REPORTS AND CERTIFICATION
ADVANCED
Fall 1
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Who’s Supposed to Be Here
Individuals assigned to
CALPADS maintenance
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Experienced User
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3
Successfully completed Fall-1 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
Can reconcile data on reports with local SIS
Knows the difference between Level 1 Certification
and Level 2 Certification
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Training Sequence
Essential 1:
Data Coordinator Orientation
Essential 2:
Interface & Administration
Essential 3:
Data Submission
Fall-1 Reporting &
Certification (RC)
Essential 4:
Anomalies
Fall 1 Advanced RC
Fall 2 Data Population
Fall 2
End of Year 1 & 4
4
End of Year 2 & 3
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Questions and Courtesy
Mute yourself
HOLD
Please include your
name and LEA
when asking questions
Lync Chat Box
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.
Lengthy or unrelated questions
may be postponed
until the Q & A segment
of the training.
5
Chat Button
Shows or hides the chat box
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Agenda
Fall-1 Overview
Common Problems
6
Fall-1 Changes
& Impact
Wrap-Up
Certification
Review
60 minutes
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Fall 1 Overview
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Important Dates
Census Day
Oct. 7th
Certification
deadline
Amendment
Window
CALPADS Calendar:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
What File Types to Submit
Order
1
2
3
4
Online
Student Enrollment
Student Information
Student ELA
Student Programs
Batch
SENR
SINF*
SELA*
SPRG
• * Only update as needed to report changes from last year.
• Student Enrollment must be posted before submitting other files
or you may receive GERR005 errors. See CALPADS Error List
on the Resources slide for details.
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Enrollment Statuses Reported
For the 2015-16 reporting year:
• the prior year is 2014
• the current year is 2015
Jan
Feb
Mar
Apr
Prior Year
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Current Year
Apr
May
8/16
Jun
Jul
Aug
Sep
Oct
Nov
Dec
8/15
Completers
Other dropouts
8/16
5/14
Lost transfers*
5/15
8/15
No show
dropouts
Active Enrollment
Enrolled on Census Day (1st
Wednesday in October) with
enrollment status = 10
* Lost transfers are those exited as a
transfer, but not re-enrolled by Census day
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
When to Use Exit Codes
Programs
auto-exited
Code
181, 182
When to Use
Student did not exit the school but one or more of these fields have changed:
E150
•
•
•
•
Grade Level, greater than 14 days before the end of the school year
Enrollment Status Code
Student School Transfer Code
District of Geographic Residence
No
A subsequent enrollment record must be submitted with a start date exactly one day after the exit
record when using this code.
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E155
Student completed the school year and is expected to return next year, includes returning seniors.
May be used up to 14 days prior to the last day of school (i.e., “close enough”). Year round schools
can treat June 30th as the last day of the school year.
Yes
T160
Student left and is known to be going to another CA public school. Can also be used when a student
has a gap in their enrollment at a single school.
Yes
E230
Student completed the highest grade level at the school. Use completion codes to further detail how
the student left and/or where they are going.
Yes
E450
Use for any K-6 exit where the student is not known to be returning.
Yes
N470
Student never showed up after pre-enrolling.
Yes
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Key Field - Enrollment
SENR – Student School Transfer Code (1.31)
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•
•
•
•
•
1 - Formal Interdistrict Transfer Agreement
2 - NCLB Public School Choice - Program Improvement
3 - NCLB Public School Choice Transfer - Persistently Dangerous
4 - District of Choice Transfer
5 - Disciplinary COE School Transfer
6 - Other Transfer
* Refer to the CALPADS Code sets on the Resources slide at the end of the presentation for complete
definitions of new and existing codes
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Student Subgroups Reporting
Data Sources:
GATE
Special Ed
Student Program
Title III
Eligible
Immigrants
Student Information
Migrant Ed
SocioEconomically
Disadvantaged
(SED)
*
Student English
Language Acquisition
Active Enrollments
Completers
Dropouts
English
Language
Acquisition
Status
(ELAS)
Direct
Certification
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CALPADS
Weekly/Monthly
CDSS Match
Homeless
Foster Youth
Online Manual
Foster Match
*
SED is defined as:
Education Program Code = 181 or 182
(Free or reduced price meals)
- OR Parent Level of Education = 14
(not a high school graduate)
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
FRPM Eligible Reporting
Count Source:
Student Program
Homeless
Direct Certification
(Nov)
Migrant Ed
Foster Youth
CALPADS Weekly
CDSS Match
Free or ReducedPrice Meal
(FRPM) Eligible
Direct
Certification
(Nov)
14
Free or
Reducedprice Meal
Program
Tip: FRPM data can be
found on report 1.17
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
English Language Acquisition Reporting
English Language Acquisition Status now reported
once initially and then only when status changes
TBD
IFEP
EO
EL
•
•
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RFEP*
The initial status may be any status except RFEP, but subsequently only the
changes shown above are allowed
ELAS Rules: http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.doc
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
ELAS History Examples
Typical
1
2
3
4
Less common, but allowed
5
6
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Fall 1 Preparation
CALPADS Activities
• Identify roles and responsibilities
• Establish target dates for submissions and reviews
• Review upcoming fall changes
Local student information system (SIS)
Activities
• Check with vendor for updates
• Verify sites and district on same SIS version
• Audit SIS records to ensure required data are populated
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Fall - 1 Suggested Milestones
Done
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Now – 10/7
Complete Fall 1 data population in local SIS
Now – 10/23
Upload SENR, SELA, and SPRG files. Review validation
errors and reconcile as needed (SINF optional)
10/25 – 10/30
Post SENR, SPRG, SELA & optional SINF files
11/2 – 11/20
Resolve certification errors, resolve anomalies, review
certification reports and update records if necessary
11/23 – 12/4
Send reports to site leaders for approval
12/7 – 12/11
Certify Fall-1 (level 1 & level 2)
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Fall-1
Changes & Impact
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Snapshots: Generation
Snapshots will be updated any time relevant data
has changed (i.e., been posted).
