End of Year (EOY) 1 & 4 Reporting
Course Completion,
CTE, and Waivers
End of Year Training 1 & 4 v1.11, June 02, 2015
Who’s Supposed to Be Here
Individuals assigned to
CALPADS maintenance
2
Supervisor of staff
assigned to CALPADS
End of Year Training 1 & 4 v1.11, June 02, 2015
Training Sequence
Essential 1:
Data Coordinator Orientation
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 Training 1 & 4 v1.11, June 02, 2015
Questions and Courtesy
Mute yourself
HOLD
Please include your
name and LEA
when asking questions
Lync Chat Box
There will be time during the Q & A
segment to read chat answers and
get clarification. Please focus on the
presentation so you do not miss
something important.
Questions may be asked here, but
they may not be answered
immediately.
Lengthy or unrelated questions
may be postponed
until the Q & A segment
of the training.
4
Chat Button
Shows or hides the chat box
End of Year Training 1 & 4 v1.11, June 02, 2015
Agenda
5
Overview
EOY 1: Course Completion
& CTE Status
EOY 4: Waivers &
Exemptions
Wrap-Up
End of Year Training 1 & 4 v1.11, June 02, 2015
Overview
6
End of Year Training 1 & 4 v1.11, June 02, 2015
Acronyms
EOY [ee-oh-why] End of Year
CTE [see-tee-ee] Career Technical Education
CALPASS [kal-pass] California Partnership for Achieving
Student Success
ROP/C [ar-oh-pee-see] Regional occupation program or center
AVID [av-idd] Advancement Via Individual
Determination
IB [eye-bee] International Baccalaureate
7
End of Year Training 1 & 4 v1.11, June 02, 2015
Acronyms
UC [you-see] University of California
CSU [see-ess-you] California State University
CAHSEE [kay-see] California High School Exit Exam
ELA [ee-ell-ay] English-Language Arts
8
End of Year Training 1 & 4 v1.11, June 02, 2015
Information Reported in EOY
EOY1: Course Completion and Career
and Technical Education (CTE)
Count of completed courses and CTE
students
EOY4: Student Waivers
Count of CAHSEE Waivers and Exemptions
9
End of Year Training 1 & 4 v1.11, June 02, 2015
School Types 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)
(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 Training 1 & 4 v1.11, June 02, 2015
Grades 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 SPRG 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 Training 1 & 4 v1.11, June 02, 2015
How Data Was Reported Before
EOY
12
Data
Previous Method
1
Course
Completion
None
1
CTE
Secondary section of Carl Perkins CDE 101 E-1
4
Waivers
CAHSEE Waiver Data Collection
End of Year Training 1 & 4 v1.11, June 02, 2015
How Data Will Be Used
13
EOY
Data
Funding
Legislation
Used for
Parallel
1
Course
Completion
None
None
DataQuest
No
1
CTE
Carl Perkins
grant
None
Carl Perkins Program,
DataQuest
Yes
4
Waivers
None
California Code of Regulations, Title
5, Division 1, Chapter 2, Subchapter
6, Article 2, Section 1207.1
DataQuest
No
End of Year Training 1 & 4 v1.11, June 02, 2015
Updating CALPADS for End of Year
Update CALPADS with EOY records
throughout the Academic Year (AY)
July 1, 2014 – June 30, 2015
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 Training 1 & 4 v1.11, June 02, 2015
What Record Types to Enter or Update
Online
SSID Enrollment
Student Information
Student Program
Student English Language Acquisition
Staff Demographics
Course Section Completion
Student Course Section Completion
Student Career
Technical Education
Student Waivers
Batch
SENR
SINF
SPRG
SELA
SDEM
CRSC*
SCSC*
All
Students
R
R
R
R
U
R
R
SCTE*
R
SWAV*
R
U= Update
* Full replacement files
15
End of Year
1
4
R=Required
Do not submit SASS. It is not
required for EOY and submitting
it may wipe out Fall 2 data
End of Year Training 1 & 4 v1.11, June 02, 2015
Record Relationships
Staff
Demographics
SEID
Course
Section
Completion
Student
Enrollment
Course Section ID
SSID
Student Course
Section Completion
Student
Information
Student
English
Language
Acquisition
Student
CTE
Student
Waivers
Records above others must be posted before those below them or you may get rejected records
16
End of Year Training 1 & 4 v1.11, June 02, 2015
Batch Submission
1
2
3
4
EOY file types are
highlighted. Submit updates
on other file types as
needed to ensure accuracy.
