REPORTS AND CERTIFICATION Fall 1 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Supervisor of staff assigned to CALPADS Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Training Sequence Essential 1: Data Coordinator Orientation Essential 2: Interface & Administration Essential 3: Data Submission Fall 1 Fall 2 Data Population Fall 2 End of Year 1 End of Year 2 & 3 Essential 4: Anomalies Fall 1 - Reports and Certification v2.3, Sept 30, 2016

1 HOLD Courtesy Guidelines Mute yourself Name & LEA conversation Silence cellphones Name & LEA conversation at a time 1 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Agenda Review Fall 1 Data Submission Prepare 2 ½ Hours Wrap-Up Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Prepare Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Fall 1 Purpose Student Enrollment on Census Day DataQuest California Department of Education Student Enrollment on Census Day Count of Graduates Count of Dropouts School Accountability Report Card (SARC) DataQuest Local Control Funding Formula (LCFF) funding Quality Education Investment Act (QEIA) funding Misc. Grant Eligibility Count of Immigrants Count of Students Eligible for Free Meals Count of English Language Acquisition Statuses Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Fall 1 Purpose Student Enrollment on Census Day US Department of Education Title I and Title II Consolidated State Performance Report (CSPR) Count of Graduates Title III Limited English Proficiency Program Count of Dropouts Title III Immigrant Program (SNOR) Count of Immigrants Titles VI & IX reports for the Civil Rights Act of 1964 Count of Students Eligible for Free Meals Individuals with Disabilities Education Act (IDEA) Count of English Language Acquisition Statuses Misc. Grant Eligibility For more detail see “How Certified CALPADS Data are Used”: http://csis.fcmat.org/Documents/OtherResource/How_Certified_CALPADS_Data_are_Used_and_Consequences.pdf Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Fall 1 Accounts and Roles Allows user to SENR View and submit enrollment data SINF View and submit demographic data SELA View and submit ELAS data SPRG View and submit program data Free Reduced Lunch View and submit NSLP related data including Foster Youth Counts, FRPM, SED Foster Youth View Foster Youth CDSS matches and reports Enrollment/Title III Eligible Immigrants/English Learners View Fall 1 Certification reports Fall 1 Data Collection Certifier View certification status and Level 1 certify Superintendent Certifier View certification status and Level 2 certify Authorizing LEA View County/Authorizing LEA Reports County View County/Authorizing LEA Reports (visible to COEs only) Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Important Dates Census Day First Wednesday in October Certification deadline Amendment Window CALPADS Calendar: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp Fall 1 - Reports and Certification v2.3, Sept 30, 2016

+ Active Enrollment Student Subgroups Completers Dropouts Fall Data Reported Active Enrollment Student Subgroups Completers + Dropouts Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Enrollment Statuses Reported For the 2016-17 reporting year: the prior year is 2015 the current year is 2016 Prior Year Current Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Active Enrollment Enrolled on Census Day (1st Wednesday in October) with enrollment status = 10 8/16 Completers 8/15 Other dropouts Lost transfers* 5/14 8/16 No show dropouts 5/15 8/15 * Lost transfers are those exited as a transfer, but not re-enrolled by Census day Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Key Fields Active Enrollment Completer Record Element(s) Values and/or Notes SENR Student School Start Date On or before Census Day Student School Exit Date On or after Census Day Grade Level Code K-12, UE, US Completer Record Element(s) Values and/or Notes SENR Enrollment Status Code 10 Student School Exit Date On or after 8/16/15, but on or before 8/15/16 Student Exit Reason Code E230 Student School Completion Status 100, 120, 250, 320, 330, 360 See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Key Fields No-show Dropout* Other Dropout Lost Transfer** Record Element(s) Values and/or Notes SENR Student School Exit Date On or after 5/15/15, but on or before 8/15/15 Student Exit Reason Code E155, E150, T160, T165, T167 Grade Level Code 7-12 Other Dropout Record Element(s) Values and/or Notes SENR Student School Exit Date On or after 8/16/15, but on or before 8/15/16 Student Exit Reason Code E140, E300, E400, T270, T380, E230 Student School Completion Status 104 or 360 if Student Exit Reason Code = E230 Grade Level Code 7-12 Lost Transfer** Record Element(s) Values and/or Notes SENR Student School Exit Date On or after 8/16/15, but on or before 5/14/16 Student Exit Reason Code E155, E150, T160, T165, T167 Grade Level Code 7-12 * Only counted if also not reported as enrolled in a California school by 10/5/16 ** Only counted if also not reported as enrolled in a California school by Census day (10/5/16) Fall 1 - Reports and Certification v2.3, Sept 30, 2016

