1. Essential 4
Anomalies
Today we are going to learn how to fix problems in CALPADS called anomalies.
Essential 4 - Anomalies v2.0, August 31, 2012

2. Who’s Supposed to Be Here
Supervisor of staff assigned to CALPADS
Individuals assigned to
CALPADS maintenance
This training is for individuals assigned to CALPADS maintenance and their supervisors who have taken the Essential 1-3 trainings already. If you have not taken all of these prerequisite trainings, you may still attend, but be aware that you may not fully understand some of the topics covered today without the background from those trainings.
Essential 4 - Anomalies v2.0, August 31, 2012

3. Training Sequence Essential 1: Overview & Requirements
Essential 2: Interface & Administration
Essential 3: Data Submission
Fall 1
Fall 2
Spring
Essential 4: Anomalies
The Essential 2 training is the second in our series of CALPADS trainings. The Essential 1 training is a prerequisite to this class. It currently available in a self-paced format only and can be found in the CALPADS menu on CSIS Web site under CALPADS Self-Paced Training.
Essential 4 - Anomalies v2.0, August 31, 2012

4. 1 HOLD Rules Mute yourself Silence cellphones Name & LEA conversation
at a time
We have some ground rules for today’s training
First, please mute yourself when you are not asking a question and do not put us on hold because doing so will usually play music which is disruptive to the training.
Please silence your cell phones.
Announce your name and LEA when speaking.
And finally, we ask that there be only one conversation at a time. However, if you ask a lengthy question or one that does not pertain to the training, we may postpone answering it until the end of the training.
Essential 4 - Anomalies v2.0, August 31, 2012

5. CCE ERD MID Agenda SSID Anomalies Anomaly Roles 2 hours
Anomaly Reports
We will cover three main topics in today’s training:
How to set up your anomaly contact
The three types of anomalies and how to resolve them
How to access your anomaly reports
This training will last approximately two hours
Essential 4 - Anomalies v2.0, August 31, 2012

6. CCE ERD MID SSID Anomalies
Essential 4 - Anomalies v2.0, August 31, 2012

7. These anomalies are detected once a day, during the nightly process
What Is An SSID Anomaly?
An SSID Anomaly is a problem with an SSID’s enrollment or a student being assigned more than one SSID
These anomalies are detected once a day, during the nightly process
Essential 4 - Anomalies v2.0, August 31, 2012

8. Anomaly Responsibilities
Resolve regularly
Download MID replacement SSIDs
Keep below 2% maximum
(Fall 1)
Essential 4 - Anomalies v2.0, August 31, 2012

9. How To Resolve Anomalies
Online Maintenance
Batch Upload
SSID Anomaly Reports
Essential 4 - Anomalies v2.0, August 31, 2012

10. Anomaly Roles
[Present demo on how to assign Anomaly Contact and then return to slide 10 (CCE title page) afterward]
Essential 4 - Anomalies v2.0, August 31, 2012

11. Anomalies Anomaly Contact Anomaly Roles
Gives access to view and resolve anomalies
Anomaly Contact
Used to determine contact information shown to users resolving anomalies
Essential 4 - Anomalies v2.0, August 31, 2012

12. Concurrent Enrollment
CCE
ERD
MID
[Present demo of CCE resolution and then return to presentation afterward]
Concurrent Enrollment
Essential 4 - Anomalies v2.0, August 31, 2012

13. An SSID has a primary enrollment at more than one LEA at the same time
CCE Definition
An SSID has a primary enrollment at more than one LEA at the same time
ABC
School
XYZ
Essential 4 - Anomalies v2.0, August 31, 2012

14. CCE Example Sun Mon Tue Wed Thu Fri Sat1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
Enrollment at School 1 (1st – 13th)
Enrollment at School 2 (12th – 25th)
Essential 4 - Anomalies v2.0, August 31, 2012

15. Enrollment Status Combinations
Primary
Short-Term* (less than 30 days)
Secondary*
Do not cause CCEs
Short-Term (more than 30 days)
LEA 1
LEA 2
Cause CCEs
To understand CCEs it is important to know which enrollment status combinations are acceptable.
A student with a primary enrollment can have one or more additional enrollments, either short-term or secondary. For example a student might go to a middle school for their normal classes, but then go to the local high school for an advanced math course.
Although allowed temporarily so that LEAs can obtain SSIDs, some enrollment status combinations, are not meant to remain in CALPADS and thus cause CCEs. These include a student having primary enrollments at multiple LEAs or a student having a primary enrollment at one LEA and a short-term enrollment that exceeds 30 days at another LEA.
Also note that some enrollment status combinations that should not exist in CALPADS are prevented by triggering rejected records upon entry or upload into CALPADS.
* A student can have secondary and/or short term enrollments in addition to the primary one
Essential 4 - Anomalies v2.0, August 31, 2012

16. All LEAs with overlapping enrollments during 8/16/2011 - 10/3/2012
CCE Ownership
8/16/2011
10/3/2012
All LEAs with overlapping enrollments during 8/16/ /3/2012
[Present demo and then return to presentation afterward]
* LEA with most recent enrollment is relieved of CCE after 14 days
Essential 4 - Anomalies v2.0, August 31, 2012

17. Exit Reason Discrepancy
CCE
ERD
MID
Exit Reason Discrepancy
Essential 4 - Anomalies v2.0, August 31, 2012

18. ERD Definition
An inconsistency exists between a student’s exit reason and subsequent enrollment status in a school ?
Essential 4 - Anomalies v2.0, August 31, 2012