17
End of Year Training 1 & 4 v1.11, June 02, 2015
End of Year Roles
Role
EOY1
EOY4
SSID Enrollment (SENR)
X
X
View & submit enrollment data
Student Information (SINF)
X
X
View & submit student information data
Staff Demographics (SDEM)
X
View & submit staff demographic data
Course (CRSE)
X
View & submit student course completion data
Student Career Technical Education (SCTE)
X
View & submit student CTE data
Student Waivers (SWAV)
Reports > Course Completion/ CTE
X
X
Reports > Education Regulatory Exemptions
Certification > EOY 1 Data Collection Certifier
Certification > Superintendent Certifier
X
X
View & submit student waiver data
View course completion and CTE reports
X
Certification > EOY 4 Data Collection Certifier
Allows user to
View student waiver reports
View EOY 1 snapshot and level 1 certify
X
View EOY 4 snapshot and level 1 certify
X
View all EOY snapshots and level 2 certify
Reminders


18
Daily use account
LEA Admin cannot certify
End of Year Training 1 & 4 v1.11, June 02, 2015
Important Dates for EOY 1-4
Snapshot
starts
June 1st
Certification
deadline
July 31st
Amendment
deadline
September 4th
CALPADS Calendar:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
19
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Course Completion &
CTE Status
20
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Purpose
Count of
departmentalized
courses completed
DataQuest
CA Department of
Education
Count of Career
Technical Education
participants
21
Carl Perkins Program
College and Career
Indicator
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Perkins Reporting Changes
Reporting Method
Past
2014-15
2015-16
2016-17
2016-17
Future
Perkins paper report
Perkins
E1
Perkins Data System (PDS)*
CALPADS – EOY 1
Perkins paper report
Perkins
E2
Perkins Data System (PDS)*
CALPADS – Fall 3
* PDS will be the official source for Perkins E1 data through 2014-15 and for Perkins E2 data
through 2015-16, but it is important that all data be submitted through both systems during those
parallel years to ensure consistency.
22
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Perkins Reporting Changes
Capstone courses and the non-traditional gender for a course
will be determined automatically based on the course code used.
New CTE
New CTE
Reports
New CTE
Reports
Reports
in 2015-16
See the CALPADS Valid Code Combinations version 6.1 or later for the complete list:
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
23
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Information Reported
Courses Completed
CTE Participants
Courses completed are not compared to
course enrollment reported during Fall 2
24
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Terminology
CTE Participants
Completers
Completed a
pathway
Concentrators
On a pathway
Non-concentrator
Completed a CTE course
but not on a pathway
CTE Pathway
A sequence of courses providing academic knowledge and skills needed to
prepare students for further education and careers… and which may lead to
proficiency, a credential, a certificate, or a degree in a given career path.
25
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Data Included
Course Completion
SSID
Enrollment
Primary,
secondary, or
short term
enrollments
Student
Information
Course
Section
Completion
Student
Course
Section
Completion
Staff
Demographics
Grades 7-12
and US
Departmentalized
courses including
ROP/C (no selfcontained
courses)
Enrollment in
departmentalized
courses including
ROP/C
Teachers of
courses
completed
Do not submit staff assignments. They are not required
for EOY 1 and submitting them may wipe out Fall 2 data
26
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Data Included
Course Completion
Do Not Submit
Optional
Student aide
Homeroom
Before/after school
Study hall
Summer session*
27
* Unless the student is already
enrolled in your school during
the normal school year, do not
submit summer course
completion records.
