End of Year (EOY) 2 & 3 Reporting
Program Participation
and Discipline
End of Year 2 & 3 Training v1.5, May 29, 2014
Who’s Supposed to Be Here
Individuals assigned to
CALPADS maintenance
2
Supervisor of staff
assigned to CALPADS
End of Year 2 & 3 Training v1.5, May 29, 2014
Training Sequence
Essential 1:
Overview & Requirements
Essential 2:
Interface & Administration
Essential 3:
Data Submission
Essential 4:
Anomalies
Fall 1
Fall 2 Data
Population
Fall 2 Reporting and
Certification
End of Year
1&4
3
End of Year
2&3
End of Year 2 & 3 Training v1.5, May 29, 2014
Courtesy Guidelines
Mute yourself
HOLD
Silence
cellphones
1
conversation
at a time
4
End of Year 2 & 3 Training v1.5, May 29, 2014
Agenda
5
Overview
EOY 2: Program
Participation
EOY 3:
Discipline
Wrap-Up
End of Year 2 & 3 Training v1.5, May 29, 2014
Overview
6
End of Year 2 & 3 Training v1.5, May 29, 2014
Acronyms








7
EOY (ee-oh-why) End of Year
AY (ay-why) Academic Year
CARS (cars) Consolidated Application Reporting System
CSIS (cee-sis) California School Information Services
CSPR (cee-ess-pee-are) Consolidated State Performance Report
EDEN (ee-din) Education Data Exchange Network
ESEA (ee-ess-ee-ay) Elementary and Secondary Education Act
FCMAT (fik-mat) Fiscal Crisis and Management Assistance
Team
End of Year 2 & 3 Training v1.5, May 29, 2014
Acronyms cont’d







8
GFSA (gee-eff-ess-ay) Federal Gun-Free Schools Act
LEA (el-ee-ay) Local Education Agency (site, COE, etc.)
NCLB (n-cee-el-bee) No Child Left Behind
SIF (siff) CBEDS School Information Form
SIS (ess-eye-ess) Student Information System
SSID (ess-ess-eye-dee)Statewide Student Identifier
UMIRS (yu-mers) Uniform Management Information
Reporting System
End of Year 2 & 3 Training v1.5, May 29, 2014
Information Reported in EOY
EOY2: Program Participation
Count of homeless students and students
participating in programs
EOY3: Student Discipline
Count of specific disciplinary incidents
9
End of Year 2 & 3 Training v1.5, May 29, 2014
Schools Which Need to Report
Participants
EOY 1
EOY 2 EOY 3 EOY 4
Crs Staff CTE
Pgm
Disc
Waiv
Y= Expected to submit data
N= NOT allowed to submit data
P= Permitted but not expected to submit data
School Type
Traditional (non-educational options
schools)
Y
Y
Y
Y
Y
Y(2)
District Level Programs (Independent
Study and Home Hospital Programs)
P
P
P
P
P
P(2)
County Community
P
P
Y
Y
Y
Y
District Community Day
P
P
Y
Y
Y
Y(2)
Youth Authority Schools (currently called
Division of Juvenile Justice)
P
P
Y
Y
Y
Y(2)
Juvenile Court Schools
P
P
Y
Y
Y
Y(2)
Continuation High Schools
P
P
Y
Y
Y
Y(2)
Opportunity
P
P
Y
Y
Y
Y(2)
Alternative Schools of Choice
Y
Y
Y
Y
Y
Y(2)
State Special Schools
Y
Y
Y
Y
Y
Y(2)
Home and Hospital Schools(7)
P
P
Y
Y
Y
Y(2)
Special Education Consortium
P
P
Y(1)
Y
Y
Y(2)
Special Education
P
P
Y(1)
Y
Y
Y(2)
Non-Public School Group (0000001) (3)
N
N
N
P
P
P
ROP/ROC(5)
N
N
N
N
N
N
10
(1)
Students completing courses in grades 712 only
(2) Only schools with students in grades 10-12
(3) Records for students enrolled at Nonpublic
Nonsectarian Certified Schools (NPS) should
be submitted using school code 0000001 in
the School of Attendance field (1.05) and NOT
the individual NPS school codes. The actual
NPS school code is submitted in the School of
Attendance NPS field (1.06)
(4) Open and recently closed schools are
included
(5) ROC/Ps will not submit data directly to
CALPADS. CALPADS will collect data on
student ROC/P course enrollment and
completion through the student's primary
school course enrollment and completion
submission.
