REPORTS AND CERTIFICATION
ADVANCED
Fall 2
Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Courtesy Guidelines
Mute yourself
Silence
cellphones
HOLD
1
conversation
at a time
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Who’s Supposed to Be Here
Individuals assigned to
CALPADS maintenance
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Training Sequence
Essential 1:
Data Coordinator Orientation
Essential 2:
Interface & Administration
Essential 3:
Data Submission
Essential 4: Anomalies
Fall 1
CALPADS 2014-15
System Changes
Fall 2 Data Population
Fall 2
Fall 2 Advanced
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Agenda
Fall 2 Overview
New Changes
Common Problems
5
Wrap-Up
Certification
60 minutes
Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Fall - 2 Overview
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
DATA COLLECTED Overview
1.
Student Profile (Fall – 1)



2.
3.
4.
5.
Student Enrollment
Student English Language Acquisition
Student Programs
Staff Demographics
Staff Assignments
Course Section
Student Course Section
Data used to identify
English Learners
2
3
1
4
5
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
DATA SUBMISSION PERIOD
Fall 2 represents a point in time count of ….
• Students enrolled in classes on Census Day
• Course sections occurring on Census Day
• Exceptions:
• Tracked schools not in session on Census Day
• Course sections that begin no later than 30 calendar
days after Census Day
• Staff who are employed as of Census Day
• Exception:
• Staff who are employed within 30 days after Census Day
for school tracks that are not in session on Census Day
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Information Reported
Staff
• Count and FTE
Course Section
Enrollment
• NCLB HQT Compliance
• By Content Area
English Learner
Services
• Student Count
• Count of Teachers Providing EL Services
2 counts
course
for the
same
group
of students
FallFall
2 counts
course
andand
staffstaff
datadata
for the
same
group
of students
expected
for Fall 1
for expected
Fall 1.
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
What To Submit
Order
1
2
3
4
5
6
7
Online
Student Enrollment
*Student Eng. Lang. Acq.
Student Program
Staff Demographics
Staff Assignments
Course Section
Student Course Section
Batch
SENR
SELA
SPRG
SDEM
SASS
CRSE
SCSE
* Student English Language Acquisition data is used to identify English
Learners for Fall-2.
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Important Dates
Census Day
1st Wed in Oct
Certification
Deadline
Amendment
Window
CALPADS Calendar:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Fall 2 Accounts and Roles
Role
Allows user to
Fall 2 Data collection Certifier
View certification status and level 1 certify
Superintendent Certifier
View certification status and level 2 certify
Reports
View Fall-2 related reports
SENR
View and submit enrollment data
SELA
View and submit ELAS data
SINF
View and submit SINF data
SPRG
View and submit program data
SASS
View and submit staff assignment data
SDEM
View and submit staff demographic data
CRSE
View and submit course data
SCSE
View and submit student course data
Reminders


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Daily use account
LEA Admin cannot certify
Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Fall 2 Checklist – Preparation
Review 2014-15 Fall 2 Activities
• Identify roles and responsibilities
• Establish target dates for submissions and
reviews
• Review upcoming Fall 2 changes
Local student information system
(SIS) Activities
• Check with vendor for 2014-15 updates
• Verify sites and district on same SIS version
• Audit SIS records to ensure required data are
populated
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Fall - 2 Suggested Milestones
By 11/3
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 Complete Fall 2 data population in local SIS
11/3 – 11/28
 Upload SDEM, SASS, CRSE, SCSE files. Review
validation errors and reconcile as needed
12/15 – 1/9
 Post SDEM, SASS, CRSE, SCSE files
1/12 – 2/20
 Resolve certification errors, review certification reports
and update records if necessary
2/23 - 3/2
 Send reports to site leaders for approval
3/2 – 3/5
 Certify Fall-2 (level 1 & level 2)
Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
FALL - 2 CHANGES
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
2014-2015 Changes
Functionality
File Layouts and
Extracts*
System*
User Interface*
Report
Validation Rule
Validation Rule
Description
•
•
SELA – New – Report student English Language Acquisition Status
SSID Extract – Modified – Contains ELAS fields now
•
SELA - ELAS submitted initially for students who have not previously been
reported in CALPADS and subsequently updated only when status changes
•
Online Maintenance – Student profile page reorganized
• New Student English Language Acquisition category
•
Reports with EL counts - will use data from new data source (SELA
Records)
Fall 2 Snapshot Logic - modified to exclude Staff Demographic with
Support Assignment = 6018 (Employee On Leave) on related reports
•
•
CRSE0127 (Invalid NCLB Core Course Instructional Level Code) – now
triggers as warning
•
CERT063 (EL Student Reported for Whom No Services are Indicated) – now
triggers a warning
* Detailed information about these changes is available in the “CP 14-15 System Changes” Training
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Certification Review
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Certification Requirements
Review all
five aggregate
reports
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Fall 2 Certification 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
English Learner Education Services –