When to Use Exit Codes Code When to Use Programs auto-exited 181, 182 Student did not exit the school but one or more of these fields have changed: Grade Level, greater than 14 days before the end of the school year Enrollment Status Code Student School Transfer Code District of Geographic Residence A subsequent enrollment record must be submitted with a start date exactly one day after the exit record when using this code. No E155 Student completed the school year and is expected to return next year, includes returning seniors. May be used up to 14 days prior to the last day of school (i.e., “close enough”). Year round schools can treat June 30th as the last day of the school year. Yes T160 Student left and is known to be going to another CA public school. Can also be used when a student has a gap in their enrollment at a single school. E170 Students with a secondary enrollment status (20) should be exited with E170. E230 Student completed the highest grade level at the school. Use completion codes to further detail how the student left and/or where they are going. E450 Use for any K-6 exit where the student is not known to be returning. N470 Student never showed up after pre-enrolling. Note: Students that were enrolled over with E155 but didn’t show up in the new school year should have a new enrollment record with Exit code N470. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

SENR – Student School Transfer Code (1.31) Key Field - Enrollment 1 - Formal Interdistrict Transfer Agreement 2 - NCLB Public School Choice - Program Improvement 3 - NCLB Public School Choice Transfer - Persistently Dangerous 4 - District of Choice Transfer 5 - Disciplinary COE School Transfer 6 - Other Transfer SENR – Student School Transfer Code (1.31) * Refer to the CALPADS Code sets on the Resources slide at the end of the presentation for complete definitions of new and existing codes Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Student Subgroups Reporting GATE Special Ed Data Sources: Title III Eligible Immigrants Student Program Migrant Ed Student Information Active Enrollments Completers Dropouts Socio-Economically Disadvantaged (SED) Student English Language Acquisition Homeless CALPADS Weekly/Monthly CDSS Match * Online Manual Foster Match English Language Acquisition Status (ELAS) Foster Youth * SED is defined as: Migrant Ed-135, Homeless-191, Foster, Direct Certification, NSLP-181 or 182 OR - Parent Level of Education = 14 (not a high school graduate) Direct Certification Fall 1 - Reports and Certification v2.3, Sept 30, 2016

FRPM Eligible Reported Free or Reduced-Price Meal (FRPM) Eligible Homeless Migrant Ed Free or Reduced-price Meal Program Direct Certification (Nov) Foster Youth Student Program Direct Certification (Nov) Count Source: CALPADS Weekly CDSS Match Tip: 1. FRPM data can be found on report 1.17 2. Does not include Parent Ed level 14 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Key Fields Gate Special Ed Migrant Ed Record Element(s) Values and/or Notes SPRG Education Program Code 127 Special Ed Record Element(s) Values and/or Notes SPRG Education Program Code 144 Primary Disability Code Valid Code District of Special Education Accountability Valid CD or S Code Migrant Ed Record Element(s) Values and/or Notes SPRG Education Program Code 135 Migrant Student ID 11 characters beginning with “06” Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Socio-economically disadvantaged 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 Migrant Ed 135 Homeless 191 DC Direct Certification Matches through November Pull Foster Weekly Match Homeless Record Element(s) Values and/or Notes SPRG Education Program Code 191 Homeless Dwelling Type Code 100, 110, 120, or 130 Unaccompanied Youth Indicator Y, N (Required if Education Program Code =191) Runaway Youth Indicator Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Title III Eligible Immigrant Key Fields Title III Eligible Immigrant Record Element(s) Values and/or Notes SENR Enrollment Status Code 10 Student Birth Date Student age 3-21 based on birthdate Grade Level Code Not equal to AD SINF 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. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

