REPORTS AND CERTIFICATION
ADVANCED
Fall 2
Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Rules
Mute yourself
Silence
cellphones
HOLD
1
conversation
at a time
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Please
do not
multitask
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Who’s Supposed to Be Here
Individuals assigned to
CALPADS maintenance
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Training Sequence
Essential 1:
Overview & Requirements
Essential 2:
Interface & Administration
Essential 3:
Data Submission
Fall 1
Fall 2
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Essential 4:
Anomalies
Spring 1
Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Agenda
6
Fall 2 Overview
New Changes
Common Problems
Wrap-Up
Certification Review
60 minutes
Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Fall - 2 Overview
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
DATA COLLECTED Overview

Student Profile







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Student Enrollment
Student Information
Student Programs
Data used to identify
English Learners
Staff Demographics
Staff Assignments
Course Section
Student Course Section
Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
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 v1.1, October 23, 2012
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
expected
for Fall 1
for Fall
1.
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
What To Submit
Order
1
2
3
4
5
6
7
Online
Batch
Student Enrollment
SENR
*Student Information
SINF
Student Program
SPRG
Staff Demographics
SDEM
Staff Assignments
SASS
Course Section
CRSE
Student Course Section SCSE
* Student Information data is used to identify English Learners for Fall-2.
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Important Dates
Census Day
Oct. 3rd
Certification
Window
Amendment
Window
CALPADS Calendar:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
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
SENR
View and submit enrollment data
SINF
View and submit demographic 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
Reminders


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Daily use account
LEA Admin cannot certify
Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Fall 2 Checklist – Preparation
Review 2012-13 Fall 2 approach and
practices
• Identify roles and responsibilities
• Establish target dates for submissions and
reviews
• Review upcoming Fall 2 changes
Local student information system
(SIS)
• Check with vendor for 2012-13 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 v1.1, October 23, 2012
FALL CHANGES
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
2012-2013 Changes
Implemented
Functionality
7/01/2012
Code Set
Education Program –
181 - Free Meal Program
182 - Reduced Price Meal Program
7/01/2012
Code Set
Education Program - modified name and definition
162 - Pregnant or Parenting (Formerly Cal-SAFE)
7/01/2012
Code Set
Non-Classroom based or Support Assignment – added
6018 - Employee on Leave
7/01/2012
Code Set
Education Program – Retired
131 - NCLB Title X Homeless
175 - Free or Reduced Price Meal Program
8/13/2012
File Layout
Extract
Anomalies
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Description
Migrant Student ID (SPRG) field 3.20 is now 11 characters
New extract for SSID’s acquired online
ERD Anomaly modified to exclude Short Term Enrollment
Status (30) from being counted as a Lost Transfer
Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
2012-2013 Changes
Implemented
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Functionality
Description
Report
Modified 1.5 to include LEA summary enrollment by
grade (like old SIF report)
Report
New 5.1a - Free or Reduced Price Meal (FRPM) Eligibility
(school counts)
Report
New 5.3a - Free or Reduced Price Meal (FRPM) Eligibility
(student list)
Report
Socio-Economically Disadvantage Sub-group - aggregate
changed to include Program code 181 and 182
7/01/2012
Validation Rule
Modify SPRG0080 – Includes new NSLP Codes 181 and
182 in the Membership validation
8/13/2012
Validation Rule
New GERR0008 - Fatal error checks that first two digits
of Migrant Student ID is 06 (SPRG field 3.20)
8/21/2012
Validation Rule
Disable SINF0166 – Missing Student Initial Ninth Grade
Entry Year (SINF field 2.47)
7/01/12
Validation Rule
Error GERR002 - Fatal error when 131,175 have dates
after 6/30/2012.
Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
2012-2013 Changes
Implemented
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Functionality
Description
Validation Rule
New SINF0254 – Fatal error to prevent multiple open
NSLP Program records
Validation Rule
New SINF0255 - Warning to encourage appropriate
classification and reclassification of English learners in
ELAS Code field 2.41
Validation Rule
New SASS0256 - Fatal error to prevent duplicate staff
assignment records submission. (fields 8.15 - 8.21)
Validation Rule
New SASS0257 - Fatal error when assignment code 6018
is used with any other assignment code (fields 8.15 - 8.21)
Validation Rule
Modify SDEM107 - Change severity to fatal and adjust
birthdate range
Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Certification Review
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Certification Requirements
Review all
five aggregate
reports
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
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 v1.1, October 23, 2012
Data Certification – Student
SUPPORTING REPORT
• English Learner - Count by Primary Language (2.6)
EXTRACTS
• Student Information ODS Download
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Data Certification – Staff
SUPPORTING REPORTS
• Staff – Count and FTE by Job Classification Disaggregated
(4.2)
• 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 v1.1, October 23, 2012
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)
Staff Teaching Assignments – Detail (4.3)
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 v1.1, October 23, 2012
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 v1.1, October 23, 2012
Common Problems
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
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 v1.1, October 23, 2012
Fall 2 Issues
KNOWN ISSUES
 http://www.cde.ca.gov/ds/sp/cl/knownissues.asp
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Wrap-Up
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
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 v1.1, October 23, 2012
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 v1.1, October 23, 2012
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 v1.1, October 23, 2012
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
Document
Description
Sections
CALPADS File
Specifications (Forms)
File layout and
requirements for
batch submission
SENR, SINF, SPRG, CRSE &
SCSE tabs
CALPADS Error List
Detailed error
message descriptions
Student Enrollment, Student
Information, Student Programs,
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
Self-paced Trainings
https://csis.fcmat.org/Pages/Self-Paced-Training.aspx
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Resources
System Documentation
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Document
Description
CALPADS Code Sets
File layout and
requirements for
batch submission
CALPADS Valid Code
Combinations
Detailed error
message
descriptions
CBEDS
Assignment/Course
Code Mapping
Detailed
requirements
Sections
Mapping Guide
https://csis.fcmat.org/Pages/Fall-2-Advanced.aspx
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Support
Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: 916-325-9210
E-mail: calpads-support@cde.ca.gov
Listserv: https://csis.fcmat.org/Pages/Listserv.aspx
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Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012
Training Evaluation
Questions
48
Please Complete Our Survey
Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012