REPORTS AND CERTIFICATION
ADVANCED
Fall 1
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Rules
Mute yourself
Silence
cellphones
HOLD
1
conversation
at a time
2
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Please
do not
multitask
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Who’s Supposed to Be Here
Individuals assigned to
CALPADS maintenance
4
Supervisor of staff
assigned to CALPADS
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Training Sequence
Essential 1:
Overview & Requirements
Essential 2:
Interface & Administration
Essential 3:
Data Submission
Fall 1
Fall 2
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Essential 4:
Anomalies
Spring 1
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Agenda
6
Fall 1 Overview
New Changes
Common Problems
Wrap-Up
Certification Review
60 minutes
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Overview
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Important Dates
Census Day
Oct. 3rd
Certification
deadline
Amendment
Window
CALPADS Calendar:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
What To Submit
Order
Online
Batch
1
Student Enrollment SENR
2
Student Information SINF
3
Student Program
SPRG
Submitting files out of order may cause GERR005 errors.
See CALPADS Error List on the Resources slide for details.
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Information Reported
Active Enrollment
• Census Day
Completers
• 8/16 (prior year)-8/15 (reporting year)
Dropouts
• 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
NCLB Subgroups
•
•
•
•
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Special Ed
Migrant Ed
Socio-Economically Disadvantaged
English Learner
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Sub-groups Reported
GATE
LEP (ELs +
Selected
RFEP)
Special Ed
Active
Enrollments
Completers
Dropouts
Title III Eligible
Immigrants
Migrant Ed
SocioEconomically
Disadvantaged
- NSLP
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Fall 1 Accounts and Roles
Role
Allows user to
Fall 1 Data collection Certifier
View certification status and level 1 certify
Superintendent Certifier
View certification status and level 2 certify
SENR
View and submit enrollment data
SINF
View and submit demographic data
SPRG
View and submit program data
Free Reduced Lunch
View and submit lunch program (175, 181,
182) records


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Reminders
Daily use account
LEA Admin cannot certify
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Fall 1 Preparation
Review 2012-13 Fall 1 approach and
practices
• Identify roles and responsibilities
• Establish target dates for submissions and reviews
• Review upcoming fall changes
Local student information system (SIS)
• Check with vendor for 2012-13 updates
• Verify sites and district on same SIS version
• Audit SIS records to ensure required data are populated
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Fall 1 Suggested Milestones
Date Range
10/31
Activity
• 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
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• Certify
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Upcoming Changes
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
2012-2013 Changes
Implemented
Functionality
7/01/2012
Code Set
Education Program – added
181 - Free Meal Program
182 - Reduced Price Meal Program
7/01/2012
Code Set
Education Program - modified name and definition
162 - Pregnant or Parenting (Formerly Cal-SAFE)
7/01/2012
Code Set
Non-Classroom based or Support Assignment – added
6018 - Employee on Leave
7/01/2012
Code Set
Education Program – Retired
131 - NCLB Title X Homeless
175 - Free or Reduced Price Meal Program
8/13/2012
File Layout
Extract
Anomalies
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Description
Migrant Student ID (SPRG) field 3.20 is now 11 characters
New extract for SSID’s acquired online
ERD 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, 2012
2012-2013 Changes
Implemented
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Functionality
Description
Report
Modified 1.5 report to include LEA summary enrollment by
grade (like old SIF report)
Report
New 5.1a Free or Reduced Price Meal (FRPM) reports to
show school level counts of Free or Reduced Price Meal
Eligibility
7/01/2012
Validation Rule
Modify SPRG0080 – Includes new NSLP Codes 181 and
182 in the Membership validation
8/13/2012
Validation Rule
New GERR0008 - Fatal error checks that first two digits
of Migrant Student ID is 06 (SPRG field 3.20)
9/5/2012
Validation Rule
New CERT101 - Warning if Primary Residence Category
Code Missing, Invalid, or Not Current Within the LEA
Enrollment
Validation Rule
New SINF0255 - Warning to encourage appropriate
classification and reclassification of English learners in
ELAS Code field 2.41
Validation Rule
New SASS0256 - Fatal error to prevent duplicate staff
assignment records submission. (fields 8.15 - 8.21)
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
2012-2013 Changes
Implemented
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Functionality
Description
Validation Rule
New SASS0257 - Fatal error when assignment code 6018
is used with any other assignment code (fields 8.15 - 8.21)
Validation Rule
Modify SDEM107 - Change severity to fatal and adjust
birthdate range
Validation Rule
Modify CERT093 error description to simplify message.
Validation Rule
Modify CERT056 – Warning to no longer trigger when
Program Membership End Date = Student School Exit
date.
Validation Rule
Disable SINF0166 – Missing Student Initial Ninth Grade
Entry Year (SINF field 2.47)
Validation Rule
Error GERR002 - Fatal error when 131,175 have dates
after 6/30/2012.
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Certification Review
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Certification Requirements
Review all
three aggregate
reports
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Review and Verify Reports