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Data Included
Career and Technical Education
28
SSID Enrollment
Student
Information
Primary, secondary, or
short term enrollments
Grades
7-12 and
US
Student CTE
(Concentrators or
Completers)
Student Course
Section Completion
(Non-Concentrators)
Departmentalized
CTE courses
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Required Fields
Course Completion or CTE Non-Concentrator
Record
SENR
SDEM
CRSC
Element(s)
Values and/or Notes
Enrollment status
10, 20 or 30
Grade Level
07-12, or US
SEID
Matches SEID in one or more CRSC records
Reporting LEA
School of Course Delivery
Academic Year ID
CRS-State Course Code
CRS-Local Course ID
CRS-Course Name
CRS-Course Content Code
CRS-UC CSU Approved Indicator
Course Section ID
Academic Term Code
Course Section Instructional Level Code
Will likely be used in upcoming College and
Career Indicator
SEID
Valid SEID or 9999999999
Local Staff ID
See the CALPADS File Specifications (Forms) on the Resources
slide near the end of the presentation for detailed field requirements
29
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Required Fields
Course Completion or CTE Non-Concentrator
Record
Element(s)
Instructional Strategy Code
CRSC
SCSC
continued
Values and/or Notes
300 or 700 if applicable
Independent Study Indicator
Distance Learning Indicator
Y or N
Education Program Funding Source Code
113 if CA Partnership Academy Course
Student Credits Attempted
Student Credits Earned
9-12 grade students only
Student Course Final Grade
UC/CSU Admission Requirement Code
Marking Period Code (SCSC)
30
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Required Fields
CTE Non-Concentrator
Record
Element(s)
Values and/or Notes
CRSC
CRS-State Course Code
4000-5955 for Non-concentrators
CRSC
CRS-CTE Technical Preparation Course Indicator
Y
CTE Concentrator
Record
SENR
SCTE
Element(s)
Values and/or Notes
Enrollment status
10, 20, or 30
Grade Level
07-12, or US
CTE Pathway Code
<Any valid code>
CTE Completer
Record
SENR
SCTE
31
Element(s)
Values and/or Notes
Enrollment status
10, 20, or 30
Grade Level
07-12, or US
CTE Pathway Completion Academic Year ID
<Valid year range>
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Online – Adding or Maintaining
Course Section Completion Data
1
2
4
3
5
6
Make sure the academic year is
correct and Submission Type is
set to Course Completion
7b
7a
32
Click add a new
course section
Click edit an existing
course section
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Online – Adding Course Section
Completion Data
Required
Conditional
Course Instructional Level
Code is referred to as Non-Std
Instr Level in snapshot reports
Fields not relevant to EOY1 are
not required or updated by
CALPADS and are greyed out
when editing course section
records
33
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Online – Adding Student Course
Section Completion Data
1
2
via Course Section
4
3
5
Make sure Submission Type is
set to Course Completion
34
6
7
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Online – Adding Student Course
Section Completion Data
via Course Section
8
35
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Online – Adding Student Course
Section Completion Data
via Course Section
9b
9a
36
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Online – Adding Student Course
Section Completion Data
via Course Section
Enter the SSID, then click Lookup.
10
11
Add a record for
each marking
period that
accrues credits for
which a grade is
given within a
single course.
Required if student grade
level is 9-12 or US
Required
Conditional
37
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Online – Adding Student Course
Section Completion Data
1
2
via Student
3
4
5
6
7
38
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Online – Adding Student CTE
Status
via Student
1
3
2
4
5
39
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Online – Adding Student CTE
Status
via Student
6
7
Required
Conditional
40
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Online – Viewing Teacher Course
Sections
1
2
3
4
5
6
Make sure the academic year is
correct and Submission Type is
set to Course Completion
Click to edit an
existing course section
41
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Online – Viewing Teacher Course
Sections
42
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Error Highlights
