Aeries Conference
October, 2013
Aeries October 2013 1
Aeries October 2013 2
CALPADS Support Update
Topics
 CDE CAG Topics
 New / Revised Functionality
 Fall Submission Strategies
 Support Tips
Aeries October 2013 3
CDE CAG Topics
• AB 97 (School Finance)
• AB 484 MAPP (Measurement of Academic
Performance and Progress
• A&A Functionality Not Ready
• Accountability Demographic Corrections due
October 31st
• 4 Year Cohort Graduation Report
The PowerPoint presentation may be downloaded from:
http://csis.fcmat.org//Pages/October2013CAG.aspx
Aeries October 2013 4
CDE CAG Topics (cont.)
• Future Development
• View Only Screen targeted for 2014-15
• Automated foster youth matching
• Modify reports to make socio-economically
disadvantaged definition consistent
The PowerPoint presentation may be downloaded from:
http://csis.fcmat.org//Pages/October2013CAG.aspx
Aeries October 2013 5
New / Revised Functionality
 New LCFF Certification reports 1.17 and 1.18
replacing report 5.1a and 5.3a from Certification
UI for AY 2013-14
 New County-level aggregate report of LCFF
supplemental funding categories.
 Birth Country = Puerto Rico modified in Title III
Eligible Immigrant counts in Snapshot and ODS
Reports 2.1 and 2.2 to use new Business Rules.
 Spring aggregate reports incorporated into Fall 1
• 2.1, 2.8, 2.9, 2.12
Aeries October 2013 6
New / Revised Functionality
 Validation Rules:
• SINF0266 (Fatal) - Invalid initial English Language
Acquisition Status Code for newly enrolled student
• SINF0267 (Fatal) - Invalid change to "EL" English
Language Acquisition Status Code
• SENR0265 (Warning) - Invalid Student Age for GED
Completion Code
• SINF0269 (Warning) - Student Grade Level is outside
the designated grade span for the school
• New County/Authorizing IRC Reports
• Provides the COEs ability to review LEA’s aggregate reports
•
LEA must have snapshot reports certified
Aeries October 2013 7
Fall 1 Sub-groups Reported
Reported using:
Student Information
GATE
Student Program
LEP (ELs +
Selected RFEP)
Special Ed
* SED definition is:
1. Free or Reduced Price Meal
(175, 181-182)
2. Parent Level of Education = 14
Active
Enrollments
Completers
Dropouts
Title III Eligible
Immigrants
Migrant Ed
SocioEconomically
Disadvantaged*
Aeries October 2013 8
Information Reported
FRPM Eligibility
•
•
•
•
Free or Reduced Price Meal Eligibility (program codes 181 & 182)
Primary Residency (codes 100, 110, 120, 130, and *210)
Migrant Ed (program code 135)
Direct Certification (value = C)
FRPM eligibility
does NOT include Parent Ed (14). *Foster
FR
Residence is a family residence licensed by the state.
Aeries October 2013 9
Information Reported
English Language Acquisition (ELA)
• The English fluency status of students whose primary language is a
language other than English
• All K-12 ELAS reported as of Information Day (10/2)
• All K-12 RFEP reported between 10/4/2012 to 10/2/2013 (transition year
due to reporting period change)
Title III Eligible Immigrants
• Students born outside the country
• All K-12 reported as of Information Day (10/2)
Aeries October 2013 10
English Language Acquisition Rules
Once a student’s English Language Acquisition Status
has been reported, the only changes (other than
corrections) allowed are:
TBD
TBD
EL
EL
EL,RFEP,
RFEP,IFEP,
IFEP,EO
EO
EL,
RFEP
RFEP
Violating the above rules will cause a SINF0255 warning and SINF0267 fatal
to be reported.
A student’s initial English Language Acquisition Status cannot be RFEP
(Invalid ELAS for new enrollment - SINF0266 fatal)
ELAS Rules: http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.doc
Aeries October 2013 11
New / Revised Functionality
 Certification Rules:
• CERT104 (Fatal) - Course Section Missing
Education Service Code (Fatal)
• CERT106 (Fatal) - Invalid “TBD” English
Language Acquisition Status Code (Fatal)
• CERT105 (Warning) - Invalid Staff FTE %
Aeries October 2013 12
November Changes
 English Learner report, 2.4 drilldown modified to
provide better visibility to ELs receiving specific
educational services.