(7) Home and Hospital schools are assigned a
distinct county-district-school code and are
not the same as a district-level operated
Home and Hospital Program
End of Year 2 & 3 Training v1.5, May 29, 2014
Schools Which Need to Report
Participants
EOY 1
Crs
EOY 2 EOY 3 EOY 4
Staff CTE
Pgm
Disc
Waiv
School Grade Levels Served
11
Infants - IN
N
N
N
Y(8)
N
N
Toddlers - TD
N
N
N
Y(8)
N
N
Prekindergarten - PS
N
N
N
Y(8)
N
N
Kindergarten - KN
N
N
N
Y
Y
N
First Grade - 01
N
N
N
Y
Y
N
Second Grade – 02
N
N
N
Y
Y
N
Third Grade – 03
N
N
N
Y
Y
N
Fourth Grade – 04
N
N
N
Y
Y
N
Fifth Grade – 05
N
N
N
Y
Y
N
Sixth Grade – 06
N
N
N
Y
Y
N
Seventh Grade – 07
P
P
P
Y
Y
N
Eighth Grade – 08
P
P
P
Y
Y
N
Ninth Grade – 09
Y
Y
Y
Y
Y
N
Tenth Grade – 10
Y
Y
Y
Y
Y
Y
Eleventh Grade – 11
Y
Y
Y
Y
Y
Y
Twelfth Grade – 12
Y
Y
Y
Y
Y
Y
Ungraded Elementary – UE
N
N
N
Y
Y
N
Ungraded Secondary – US
P
P
P
Y
Y
Y
Adult – AD
N
N
N
N
N
N
(8)
Updated SINF data for Infant, Toddler, and
Prekindergarten in EOY 2 are only required for
purposes of certifying report 5.4 - Homeless
Students Enrolled - Unduplicated Count by
School
End of Year 2 & 3 Training v1.5, May 29, 2014
How Data Was Reported Before
EOY
2
Data
Programs
Previous Method
Portions of the Consolidated Application Reporting System (CARS, formerly ConApp)
School Reporting Form
LEA Reporting Form for ESEA
• Title 1, Part A Basic Grant
• Title 1, Part A Neglected
Portions of CBEDS-School Information Form (SIF)
• Opportunity program participants
• Pregnant or Parent program participant (any program including CalSAFE)
• California Partnership Academy participants
3
12
Discipline
Portions of the Consolidated Application Reporting System (CARS, formerly ConApp):
LEA Reporting Form
• Federal Gun-Free Schools Act (GFSA)
School Reporting Form
• Uniform Management Information and Reporting System Data (UMIRS)
How Data Will Be Used
EOY
Data
Funding
Legislation
Used for
Parallel
2
Programs
Title I programs
Public Law 107-110, sections
1501(a)(1) & 1501(b)(2)
EDEN, CSPR, and
DataQuest reporting
No
2
Homeless
Enrolled
None
None
EDEN, CSPR, and
DataQuest reporting
No
3
Discipline
None
ESEA Title IV, Part A, Subpart 3,
Section 4141 (e)
EDEN, CSPR, and
DataQuest reporting
No
Aggregate Numbers from all End of Year submissions will be posted to DataQuest.
ESEA – Elementary and Secondary Education Act
CSPR – Consolidated State Performance Report
EDEN – Education Data Exchange Network
13
End of Year 2 & 3 Training v1.5, May 29, 2014
Updating CALPADS for End of Year
Update CALPADS with EOY records
throughout the Academic Year (AY)
July 1, 2013 – June 30, 2014
Any student enrolled during the
Academic Year will be counted
All new and updated records must
be posted the day before certifying
to be included in the snapshot
14
End of Year 2 & 3 Training v1.5, May 29, 2014
What Record Types to Enter or Update
End of
Year
Online
SSID Enrollment
Batch
SENR
2
U
3
U
Student Information
SINF
R
U
Student Program
SPRG
R
U
Student Discipline
SDIS*
U= Update
R=Required
R
* Full replacement files
15
End of Year 2 & 3 Training v1.5, May 29, 2014
Batch Submission
1
2
3
EOY 2 & 3 file types are
highlighted. Submit updates on
other file types as needed to
ensure accuracy.
