REPORTS AND CERTIFICATION
ADVANCED
Fall 1
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Who’s Supposed to Be Here
Individuals assigned to
CALPADS maintenance
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Training Sequence
Essential 1:
Overview & Requirements
Essential 2:
Interface & Administration
Essential 3:
Data Submission
Fall 1
Essential 4:
Anomalies
Fall 2
End of
Year 1-4
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Rules
Mute yourself
Silence
cellphones
HOLD
1
conversation
at a time
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Please
do not
multitask
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Agenda
Fall 1 Overview
Common Problems
6
New Changes Certification Review
Wrap-Up
60 minutes
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Fall 1 Overview
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Important Dates
Census Day
Oct. 2nd
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 v1.4, September 26, 2013
What To Submit
Order
Online
1
Student Enrollment
2
Student Information
3
Student Programs
Batch
SENR
SINF
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 - Advanced Reports and Certification v1.4, September 26, 2013
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
GATE
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
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
(181-182)
2. Parent Level of Education =
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Active
Enrollments
Completers
Dropouts
Title III Eligible
Immigrants
Migrant Ed
SocioEconomically
Disadvantaged*
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
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)
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
English Language Acquisition Rules
Once a student’s English Language Acquisition Status
has been reported, the only changes (other than
corrections) allowed are:
TBD
EL
EL, RFEP, IFEP, EO
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
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
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
Authorizing LEA
View County/Authorizing LEA Reports
County
View County/Authorizing LEA Reports (visible
to COEs only)
Reminders


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Daily use account
LEA Admin cannot certify
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
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 v1.4, September 26, 2013
Fall 1 Suggested Milestones
Now – 10/31
Complete SIS data population and identify “No Show”
exits (grades 7-12)
10/12 – 11/15
Submit student enrollment, information and program
data; clean up errors as necessary; then post
11/18 – 12/13
Resolve anomalies, resolve certification errors, review
certification reports and update records if necessary
12/13
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Certify (level 1 & level 2)
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Upcoming Changes
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
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 CALAPDS 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)
See CALPADS Code Sets document for complete list of changes - http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
2013-2014 Changes
Implemented
Functionality
Description
Jul - 2013
Code Set
Retired codes for the following code sets:
• Course Group State– See CP Code Sets document
Sep – 2013
CFS
Removed - Field 2.47 (Student Initial Ninth Grade Entry
Year) from the CFS, CP Online screens & Report 1.10
Sep - 2013
Foster Match
Sep – 2013
Submission
Sep – 2013
Support
Foster Youth data from CA Dept of Social Services
(CDSS) matched in CALPADS.
Spring data collection (aggregates) have been added to
Fall 1 (includes reports, validation, certification rules and
backend aggregate processes).
CALPADS Error List now under Help Menu and Page.
See CALPADS Code Sets document for complete list of changes - http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
2013-2014 Changes
Implemented
Functionality
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 counts 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.
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Description
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
2013-2014 Changes
Implemented
Functionality
Jan - 2013
Validation Rule
New SPRG0254 (Fatal) – to identify invalid NSLP
Program Record. Student must only have one open
National School Lunch Program record.
Feb - 2013
Validation Rule
New SINF0259 (Warning) - to prevent LEAs from
overwriting a "homeless status" in the Primary Residence
Category Code field.
Jul - 2013
Validation Rule
New SPRG0263 (Warning) - Validate appropriate age for
Transitional Kindergarten Program.
Jul - 2013
Validation Rule
New SPRG0264 (Warning) - Validate appropriate Grade
Level for Transitional Kindergarten Program.
Jul - 2013
Validation Rule
Disabled SENR0262 (Fatal) - to ensure any Kindergarten
student that is not in Special Education has a student age
that is between 4 and 7 years old inclusive.
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Description
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
2013-2014 Changes
Implemented
Functionality
Sep - 2013
Validation Rule
New SINF0266 (Fatal) - Invalid initial English Language
Acquisition Status Code for newly enrolled student
Sep - 2013
Validation Rule
New SINF0267 (Fatal) - Invalid change to "EL" English
Language Acquisition Status Code
Sep - 2013
Validation Rule
New SENR0265 (Warning) - Invalid Student Age for GED
Completion Code
Sep - 2013
Validation Rule
New SINF0269 (Warning) - Student Grade Level is
outside the designated grade span for the school
Sep - 2013
Validation Rule
New CERT104 (Fatal) - Course Section Missing
Education Service Code (Fatal)
Sep – 2013
Validation Rule
New CERT105 (Warning) - Invalid Staff FTE %
Sep - 2013
Validation Rule
New CERT106 (Fatal) - Invalid "TBD“ English Language
Acquisition Status Code (Fatal)
Sep - 2013
Validation Rule
New CERT107 (Warning) - Invalid Free Meal Program
(181) or Reduced Price Meal Program (182) Records
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Description
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Certification Review
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Certification Requirements
Review all
eight aggregate
reports
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
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
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
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.
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Supporting Report – 1.18
Supporting report showing a list of the students with details
for selected school.
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
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 - Advanced Reports and Certification v1.4, September 26, 2013
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 - Advanced Reports and Certification v1.4, September 26, 2013
Fall 1 – After Certification
http://data1.cde.ca.gov/dataquest/
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Common Problems
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
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 - Advanced Reports and Certification v1.4, September 26, 2013
Common Problems – GERR0005
SPRG record submitted
for student at a school
where no enrollment
record exists in
CALPADS
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
When To Use Common Exit Codes
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E230
Completed the highest grade at school; completion status code required
E450
Exited school for any reason (K-6 only)
E490
Continuing in the same school; only use if your SIS forces you to exit
students at the end of every school year
N420
No show - Completed last school year but did not show up in the Fall
N470
No show - Pre-enrolled, but never attended a day of school; use an Exit
Date of the same day as the Start Date
T160
Transferred to another CA public school; students exiting Alternative
Schools must have expected school of attendance
T165
Transferred to another school for disciplinary reasons; expected school
of attendance required
T167
Transferred to an alternative school or non-alternative independent
study program based on a non-disciplinary referral
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
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 v1.4, September 26, 2013
Wrap-Up
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
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 v1.4, September 26, 2013
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 - Advanced Reports and Certification v1.4, September 26, 2013
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
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 - Advanced Reports and Certification v1.4, September 26, 2013
Resources
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 v1.4, September 26, 2013
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
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Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013
Training Evaluation
Questions
51
Please Complete Our Survey
Fall 1 - Advanced Reports and Certification v1.4, September 26, 2013