Rejected Records
Error Code Severity Error Message
43
GERR001
F
SCSC: Student Course Final Grade - required
SCSC: Marking Period – required
SCTE: CTE Pathway Code - required
SDEM0107
F
Invalid Staff Age
SASS0257
F
Invalid Assignment Code for Employee on Leave
CRSC0135
F
Invalid SEID in Course Section record
CRSC0137
F
Invalid Education Program Course Content code or CTE CRSState Course Code
CRSC0199
F
Invalid NPS School of Course Delivery
CRSC0231
F
Mismatch of Course (CRS) Attributes
SCSC0140
F
Missing Student Credits Attempted
SCSC0141
F
Missing Student Credits Earned
SCTE0242
F
Invalid CTE Pathway Completion Academic Year ID for
Academic Year
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Error Highlights
Certification Errors
Error Code
44
Severity
Error Message
CERT054
F
Staff Demographics Missing
CERT081
W
No Student Course Section Data for a Secondarily or Short
Term Enrolled Student
CERT098
W
Student Course Section for SSID Not Enrolled during Report
Period
CERT099
W
No Student Course Section Data for a Primarily Enrolled
Student
CERT100
W
No Enrollment for Course Section
CERT116
F
No Student Course Section records in the pathway reported for
a CTE Concentrator or Completer
CERT117
F
No student Career Technical Education records submitted for
an LEA that received Perkins funding in the current reporting
year
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Reports
3.16 – Educational Options
Course Completion –
Student Count
3.9 – Course Sections
Completed – Count by
Content Area for
Departmentalized
Courses
3.10 – Course Sections
Completed – Count and
Details for
Departmentalized Courses
3.12 – Career
Technical Education
Participants – Count
Disaggregated
3.13 – Career Technical
Education Participants –
Student List
3.14 – Career
Technical Education
Concentrators and
Completers – Count
by Pathway
3.15 – Career Technical
Education Concentrators
and Completers – Student
List
45
3.11 – Course
Sections Completed
– Student List for
Departmentalized
Courses
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: 3.9 - Course Sections Completed
Course Completion (CRSC) data
Student Course Section
Completion (SCSC) data
# of Students Completing
at Least One Section of
Local Course
Course
School School
State Course
ID &
# Course
Code
Name Content Area
Code
Course Name Sections Males Females
Total
5814530 FCMAT 14-English
2101ENG0015
80
70
150
High
Language Arts
Comprehensive Comprehensive
English
English
ENG54-English
6
90
91
181
Language &
Composition
2106-English
PE01-English
4
25
100
125
Literature
Literature 1
15-Foreign
2215-Chinese MA44-Chinese
3
20
20
40
Language
(Advanced)
4
18-Mathematics 2414-Analytic AB767
150
62
212
geometry/ pre- Advanced
calculus
Mathematics
Course Completion counts exclude courses that are:
- Completed by students in grades K-6
- Self-contained (course code=1000)
46
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: 3.10 - Course Sections Completed - Count
and Details for Departmentalized Courses
School
School
Content
Code
Name
Area
5814530 FCMAT High 14-English
Language Arts
State Course
Code
2101Comprehensive
English
2105-American
literature
18-Mathematics 2414-Analytic
geometry/ precalculus
Referred to as Course Instructional
Level Code (9.19) when editing
course section records online
Local Course ID & Course CTE Tech CTE
UC/CSU
Course Name
Content Prep
Course Approved Sec ID
ENG000101
Comprehensive
02
English
ENG001211
Literature
12
AB76-Advanced
Y
11
Mathematics
12
BB76-Geometry
05
06
Course Section Completion (CRSC) data
# Students Completing
Course Section
Educational Options
Term
Q1
Q1
Q2
Q2
Q1
FY
Q1
Q1
47
Non-Std
Inst Lvl
Inst Strat
650-English Learner
Mainstreaming
CTE
Ind Dist
Provider Study Learn
Pgm Fund
Source
113-Cal Part AC
113-Cal Part AC
AVID IB Course Males Females
Y
10
12
Y
21
18
23
35
12
10
7
6
20
22
24
34
5
9
Total
22
27
38
45
58
46
15
16
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: 3.10 - Course Sections Completed - Count and
Details for Departmentalized Courses
Selection Criteria for Educational Options
Column on
Report
Associated
Field
Field #
Value(s) counted on
report
Ind Study
Independent Study Indicator
9.23
Y
Dist Learn
Distance Learning Indicator
9.24
Y
Pgm Fund
Source
Education Program Code
Funding Source Code
9.26
113 (California Partnership
Academy funding source)
AVID
State Course Code
9.07