16
End of Year 2 & 3 Training v1.5, May 29, 2014
End of Year Roles
End of Year
2
EOY2 Data collection Certifier
SPRG
3
EOY3 Data collection Certifier
SDIS
All
17
Superintendent Certifier
SENR
SINF
End of Year 2 & 3 Training v1.5, May 29, 2014
Important Dates for EOY 1-4
Snapshot
starts
May 12
Certification
deadline
July 18
*Amendment
window
CALPADS Calendar:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
*There is no amendment window for EOY for 2013-2014
18
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2:
Program
Participati
on
EOY 2:
Program Participation
19
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Purpose
Federal program
participation
counts (Title I)*
US Department
of Education
Federal NCLB
reporting
requirements
State program
participation
counts
CA Department
of Education
State reports
* Formerly reported through the Consolidated
App Reporting System (CARS/Con-AP)
20
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Information Reported
Program
Participation
Homeless Students
21
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Data Included
Program Participation
Student
Enrollment
Student
Information
Student
Programs
Any program listed below
Code(s)
22
Program
Type
122
NCLB Title I Part A Basic Targeted
Federal
174
NCLB Title I Part A Neglected
Federal
101
504 Accommodation Plan (eligible or participating)
State
108
Opportunity Program
State
113
California Partnership Academy
State
162
Pregnant or Parenting Programs (formerly Cal-SAFE)
State
180
CAHSEE Intensive Instruction
State
185
Transitional Kindergarten
State
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Programs Reported
Legend
Name
Code
EOY2
NCLB Title I Part A Basic Targeted
122
P
NCLB Title I Part A Neglected
174
P
504 Accommodation Plan
101
E or P
Opportunity Program
108
P
California Partnership Academy
113
P
Pregnant or Parenting Programs
(formerly Cal-SAFE)
162
P
CAHSEE Intensive Instruction
180
P
Transitional Kindergarten
185
P
23
Value
Education Program
Membership code
P
Participating-3
E
Eligible-1
Do not report Title I Part A
Basic Targeted program
records for schools that
are NCLB Title I
schoolwide
Programs should be
reported at each school a
student attends except for
summer schools
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Data Included
Homeless Students
Student
Enrollment
Student Information
Primary Residence Category Code* of any of the
following:
Temporary Shelter (100)
Hotel / Motels (110)
Temporarily Doubled Up (120)
Temporarily Unsheltered (130)
* Homeless students are identified by Primary Residence Category not by a
program record. CALPADS maintains a history of the data included in
this field, but most SIS programs do not. If a student is reported as
homeless at any time during the Academic Year, it is important to update
CALPADS as soon as possible or that data may be lost and not reported
24
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Required Fields
Program Participation
Record
Element(s)
Values and/or Notes
Reporting LEA
School of Attendance
SPRG
Must be same school as enrollment record
Academic Year ID
SSID
Local Student ID
Student Legal First Name
Student Legal Last Name
Student Birth Date
Student Gender Code
Education Program Code
101, 108, 113, 122, 162, 174, 180, 185
Education Program Membership Code
Education Program Membership Start Date
Education Program Membership End Date
Must fall within enrollment that overlaps EOY
reporting period
Education Service Academic Year
Required if Education Program Code = 122
(NCLB Title 1 Part A Basic Targeted)
See the CALPADS File Specifications (Forms) on the Resources
slide near the end of the presentation for detailed field requirements
25
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Required Fields
Program Participation
Record
SPRG
26
Element(s)
Values and/or Notes
Education Service Code
Required if Education Program Code = 122
(NCLB Title 1 Part A Basic Targeted)