English Language Acquisition Status Key Fields English Language Acquisition Status Record Element(s) Values and/or Notes SELA English Language Acquisition Status Code EL (English Learner) EO (English or American Sign Language Only) IFEP (Initial Fluent English Proficient) RFEP (Reclassified Fluent English Proficient) TBD (To Be Determined)* English Language Acquisition Status Start Date The date the student’s English Language Acquisition Status was first identified. Typically the date the student took the CELDT. Primary Language Code If English Language Acquisition Status Code is EL, RFEP, or IFEP then Primary Language Code can not be 00 (English) and or 37 (Sign Language). * Only allowed for the first record in a student’s history See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements. New IVR prevents submission of SELA records for grades IN, PS, TD, and AD Fall 1 - Reports and Certification v2.3, Sept 30, 2016

English Language Acquisition Reporting English Language Acquisition Status now reported once initially and then only when status changes TBD IFEP EO EL RFEP* The initial status may be any status except RFEP, but subsequently only the changes shown above are allowed Fall 1 - Reports and Certification v2.3, Sept 30, 2016

ELAS History Examples Typical 1 2 3 4 Less common, but allowed 5 6 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Subgroup Reporting – Foster Youth Identification for LCFF Situation Foster Youth for LCFF A child or youth who is the subject of a petition filed under Welfare and Institutions Code (WIC) Section 300 (meaning a court has taken jurisdiction over a child and declared the child to be a dependent of the court due to the presence or risk of abuse or neglect). This includes both children who are living at home while a dependent of the court as well as children who the court has ordered to be removed into the care, custody and control of a social worker for placement outside the home. Yes A child or youth who is the subject of a petition filed under WIC Section 602 (meaning a court has taken jurisdiction over a child and declared the child to be a ward of the court due to the child’s violation of certain criminal laws) and has been ordered by a court to be removed from home pursuant to WIC Section 727 and placed in foster care as defined by WIC Section 727.4(d). A youth between ages 18 and 21 who is enrolled in high school, is a non-minor dependent under the placement responsibility of child welfare, probation, or a tribal organization participating in an agreement pursuant to WIC Section 10553.1, and is participating in a transitional living case plan. http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Subgroup Reporting – Foster Youth Identification for LCFF Situation Foster Youth for LCFF A child or youth who is in a “voluntary placement.” Voluntary placements are not subject to a petition filed under WIC Section 300. No A child or youth who is living with relatives or friends and who is not a dependent of the court (i.e. is not subject to a WIC Section 300 petition). A child or youth who is a ward of the juvenile court pursuant to a petition filed under WIC Section 602 who is either living at home or has been ordered to be placed in a corrective or rehabilitative facility but has not been ordered to be removed from his or her home into a foster care placement pursuant to WIC Section 727.4(d). http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Foster Youth Identification Weekly Match CALPADS will search the CDSS data for matches using: First Name & Last Name (similar names may match, e.g., Bob & Bobby) Birth Date (exact matches only) LEA enrollment (if enrollment is missing, student address is used) Manual Match 10-digit Foster Client ID or 19-digit Foster Case ID Required Report 5.6 – Not Certified Report 5.7 – Not Certified Report 1.17 – Certification Report* Report 1.18 – Supporting Report Two Snapshot Reports Two ODS reports Ongoing foster youth data from ODS Fall – 1 Snapshot Data Ongoing ODS Data * Includes counts for matched foster students enrolled on Census day Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Fall 1 Data Submission Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Data Submission Cycle CALPADS Local Student System Staging ODS Batch File Staging Errors & warnings Posted records Online Maintenance http:// ODS Smarter Balanced State data matches Applicable records Accountability Snapshot Certification Errors & Warnings Certification Reports Fall 1 - Reports and Certification v2.3, Sept 30, 2016

