REPORTS AND CERTIFICATION
Fall 1
Fall 1 - Reports and Certification v1.3, October 11, 2013
Who’s Supposed to Be Here
Individuals assigned to
CALPADS maintenance
2
Supervisor of staff
assigned to CALPADS
Fall 1 - Reports and Certification v1.3, October 11, 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
3
Fall 1 - Reports and Certification v1.3, October 11, 2013
Rules
Mute yourself
Silence
cellphones
HOLD
1
conversation
at a time
4
Fall 1 - Reports and Certification v1.3, October 11, 2013
Please
do not
multitask
5
Fall 1 - Reports and Certification v1.3, October 11, 2013
Agenda
6
Requirements
Data Submission
Certification
Reports
Wrap-Up
2 Hours
Fall 1 - Reports and Certification v1.3, October 11, 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


7
Daily use account
LEA Admin cannot certify
Fall 1 - Reports and Certification v1.3, October 11, 2013
Important Dates
Census Day
Oct. 2nd
Certification
deadline
Amendment
Window
CALPADS Calendar:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
8
Fall 1 - Reports and Certification v1.3, October 11, 2013
What To Submit
Order
Online
1
Student Enrollment
2
Student Information
3
Student Programs
9
Batch
SENR
SINF
SPRG
Fall 1 - Reports and Certification v1.3, October 11, 2013
Record Relationships
SSID
Enrollment
SSID
Student
Information
Submitting files out of order
may cause GERR005 errors.
See CALPADS Error List on the
Resources slide for details.
SSID
Student
Program
10
Fall 1 - Reports and Certification v1.3, October 11, 2013
Information Reported
Active Enrollment
Completers
Dropouts
11
NCLB Subgroups
+
Other Subgroups
Fall 1 - Reports and Certification v1.3, October 11, 2013
Key Fields
Active Enrollment
Record
SENR
SINF
Element(s)
Values and/or Notes
Student School Start Date
On or before Census Day
Student School Exit Date
On or after Census Day
Effective Start Date
On or after 7/1/13, but on or before 10/2/13
Effective End Date
On or after 10/2/13
Grade Level Code
K-12
Completer
Record
SENR
SINF
Element(s)
Values and/or Notes
Student School Exit Date
On or after 8/16/12, but on or before 8/15/13
Student Exit Reason Code
E230
Student School Completion Status
100, 106, 108, 120, 250, 320, 330
Effective Start Date
On or before Student School Exit Date
Grade Level Code
7-12
See the CALPADS File Specifications (Forms) on the Resources
slide near the end of the presentation for detailed field requirements
12
Fall 1 - Reports and Certification v1.3, October 11, 2013
Key Fields
No-show Dropout
Record
SENR
SINF
Element(s)
Values and/or Notes
Student School Exit Date
On or after 5/15/12, but on or before 8/15/12
Student Exit Reason Code
N420
Effective Start Date
On or before Student School Exit Date
Grade Level Code
7-12
Other Dropout
Record
SENR
SINF
13
Element(s)
Values and/or Notes
Student School Exit Date
On or after 8/16/12, but on or before 8/15/13
Student Exit Reason Code
E140, E300, E400, T270, T380, E230 (if Student
School Completion Status = 104 or 360)
Student School Completion Status
Required if Student Exit Reason Code = E230
Effective Start Date
On or before Student School Exit Date
Grade Level Code
7-12
Fall 1 - Reports and Certification v1.3, October 11, 2013
Key Fields
Lost Transfer*
Record
SENR
SINF
Element(s)
Values and/or Notes
Student School Exit Date
On or after 8/16/12, but on or before 8/15/13
Student Exit Reason Code
T160, T165, T167
Effective Start Date
On or before Student School Exit Date
Grade Level Code
7-12
* Only students who meet these criteria and are also not reported as
enrolled in a California school by Census day will be counted
14
Fall 1 - Reports and Certification v1.3, October 11, 2013
Sub-groups Reported
GATE
Reported using:
LEP (ELs +
Selected RFEP)
Special Ed
Active
Enrollments
Completers
Dropouts
Title III Eligible
Immigrants
Student Information
Student Program
Migrant Ed
* SED definition is:
1. Free or Reduced Price Meal
(181-182)
2. Parent Level of Education =
14
SocioEconomically
Disadvantaged*
15
Fall 1 - Reports and Certification v1.3, October 11, 2013
Programs Reported
Name
Gifted and Talented Education (GATE)
Code
127
Title 1 Part C Migrant
Special Education
Free Meal Program
Reduced-Price Meal Program
135
144
181
182
Transitional Kindergarten (TK)*
185
For Fall 1 programs the CDE prefers LEAs report eligibility in programs, but
allows participation to be reported if necessary. Education Program
Membership code indicates whether eligibility or participation is being
reported.