California Partnership Academy ID
Required if Education Program Code = 113
(California Partnership Academy)
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Required Fields
Homeless Students
Record
SINF
27
Element(s)
Values and/or Notes
Effective Start Date
Effective End Date
Reporting LEA
School of Attendance
Academic Year ID
SSID
Local Student ID
Student Legal First Name
Student Legal Middle Name
Student Legal Last Name
Student Birth Date
Student Gender Code
Student Birth Country Code
Primary Language Code
Student Hispanic Ethnicity Indicator
Required if Student Ethnicity Missing
Indicator is blank or N
Student Ethnicity Missing Indicator
Required if Student Hispanic Ethnicity
Indicator is blank or N
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Required Fields
Homeless Students
Record
Element(s)
Values and/or Notes
Student Race 1 Code
Required if Student Race Missing Indicator is
blank
Student Race Missing Indicator
Required if all of the Student Race Codes are
blank
Grade Level Code
Primary Residence Category Code
SINF
Interdistrict Transfer Code
District of Geographic Residence
Residential Address Line 1
Residential Address Line 2
Residential Address City Name
Residential Address State Province Code
Residential Address Zip Code
English Language Acquisition Status Code
English Language Acquisition Status Start
Date
28
100, 110, 120, or 130
If English Language Acquisition Status Code
not equal to EO
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Required Fields
Homeless Students
Record
Element(s)
Values and/or Notes
Student Proficient or Advanced for ELA Code
Required if English Language
Acquisition Status Code = RFEP
Student Initial US School Enrollment Date
Required if Grade Level Code = KN12, UE, or US and Student Birth
Country Code not equal to US or PR
-OR-
SINF
Required if English Language
Acquisition Status Code = EL
Enrolled in US School less than Three Cumulative
Years Indicator
Required if Student Birth Country
Code not equal to US or Puerto Rico
and Grade Level Code = PS-12, UE,
or US
Student Initial Ninth Grade Entry Year
CALPADS will calculate
Parent Guardian Highest Education Level Code
29
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Online - Adding Program
Records
1
2
4
3
Search for an existing SSID
or choose a list to view
5
6
30
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Online - Adding Program
Records
7
31
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Online - Adding Program
Records
8
Must be within
the student’s
enrollment at the
‘School of
Attendance LEA’
above
End Date
optional
except NSLP
requires End
Date
Required
Optional
32
9
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Online - Adding Homeless
Student Data
Required
Conditional
33
To classify a student as
Homeless, populate the
field with any of the four
homeless codes
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Error Highlights
Rejected Records
Error Code Severity
Rule
SPRG0083
F
If Education Program Code = 113 (California Partnership Academy)
Then California Partnership Academy ID must be populated
SPRG0168
F
If Education Program Code = 122 (NCLB Title 1 Part A Basic Targeted) Then
Education Service Academic Year must be populated
SPRG0247
W
NCLB Title I Part A Basic Targeted Records Submitted for a Title I Part A Schoolwide
School
SPRG0250
F
Duplicate SPRG Record within File for NCLB Title 1 Part A Basic Targeted
SPRG0263
W
Invalid age for Transitional Kindergarten Participant
SPRG0264
W
Invalid Grade Level for Transitional Kindergarten Program Participant
SINF0259
W
Update may overwrite a prior homeless Primary Residency Category Code
Certification Errors
Error Code Severity
34
Rule
CERT073
W
No Program Data Submitted for a School
CERT097
F
Missing Title I Targeted Assistance Program Records (122)
CERT101
W
Primary Residence Category Code Missing, Invalid, or Not Current Within the LEA
Enrollment.