6023 (AVID Course code )
IB Course
State Course Code
9.07
International Baccalaureate
(IB) course code*
* A list of IB codes can be found on the “Course Group Master Combos” tab
in the CALPADS Valid Code Combinations on the Resources slide near
the end of the presentation
48
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: 3.11 - Course Sections Completed - Student
List for Departmentalized Courses
Course Completion (CRSC) data
School School
Code
Name
5814530 FCMAT
High
5814531 CSIS
Middle
Local
State
Course ID
Course
& Course
Content Area
Code
Name
Sec ID Term
SEID
14-English
2101-Comprehensive ENG54-English
11
Q1 9716646544
Language
English
Language & Composition
14-English
2101-Comprehensive ENG54-English
11
Q1 9746238455
Language
English
Language & Composition
14-English
2101-Comprehensive ENG54-English
11
Q1 9774465314
Language
English
Language & Composition
Student Course Section Completion (SCSC) data
UC/CSU
Teacher
Student
Ethnicity/ Marking Credits Credits Final Admission
Name
SSID
Name Local ID Gender Grade Race
Period Attempted Earned Grade
Req
Black,
Cooper,
4254697123
789984
M
10
White
Q1
4.00
2.00
C
B-English
Jordan
Michael
Black,
Drew,
Q1
4564655419
840216
F
12 Hispanic
3.00
3.00
B
B-English
Jordan
Janet
Black,
Wilken,
Q1
3795484215
389118
M
08
Multiple
3.00
3.00
D
Jordan
James
49
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: 3.16 - Educational Options Course
Completion - Student Count
Student Course Section Completion (SCSC) data
School
Code
School
Name
FCMAT
5814530
High
CSIS
5814531
Middle
Total - Selected
Schools
50
State Program Participant Count
# in Courses
with CA
Partnership
# in Distance
Academy
# in Independent
Learning
Funding
# in AVID
Total Students Study Courses
Courses
Source
Courses
(Unduplicated) (Unduplicated) (Unduplicated) (Unduplicated) (Unduplicated)
# in
International
Baccalaureate
(IB) Courses
(Unduplicated)
157
15
27
49
29
37
161
16
37
16
64
28
318
31
64
65
93
65
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: 3.12 - Career Technical Education
Participants
Click
Student CTE
to expand the view of the data (SCTE) data
Student Course Section
Completion (SCSC) data
School School
# CTE Concentrators
# CTE NonTotal CTE
Code
Name Gender Ethnicity/Race (including Completers) * Concentrators Participants
5814530 FCMAT F
Hispanic
88
14
102
High
White
2
3
5
M
All
All
90
17
107
Hispanic
45
5
50
Asian
25
5
30
Multiple
5
5
10
Missing
1
1
2
All
76
16
92
Hispanic
133
19
152
White
2
3
5
Asian
25
5
30
Multiple
5
5
10
Missing
1
1
2
166
33
199
All
Includes CTE Pathways and CTE course completion records
51
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: 3.13 - Career Technical Education
Participants - Student List
School School
Student
Ethnicity/
Code
Name
SSID
Name Local ID Gender Grade
Race
5814530 FCMAT
Cooper,
4254697123
789984
M
10
White
High
Michael
Drew,
4254697123
840216
F
12
Hispanic
Janet
5814531 CSIS
Wilken,
4254697123
389118
M
09
Multiple
High
James
Enrollment
Status
CTE
Pathway
10201-Primary
Agriscience
01-Primary
Student CTE (SCTE) data
Absence of CTE Completion
Year indicates that student
was not a completer this
reporting year
132Education
01-Primary
Absence of CTE Pathway
code indicates courses only
(non-Concentrator)
Student Information (SINF) data
Student Program (SPRG) data
Key Indicators
CTE
Gifted and
Year Training
4 v1.11, June 02, 2015
Completer Title III Eligible Talented Title I Part C Special Pregnant orEnd ofLEP
(EL + 1 & Socio-economically
Year
Immigrants Education
Migrant
Education Parenting Selected RFEP) Disadvantaged
Y
Y
2010-2011
52
Y
Y
Y
Y
Y
Y
Y
EOY 1: 3.14 Career Technical Education
Concentrators and Completers – Count by Pathway
School Code School Name
CTE Pathway
5814530 FCMAT High 100-Agriculture Business
101-Agriculture Mathematics
TOTAL
CTE
Gender # Concentrators # Completers
F
2
2
M
23
15
All
25
17
F
0
0
M
5
1
All
5
1
F
2
2
M
28
16
All
30
18
Student Information (SINF) data
# Title III
Eligible
Immigrants
1
2
3
2
0
2
3
2
5
53
Pregnant or
Parenting
Student CTE
(SCTE) data
Student Programs (SPRG) data
Concentrator Key indicators
# Gifted and
# Title I
# LEP (EL +
Talented
Part C
# Special
Selected
Education
Migrant
Education
RFEP)
1
0
0
1
0
0
1
4
1
0
1
5
1
0
0
1
0
1
0
2
1
1
0
3
2
0
0
2
0
1
1
6
2
1
1
8
# Socioeconomically
Disadvantaged
Y
Y
N
Y
N
Y
N
N
N
CTE course completion records excluded from this report