How To Submit Online Batch Student Enrollment SENR Student Information SINF* Student ELA SELA* Student Programs SPRG * Only update as needed to report changes from last year. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Record Relationships SSID Enrollment Student Information Student ELA Student Program Submitting (uploading & posting) files out of order may cause GERR005 errors. See CALPADS Error List on the Resources slide for details. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Update Method 1: Batch File Upload 3 1 2 4 5 6 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Update Method 2: Online Maintenance 3 1 2 4 5 6 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Upload Review 1 2 3 4 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Upload Review 5 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Job Processing Processing In Queue In Process Upload Failed System processing Waiting on user In Queue Processing done In Process Upload Failed Ready for Review In Review Excluded Post Requested Partial Post Posted* Post Failed * Posted is the last step if no snapshot windows are currently open (e.g., Fall 1) Revision in Progress Revision Complete Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Common Validation Errors Problem The SELA0255 error occurs when there is an invalid change in English Language Acquisition Status (ELAS) Code. Solution If a student's ELAS Code is being submitted, then the most recent ELAS Code currently stored in the CALPADS ODS must be a valid ELAS in combination with the subsequent ELAS being submitted. ELAS records should be submitted only for changes to an existing record or a new student that has never been reported in CALPADS. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Common Validation Errors Problem The SELA0283 error occurs when the ELAS Start Date being submitted is different than the ELAS start date on file in CALPADS for the same ELAS code. Solution The system will maintain a single record per ELA status, regardless of the LEA where the student is enrolled. Only the original owner can update the status date.  If CALPADS has the wrong date, contact LEA who owns the record. Otherwise, ignore the error. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Process Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Snapshots: Generation Snapshots will be updated any time relevant data has changed (i.e., been posted). 10/21/15 8:37 a.m. 10/5/15 3:01 p.m. 11/1/15 5:45 p.m. Update frequency will be based on server load and other factors. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Snapshots: Jobs and Revisions 1 2 3 3 2 A snapshot revision includes any jobs that meet these three criteria: File Status is Revision Complete Snapshot Create Date is the same or earlier than Revision Date/Time Available In contains a matching snapshot code Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Snapshot: Keeping revisions Revisions can be marked to be kept so you do not lose the errors or reports you are currently working on. STOP PLEASE DO NOT DISCARD Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Snapshots: Revision Status Definition In Review Uncertified Your most recent snapshot. Use this revision to check and resolve errors. Mark “In Review” using the checkbox on the reports screen once you are ready to start reviewing reports. Continues to be generated even after you certify. Revised Uncertified The snapshot revision you told CALPADS to keep. Use this revision to review your reports, but note it will not contain changes made after it was created. You can only have one revision kept “In Review” so if you mark another or remove the checkmark, you lose the old one. Certified The last snapshot revision you certified. This status indicates that your LEA has approved the snapshot revision as complete and accurate. Decertified The last snapshot revision you decertified. This status indicates that your LEA has revoked its approval of the snapshot revision. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Requirements Zero Fatal Errors Resolve anomalies at least below 2% Review all eight* aggregate Reports * COEs will have an additional report for non-disciplinary transfers Fall 1 - Reports and Certification v2.3, Sept 30, 2016

FALL 1 DEMONSTRATION 45 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

State Reporting – Certification Status Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Status 3 1 2 Make sure you are looking at the Fall 1 Snapshot Certification criteria: Zero fatal certification errors Anomaly rate 2.0% or less Review all aggregate certification reports Click links for detail Note – LEA Admin cannot view and certify certification aggregate reports. 47 Fall 1 - Reports and Certification v2.3, Sept 30, 2016 47