CERT103
W
Invalid Open or Closed Transitional Kindergarten Record
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Reports
5.1– Program
Participants –
Count
5.3 – Program
Participants –
Student List
5.2 - Program Participants
– NCLB Title I Part A Basic
Targeted Education
Services
5.4- Homeless
Students
Enrolled
35
5.5 – Homeless
– Student List
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: 5.1 - Program Participants Count
Student Programs (SPRG) data
Federal Program Participation Count
•
•
36
504 Accomodation
Plan (101)
0
NCLB Title I Part A Basic
Targeted (122)
3
NCLB Title I Part A
Basic School-wide
(NA) **
0
2
0
7
0
2
3
7
1
NCLB Title I Part A
Neglected (174)
1
*Formerly Cal-SAFE
**For Title I Part A Basic School-wide schools, counts in this column are based on
cumulative Academic Year enrollment, not program records. Refer to CALPADS Update
Flash 74 for CDE’s process to identify a school-wide site
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: 5.4 - Homeless Students
Enrolled
School
Code
School
Name
5814530
FCMAT High
5814531
CSIS Middle
Total - School (Unduplicated)
Grade Total By Temporary Hotels/Motels
Temporarily
Temporarily
Level Grade Shelters (100)
(110)
Doubled Up (120) Unsheltered (130)
9
1
1
0
0
0
10
4
2
1
0
1
11
7
2
2
2
1
12
2
1
0
1
0
6
4
0
0
0
4
7
6
1
1
3
1
8
5
2
0
2
1
All
29
9
4
8
8
Student Information (SINF) data
School
Code
School
Name
Total - Selected Schools
37
Grade Total By Temporary Hotels/Motels
Temporarily
Temporarily
Level Grade Shelters (100)
(110)
Doubled Up (120) Unsheltered (130)
6
4
0
0
0
4
7
6
1
1
3
1
8
5
2
0
2
1
9
1
1
0
0
0
10
4
2
1
0
1
11
7
2
2
2
1
12
2
1
0
1
0
All
29
9
4
8
8
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 2: Reminders
38
End of Year 2 & 3 Training v1.5, May 29, 2014
Break Time!
5 minute break
Remember that you can attend the CALPADS Q & A
sessions on Wednesdays at 3 p.m. if you have
additional questions during the submission window.
Sign up on the CSIS CALPADS training registration
page listed in the Resources section near the end of
this presentation.
39
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3:
Discipline
40
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Purpose
US Department of
Education
Federal reporting
required by NCLB
Title IX
CA Department of
Education
Consolidated State
Performance
Report
Student discipline
information*
* Formerly reported through the UMIRS page of the Consolidated Application
and Reporting System (CARS)
41
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Terminology
Federal requirements
implemented for academic
year 2011-12 require
discipline data to be
reported at the Incident
level
Incident
The event that
occurred
Offense
The infringement or
crime student
committed
42
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Information Reported
* Limited to offenses defined in Education Code 48900 or 48915
Offenses* committed by non-special education
students that resulted in a (full day or more)
suspension or expulsion
Offenses* committed by Special Education
students (all offenses regardless of outcome
and any duration of time)
Offenses* that involved a weapon (all offenses
regardless of outcome)
Summer school discipline incidents must be reported in CALPADS
43
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: How Records Are Related
Student
Offense
Offense
Incident
Student
&%$#@!
44
Offense
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Data Included
Offenses Resulting in a Suspension or Expulsion
Student
Enrollment
Student
Information
Student discipline
Grades K-12, UE
and US
Offense* that has a code defined
in CALPADS
Suspension
Expulsion
* Limited to offenses defined in Education Code 48900 or 48915
45
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Data Included
Special Education Offenses
Student Enrollment
Student
Information
Grades K-12,
UE and US
Student Program
Student
Discipline
Special Ed (144)
Offense* that
has a code
defined in
CALPADS
* Limited to offenses defined in Education Code 48900 or 48915
46
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Data Included
Weapon Offenses
Student
Enrollment
47
Student
Information
Student
Discipline
Grades K-12, UE
and US
Weapon offense
(Student Offense
Codes 100, 101,
103, 104, 105)
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Required Fields
All Discipline Records
Record
Element(s)
Reporting LEA / School of Attendance
SDIS
Values and/or Notes
Report student at school of enrollment
regardless of where incident took place
Academic Year ID
SSID
Local Student ID
Student Legal First Name
Student Legal Last Name
Student Birth Date
Student Gender Code
Disciplinary Incident ID Local
Must be the same for all offenses part of a
single incident.