*New 13/14 program reporting participation not eligibility.
Report programs at each school a student attends except for summer school
16
Fall 1 - Reports and Certification v1.3, October 11, 2013
Key Fields
Gate
Record
SPRG
Element(s)
Values and/or Notes
Education Program Code
127
Education Program Membership Code
1 or 3
Special Ed
Record
SPRG
Element(s)
Values and/or Notes
Education Program Code
144
Education Program Membership Code
1 or 3
Migrant Ed
Record
SPRG
17
Element(s)
Values and/or Notes
Education Program Code
135
Education Program Membership Code
1 or 3
Fall 1 - Reports and Certification v1.3, October 11, 2013
Key Fields
Socio-economically disadvantaged
Record
Element(s)
Values and/or Notes
SINF
Parent Guardian Highest Education Level Code
14
OR
SPRG
Education Program Code
181 or 182
Education Program Membership Code
1 or 3
LEP
Record
SINF
Element(s)
Values and/or Notes
English Language Acquisition Status Code
EL or RFEP
Student Proficient or Advanced for ELA Code
N if English Language Acquisition Status
Code is RFEP, otherwise blank
Transitional KN
Record
SPRG
18
Element(s)
Values and/or Notes
Education Program Code
185
Education Program Membership Code
3
Fall 1 - Reports and Certification v1.3, October 11, 2013
Key Fields
Title III Eligible Immigrant
Record
SENR
SINF
Element(s)
Values and/or Notes
Enrollment Status Code
10
Student Birth Date
Student age 3-21 based on birthdate
Grade Level Code
Not equal to AD
Student Birth Country Code
Not equal to US or PR
Student Initial US School Enrollment Date
Enrolled in US School less than Three
Cumulative Years Indicator
Y
Although Pre K reporting is optional, it may be to the LEA's advantage to report
Pre K Title III students as doing so may increase their Title III funding.
19
Fall 1 - Reports and Certification v1.3, October 11, 2013
Key Fields
English Language Acquisition Status
Record
SENR
SINF
Element(s)
Values and/or Notes
Student School Start Date
On or before Census Day
Enrollment Status Code
10
Student School Exit Date
On or after Census Day
Effective Start Date
On or before Census Day
Effective End Date
On or after Census Day
Grade Level Code
KN, 01-12, UE, or US
English Language Acquisition Status Code
EL, IFEP, RFEP, or TBD
English Language Acquisition Status Start Date
On or before Census Day
Reclassified Fluent English Proficient
Record
Element(s)
Values and/or Notes
English Language Acquisition Status Code
RFEP
English Language Acquisition Status Start Date
After prior year’s Census Day, but on or
before current Census Day
Student Proficient or Advanced for ELA Code
N, Y or U if English Language Acquisition
Status Code is RFEP, otherwise blank
SINF
See the CALPADS File Specifications (Forms) on the Resources slide near the end of
the presentation for detailed field requirements
20
Fall 1 - Reports and Certification v1.3, October 11, 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
21
Fall 1 - Reports and Certification v1.3, October 11, 2013
Reports – ODS versus Snapshot
ODS (Operational Data Store) =
All current CALPADS data
ODS
Fall 1
Snapshot =
Only data
pertaining
to the Fall 1
submission
22
Fall 1 - Reports and Certification v1.3, October 11, 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
23
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Requirements
Review all
eight aggregate
reports
24
Fall 1 - Reports and Certification v1.3, October 11, 2013
FALL 1
DEMONSTRATION
25
Fall 1 - Reports and Certification v1.3, October 11, 2013
State Reporting – Certification Status
26
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Status
Note – LEA Admin cannot
view and certify certification
aggregate reports.