Establish Report Review Process
–
–

Evaluate Certification Aggregate Reports
–
–
–
–
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Data stewards should review reports
Have reviewers sign off to verify they
have reviewed
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
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
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Certification Reports – 5.1a
Click on each school to drill down to a student list
report (5.3a).
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Anomaly Status Report
Essential 4 training
covers anomaly
resolution in detail
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.
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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.
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Fall 1 Steps
1. Setup
Accounts
Roles
2. Submit data
Enrollment
Completers
Dropouts
3. Review Reports & Resolve Errors
Fix fatal errors
Review warnings
4. Resolve Anomalies (below 2%)
CCEs
MIDs
Level 1 (Data Processor)
Level 2 (Superintendent)
5. Certify
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Snapshot Generation
Regular Nightly Processing
ODS
Fall 1 Data
Snapshot
After certification
ODS
Fall 1 Data
Snapshot
CALAPDS availability and nightly processing schedule is available at:
http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Fall 1 – After Certification
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Common Problems
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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.
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Common Problems – GERR0005
SPRG record submitted
for student at a school
where no enrollment
record exists in
CALPADS
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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
T167
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Transfer to another school for disciplinary reason - must have expected
school of attendance
Non-disciplinary referral to Alternative School or non-alternative
Independent Study Program
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Common Questions – Program Data
What membership code should be used for each
program?
Program
Eligible (1)
Participating (3)
Preferred
Acceptable
Counted in
Report
Gifted and Talented
Education (127)
Title 1 Part C Migrant (135)
Special Education (144)
Eligible or
Participating
Free Meal Program (181)
Reduced-Price Meal
Program (182)
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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
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Wrap-Up
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Reminders
Manage accounts
Create/revoke accounts
Reset passwords
Update roles
Review security reports
Support local users
Act as liaison
Submit CALPADS support
requests on behalf of the LEA
Answer questions
Provide training
* See Essential 2 training slide
on Administrator Responsibility
(p. 73) for detailed steps on
reviewing the security reports
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Reminders
Effects On Four-Year Adjusted Cohort Graduation Rate
Type of Student
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Part of Cohort
Effect on Rate
Graduate
Yes
Increase
Dropout
Yes
Decrease
Dropout re-enrolled
No
None
Lost transfer
Yes
Decrease
Non-grad
Yes
Decrease
Regular transfer
No
None
No-show (never attended)
No
None
Deceased
No
None
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Resources
CALPADS Calendar
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
System Documentation
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Document
Description
Sections
CALPADS File
Specifications (Forms)
File layout and
requirements for
batch submission
SENR, SINF, & SPRG tabs
CALPADS Error List
Detailed error
message descriptions
Student Enrollment, Student
Information, Student Programs,
and Fall 1 Certification tabs
CALPADS Data Guide
Detailed requirements Sections 2.1.1, 2.1.2, & 2.1.3
Self-paced Trainings
https://csis.fcmat.org/Pages/Self-Paced-Training.aspx
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Support
Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: 916-325-9210
E-mail: calpads-support@cde.ca.gov
Listserv: https://csis.fcmat.org/Pages/Listserv.aspx
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Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012
Training Evaluation
Questions
46
Please Complete Our Survey
Fall 1 - Reports and Certification Advanced v1.0, September 17, 2012