Update frequency will be based on server load
and other factors.
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Snapshots: Jobs and Revisions
Job status and snapshot creation dates tell you which data is included
Todo List
9/8/15 @ 2:00 p.m.
Plant seeds
10/5/15 @ 3:01 p.m.
Water
10/21/15 @ 8:37 a.m.
Trim leaves
Jobs
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Snapshots
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
File Submission Status: New Statuses
File Status
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Definition
Revision in Progress
Posted records are being extracted and in process
of generating the Snapshot reports
Revision Complete
New snapshot reports generated successfully
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Snapshots: Revision Status
Revision Status
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Definition
Revised Uncertified
Most recent revision that has not been certified.
In Review Uncertified
Revision flagged by the LEA to be kept. Newer
revisions may exist.
Certified
LEA has approved snapshot revision as complete
and accurate.
Decertified
LEA chose to remove its certification. Most recent
decertified revision will be kept.
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Snapshot: Keeping revisions
Revisions can be marked to be kept so you do not lose the
errors or reports you are currently working on.
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Select In Review Warning
Only one revision can be kept as “In Review” at a
time. When you select a different revision as “In
Review” the previous one will cease to be available.
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Deselect In Review Warning
If you remove a revision from “In Review”
that revision will cease to be available.
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Uncertified Watermark
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Certification Report – 1.17
Includes students identified as
Foster Family Maintenance
Supplemental funding counts are based on:
1. Being identified as FRPM Eligible or
2. Being classified as English Learners
More detail in Section 14 of the CALPADS User Manual
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
All Certification Warnings Disabled
for 2015-16 Fall 1
LEAs will need to do their own
analysis against prior year
submissions
Significant changes in school
Enrollment
Enrollment by grade
Enrollment by race/ethnicity
Graduate %
Graduate % (UC/CSU requirements met)
Dropouts and dropout rate
LEP and LEP %
ELs / FEPs / RFEPs
FEP proportion
FRPM
Gate
Special Ed
Title I Part C Migrant
Title III Eligible Immigrants
School
X
X
X
X
X
X
X
X
X
X
X
X
X
X
LEA
No data
Graduates (among last year’s 12th graders)
Dropouts (in a school with grades 9-12)
FRPM
GATE
Homeless
Special Ed
Title I Part C Migrant
Title III
Conflicting numbers
More Graduates than prior year 12th Graders
Special Ed Exit Code for Non-Special Ed Student
Invalid records
X
X
X
X
X
FRPM
Title I Part C Migrant
Questionable proportions
Over 25% of students in school are in Special Ed
Over 25% of students in LEA are in Special Ed
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Viewing Prior Year Snapshots
•LEA selects academic year desired and specific submission (Fall 1, EOY 1, etc.)
