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 2 Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Please do not multitask 3 Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance 4 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 5 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 7 Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 DATA COLLECTED Overview Student Profile 8 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 9 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. 10 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. 11 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 12 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 13 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 14 Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 FALL CHANGES 15 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 16 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 17 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 18 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 19 Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Requirements Review all five aggregate reports 20 Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Fall 2 Certification Reports Establish Report Review Process – – Evaluate Certification Aggregate Reports 21 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 22 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 23 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 24 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 25 Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Common Problems 26 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 – – – 39 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 40 Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Wrap-Up 41 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 42 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: 43 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 44 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 45 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 46 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 47 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