Certification Status Click to view the error summary Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Revised Uncertified Status What is the Purpose of Revised Uncertified: Allows LEAs to stay certified Allows LEAs to update the Fall 1 data after certification and see if the new reports reflect what they expected If any new fatal certification errors were created Click to view the Fall 1 data changes since certification If there is a Revised Uncertified status, it means the data has changed, since the data was certified Click on Revised Uncertified and wait 20-30 seconds (the columns to the right of Revised Uncertified will change). When Certification Status column changes to Uncertified, you are viewing the Revised Uncertified data and not the Certified data New fatal certification errors will be displayed New Fall 1 aggregate/snapshot reports available to review for accuracy Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT112 To review and correct a student’s enrollment, copy the SSID and open in new window to find student Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Error Summary Click the reveal button to expand or collapse the error summary 1 Click the Show button for detail 2 All fatal errors must be resolved before LEA can certify Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT112 Enrollment Record for Student not exited from previous academic year. Click Show to see details below CERT112 is triggered when a student was enrolled any time between July 1 and June 30 of the previous Academic Year and has not been exited prior to August 16 of the reporting Academic Year. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT112 Search for the SSID in State Reporting -> Online Maintenance -> Maintain Student Data Click Student Enrollment Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT112 Find the most current enrollment record of the SSID in your LEA and click Edit Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT112 Update the School Exit Date (with a date prior to 8/16) and School Exit Reason If the student is still enrolled, create a new enrollment for the student being sure to provide the correct grade level for the current academic year. Lastly, Click Validate Enrollment Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT112 Click Post The error will disappear after the next snapshot refresh because of enrollment update Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT113 Initial US school Enrollment Record for Student Not Reported. Click Show to see details below CERT113 is triggered when a student with an English Language Acquisition(ELA) status of EL does not have the Initial US School Enrollment populated in the demographic record overlapping the Fall 1 census day. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT113 To review and correct a student’s enrollment, copy the SSID and open in new window to find student Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT113 Search for the SSID in State Reporting -> Online Maintenance -> Maintain Student Data Click Demographics Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT113 Find the Demographic record that overlaps the Fall 1 Census day and click Update Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT113 Update the Student Initial School Enrollment Date. Lastly, Click Validate Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT113 Click Post The error will disappear after the next snapshot refresh because of the Student Initial US School Enrollment Date update Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT067 ELAS Record for Student Not Reported. Click Show to see details below CERT067 error is triggered when a student enrolled on Census Day has no SELA record Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT067 Search for the SSID in State Reporting -> Online Maintenance -> Maintain Student Data Click Student English Language Acquisition Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT067 You will notice the SSID doesn’t have an SELA record. Click Add New Record + to add a new SELA record Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT067 Populate the 3 fields related to English Language Acquisition and click Validate Click Post The error will disappear after the next snapshot refresh because of new SELA record Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Status Click the Anomalies Percent to view the summary report 67 Fall 1 - Reports and Certification v2.3, Sept 30, 2016 67

Anomaly Status Report 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. 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. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Status Click the Snapshot name to access the Certification reports 69 Fall 1 - Reports and Certification v2.3, Sept 30, 2016 69

Certification Reports Review Supporting reports should be used to further verify that data in the snapshot are accurate. All eight Aggregate Reports must be reviewed for accuracy. It is the LEA’s responsibility to verify the accuracy of these reports A green checkmark will appear next to each report that has been reviewed Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Select In Review Warning Only one revision can be kept as “In Review” at a time. When you select a different revision as “In Review” the previous one will cease to be available. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Deselect In Review Warning If you remove a revision from “In Review” that revision will cease to be available. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Review and Verify Reports Establish Report Review Process Data stewards should review reports Have reviewers sign off to verify they have reviewed Evaluate Certification Aggregate Reports 1.1 Enrollment – Primary Status by Subgroup Filter Grade Levels to PK, KN-12, UE, and US 1.6 Graduates and Dropouts by Subgroup 1.9 Completers and Dropouts – Count 1.17 FRPM/English Learner/Foster Youth – Count 2.1 Title III Eligible Immigrants – Count 2.8 English Language Acquisition Status – Count by Primary Language 2.9 English Language Acquisition Status – Census Comparison 2.12 English Language Acquisition Status – Els Reclassified RFEP Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Uncertified Watermark The Not Certified watermark identifies this report was not certified. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Reports – 1.1 SED: Definition includes data groups: Free/Reduced Meals, Foster, Homeless, Migrant Ed, Parent Ed 14, & Direct Certification Transitional Kindergartner column 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 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

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 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Reports – 1.5 (Support) Grade and Gender columns can be expanded by pressing the box to the left with the “+” sign and collapsed by pressing the “-” sign Filipino now a separate ethnicity More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

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 of the CALPADS User Manual. Report represents an exit code or school completion code that reports a student as a dropout or graduate. Refer to the Data Guide’s Appendix C for exit codes and school completion codes. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

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 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Report – 1.17 Includes students identified as Foster Family Maintenance Supplemental funding counts are based on: Being identified as FRPM Eligible or Being classified as English Learners NSLP & Direct Certification calculated through 10/31/16 Does NOT include Parent Ed Level 14 More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Supporting Report – 1.18 Supporting report now shows foster and homeless details for students in selected school derived from weekly CDSS match and SPRG record respectively. More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Reports – 2.1 Report contains data formerly reported on the Student National Origin Report (SNOR) More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

English Language Acquisition Status – Count by Primary Language - 2.8 More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

English Language Acquisition Status – Census Comparison - 2.9 More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

English Language Acquisition Status – ELs Reclassified RFEP - 2.12 More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

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 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