 Validation Rules:
• SASS0272 – new, Invalid use of Superintendent-level
Nonclassroom Based or Support Assignment Codes
• CRSE0127 - change to Fatal, Invalid NCLB Core
Course Instructional Level
• CRSE0274 – new, More than one Education Service
Code submitted for the same course
Aeries October 2013 13
November Changes (cont.)
 Certification Rules:
• CERT107 - change to trigger at Student Level, Invalid
Free Meal Program (181) or Reduced Price Meal
Program (182) Records
• CERT108 – new, Compare Total FTE to Total Staff
• CERT109 –new, Missing Employment Status Category
Aeries October 2013 14
Fall Preparations
Snapshot
starts
October 2
Certification
deadline
December 13
Amendment
window
February 7
CALPADS Calendar:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
Aeries October 2013 15
Submission Strategies
2013
September
10/2
10/31
Fall 1
Populate
local
data
Census
Day
Fall 2
Populate
local
data
Census
Day
2014
11/22
Upload
data
12/2
Review
reports
12/13
2/7 2/21
Fall 1
due
Upload
data
Review
reports
Fall 2
due
Aeries October 2013 16
Submission Strategies
Set Up
Accounts
Submit/Post
Data
Reconcile
County
Level
Approval
Review/
Certify
Aeries October 2013 17
Submission Strategies
 Fall 1 Suggested Milestones
• 10/31 – Complete SIS Data Population
• Verify NSLP eligibility and participation
• Track the TBD status for ELAS records
• Determine No Show exits for grades 7 to 12
• 10/2-11/21 – Upload SENR, SINF and SPRG
• Review validation errors, reconcile as needed
• Resolve CCE and MID anomalies to 2%
• Update TBD in ELAS records
• 11/22-12/12 – Review reports & reconcile as needed
• 12/13 – Certify
Aeries October 2013 18
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
Aeries October 2013 19
Submission Strategies
 Fall Certification Errors and Reports
• Resolve fatal errors first
• Review and reconcile aggregate reports
• Start with 1.1 first
• Use supporting reports to assist in reconciliation
• Use warnings for trend analysis
• Warnings can impact your aggregate reports
• Fix local data and re-upload as needed
Aeries October 2013 20
Review and 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.
2.
3.
4.
5.
6.
7.
8.
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 – New
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 *
* Previously part of Spring Submission
Aeries October 2013 21
Certification Report – 1.17
Supplemental funding counts are based on:
1. Students qualifying for Free or Reduced Price
Meals or
2. Being classified as English Learners or
3. Being identified as Foster Youth.
Aeries October 2013 22
Submission Strategies
 Fall 2 Suggested Milestones
• 12/2 – Complete Data Population
• Staff Demographics/Assignments
• English Learner Services
• 12/2-12/20 – Upload Staff and Course files
• Review validation errors, reconcile as needed
• 01/03 – Post Staff and Course files
• 02/07-02/20 – Review reports & reconcile as needed
• 02/21 – Certify
Aeries October 2013 23
Submission Strategies
 Fall 2 Certification Strategies
• Update 13-14 records
• Add employment end dates for staff no longer
employed (not Effective End Date)
• Post a SDEM for currently employed certificated staff
• Update Years of Service
• Update Effective Start Date (7/1/2013-10/2/2013)
• Update Staff Assignments (even if no change from
12-13)
• Update Course sections occurring on Census Day
Aeries October 2013 24
Submission Strategies
 Fall 2 Certification Strategies
1. Complete Fall 1
2. Submit and post Staff Demographics
3. Submit and post Staff Assignments
4. Submit and post Course Section
5. Submit and post
2
1
Student Course Section
3
4
5
Aeries October 2013 25
Submission Strategies
 Why meet the deadline?