1
Make sure you
are looking at
Fall 1 record
27
2
3
Certification criteria:
1) Review all three certification reports
2) Zero fatal certification errors
3) Anomaly rate 2.0% or less
Click links for detail
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Status
Click Total Errors
count to review
error summary
28
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Error Summary
All fatal errors must be resolved before LEA can certify
Click the reveal
button to expand
or collapse the
error summary
29
1
2
Click the error
count for detail
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Errors – CERT003
Students must have an accurate grade level effective for the current school year
Continuously enrolled students need a student information (SINF) effective date on or after 7/1/13 and on or before 10/2/13
New students need a student information (SINF) effective date on or after their enrollment date and on or before 10/2/13
30
Fall 1 - Reports and Certification v1.3, October 11, 2013
CALPADS Error List
•
•
Error List link under the “Help” menu in CALPADS
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Find errors using
Error # as reference
31
Click on tab Fall 1
Certification Error List
for error description and
suggested resolution
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Errors – CERT003
1. Select SSID (click and drag or double-click)
2. Right click highlighted SSID
3. Click Copy
1, 2
3
32
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Errors – CERT003
1, 2
3
To look up student in the CALPADS ODS:
1. Point to State Reporting > Online Maintenance > Maintain
Student Data
2. Right click Maintain Student Data
3. Click Open in New Tab (or Open in New Window if you prefer)
This action will open the Maintain Student Data screen in a new tab
33
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Errors – CERT003
1
1. Right click in the SSID
box and click Paste.
2. Click Search
2
34
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Errors – CERT003
Click Grade
35
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Errors – CERT003
Note that there is no record with an
Effective Start Date between 7/1/13 and
Census Day (10/2/13).
Click Add New Record
36
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Errors – CERT003
1. Enter the first day of school the student attended for
the current school year for the Effective Start Date
9/3/2013
Do not enter an End date, the system
will provide one when subsequent
records are entered
3. Click Validate
2. Select Grade Level Code
4. Click Post
37
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Errors – CERT003
9/3/2013
9/2/2013
Grade level for
current school year
has been updated
38
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Errors – CERT004
All students enrolled between 8/16/12 and 10/2/13 must have
Ethnicity/Race information or an indicator that the Ethnicity/Race
information was missing, regardless if they have exited
39
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Errors – CERT004
To review and correct a student’s
information, copy the SSID and
open new window to find student
40
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Errors – CERT004
Click Demographics
41
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Errors – CERT004
Make sure you are updating the
Record for the correct date
Range. If one does not exist,
you may need to add one.
Note a student may
have multiple records.
Click on Update to add
Ethnicity/Race information
No Ethnicity or Race has
been provided for student
42
Note that when updating the
demographics record for a
student with a primary
language other than English,
you must first have a student
status record that identifies
their Initial US School
Enrollment Date.
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Errors – CERT004
Add the Hispanic Ethnicity
Indicator. If not provided, use the
Ethnicity Missing Indicator.
Add up to five Race Codes. If
none are provided, use the
Race Code Missing Indicator.
43
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Status
Click Anomalies Percent
for summary report
44
Fall 1 - Reports and Certification v1.3, October 11, 2013
Anomaly Status Report
Essential 4 training
covers anomaly
resolution in detail
Reminder:
ERD Type B anomalies (dropouts re-enrolled) will be
subtracted from the dropout count published to DataQuest.
ERD Type C anomalies (lost transfers) will be added to
the dropout count published to DataQuest.
45
Must be below 2%.
Note the Anomaly %
Only includes MIDs
and CCEs. Although,
ERDs should still be
reviewed because
they affect graduate
and dropout counts.
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Status
Click the Snapshot name to
access the Certification reports
46
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Reports Review
All eight Aggregate Reports must be
reviewed for accuracy
A green checkmark will appear next
to each report that has been
reviewed
47
Supporting reports
should be used to
further verify that
data in the snapshot
is accurate.