More detail in Section 14 of the CALPADS User Manual 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 (Lost Transfers: exit codes E155, T160, T165, T167) More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Status should be Snapshot Certified – Level 2 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Wrap-Up Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Fall 1 Steps 1. Setup 2. Update the CALPADS ODS 3. Review Snapshot SIS Accounts 1. Setup Submit records Fix errors Post records 2. Update the CALPADS ODS Review warnings Review and fix certification errors, review warnings Review reports 3. Review Snapshot Resolve anomalies (MIDs & CCEs) Level 1 (Fall 1 Data Collection Certifier) Level 2 (Superintendent Certifier) 4. Certify Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Fall - 1 Suggested Milestones Now – 10/5 Complete Fall 1 data population in local SIS Now – 10/21 Upload SENR, SELA, and SPRG files. Review validation errors and reconcile as needed (SINF optional) Post SENR, SPRG, SELA & optional SINF files 10/21 – 10/28 Resolve certification errors, resolve anomalies, review certification reports and update records if necessary 10/31 – 11/11 Send reports to site leaders for approval 11/14 – 11/23 Certify Fall-1 (level 1 & level 2) 11/28 – 12/2 Done Fall 1 - Reports and Certification v2.3, Sept 30, 2016

LEA Administrator Responsibilities * 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 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Warnings Fall 1 LEAs will need to do their own analysis against prior year submissions No data Graduates (among last year’s 12th graders) Dropouts (in a school with grades 9-12) FRPM GATE Homeless Special Ed Title I Part C Migrant Title III Significant changes in school School LEA Enrollment X Enrollment by grade Enrollment by race/ethnicity Graduate % Graduate % (UC/CSU requirements met) Dropouts and dropout rate LEP and LEP % ELs / FEPs / RFEPs FEP proportion FRPM Gate Special Ed Title I Part C Migrant Title III Eligible Immigrants Conflicting numbers More Graduates than prior year 12th Graders Special Ed Exit Code for Non-Special Ed Student Invalid records FRPM Title I Part C Migrant Questionable proportions Over 25% of students in school are in Special Ed Over 25% of students in LEA are in Special Ed Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Viewing Prior Year Snapshots View prior year snapshots by changing the Academic Year and clicking on the Apply Filters button LEA selects academic year desired and specific submission (Fall 1, EOY 1, etc.) Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Did You Get It? What data are reported? Enrollment (Census day), graduates, dropouts What schools are reported? K-12 and Pre-K special education Which files are submitted? SENR, SINF, SELA, SPRG Do they need to be submitted in any special order? SENR before SINF, SELA, or SPRG For what date(s) are active enrollments reported? Census day, the first Wednesday in October For what date(s) are graduates reported? 8/16 of last year through 8/15 of this year For what date(s) are dropouts reported? 8/16 of last year through 8/15 of this year for mid-year dropouts 5/15 of last year through 8/15 of last year for no-show dropouts How often are snapshot reports refreshed? As soon as possible after having no jobs In Queue for 15 minutes What is a revision? A copy of a snapshot generated at a specific time Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Resources CALPADS Calendar System Documentation 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, SELA & SPRG tabs CALPADS Code Sets Detailed state code lists CALPADS Valid Code Combinations Matches up related codes CALPADS Error List Detailed error message descriptions Student Enrollment, Student Information, Student English Lang Stat, Student Programs, and Fall 1 Certification tabs CALPADS Data Guide Detailed requirements Sections 2.1.1, 2.1.2, 2.1.3 & 3.1.2 – 3.1.9 96 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Resources Self-paced Trainings LCFF Information https://csis.fcmat.org/Pages/Self-Paced-Training.aspx Q & A Sessions – Every Wednesday @ 3 p.m. Enrollment - http://csis.fcmat.org/Pages/Trainings.aspx LCFF Information http://www.cde.ca.gov/fg/aa/lc/lcffoverview.asp FAQs CALPADS - http://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.asp Race and Ethnicity - http://www.cde.ca.gov/ds/dc/es/refaq.asp LCFF - http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp 97 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

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#listservs Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Please Complete Our Survey Training Evaluation Please Complete Our Survey Questions https://goo.gl/rQ8fFw or https://1drv.ms/xs/s!AjeKRgqTRmf5cshDvexCBXdBWfY 99 Fall 1 - Reports and Certification v2.3, Sept 30, 2016 99