FALL 2 REPORTS AND CERTIFICATION Fall 2 Reporting & Certification v2.0, October 30, 2015

Questions and Courtesy Please include your name and LEA when asking questions Lengthy or unrelated questions may be postponed until the Q & A segment of the training. 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. Lync Chat Box Chat Button Shows or hides the chat box HOLD Mute yourself 2 Fall 2 Reporting & Certification v2.0, October 30, 2015

Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Fall 2 Reporting & Certification v2.0, October 30,

Training Sequence Fall 2 Reporting & Certification v2.0, October 30, 2015 Essential 1: Data Coordinator Orientation Essential 2: Interface & Administration Essential 3: Data Submission Essential 4: AnomaliesFall 1Fall 2 Data PopulationFall 2 4

Agenda Fall 2 Reporting & Certification v2.0, October 30, 2015 Overview Staff Assignments Students (ELs) Wrap-Up Course Enrollment 5 Certification Review

Fall 2 Reporting & Certification v2.0, October 30, Fall 2 – Overview

Fall 2 Reporting & Certification v2.0, October 30, 2015 DATA SUBMISSION PERIOD 7 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

Information Reported in Fall 2 Fall 2 Reporting & Certification v2.0, October 30, 2015 Staff Demographic/ Assignments Certificated teachers, administrators and pupil service staff Course Enrollment Course sections of students enrolled on Census Day (now required for ALL LEAs—no exemptions) Classroom services provided to English Learners English Learner (EL) Services 8

What To Submit OrderOnlineBatch 1Student EnrollmentSENR 2Student InformationSINF 3Student ProgramSPRG 4*Student Eng. Lang. Acq.SELA 5Staff DemographicsSDEM 6Staff AssignmentsSASS 7Course SectionCRSE 8Student Course SectionSCSE 9 Fall 2 Reporting & Certification v2.0, October 30, 2015 * Student English Language Acquisition data are used to identify English Learners for Fall-2.

Fall 2 Reporting & Certification v2.0, October 30, 2015 Record Relationships 10 Course Section ID SEID Staff Demographics Staff Assignments Course Section SSID SSID Enrollment Student English language Acquisition Student Course Section SSID Records above others must be posted before those below them or you may get rejected records Student Program 10

*Census Day 1 st Wed in Oct (10/7/2015) Certificatio n Deadline (3/4/16) Amendment Window (4/8/16) Important Dates for Fall 2 Fall 2 Reporting & Certification v2.0, October 30, * Schools not in session on Census Day should report as of the next day they are in session (up to 30 days past Census Day) CALPADS Calendar: CALPADS Calendar:

Fall 2 Accounts and Roles Reminders Daily use account LEA Admin cannot certify 12 Fall 2 Reporting & Certification v2.0, October 30, 2015 RoleAllows user to SENRView and submit enrollment data SELAView and submit ELAS data SINFView and submit SINF data SPRGView and submit program data SASSView and submit staff assignment data SDEMView and submit staff demographic data CRSEView and submit course data SCSEView and submit student course data Course Enrollment/Staff/ELView Fall-2 related reports Fall 2 Data collection CertifierView certification status and level 1 certify Superintendent CertifierView certification status and level 2 certify

Fall 2 Checklist – Preparation Identify roles and responsibilities Establish target dates for submissions and reviews Review Fall 2 changes Review Fall 2 approach and practices Check with vendor for updates Verify sites and district on same SIS version Query SIS to ensure required data are populated Local Student Information System (SIS) Activities 13 Fall 2 Reporting & Certification v2.0, October 30, 2015

Students (ELs) Staff Course Section EL Education Services Fall 2 Reporting & Certification v2.0, October 30, Data Submission

Data Submission – Student 15 A student’s English Language Acquisition Status is used to identify English Learners (ELs) on Census Day. EL Service should be reported for the EL students reported in Fall 1. The ELA status must be effective on Census Day Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Submission – Student 16 No special submission of Student Profile data is needed for Fall 2 IF Student Profile data is maintained in on an on-going basis No special submission of Student Profile data is needed for Fall 2 IF Student Profile data is maintained in on an on-going basis Fall 2 Reporting & Certification v2.0, October 30, 2015

Students (ELs) Staff Course Section EL Education Services Fall 2 Reporting & Certification v2.0, October 30, Data Submission

Staff Types Reported Teachers Administrators Pupil Service 18 Fall 2 Reporting & Certification v2.0, October 30, 2015