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This feature will not be
available after 2015-16 so
LEAs may want to download
prior year reports
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Summary of 2015-16 Changes
Functionality
Change
Code Set
*Primary Language – New code values added: 66-Amharic, 67Bulgarian, 68-Kikuyu (Gikuyu), 69-Kashmiri, 70-Swedish, 71Zapoteco, 72-Uzbek
Code Set
*School Completion Status - Modified Code 320 title and
description to accommodate CA approval of three different high
school equivalency exams
Report
Report 1.17 - Foster Youth types consolidated into one column as
all Foster Youth are eligible for FRPM
Report
Historical snapshot reports will sunset on June 30, 2016
Validation
No Certification Warnings for this year ONLY
Validation
SPRG0263 – Modified severity from Fatal to Warning
Validation
SENR0192 – Modified to Include SENR Field1.32 "District of
Geographic Residence (DOR)"
* Check CP Code Sets document for details and update local SIS as necessary
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Summary of 2015-16 Changes
Change
View Submission Status screen can
track posted jobs
•
•
•
2 new columns added
3 new statuses added
1 status deleted (Complete)
Multiple snapshot revisions are now
available in CALPADS
•
•
•
•
Snapshot reports refresh as new
updates post to ODS
New column added to manage revisions
2 new snapshot statuses have been
added
User can freeze a snapshot so it is not
modified by any new updates
Suspension of CAHSEE for 2014-15
(SB 725)
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Impact
LEAs need to correlate posted data to
appropriate snapshot revision to identify
what is included in the aggregate counts
•
•
•
•
The default snapshot version will be
Revised Uncertified
LEAs will be able to see new snapshots
after each successful data update/post
LEAs may need to consider how to take
advantage of multiple revisions or when to
even check for a new revision
The Revised Uncertified version can be
refreshed multiple times daily depending on
system load and posting backlog
LEAs can now exit eligible students
meeting all other graduation requirements
in 2015 with Exit Reason Code E230 and
completion code 100
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Certification Review
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Certification Requirements
Review all
eight* aggregate
reports
* COEs will have an
additional report for nondisciplinary transfers
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Review and Verify Reports

Establish Report Review Process
–
–

Evaluate Certification Aggregate Reports
1.
2.
3.
4.
5.
6.
7.
8.
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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
1.17 FRPM/English Learner/Foster Youth – Count
2.1 Title III Eligible Immigrants – Count
2.8 English Language Acquisition Status – Count by Primary Language
2.9 English Language Acquisition Status – Census Comparison
2.12 English Language Acquisition Status – Els Reclassified RFEP
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Certification
4
1
1
Data Processor
2
Superintendent
or Administrator
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1
2
4
2
1
3
4
3
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Fall 1 Steps
1. Setup
SIS
Accounts
2. Update the CALPADS ODS
Submit
records
Fix
errors
Review
warnings
Post
records
3. Review Snapshot
Review and fix certification
errors, do local trend analysis
Review
reports
Resolve anomalies
(MIDs & CCEs)
4. Certify
Level 1 (Fall 1 Data Collection Certifier)
37
Level 2 (Superintendent Certifier)
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Fall 1 – After Certification
http://data1.cde.ca.gov/dataquest/
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Common Problems
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Common Problems
Problem
•
GERR0005 Error received online or batch submission for
SINF, SELA or SPRG
•
•
•
40
“LEA does not have ownership of student enrollment to make the
update”
The SELA0255 error occurs when there is an invalid
change in English Language Acquisition Status (ELAS)
Code
The SELA0283 error occurs when the ELAS Start Date
being submitted is different than the ELAS start date on file
in CALPADS for the same ELAS code.
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
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
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Wrap-Up
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
LEA Administrator Responsibilities
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 - Advanced Reports and Certification v1.2, September 28, 2015
Resources
CALPADS Calendar
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
LCFF Information
http://www.cde.ca.gov/fg/aa/lc/lcffoverview.asp
System Documentation
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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Document
Description
Sections
CALPADS File
Specifications (Forms)
File layout and
requirements for
batch submission
SENR, SINF, SELA & SPRG
tabs
CALPADS Error List
Detailed error
message descriptions
Student Enrollment, Student
Information, Student English
Lang Stat, Student Programs,
and Fall 1 Certification tabs
CALPADS Data Guide
Detailed requirements Sections 2.1.1, 2.1.2, 2.1.3 &
3.1.2 – 3.1.9
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Resources
Self-paced Trainings
https://csis.fcmat.org/Pages/Self-Paced-Training.aspx
CALPADS Q & A Sessions – Every Wednesday
Enrollment - http://csis.fcmat.org/Pages/Trainings.aspx
FAQs
CALPADS - http://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.asp
Race and Ethnicity - http://www.cde.ca.gov/ds/dc/es/refaq.asp
LCFF - http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp
•
•
•
•
•
Free and Reduced-Price Meal (FRPM) Income Eligibility Under the LCFF
Unduplicated Pupils at Schools with Provision 2 and 3 or Community Eligibility Provision (CEP) Status
English Learners Under the LCFF
Foster Youth Under the LCFF
County Office of Education Schools and Alternative Education
English Language Acquisition Status Reporting Policies
http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.doc
http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.pdf
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Did You Get It?
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Which files are submitted?
SENR, SINF, SELA, SPRG
Do they need to be submitted in
any special order?
SENR before SINF, SELA, or SPRG
For what date(s) are active
enrollments reported?
Census day, the first Wednesday in October
Should LEAs take any action
locally due to lack of
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?
They are refreshed after every successful
record post/update depending on server load
What is a revision?
A version of a snapshot as of specific date and
time after a successful record post/update.
Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Support
Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: 916-325-9210
E-mail: calpads-support@cde.ca.gov
Listserv: http://www.cde.ca.gov/ds/sp/cl/listservs.asp#listservs
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015
Training Evaluation
Questions
Please Complete Our Survey
http://1drv.ms/1OllQtv
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Fall 1 - Advanced Reports and Certification v1.2, September 28, 2015