Disciplinary Incident Occurrence Date
Student Offense Code
Incident Most Severe Offense Code
Must be the same for all offenses part of a
single incident
Incident Disciplinary Action Taken Code
Only one may be reported per student per
incident
See the CALPADS File Specifications (Forms) on the Resources
slide near the end of the presentation for detailed field requirements
48
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Required Fields
Expulsions
Record
SDIS
Element(s)
Values and/or Notes
Expulsion Modification Category Code
Weapon Offense
Record
SDIS
Element(s)
Student Offense Code
Values and/or Notes
100, 101, 103, 104, 105
Weapon Category Code
Special Ed Student Offense
Record
Element(s)
Values and/or Notes
Discipline Action Authority Taken Code
SDIS
Student Instructional Support Indicator
Incident Disciplinary Action Duration Days
49
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Online - Adding Student
Discipline Information
1
2
4
3
Search for an existing SSID
or choose a list to view
5
6
50
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Online – Adding Student
Discipline Information
Add a new discipline offense to the student’s
history or edit an existing record
7b
7a
51
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Online – Adding Student
Discipline Information
8
9
Required
Conditional
52
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Severity-of-Offense Hierarchy
Incident
Homicide (use code 500)
Shoved another student
(504)
Forcible rape
Most severe
Punched another
student (500)
Brought chainsaw to
school (204)
Robbery/extortion
Assault with a deadly weapon
Battery
Possession of a weapon
Sexual offenses (other than forcible rape)
Sale or furnishing of drugs
Possession of drugs for sale
Taunted another
student (506)
Possession/sale of alcohol
Use of drugs/alcohol
Possession of paraphernalia
Destructive/explosive device (bomb threat included)
Related offense codes
103 Brandishing a Knife
500 Caused Physical Injury
504 Used Force or Violence
506 Harassment or Intimidation
53
See the Student Offense code set in the CALPADS
Code Sets document on the Resources slide near
the end of the presentation for the full code list
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Online - Adding a Discipline
Incident
1
2
3
Add a new incidents, edit existing incidents, or maintain
the list of students associated with an incident.
4b
4c
4a
54
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Online – Adding a New
Discipline Incident
Required
Conditional
1
Every offense for
every student needs
to be entered; only
the final Disciplinary
Action Taken should
be reported
55
2
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Online – Editing an Incident
If editing an
existing record,
delete button
will be available.
1
Required
2a
2b
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EOY 3: Online – Maintain Student List
Add a student to the incident or edit an existing record
1b
1a
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EOY 3: Online - Adding or Editing
Student Offense Record
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EOY 3: Error Highlights
Rejected Records
Error Code Severity
Rule
SDIS0069
Mismatch of SSID Demographics
F
SDIS0072
Retired SSID -- Mismatch of SSID Demographics
F
SDIS0090
Invalid Disciplinary Incident Occurrence Date - Academic Year combination
F
SDIS0091
Invalid Student Offense Code and Weapon Category Combination
F
SDIS0093
Disciplinary Incident Occurrence Date Greater Than Current Date
F
SDIS0094
Mismatch of Disciplinary Incident Attributes
F
SDIS0096
Missing Incident Disciplinary Action Duration Days
F
SDIS0097
Invalid Incident Disciplinary Action Taken Code
F
SDIS0153
Missing Disciplinary Action Authority Code
F
SDIS0154
Missing Student Instructional Support Indicator
F
SDIS0208
Missing Expulsion Modification Category Code
F
SDIS0212
Duplicate discipline records exist for the same student
F
SDIS0245
SDIS0251
W
F
Student not enrolled on Disciplinary Incident Occurrence Date
Mismatch of Student's Disciplinary Attributes
Certification Errors
Error Code Severity
Rule
CERT071
No Discipline Data Submitted for a School
W
CERT101