Staff Required Fields Fall 2 Reporting & Certification v2.0, October 30, See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements All Staff

Staff Required Fields Fall 2 Reporting & Certification v2.0, October 30, All Staff *Staff no longer employed on 10/7/15, must have the Employment End Date reported

Staff Required Fields Fall 2 Reporting & Certification v2.0, October 30, All Staff

Staff Required Fields Fall 2 Reporting & Certification v2.0, October 30, Teachers Administrators Pupil Service

Fall 2 Reporting & Certification v2.0, October 30, 2015 Obtaining Statewide Educator IDs (SEIDs) 23 * See Resources slide near the end of the presentation for links to the CIG and the CALPADS Data Guide, which has more information on SEIDs County Credential Analyst CTC Credential Information Guide (CIG)

Data Submission - Staff Staff Demographics (SDEM) SEID, employment start dates, total years of service in the education field, and total years of service in the Reporting LEAs Staff Assignments (SASS) Job classification for all teachers and non-classroom based staff Non-classroom staff assignments for Administrators, Pupil Services, & Non-certificated Administrators 24 There are two file types for staff data. The file types must be submitted in a specific order. Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Submission - Staff 25 Itinerant Staff Staff assigned to more than one school site and/or a teacher who provides one-on-one or small group support or resource instruction by either pulling students out of the classroom, or coming into the classroom to provide the instruction Can report at District or at all assigned sites Reporting student course enrollment is optional Report student course enrollments if EL services are being provided Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Submission – Staff 26 CALPADS uses the Effective Date in Staff Demographics (SDEM) Each LEA submits a staff demo record for a specific staff person Each LEA uses the same Statewide Educator Identifier (SEID) for the staff member’s demo record Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Submission - Staff Fall 2 Reporting & Certification v2.0, October 30, CALPADS maintains Staff Assignments by School for each Academic Year Batch Submission By default, CALPADS uses replacement processing Each submission removes all existing assignment data and replaces it with the new data for the school for the Academic Year Delete removes all existing assignment data for a school for the Academic Year Online Transactions Update/Delete modifies/deletes existing school data for a staff member for an Academic Year

Effective Start Date is used to determine which record to report must be effective on or after July 1 of reporting year Data Submission - Staff 28 Employment End Date is used to determine which staff to exclude from reporting Populate for employees who are no longer with LEA Use last day of employment Staff exiting before info day will not be included Staff on leave are reported using the staff assignment 6018 LISA Fall 2 Reporting & Certification v2.0, October 30, 2015 Effective End Date should not be populated to report staff not employed on Census Date.

Data Submission – Staff STAFF ASSIGNMENTS - Input Validations Valid Code Combinations *Valid code combinations can still generate certification errors. 29 Fall 2 Reporting & Certification v2.0, October 30, 2015

DEMONSTRATION STAFF DEMOGRAPHICS & STAFF ASSIGNMENTS DEMONSTRATION STAFF DEMOGRAPHICS & STAFF ASSIGNMENTS Data Submission – Staff Add/Update Staff Demographics for SEID – Without existing demographics – With existing demographics for another LEA – With existing demographics for user’s LEA Add/Update Staff Assignments for SEID View List of Existing Staff 30 Fall 2 Reporting & Certification v2.0, October 30, 2015

Fall 2 Tips 31 A Staff Demographic record must exist in CALPADS with a SEID to submit the Staff Assignment record Each LEA has its own Staff Demographic record for a specific staff person Staff Demographic data are submitted each year to update information such as Years of Service Effective Date is used to determine which record will be used Most recent record for the reporting period will be used Staff teaching at multiple sites must have a assignment record for each site. If not report, the CERT047 will be detected Fall 2 Reporting & Certification v2.0, October 30, 2015

Fall 2 Tips 32 Staff Demographics and Assignments cannot be submitted for non-District employees (e.g. ROC/P teachers, contractors or staff without SEID) Before deleting a staff demographic record Delete all related records first (assignments, course- sections) Fall 2 Reporting & Certification v2.0, October 30, 2015

Questions Staff Data Submission ? 33 Fall 2 Reporting & Certification v2.0, October 30, 2015