• Preview DataQuest
• County Office of Education reviews LEA’s
Certified Reports
• Avoid CDE letter to Superintendent
• Poised to succeed with Fall 2
• Be a kind and courteous neighbor
Aeries October 2013 26
Support Tips
 Expedite Support Response Time
• Reference Known Issues
• Advise site users to contact LEA Admin
• Configure Security Questions
• Use email or web form
• Web form preferred
(http://www2.cde.ca.gov/calpadshelp/default.aspx)
• Include Job ID, SSID, SEID, Error Number
• Remember FERPA Regulations
Aeries October 2013 27
Support Tips
 Help Yourself First
• Reference key documents before contacting support:
• Quick Reference Guides (Help function of
CALPADS)
• System documentation on CDE website:
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
• Check the Upcoming Events on the main CALPADS
portal
• Subscribe to the CALPADS one-way listserv
• Attend Training or Use Self Paced Trainings
• Attend Q & As
Aeries October 2013 28
Support Tips
 Training Opportunities
• http://csis.fcmat.org/Pages/Trainings.aspx
• http://csis.fcmat.org/Pages/Self-PacedTraining.aspx
• Basic courses
• Advanced courses
• Self-Paced Training Modules
 Create a CSIS/FCMAT account to register
for training
Aeries October 2013 29
Support Tips
 Resources
• Release Updates and Known Issues
• Error List (now available from “Help”)
• Flash Updates
• Data Guide
• Self-Paced Training Modules
• Glossary (User Guide)
• FAQs
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Aeries October 2013 30
CALPADS Error List
• http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Find errors using
Error # as reference
Click on tab Fall 1
Certification Error List
for error description and
suggested resolution
Aeries October 2013 31
Training
 Training Supplement
• Job Aides: http://csis.fcmat.org/library/calpadstraining/
• Fall 1 Report Mapping
• Fall 2 Report Mapping
• EOY 1-4 Report Mapping
Aeries October 2013 32
LCFF Information
 CDE
• http://www.cde.ca.gov/fg/aa/lc/lcffoverview.asp
• LCFF@cde.ca.gov
• subscribe to the LCFF listserv by sending a
"blank" message to
join-LCFF-list@mlist.cde.ca.gov
• 916-324-4728
Aeries October 2013 33
Upcoming
Changes
Recap
2013-14
Changes
Upcoming Changes
Aeries October 2013 34
2013-2014 Changes
Implemented
Functionality
Description
Jul - 2013
Code Set
New codes added for the following code sets:
• Course Group State – See CP Code Sets document
• Education Program – 185 (Transitional Kindergarten)
• Education Service English Learners – 6 (Other English Learner
Service)
• Non Classroom Based or Support Assignment – 0160 (Charter
School Administrator or Director)
• Direct Certification - B (SNAP/TANF), S (SNAP), T (TANF) –
visible in CALPADS front-end only
Jul - 2013
Code Set
Modified Code names and definitions:
• Course Group State – See CP Code Sets document
• Disability Category – 210 (modified name & definition)
• Education Program – 181 (modified definition)
• Education Program – 182 (modified definition)
• English Language Arts Proficiency Test – U (modified definition)
• School Completion Status – 100 – (modified definition)
• Interdistrict Transfer Code – (modified name & definition)
• Employment Status Category – (modified definition)
Aeries October 2013 35
2013-2014 Changes
Implemented
Jul - 2013
Description
Retired codes for the following code sets:
• Course Group State– See CP Code Sets document
Sep – 2013
Removed - Field 2.47 (Student Initial Ninth Grade Entry Year) from
the CFS, CP Online screens & Report 1.10
Sep - 2013
Foster Youth data from CA Dept of Social Services (CDSS)
matched in CALPADS.
Sep – 2013
Spring data collection (aggregates) have been added to Fall 1
(includes reports, validation, certification rules and backend
aggregate processes).
Sep – 2013
CALPADS Error List now under Help Menu and Page.
Aeries October 2013 36
2013-2014 Changes
Implemented
Functionality
Description
Apr -2013
Report
New printable error reports now available for data
certifications.
Apr -2013
Report
New County/Authorizing IRC reports now available in CP.
Sep -2013
Report
Birth Country = Puerto Rico modified in Title III Eligible
Immigrant dcounts in Snapshot and ODS Reports 2.1 and
2.2 to use new Business Rules.
Sep – 2013
Report
New LCFF Certification reports 1.17 and 1.18 replacing
report 5.1a and 5.3a from Certification UI for AY 2013-14.
Sep – 2013
Report
New County-level aggregate report of LCFF supplemental
funding categories.
Oct -- 2013
Report &
Extract
Direct Certification: All students, including previously
certified, are included in the monthly matching process.
Certification date only changes if status changes from notcertified to certified
Aeries October 2013 37
Q&A
Aeries October 2013 38