Missing Student Address record with a valid Primary Residency Category
W
Code
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End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Reports
7.1 – Discipline Incidents –
Count by Most Severe
Offense
7.3 – Discipline
Actions – Count
7.2 Discipline Incidents –
Student List
7.4 – Discipline
Actions – Count
by Offense
7.5 – Discipline
Offenses –
Student List
7.6 – Discipline Actions –
Persistently Dangerous
Offense Expulsions
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End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: 7.1 - Discipline Incidents – Count
by Most Severe Offense
School
Code
5814530
School Name
Most Severe Offense
FCMAT High 103-Brandishing a Knife
201-Possession of Controlled Substance
512-Property Damage
513-Bullying
TOTAL
5814531 CSIS Middle 201-Possession of Controlled Substance
403-Sexual Harassment
513-Bullying
TOTAL
TOTAL - Selected Schools 103-Brandishing a Knife
201-Possession of Controlled Substance
403-Sexual Harassment
512-Property Damage
513-Bullying
TOTAL
Incident
Count
3
12
8
21
44
6
4
10
20
3
18
4
8
31
64
Student Discipline (SDIS) data
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EOY 3: 7.3 - Discipline Actions - Count
Click
to expand the view of the data
School
Code
5814530
School
Name
FCMAT
High
Gender
Total
F
M
Student Discipline (SDIS) data
# of Students That Committed
Ethnicity/Race
an Offense (unduplicated)
50
Total
12
Hispanic
4
White
8
Total
38
Hispanic
20
White
18
Disciplinary Action Taken
# of Offenses # of Suspensions # of Expulsions # of In School # of No Suspension of
Committed
(100)
(200)
Suspensions (110)
Expulsion (300)
129
9
6
8
5
62
26
3
2
3
1
10
1
1
1
1
16
2
1
2
0
103
6
4
5
4
50
4
3
3
3
53
2
1
2
1
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: 7.4 - Discipline Actions - Count
by Offense
Click
to expand the view of the data
Student Discipline (SDIS) data
School School
# of Students That Committed
Code
Name Offense Code Gender Ethnicity/Race
Offense (unduplicated)
5814530 FCMAT
Total
21
High
F
Total
2
509-Hazing
M
Hispanic
1
White
1
Total
19
Hispanic
10
White
9
Disciplinary Action Taken
# of Times
# of Suspensions # of Expulsions # of In School # of No Suspension of
Offense Occurred
(100)
(200)
Suspensions (110)
Expulsion (300)
45
8
1
5
16
63
8
2
0
2
6
4
1
0
1
2
4
1
0
1
4
37
6
1
3
10
20
4
1
2
5
17
2
0
1
5
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: 7.6 - Discipline Actions - Persistently
Dangerous Offense Expulsions
Expulsions for Persistently
Dangerous Offenses
Total Certified
Total # of
# of Expulsions / 100
School Code School Name Primary Enrollment
Expulsions
Enrolled Students
5814530 FCMAT High
3701
385
10.4
5814531 CSIS Middle
921
18
1.9
Based on Fall 1 enrollment (report 1.1)
1234567
123 Elementary 516
2
0.4
Student Discipline (SDIS) data
Expulsions for Persistently Dangerous Offenses
Of Expulsions per Offense Code, Used to Determine At Risk Schools
(listed in order of most severe offense) **
503
15
103
10
500
20
505
22
100
33
105
16
600
48
200
20
401
46
400
155
At Risk School
? **
Y
0
1
2
1
0
1
0
0
0
13
Y
0
0
0
0
0
0
0
0
1
1
N
** Refer to User Manual Glossary
definition for Persistently Dangerous
Offense and At Risk School
64
A school is determined to be ‘At Risk of Becoming Persistently
Dangerous’ when:
• It has fewer than 300 students and expulsions are greater than
three
OR
• It has more than 300 students with more than one expulsion per
one-hundred enrollments
End of Year 2 & 3 Training v1.5, May 29, 2014
EOY 3: Reminders
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Wrap Up
Wrap-Up
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Full Replacement Files
EOY
3
Rec Type
SDIS
Operational Key Fields
School of Attendance
Academic Year ID
Please note EOY 2 does not have replacement files
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End of Year 2 & 3 Training v1.5, May 29, 2014
Programs Used for Report Sub-Groups
These programs are
used in reports (R) or
report filtering (F) on
SSIDs that have met
the criteria for inclusion
in one or more of the
EOY submissions. If
displayed in reports,
LEAs are expected to
assess their accuracy.