34 Data Submission Students (ELs) Staff Course Section EL Education Services

35 COURSE SECTION A unique instance of a course taught by one or more teachers, in a specific location, at a particular time COURSE SECTION A unique instance of a course taught by one or more teachers, in a specific location, at a particular time STUDENT COURSE SECTION Record indicating a student is enrolled in a specific course section STUDENT COURSE SECTION Record indicating a student is enrolled in a specific course section Course Terms 35 Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Submission - Course Course Sections Included Course sections with student enrollment on Census Day Required for All LEAs starting AY For year-round schools not in session on Census Day, course sections that begin no later than 30 calendar days after Census Day 36 Fall 2 Reporting & Certification v2.0, October 30, 2015

Course Section Required Fields Fall 2 Reporting & Certification v2.0, October 30, All Course Sections

Course Section Required Fields Fall 2 Reporting & Certification v2.0, October 30, All Course Sections No student enrollments (student course section) required for Pull- out/Itinerant instruction – unless EL services are being offered that the LEA wants recognized

Highly Qualified Required Fields Fall 2 Reporting & Certification v2.0, October 30, 2015 NCLB Core Course Sections 39 Make sure to review your passed CRSE records for CRSE0127 warnings. These warnings highlight courses reported with a CRS-NCLB Core Course Instructional Level Code that the state expects to be used for an NCLB core course, but have been reported as non-core. The CRS-NCLB Core Course Instructional Level Code values are critical for accurate HQT reporting. See report 3.4 for core course counts. The Course Group Master Combos tab of the CALPADS Valid Code Combinations document listed on the Resources slide can tell you whether a course is expected to be NCLB core. Make sure to review your passed CRSE records for CRSE0127 warnings. These warnings highlight courses reported with a CRS-NCLB Core Course Instructional Level Code that the state expects to be used for an NCLB core course, but have been reported as non-core. The CRS-NCLB Core Course Instructional Level Code values are critical for accurate HQT reporting. See report 3.4 for core course counts. The Course Group Master Combos tab of the CALPADS Valid Code Combinations document listed on the Resources slide can tell you whether a course is expected to be NCLB core.

Course Section Required Fields 40 Self-contained Departmentalized English Learner Classes Fall 2 Reporting & Certification v2.0, October 30, 2015 * Now required for any course an EL student is enrolled in. New Code 5 (No EL Services Provided) added.

Course Section Required Fields Fall 2 Reporting & Certification v2.0, October 30, Team Teaching* Job Sharing* * There should be a course section record for each teacher. The Multiple Teacher Code should each be the same in both records. Likewise for Class ID.

Data Submission - Course Course Section (CRSE) Course Offering Course Delivery Course Enrollment Teacher Assigned Number of Unique Classes Class Size Courses with Highly Qualified Teachers Student Course Section (SCSE) Students enrolled in course section 42 There are two file types for course data. The file types must be submitted in a specific order. Fall 2 Reporting & Certification v2.0, October 30, 2015

43 Courses Taught By A Teacher Without An SEID 43 Non-certificated Charter School teacher teaching non-core class Use SEID of “ ” ROC/P Instructor College professor Distance learning teacher New teacher without SEID from CTC Teacher not employed by LEA (e.g. COE Special Ed, private contractor)

Fall 2 Reporting & Certification v2.0, October 30, Instructional Strategy Hierarchy 44 Special Ed (700) Home/Hospital (300) English Leaner ( ) * Alternatively, you can submit a different course section for each instructional strategy

Course Section Required Fields 45 Special Ed (e.g., special day class) Home and Hospital Independent Study Distance Learning Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Submission – Course Sections Fall 2 Reporting & Certification v2.0, October 30, CALPADS maintains Course Data and Student Course Data by School for each Academic Year and Term Batch Submission CALPADS uses replacement processing for course sections/ student course sections Each submission removes course sections/student course sections and replaces it with the new data for the school and Academic Year and Term Delete removes all existing course sections/student course sections for a school for the Academic Year and Term Online Transactions Update/Delete modifies/deletes data for individual existing course section data for an Academic Year and Term

Students (ELs) Staff Course EL Education Services Fall 2 Reporting & Certification v2.0, October 30, Data Submission

English Learners English Learner Education Services (9.20) Fall 2 Reporting & Certification v2.0, October 30, Code Value NameCode Value Primary Language Instruction and ELD Instruction and/or SDAIE Instruction 1 ELD Instruction Only2 SDAIE Instruction Only3 ELD Instruction and SDAIE Instruction But Not Primary Language Instruction 4 No Services Provided (New AY )5 Other English Learner Service6