19. ERD Warning Type Definitions
Not expected to enroll A
Completer Re-enrolled
The student is a completer (e.g., graduate) based on their exit code, but the student has a subsequent enrollment. B
Dropout Re-enrolled
The student’s is a dropout based on their exit code, but the student has a subsequent enrollment.
Expected to enroll C
Potential Dropout
The student is expected to enroll at another school but does not.
Essential 4 - Anomalies v2.0, August 31, 2012

20. ERD Examples Warning Type A or B Warning Type C Exited with dropout
or completer code (e.g., E140, E230/100)
Enrolled
ABC School
XYZ School
Warning Type C
Exited with code where student
is expected to continue school (e.g., T160)
ABC School
No subsequent
enrollment
Essential 4 - Anomalies v2.0, August 31, 2012

21. ERD Ownership All LEAs involved
Dropouts, completers, or transfers between 8/16/2011 and 8/15/2012
-----
No show dropouts between 5/15/2011 and 8/15/2011
Essential 4 - Anomalies v2.0, August 31, 2012

22. Exits That Can Cause ERDs
Warning
Exit Reason
Description
Completion Code A
E125
PriorComplSpecEd
n/a
E130
Died
E230
CompleterExit
100, 106, 108, 250, 360
T280
TransCollege B
E140
NoKnownEnrollTruant
E300
ExpellNoKnownEnroll
E400
OtherOrUnknown
E420
NoShowSameSchl
T270
TransDropAdult
T380
TransInstNoHSDip
T460
TransHomeSchl C
T160
TransCASchlRegular
T165
TransCAEnrollDiscip
T167
TransScholDistReferral
E490
Summer or Intersession Exit
*N470
NoShowOther
N470 will not trigger Warning Type C if there is a subsequent enrollment after the N470 record. As of 8/23/11 it is a defect.
[Present demo of ERD resolution and then return to presentation afterward] 36
Essential 4 - Anomalies v2.0, August 31, 2012

23. Exits That Do Not Cause ERDs
Exit Reason
Description
Completion Code
E230
CompleterExit
104, 120, 320, 330, 480
E410
MedicalRsns
n/a
E450
PreK-6Exit
*N470
NoShowOther
T180
TransPrivate
T200
TransUS
T240
TransOutUS
T260
TransInAdult
T310
TransHealthFacil
T370
TransInstHSDipl
N470 will not trigger Warning Type C if there is a subsequent enrollment after the N470 record. As of 8/23/11 it is a defect.
[Present demo of ERD resolution and then return to presentation afterward] 37
Essential 4 - Anomalies v2.0, August 31, 2012

24. CCE ERD MID Multiple Identifier
[Present demo and then return to presentation afterward]
Multiple Identifier
Essential 4 - Anomalies v2.0, August 31, 2012

25. MID Definition
Two or more SSIDs have very similar or identical demographics, indicating that a student may have multiple SSIDs
Essential 4 - Anomalies v2.0, August 31, 2012

26. MID Example
Student 1
Student 2
SSID
Name*
Ann Smith
Annie Smith
Alias Name*
Gender F
Birth Date
7/6/2000
Primary Language 00
Birth State**
US-CA
Birth Country** US
Two students
* Soundex is used to match similar names and match can be made against either alias or regular name
** Only used for MID matching if provided for both students involved in MID match
Essential 4 - Anomalies v2.0, August 31, 2012

27. LEA with most recent enrollment of all SSIDs involved
MID Ownership
LEA with most recent enrollment of all SSIDs involved
Enrollments within 14 months prior to Census Day
[Present demo of MID resolution and then return to presentation afterward]
Essential 4 - Anomalies v2.0, August 31, 2012

28. [Present demo and then return to presentation afterward]
Anomaly Reports
Essential 4 - Anomalies v2.0, August 31, 2012

29. Overlapping enrollment not allowed when combining MID anomalies
Common Problems
Overlapping enrollment not allowed when combining MID anomalies
Focus ID’s current enrollment record is closed
[Reminders of things that need to be done]
Essential 4 - Anomalies v2.0, August 31, 2012

30. Reminders Anomalies are detected nightly throughout the year
Unresolved lost transfers (ERD type C) count as dropouts
Replacement SSIDs should be downloaded regularly
MIDs found outside
MID anomaly report can be resolved using “Resolve MID Not On Report” button
[Reminders of things that need to be done]
Essential 4 - Anomalies v2.0, August 31, 2012

31. Resources All available at:
Detailed descriptions of anomalies and how to resolve them
CALPADS SSID and Enrollment Procedures, Chapter 4
MID resolution errors
CALPADS Error List, MID Errors tab
List of exit, completer, and other codes
CALPADS Code Sets, School Completion Status & Student Exit Category code set names
[Lists documents or Web sites and related URLs related to the training]
All available at:
Essential 4 - Anomalies v2.0, August 31, 2012

32. Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone:
Listserv:
Essential 4 - Anomalies v2.0, August 31, 2012

33. Please complete our survey
Training Evaluation
Please complete our survey
We are now going to share out our training survey to get your feedback on how well this met your needs. We will be taking questions after the survey has been completed.
[Share out survey]
Essential 4 - Anomalies v2.0, August 31, 2012