SEID should not be reported
If no, submit the correct employment dates
If staff leaves district, provide Employment End Date and not the Effective End Date.
This slide is marked as hidden to be used as a reference outside of the training session.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

40. Certification Errors – Course Section
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)
This slide is marked as hidden to be used as a reference outside of the training session.
*All LEA as of the Academic Year , are required to submit course section enrollment. There are no exemptions.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

41. Certification Errors – Staff Assign
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, delete the staff demographic record
This slide is marked as hidden to be used as a reference outside of the training session.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

42. Common Problems – cont’d
Staff on Leave Requires
SDEM record for active employees
Employment End Date is not populated
SASS record required with the Non-Classroom Assignment 6018
FTE must be reported as 0.0%
SASS0118 will be detected if FTE is > 0.0%
Staff No Longer Employed on Census Day
Employment End Date is reported not the Effective End Date
Review the slide in detail…
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

43. Lack of internal cooperation
Common Problems
Lack of internal cooperation
Reporting EL Services for all courses with EL students
Coordinate EARLY to identify EL courses and services provided
State Course Code Assignment
Request signoff of current assignments
Report Verification
Request signoff of certification and supporting reports
Competing Priorities
Collect data throughout the year
Perform regular enrollment updates
Check ODS reports periodically
Review the slide in detail…
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

44. Fall 2 Issues KNOWN ISSUES
Like any other system, CALPADS has known issues. Before submitting a support ticket, please review the current known issues list by visiting the URL shown on this slide. If a problem appears on the list, it means that the CALPADS team is aware of it and the issue is being worked on. If you don’t find the issue, please submit a ticket so the support helpdesk can further look into it.
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45. Did You Get It?
Is CALPADS checking for student course enrollment at all schools?
Yes, a SCSE record is required for all students with primary enrollment (CERT077 is triggered).
Should Ed Services be reported for courses with EL students?
Yes, the system will trigger CERT104 if a course has EL students and no Ed Services.
For what date(s) are active staff and course enrollments reported
Census day, ( or up to 30 days after for schools not in session on Census day)
Should LEAs take any action locally due to lack of some certification warnings this year?
Yes, LEAs should do local comparison of data groups from this year to last year and resolve discrepancies.
How often are snapshot reports refreshed?
Once relevant data is posted and there is 15 minutes of post inactivity for the LEA, a new snapshot revision will be generated.
What is a replacement file?
Data in CALPADS will be replaced (by school year and school) if another file is posted.
{Read questions and answers}
{Must be in presentation mode to see answers revealed}
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

46. Wrap-Up Let’s wrap things up now..
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

47. Batch Submission Order and Processes
Understand the order and submission process rules to avoid issues:
1 - Student Profile
Add, Update, Replace, or Delete: applies to each record
2 - Staff Demographics
3 - Staff Assignment*
Replace or Delete: applies to ALL records for each school
4 - Course Section*
5 - Student Course Section*
It is critical for you to understand the order and submission process rules for Fall-2 in order to avoid issues.
The data files have to be submitted in the order shown on this slide. Each file must be uploaded and posted successfully before you proceed to upload the next file.
adding, updating, replacing or deletion of student profile data via batch upload is applied to each record and this is true for Staff demographics data as well.
For Staff Assignment, Course Section and Stu Course Section, when replacing or deleting data, the process is applied to all records for each school. Therefore it is important to note that anytime you upload any of these file types, you must extract all your records for your school or LEA and upload them. Once you post these file types, all previously posted records will be replaced with the newly posted records.
* Indicates these are replacement files 47
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48. Resources CALPADS Calendar Self-paced Trainings System Documentation
Self-paced Trainings
System Documentation
Document
Description
Sections
CALPADS File Specifications (Forms)
File layout and requirements for batch submission
SENR, SELA, SINF, SPRG, SDEM, SASS, CRSE & SCSE tabs
CALPADS Error List
Detailed error message descriptions
Student Enrollment, Student Info, Student English Language Acquisition, Student Programs, Staff Demo, Staff Assignment Course Section, Student Course Section and Fall 2 Certification tabs
CALPADS Data Guide
Detailed requirements
Sections 3.5, 3.6, 2.2 & 2.3.2
Here are some important resources related to Fall 2. {Cover each item} 48
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

49. Resources System Documentation Document Description Sections
Document
Description
Sections
CALPADS Code Sets
Detailed list and description of code values
See Code Set column in CFS (Forms) for each field reported
CALPADS Valid Code Combinations
Codes allowed to be used together
NonClassSuppAsgn - Job Class, Course Group Master Combos, NonClassSuppAsgn – Content Area
CBEDS Assignment/Course Code Mapping
Mapping of old CBEDS assignments to new state course codes
All
{Cover each item}
Mapping Guide 49
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

50. Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone:
Listserv:
The preferred method of requesting support is through the service ticket. If you have not taken the opportunity to save this URL, please do so today. Saving this URL allows you the ability to send a service request even if you can’t access CALPADS. This URL is also on the FCMAT/CSIS site and the CDE’s.
The service ticket allows you provide information which assist support to quickly respond to the ticket. This helps in our peak service request times—close to the deadlines to expedite service requests.
If you call , you will go immediately into our voice mail system.
is another way to request support. But both the phone message and this URL requires a support staff to take the information and create a service ticket.
The list service is the CDE’s one-way listserv, which means LEAs cannot respond but only receive notices. This Listserv notifies you of changes for deadlines, data submissions, etc. You will want to join today if you have not done so.
Fall 2 Adv. Reports & Certification v1.1, January 4, 2017

51. Please Complete Our Survey
Training Evaluation
Please Complete Our Survey
Questions
Please take the time to complete our training survey. Your responses assist in improving our trainings. Please indicate what you like, if there were areas you thought should have been covered that weren’t, and any suggestions to improve our training for you.
We review these surveys on a regular basis—in fact due to LEAs’ suggestions we have changed our survey, have included more visual aids, and demonstrations in our trainings.
Survey URL:
Thank you for providing us the opportunity to evaluate our trainings. 51
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