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: 3.15 - Career Technical Education
Concentrators and Completers - Student List
School School
Code
Name
5814530 FCMAT
High
SSID
4254697123
4254697123
5814531 CSIS
High
4254697123
Student
Name
Cooper,
Michael
Drew,
Janet
Wilken,
James
Local ID Gender Grade
Ethnicity/
Race
789984
M
10
White
840216
F
12
Hispanic
389118
M
06
Multiple
CTE
Pathway
102Agriscience
132Education
132Education
CTE
Completer
Year
2010-2011
2010-2011
2010-2011
Student Information (SINF) data
Student Course Section Completion (SCSC) data
Student Program (SPRG) data
Student
Exit Date
5/30/2010
5/30/2010
5/30/2010
54
Key Indicators
Student
Student
School
Title III
Pregnant Gifted and Title I
LEP (EL +
SocioExit
Completion
Eligible
or
Talented Part C Special Selected economically
Reason
Status
Immigrants Parenting Education Migrant Education RFEP) Disadvantaged
100-Graduated,
E230Standard
Y
Completer Exit
HS Diploma
100-Graduated,
E230Standard
Y
Y
Y
Y
Completer Exit
HS Diploma
E230Y
Y
Y
Y
Completer Exit
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: 2014-15 Changes
Functionality
Description
Code Sets
Career Technical Education Industry Sector – renamed code
• Name for FIN code changed from “Finance and Business” to “Business
and Finance”
Career Technical Education Pathway – 15 codes retired, 4 renamed
Course Group State – 14 codes added, 3 retired, 26 redefined, 9 renamed
Certification Errors
Added fatal errors
• No Student Course Section records in the pathway reported for a CTE
Concentrator or Completer
• No student Career Technical Education records submitted for an LEA
that received Perkins funding in the current reporting year
See the CALPADS File Specifications (Forms) and CALPADS Valid Code Combinations
on the Resources slide near the end of the presentation for more detail on changes
55
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 1: Reminders
SEIDs submitted in
Course Section
Completion (CRSC)
records are
checked to make
sure a
corresponding Staff
Demographic
(SDEM) record
exists in CALPADS
(unless SEID is
9999999999)
56
End of Year Training 1 & 4 v1.11, June 02, 2015
Looking Forward
Perkins
College and
Career
Indicator
E2 data will be need to be
reported in CALPADS in
2016-17 for graduates
reported as CTE
completers in EOY 2015-16
* Determined by Course Non Standard
Instructional Level (9.19) – code 16,
College
57
End of Year Training 1 & 4 v1.11, June 02, 2015
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.
58
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: Waivers & Exemptions
59
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: Purpose
Waivers and
exemptions that
have been
granted, denied or
withdrawn
60
CA Department of
Education
Reporting per
California Code of
Regulations, Title
5, Section 1207.1
DataQuest
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: Information Reported
Waivers
Exemptions
61
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: Terminology
As of July 1, 2009 students
with disabilities (Special Ed or
504 Accommodation Plan)
are not required to pass the
CAHSEE to graduate
Waiver
Allows a student to
pass the CAHSEE
with a modified score
and accommodations
Exemption
Indicates that a student
is required to take the
CAHSEE, but not
required to pass
62
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: Data Included
Waivers or Exemptions
SSID Enrollment
Student
Information
Student Program
If student exited, exit
date is between
7/1/2014 and
8/15/2015;
completion status is
106 or 108
Grades
10-12, or
US for
waivers;
grades 12
or US for
exemptions
Program Type = 144
(Special Ed) or 101
(504 Accommodation
Plan)
Waiver or
Exemption
Primary or
specialized services
enrollments
63
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: Required Fields
Waivers and Exemptions
Record
SENR
SPRG
SWAV
Element(s)
Values and/or Notes
Enrollment Status Code
10 or 40
Student School Start Date & Student School Exit Date
Enrollment between 7/1/2014 and
8/15/2015
Education Program Code
144 (Special Education) or
101 (504 Accommodation Plan)
SSID
Local Student ID
Student Legal First Name
Student Legal Last Name
Student Birth Date
Student Gender Code
Education Regulatory Exemption Outcome Start Date
See the CALPADS File Specifications (Forms) on the Resources
slide near the end of the presentation for detailed field requirements
64