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Reports – 1.1
Click a school’s name or linked category to
get a report with student level detail
More detail in Section 14 of
the CALPADS User Manual
For a description of how the subgroups are calculated, use the Fall 1
Certification Reports Data Mapping under the Quick Links at:
http://csis.fcmat.org//Pages/Fall-1.aspx
48
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Reports – 1.2 (Support)
Click the arrows to the
right of Student Name
to sort alphabetically or
reverse the sort
More detail in Section 14 of the CALPADS User Manual
49
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Reports – 1.6
This report provides graduate and dropout
counts in the same sub-categories as report 1.1.
More detail in Section 14 the CALPADS User Manual
50
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Reports – 1.9
This report provides completer
and dropout counts broken down
by their associated types.
Notice that this report includes completers
that are not necessarily considered high
school graduates
More detail in Section 14 of the CALPADS User Manual
51
Fall 1 - Reports and Certification v1.3, October 11, 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.
More detail in Section 14 of the CALPADS User Manual
52
Fall 1 - Reports and Certification v1.3, October 11, 2013
Supporting Report – 1.18 (Support)
Supporting report showing a list of the students with details
for selected school.
More detail in Section 14 of the CALPADS User Manual
53
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Reports – 2.1
2.1
Report contains data formerly reported on the Student National Origin Report (SNOR)
More detail in Section 14 of the CALPADS User Manual
More detail in Section 12 of the CALPADS User Manual
54
Fall 1 - Reports and Certification v1.3, October 11, 2013
English Language Acquisition Status –
Count by Primary Language - 2.8
More detail in Section 14 of the CALPADS User Manual
55
Fall 1 - Reports and Certification v1.3, October 11, 2013
English Language Acquisition Status –
Census Comparison - 2.9
More detail in Section 14 of the CALPADS User Manual
56
Fall 1 - Reports and Certification v1.3, October 11, 2013
English Language Acquisition Status – ELs
Reclassified RFEP - 2.12
More detail in Section 14 of the CALPADS User Manual
57
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Reports – 8.1 Student List
(Support)
Use Filters to restrict data on reports. This may be
useful for producing more limited reports for review
by Data Stewards such as your Gate coordinator.
More detail in Section 14 of the CALPADS User Manual
58
Fall 1 - Reports and Certification v1.3, October 11, 2013
Certification Reports – 8.1c Student Profile Dropouts –
State View (Support)
This list includes dropouts that
are counted at the state level but
not against the LEA
More detail in Section 14 of the CALPADS User Manual
59
Fall 1 - Reports and Certification v1.3, October 11, 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
60
Fall 1 - Reports and Certification v1.3, October 11, 2013
Common Problems
61
Fall 1 - Reports and Certification v1.3, October 11, 2013
Common Problems – Validation Errors
Problem
The SENR027 error occurs when an enrollment record
being submitted overlaps with an existing enrollment
record in CALPADS or another record within the SENR
file.
Solution
Compare the enrollment records in your extract file to
those in CALPADS and determine if any of them need to
be updated (applicable fields include Student School Start
Date, Enrollment Status Code, Student School Exit Date,
and Student Exit Reason Code).
62
Fall 1 - Reports and Certification v1.3, October 11, 2013
Common Problems
English Language
Acquisition Status
should never be
blank. [CERT094]
63
English Language
Acquisition Status
Start date should
not be blank unless
English Language
Acquisition Status
is English Only
(EO). [CERT093]
Fall 1 - Reports and Certification v1.3, October 11, 2013
Common Problems
The English Language Acquisition
Status Start date should not be later
than the Effective Start Date. If the
status date is accurate, the Effective
Start Date should be changed to be
equal to or greater than it. [CERT093]
64
Fall 1 - Reports and Certification v1.3, October 11, 2013
Wrap-Up
65
Fall 1 - Reports and Certification v1.3, October 11, 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
66
Certify (level 1 & level 2)
Fall 1 - Reports and Certification v1.3, October 11, 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
67
Fall 1 - Reports and Certification v1.3, October 11, 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
68
Fall 1 - Reports and Certification v1.3, October 11, 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
69
Fall 1 - Reports and Certification v1.3, October 11, 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
70
Fall 1 - Reports and Certification v1.3, October 11, 2013
Training Evaluation
Questions
71
Please Complete Our Survey
Fall 1 - Reports and Certification v1.3, October 11, 2013