Fall 2 Reporting & Certification v2.0, October 30, *Rules for EL Services count are detailed in the CALPADS User Manual Glossary (English Learner Education Services EL Education Services Business Rules: English Learner Education Services

Data Submission – Course DEMONSTRATION COURSE SECTION & STUDENT COURSE SECTION DEMONSTRATION COURSE SECTION & STUDENT COURSE SECTION Add New Course Add Course Section(s) Add Student Course Section(s) Upload Batch Files Troubleshoot Submission Errors 50 Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Submission – Course Sections 51 Course-section and student course-section use full replacement processing for batch submissions by Academic Year, School and Term When submitting a file, records will be replaced for all CDS numbers in the file Course-section data must be submitted and posted before student course-section data All teachers reported in course-sections with a valid SEID must have a valid demographic record Teachers reported with the “ ” SEID will not have a staff demographic or assignment record Teachers reported with the “ ” SEID cannot be reported as Highly Qualified Fall 2 Reporting & Certification v2.0, October 30, 2015

Source: Valid Code Combinations (Examples) Data Submission – Course ADD COURSE SECTION - Input Validations Source: Error List (Examples) 52 Fall 2 Reporting & Certification v2.0, October 30,

Student Course Section Enrollment Data Expected 53 Fall 2 Reporting & Certification v2.0, October 30, 2015 Enrollment StatusCourse Enrollment Primary (10)Required Secondary (20)Optional Short-term (30)Optional Specialized Services (40)Do not submit

Questions Course Data Submission ? 54 Fall 2 Reporting & Certification v2.0, October 30, 2015

SUBMISSION DATA CERTIFICATION 55 Fall 2 Reporting & Certification v2.0, October 30, 2015

Certification Requirements Fall 2 Reporting & Certification v2.0, October 30, Review all five aggregate reports Zero fatal errors

Fall 2 Certification Reports Establish Report Review Process – Data stewards should review reports – Have reviewers sign off to verify they have reviewed Evaluate Certification Aggregate Reports 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) 57 Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Certification – Student English Learner - Count by Primary Language (2.6) SUPPORTING REPORT Student English Language Acquisition Status ODS Download EXTRACTS 58 Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Certification – Staff 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) SUPPORTING REPORTS Staff Demographics ODS Download Staff Assignment - ODS Download EXTRACTS 59 Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Certification – Course 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) SUPPORTING REPORTS Course Section Enrollment ODS Download Student Course Section Enrollment ODS Download EXTRACTS 60 Fall 2 Reporting & Certification v2.0, October 30, 2015

Fall 2 Steps SDEM | SASS | CRSE | SCSE | 2. Submit and post data SIS Roles 1. Setup 61 Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Submission – Course CERTIFICATION REPORT Student English Language Acquisition Course Section & Student Course Section 62 Fall 2 Reporting & Certification v2.0, October 30, 2015 New Columns: 1.No EL Services Reported (Code 5) 2.Education Service Code Missing

Data Submission – Course CERTIFICATION REPORT 63 Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Submission – Course CERTIFICATION REPORT Course Section (NCLB Core Course Instructional Level & HQT Competency Code) 64 Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Submission – Course CERTIFICATION REPORT Course Section Note CTE filtering 65 Fall 2 Reporting & Certification v2.0, October 30, 2015 Student Enrollment Student Information

Data Submission – Staff CERTIFICATION REPORT Staff Assignments 66 Fall 2 Reporting & Certification v2.0, October 30, 2015

Certification Reports Review 67 Fall 2 Reporting & Certification v2.0, October 30, Data Processor 12 4 Superintendent or Administrator

Fall 2 Reporting & Certification v2.0, October 30, Common Problems

CRSE Warning – Make sure to review your passed CRSE records for CRSE0127 warnings. These warnings highlight courses indicated as likely to be core, but have been reported as non-core. – The CRS-NCLB Core Course Instructional Level Code values are critical for accurate HQT reporting. See report 3.4 for core course counts. – The Course Group Master Combos tab of the CALPADS Valid Code Combinations document listed on the Resources slide can tell you whether a course is expected to be NCLB core. EL Services must be reported for all EL Students. – See report 2.4 for EL Services provided or missing 69 Fall 2 Reporting & Certification v2.0, October 30, 2015 Failure to correctly submit NCLB Core Course and EL Services data will trigger state audits.