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: Required Fields
Waivers
Record
SENR
SWAV
Element(s)
Values and/or Notes
Student School Completion Status
blank or 106
Grade Level Code
10-12 or US
Education Regulatory Exemption
1 (Math waiver), 2 (ELA waiver)
Education Regulatory Exemption Outcome
1 (Granted), 2 (Denied) or 3 (Withdrawn)
Exemptions
Record
SENR
SWAV
65
Element(s)
Values and/or Notes
Student School Completion Status
blank or 108
Grade Level Code
12 or US
Education Regulatory Exemption
3 (Exemption)
Education Regulatory Exemption Outcome
1 (Granted)
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: Online - Adding Waivers or
Exemptions
1
2
4
3
Search for an existing SSID
or choose a list to view
6
5
66
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: Online - Adding Waivers or
Exemptions
Add a new waiver records or edit existing waiver records
7b
7a
Required
67
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: Error Highlights
Rejected Records
Error Code
Severity Description
SWAV0158
F
Duplicate waiver
SWAV0205
F
CAHSEE Waiver Start Date is outside the Academic Year Date Range
submitted
SWAV0209
F
Missing Disabled Student Program Record
SWAV0228
W
Potential Invalid Grade Level
SWAV0229
F
Third granted Education Regulatory Exemption submitted for a student
Certification Errors
Error Code Severity Description
68
CERT115
F
Invalid Primary Disability Code and Student Age Combination
TBD
F
Missing SCSC record for CTE Concentrator or Completer
TBD
F
No SCTE Records submitted for a Carl Perkins Program-funded LEA
CERT072
W
No Waiver Data Submitted for a Student with a 106 or 108 School
Completion Status
CERT092
F
Missing Disabled Student Program Record
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: Reports
6.1 – CAHSEE
Waivers and
Exemptions - Count
69
6.2 – CAHSEE
Waivers and
Exemptions – Count
Disaggregated
6.3 – CAHSEE
Waivers and
Exemptions –
Student List
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: 6.1 - CAHSEE Waivers and Exemptions Count
CAHSEE Math Waiver (1)
School
Code
5814530
School
Name
FCMAT High
5814531
CSIS High
58
5
5
2
1234567
123 High
64
20
2
6
118
35
12
12
TOTAL – Selected Schools
Total
Requested # Granted # Denied # Withdrawn
63
10
5
6
Student Waiver (SWAV) data
CAHSEE ELA Waiver (2)
CAHSEE Exemption (3)
# Granted # Denied # Withdrawn # Granted # Denied # Withdrawn
20
4
4
8
0
3
20
7
5
5
0
4
3
2
8
16
0
5
43
13
17
29
0
12
Student must have a Special Ed (144) or a 504 Accommodation Plan (101)
record during the reporting period that also overlaps the student’s enrollment
in the LEA.
70
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: 6.2 - CAHSEE Waivers and Exemptions Count Disaggregated
Click
to expand the view of the data
School
School
Code
Name
5814530 FCMAT High
Regulatory
Exemption
1-CAHSEE
Math Waiver
2-CAHSEE
ELA Waiver
All
71
Student Waiver (SWAV) data
Ethnicity/
Gender
Race
F
Hispanic
White
All
M
Hispanic
White
All
All
Hispanic
White
All
F
Hispanic
All
All
Hispanic
All
F
Hispanic
White
All
M
Hispanic
White
All
All
Hispanic
White
All
Total
Requested
12
9
21
14
11
25
26
20
46
10
10
10
10
22
9
31
14
11
25
36
20
56
# Granted
(1)
4
2
6
7
8
15
11
10
21
4
4
4
4
8
2
10
7
8
15
15
10
25
Outcome
# Denied # Withdrawn
(2)
(3)
7
1
5
2
12
3
6
1
3
0
9
1
13
2
8
2
21
4
6
0
6
0
6
0
6
0
13
1
5
2
18
3
6
1
3
0
9
1
19
2
8
2
27
4
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: 6.3 - CAHSEE Waivers and Exemptions Student List
Regulatory Regulatory Outcome
School School
Student
Gende
Ethnicity/ Exemption Exemption
Start
Disability
Code
Name
SSID
Name Local ID
r
Grade Race
Code
Outcome
Date
Category
5814530 FCMAT
Cooper,
1-CAHSEE
220-Hard of hearing
4254697123
789984
M
11
White
1-Granted 3/4/2010
High
Michael
Math Waiver
(HH)
240-Speech or
Drew,
2-CAHSEE
7458123468
840216
F
12
Hispanic
2-Denied 5/12/2009
language
Janet
ELA Waiver
impairment (SLI)
5814531 CSIS
1-CAHSEE
Wilken,
High
6452868745
389118
M
11
Multiple Math Waiver 1-Granted 6/5/2008
James
1483772994
Craig,
Janice
456412
F
12
Missing
6942812645
Parish,
561565
Sandra
F
11
White
1-CAHSEE
Math Waiver
2-Denied
7/12/2009
220-Hard of hearing
(HH)
2-CAHSEE
220-Hard of hearing
3-Withdrawn 3/2/2008
ELA Waiver
(HH)
Student Waiver (SWAV) data
Disability Category based on most recent SPRG record for program 144
(Special Education). A blank indicates student has record for program 101
(504 Accommodation Plan).