Student Count (2.4)

Count of Teachers Providing EL Services (2.5)
NCLB Core Course Section Compliance (3.4)
Course Section Enrollment by Content Area (3.6)
Staff Count and FTE by Job Classification (4.1)
Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Change to Report Data Sources
Reports will use
data from their
new sources
ELAS
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Data Certification – Student
SUPPORTING REPORT
• English Learner - Count by Primary Language (2.6)
EXTRACTS
• Student English Language Acquisition Status ODS
Download
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Data Certification – Staff
SUPPORTING REPORTS
• 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)
EXTRACTS
• Staff Demographics ODS Download
• Staff Assignment - ODS Download
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Data Certification – Course
SUPPORTING REPORTS
•
•
•
•
•
•
•
•
Class Size – by Content Area (3.1)
Class Enrollment – by Content Area (3.2)
Class Enrollment – Student List (3.3)
NCLB Core Course Section Compliance – Detail (3.5)
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)
EXTRACTS
• Course Section Enrollment ODS Download
• Student Course Section Enrollment ODS Download
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Fall 2 Steps
1. Setup
Accounts
Roles
2. Submit data
Student
Staff
Course
3. Review Reports & Resolve Errors
Fix fatal errors
Review warnings
Level 1 (Data Processor)
Level 2 (Superintendent)
5. Certify
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Common Problems
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Common Problems

Lack of internal cooperation
–
Reporting HQT Status

–
State Course Code Assignment

–
Request signoff of certification and supporting reports
Competing Priorities
–
–
–
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Request signoff of current assignments
Report Verification


Coordinate EARLY to identify teacher-course-section
Collect data throughout the year
Perform regular enrollment updates
Check ODS reports periodically
Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Fall 2 Issues
KNOWN ISSUES
 http://www.cde.ca.gov/ds/sp/cl/knownissues.asp
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Wrap-Up
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Snapshot Generation
Regular Nightly Processing
ODS
Fall 2 Data
Snapshot
After certification
ODS
Fall 2 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 2 Adv. Reporting & Certification v1.2, January 12, 2015
Batch Submission Order and Processes
Understand the order and submission process rules to avoid issues:
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1 - Student Profile
Add, Update, Replace, or Delete: applies
to each record
2 - Staff Demographics
Add, Update, Replace, or Delete: applies
to each record
3 - Staff Assignment
Replace or Delete: applies to ALL records
for each school
4 - Course Section
Replace or Delete: applies to ALL records
for each school
5 - Student Course Section
Replace or Delete: applies to ALL records
for each school
Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
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 2 Adv. Reporting & Certification v1.2, January 12, 2015
Resources
CALPADS Calendar
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
Self-paced Trainings
https://csis.fcmat.org/Pages/Self-Paced-Training.aspx
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, 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
Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015
Resources
System Documentation
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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 All
assignments to new
state course codes
Mapping Guide
https://csis.fcmat.org/Pages/Fall-2-Advanced.aspx
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 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 2 Adv. Reporting & Certification v1.2, January 12, 2015
Training Evaluation
Questions
Please Complete Our Survey
http://bit.ly/1n1yKOD
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Fall 2 Adv. Reporting & Certification v1.2, January 12, 2015