Fall 2 Common Problems CERT047 - Fatal – Teaching Staff Assignment Missing A course section includes a SEID for which there is no valid teaching assignment information. Teaching assignment must be reported at the site the course is being taught at CERT048 - Fatal – Missing non-classroom based assignment or course section record All certificated staff must either have classes or have a non-classroom based assignments reported 70 Fall 2 Reporting & Certification v2.0, October 30, 2015

Common Problems Lack of internal cooperation – Reporting HQT Status Coordinate EARLY to identify teacher-course-section – State Course Code Assignment Request signoff of current assignments – Report Verification Request signoff of certification and supporting reports Competing Priorities – Collect data throughout the year – Perform regular enrollment updates – Check ODS reports periodically Fall 2 Reporting & Certification v2.0, October 30,

Wrap-Up 72 Fall 2 Reporting & Certification v2.0, October 30, 2015

Fall - 2 Suggested Milestones Now – 11/3 Complete Fall 2 data population in local SIS Post SDEM, SASS, CRSE, SCSE files 11/28/15 – 1/8/16 Resolve certification errors, review certification reports and update records if necessary 1/11/16 – 2/12/16 Certify Fall-2 (level 1 & level 2) 2/29/16 – 3/4/16 11/9 – 11/25 Upload SDEM, SASS, CRSE, SCSE files. Review validation errors and reconcile as needed Send reports to site leaders for approval 2/15/16 - 2/26/16 Fall 2 Reporting & Certification v2.0, October 30,

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 Understand the order and submission process rules to avoid issues: Batch Submission Order and Processes 74 Fall 2 Reporting & Certification v2.0, October 30, 2015

Data Certification All aggregate reports must be reviewed and verified for accuracy Best Practice is to print reports for review and verification, have staff sign and date that the information is accurate Supporting reports provide detail There are five aggregate reports and thirteen supporting reports. Allow plenty of time for review by staff LEA Administrator role does not have access to view certification reports. 75 Fall 2 Reporting & Certification v2.0, October 30, 2015

76 Wrap Up – Fall 2 Preparation 1.Download and review the CALPADS system documentation located on the CDE CALPADS web-site ( 2.Meet with key staff to plan for the Fall 2 data submission 1.Human Resources 2.Curriculum 3.School Site Staff 4.English Learner support 76 Fall 2 Reporting & Certification v2.0, October 30, 2015

Fall 2 Issues KNOWN ISSUES 77 Fall 2 Reporting & Certification v2.0, October 30, 2015

Snapshot Generation ODS Snapshot Fall 2 Data ODS Snapshot Fall 2 Data Regular Nightly Processing After certification CALAPDS availability and nightly processing schedule is available at: 78 Fall 2 Reporting & Certification v2.0, October 30, 2015

Reminders Fall 2 Reporting & Certification v2.0, October 30, 2015 * See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports Create/revoke accounts Reset passwords Update roles Review security reports Manage accounts Answer questions Provide training Support local users Submit CALPADS support requests on behalf of the LEA Act as liaison 79

System Documentation 80 Resources DocumentDescriptionSections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SELA, SINF, SPRG, SDEM, SASS, CRSE & SCSE tabs CALPADS Error ListDetailed error message descriptions Student Enrollment, Student Info, Student English Language Acquisition, Student Programs, Staff Demo, Staff Assignment Course Section, Student Course Section and Fall 2 Certification tabs CALPADS Data GuideDetailed requirements Sections 2.2, 2.3.2,2.3.4, 2.3.5, 3.2.2, 3.2.4, & 4.1 CALPADS Calendar Fall 2 Reporting & Certification v2.0, October 30, 2015 Self-paced Trainings 80

System Documentation 81 Resources DocumentDescriptionSections CALPADS Code SetsDetailed list and description of code values See Code Set column in CFS (Forms) for each field reported CALPADS Valid Code Combinations Codes allowed to be used together NonClassSuppAsgn - Job Class, Course Group Master Combos, NonClassSuppAsgn – Content Area CBEDS Assignment/Course Code Mapping Mapping of old CBEDS assignments to new state course codes All Fall 2 Reporting & Certification v2.0, October 30, 2015 Mapping Guide 81

Support Web: Phone: Listserv: 82 Fall 2 Reporting & Certification v2.0, October 30, 2015

Training Evaluation Please Complete Our Survey 83 Questions 83 Fall 2 Reporting & Certification v2.0, October 30, 2015