72
End of Year Training 1 & 4 v1.11, June 02, 2015
EOY 4: Reminders
73
End of Year Training 1 & 4 v1.11, June 02, 2015
Wrap Up
74
End of Year Training 1 & 4 v1.11, June 02, 2015
Full Replacement Files
EOY
1
4
75
Rec Type
Operational Key Fields
CRSC
School of Course Delivery
Academic Year ID
Academic Term Code
SCSC
School of Course Delivery
Academic Year ID
Academic Term Code
Marking Period Code
SCTE
School of Attendance
Academic Year ID
SWAV
Academic Year ID
Reporting LEA
SSID
Education Regulatory Exemption Code
End of Year Training 1 & 4 v1.11, June 02, 2015
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
F
Filters
R
Report
N/A
76
Used In
Not applicable
EOY
1-4
1
1
1
1
1
1
1
1
2
2
2
2
2
3
3
3
3
3
3
4
4
4
Report
1.0a
3.12
3.14
3.10
3.11
3.9
3.13
3.15
3.16
5.1
5.4
5.2
5.3
5.5
7.1
7.3
7.4
7.6
7.2
7.5
6.1
6.2
6.3
SocioEconomically
Migrant Ed (135) Disadvantaged Special Ed (144)
N/A
N/A
N/A
F
F
F
F, R
F, R
F, R
F
F, R
F, R
GATE
(127)
N/A
F
F, R
F, R
F, R
F, R
F, R
F, R
F, R
F
F
F
F, R
F
F
F
F
F
F, R
F
F
F
F
F, R
F
F, R
F
F, R
F
F, R
F
F
F
F
F
F
F, R
F
F
End of Year Training 1 & 4 v1.11, June 02, 2015
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)
77
Level 2 (Superintendent Certifier)
End of Year Training 1 & 4 v1.11, June 02, 2015
Certification Status
1
3
2
Each EOY snapshot
must be individually
certified at Level-1
and then at Level-2
5
Review reports and
certify (Level 1 & 2)
78
4
Resolve fatal errors
and review warnings
End of Year Training 1 & 4 v1.11, June 02, 2015
Certification Details
4
2
1
3
79
1
Data Processor
1
2
4
2
Superintendent
or Administrator
1
3
4
End of Year Training 1 & 4 v1.11, June 02, 2015
Suggested EOY 1 & 4 Timeline
7
days
Complete SIS Data Population
6/18
10
days
Upload files and correct errors or
discrepancies as needed
6/28
15
days
Review certification reports, correct
errors, and fix discrepancies
7/13
12
days
Distribute reports for review and
approval
7/25*
6
days
Certify (level 1 and level 2)
7/31
Reminder: If you plan to decertify, allow adequate time to make corrections and for
snapshots to run
* Make sure to adjust dates if your LEA closes earlier for summer
80
End of Year Training 1 & 4 v1.11, June 02, 2015
Certification Reminders
81
End of Year Training 1 & 4 v1.11, June 02, 2015
Did you get it?
EOY 1
EOY 4
What data are reported?
Course Completion and
CTE data
CAHSEE Waivers
What schools are reported?
Schools with
departmentalized or CTE
courses in grades 7-12
Schools with grades
10-12
Which files are submitted?
CRSC, SCSC, SCTE
SWAV
Are there any files that should
not be submitted?
SASS
no
Do they need to be submitted in
any special order?
SENR first,
CRSC before SCSC
SENR before SWAV
82
End of Year Training 1 & 4 v1.11, June 02, 2015
Did you get it?
Question
Answer
What is a full replacement file?
File which replaces all records with a matching key.
For example, submitting one or more course section
records will replace all course sections which have
the same school, year, and term
How can you find out what
schools to report for your LEA?
Review the 2013-14 EOY or current ODS reports
How can you find out what data
to report for your LEA?
Check the Expected Schools report
What if you have nothing to
report?
You still need to certify to confirm that the zeroes on
the reports are accurate
83
End of Year Training 1 & 4 v1.11, June 02, 2015
Start the conversations locally
Question
Answer
Where is the data entered in my
student system?
Who needs to review the reports?
What are the EOY certification and
deadline dates?
When is the last day of school?
When are final grades available?
Who is out of the office and when?
What are your internal deadlines?
What are three things you can do right
now to prepare for EOY reporting?
84
End of Year Training 1 & 4 v1.11, June 02, 2015
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
85
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 Training 1 & 4 v1.11, June 02, 2015
Resources
Career Technical Education documents
http://www.cde.ca.gov/re/pn/fd/documents/cteframework.pdf
http://pubs.cde.ca.gov/CTE/index.aspx
http://www.cde.ca.gov/ci/ct/rp/basics.asp
Perkins reporting changes
http://www.cde.ca.gov/ds/sp/cl/perkinsreporting.asp
CALPADS Training Registration
https://www.calpads.ca.gov/Training/
86
End of Year Training 1 & 4 v1.11, June 02, 2015
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
87
End of Year Training 1 & 4 v1.11, June 02, 2015
Training Evaluation
Please complete our survey
http://bit.ly/1n1yKOD
88
End of Year Training 1 & 4 v1.11, June 02, 2015