Legend
Value
68
Report
1.0a
5.1
5.4
5.2
5.3
5.5
7.1
7.3
7.4
7.6
7.2
7.5
F
F
F
F, R
F, R
F
F
F
F
F
F
F, R
F
F
F
F
F, R
F
F, R
F
F, R
F
Used In
F
Filters
R
Report
N/A
EOY
2-3
2
2
2
2
2
3
3
3
3
3
3
SocioMigrant Ed Economically Special Ed
(135)
Disadvantaged
(144)
GATE (127)
N/A
N/A
N/A
N/A
Not applicable
End of Year 2 & 3 Training v1.5, May 29, 2014
End of Year Steps
1. Setup
SIS
Roles
2. Update the CALPADS ODS
Submit
records
Fix rejected
records
Post records
3. Review Snapshot
Review and fix certification
errors, review warnings
Review reports
4. Certify
Level 1 (EOY 1-4 Data Collection Certifier)
69
Level 2 (Superintendent Certifier)
End of Year 2 & 3 Training v1.5, May 29, 2014
Certification Status
Each EOY snapshot
must be individually
certified at Level-1
and then at Level-2
70
End of Year 2 & 3 Training v1.5, May 29, 2014
Certification Details
4
2
1
3
71
1
Data Processor
1
2
4
2
Superintendent
or Administrator
1
3
4
End of Year 2 & 3 Training v1.5, May 29, 2014
Suggested Timeline
19
days
Complete SIS Data Population
5/30
11
days
Upload files and correct errors or
discrepancies as needed
6/10
14
days
Review certification reports, correct
errors, and fix discrepancies
6/24
16
days
Distribute reports for review and
approval
7/10*
7
days
Certify (level 1 and level 2)
7/18
Reminder: If you plan to decertify, allow adequate time to make corrections and for snapshots to run
Reminder: No Amendment Window for EOY submissions
* Make sure to adjust dates if your LEA closes earlier for summer
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Certification Reminders
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End of Year 2 & 3 Training v1.5, May 29, 2014
Changes
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2013-2014 Changes
Implemented
Functionality
Description
Jul - 2013
Code Set
New codes added for the following code sets:
• Education Program – 185 (Transitional Kindergarten)
Jul - 2013
Code Set
Modified Code names and definitions:
• Disability Category – 210 (modified name & definition)
• Education Program – 181 (modified definition)
• Education Program – 182 (modified definition)
Sep – 2013
Support
Jul - 2013
Validation
Rule
CALPADS Error List now under Help Menu and Page
New SPRG0263 (Warning) - Validate appropriate age for
Transitional Kindergarten Program.
See CALPADS Code Sets document for complete list of changes - http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
75
End of Year 2 & 3 Training v1.5, May 29, 2014
2013-2014 Changes
Implemented
Functionality
Description
Jul - 2013
Validation Rule
New SPRG0264 (Warning) - Validate appropriate Grade
Level for Transitional Kindergarten Program.
Sept – 2013
Validation Rule
NEW SPRG0270 (Fatal) – Invalid Program Membership
Start Date with R transaction
Sep - 2013
Validation Rule
New SINF0269 (Warning) - Student Grade Level is
outside the designated grade span for the school
Sep - 2013
Validation Rule
New CERT107 (Warning) - Invalid Free Meal Program
(181) or Reduced Price Meal Program (182) Records
See CALPADS Code Sets document for complete list of changes - http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
76
End of Year 2 & 3 Training v1.5, May 29, 2014
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
77
Document
Description
Sections
CALPADS File
Specifications (Forms)
File layout and
requirements for batch
submission
SENR, SINF, SPRG, SDIS,
SWAV, SDEM, CSRC, SCSC,
& SCTE tabs
CALPADS Code Sets
Detailed state code lists
CALPADS Valid Code
Combinations
Matches up related
codes
CALPADS Error List
Detailed error message
descriptions
CALPADS Data Guide
Detailed requirements
SENR, SINF, SPRG, SDIS,
SWAV, SDEM, CSRC, SCSC,
SCTE, EOY 1-4 tabs
End of Year 2 & 3 Training v1.5, May 29, 2014
Resources
Career Technical Education documents
http://www.cde.ca.gov/re/pn/fd/documents/cteframework.pdf
http://pubs.cde.ca.gov/CTE/index.aspx
Administrator Recommendation of Expulsion Matrix
http://www.cde.ca.gov/ls/ss/se/expulsionrecomm.asp
CALPADS Training Registration
https://www.calpads.ca.gov/Training/
78
End of Year 2 & 3 Training v1.5, May 29, 2014
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
79
End of Year 2 & 3 Training v1.5, May 29, 2014
Training Evaluation
Please complete our survey
http://bit.ly/1n1yKOD
80
End of Year 2 & 3 Training v1.5, May 29, 2014