REPORTS AND CERTIFICATION ADVANCED Fall 1 Fall 1 Advanced, v2.0, August 19, 2011

Welcome Introductions Ground Rules Duration Participants (FCMAT/CSIS) Mute phones while listening (mute or mic button) Do not place the call on hold Silence cell phones Provide your name and LEA when speaking One conversation at a time Duration Fall 1 Advanced, v2.0, August 19, 2011

Course Description Target Audience Prerequisites Experienced Users Essential 1, 2, 3, & 4* Fall 1 (prior year) * Formerly called CALPADS 1, 2, 3, & 4 Fall 1 Advanced, v2.0, August 19, 2011

Agenda Course Objectives – p. 5 Dates and Deadlines – p. 6 Fall 1 Data Collected – p. 7 Fall 1 Steps – p. 10 Fall 1 Checklist – p. 12 Common Questions and Problems – p. 23 Reminders – p.35 Upcoming Changes – p. 38 Key Points – p. 42 Submission Strategies – p. 44 Resources – p. 47 Fall 1 Advanced, v2.0, August 19, 2011

The session will enable LEAs to Know what data are included in Fall 1 Course Objectives The session will enable LEAs to Know what data are included in Fall 1 Prepare for Fall 1 reporting Understand changes for 2011-12 Complete the steps for certification Resolve common problems Fall 1 Advanced, v2.0, August 19, 2011

Dates and Deadlines 2011/2012 School Year Information Day: 10/5/11 Certification deadline: 12/14/11 Amendment window: 12/15/11 – 1/18/12 Fall 1 Advanced, v2.0, August 19, 2011

Current Year (active on 10/5/11) Fall 1 Data Collected Current Year (active on 10/5/11) Enrollments Title III Eligible Immigrants Previous Year (8/16/10 – 8/15/11) Completers Dropouts Lost Transfers (exits between 8/16/10 and 8/15/11 not re-enrolled by 10/5/11) No Shows (5/15/10 – 8/15/10) Fall 1 Advanced, v2.0, August 19, 2011

Fall 1 Data Collected Matriculated No Show Dropout* (Grades 7-12 and US) Students that are expected to matriculate to another K-12 school but do not show up at that school. These students are counted as a dropout at the state level, but do not count as a dropout for the school that they matriculated to or from. Matriculated no show dropouts meet these criteria Student Exit Category = E230 (Completer Exit) School Completion Status = 480 (Promoted – Matriculated) Student Exit Date = 5/15 – 8/15 Student does not re-enroll on or before Census Day (School Start Date <= Census date) * Matriculated no show dropouts will not appear on report 1.9 (Completers and Dropouts). These students are not reported as a dropout at the LEA level but are reported as a dropout at the federal level. Fall 1 Advanced, v2.0, August 19, 2011

Enrollment, Completer, and Dropout sub-groups (Reports 1.1 and 1.6) Fall 1 Data Collected Enrollment, Completer, and Dropout sub-groups (Reports 1.1 and 1.6) English Learners Title III Eligible Immigrants Gifted and Talented Education Title I Part C Migrant Special Education Program Limited English Proficient (EL + Selected RFEP) Socio-Economically Disadvantaged (NSLP or Parent Ed Level = 14) Fall 1 – Certification Reports Data Mapping explains how counts are derived: http://www.csis.k12.ca.us/library/calpads-training/#JA Fall 1 Advanced, v2.0, August 19, 2011

Sucessfully post records required for Fall 1 Fall 1 Steps Assign Fall 1 roles Fall 1 Data Collection Certifier Superintendent Certifier Free Reduced Lunch* Sucessfully post records required for Fall 1 Student Enrollment (SENR) Student Information (SINF) Student Program (SPRG) Review and resolve fatal certification errors Resolve anomalies below 2% * Now needed to upload SPRG files that contain Special Ed program records Fall 1 Advanced, v2.0, August 19, 2011

Review aggregate reports for accuracy Fall 1 Steps Review aggregate reports for accuracy Save/print aggregate & supporting reports Review supporting reports, i.e., 8.1c, 2.2 Certify Level 1 (data processor) Certify Level 2 (superintendent) Fall 1 Advanced, v2.0, August 19, 2011

Fall 1 Checklist – Accounts and Roles Daily use Roles* Certification Fall 1 Data Collection Certifier (Level 1) Superintendent Certifier (Level 2) Free Reduced Lunch** (NSLP) Reminder: LEA Admin cannot certify * Certification roles are applied overnight and will be active the next day ** Free Reduced Lunch role is now required to upload SPRG files Fall 1 Advanced, v2.0, August 19, 2011

Fall 1 Checklist – Preparation Review 2010-11 Fall 1 approach and practices What can be improved in this year’s submission Identify roles and responsibilities Establish target dates for submissions and reviews Local student information system (SIS) Check with vendor for 2011-12 updates Verify sites and district on same SIS version Update SIS with new codes if not provided by vendor Audit SIS records to ensure required data are populated Verify data in other systems are complete and available, as needed Fall 1 Advanced, v2.0, August 19, 2011

Fall 1 Checklist – Data Submissions Exit students that were promoted, transferred, graduated or dropped out in 2010-2011 school year If needed, update student program information for students enrolled after last Information Day NSLP Program records must have a program end date for 10/11 school year Get SSIDs for new students Update student information for all students active on Oct 5, 2011 (Information Day) Student information must be updated for all enrolled students every year Effective date must be on or after July 1, 2011 and on or before Oct 5, 2011 Update student programs for students active on Oct 5, 2011 For new students All students who are eligible or participating in NSLP Students who have become eligible or have begun participating in NCLB programs since last information day Fall 1 Advanced, v2.0, August 19, 2011

Fall 1 Checklist – 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 KN-12, UE, and US 1.6 Graduates and Dropouts by Subgroup 1.9 Completers and Dropouts – Count 4 Year Graduate Dropout Cohort Fall 1 Advanced, v2.0, August 19, 2011

Fall 1 Checklist – Verify Reports Evaluate Certification Supporting Reports Provide detailed lists of students counted in the aggregate reports Can be filtered by school – for review by site principal Can be filtered by subgroups – for review by program coordinators 2.2 Title III Eligible Immigrants Report counts reported through the Student National Origin Report (SNOR) prior to the 2010-11 school year 8.1c – Student Profile Dropouts – State View Use to identify lost transfers and dropouts re-enrolled (can also be found using the anomaly module) Tip: Make sure the Academic Year is set to 2011-2012 when reviewing snapshot reports Fall 1 Advanced, v2.0, August 19, 2011

Fall 1 Checklist – Verify Reports Verify Race/Ethnicity Totals using report 1.5 Students with Ethnicity Indicator Missing marked Y AND Race Missing Indicator marked Y are rolled up to Missing Category Students with Ethnicity Indicator Missing marked Y AND at least one Race Code identified are rolled up to the Race Category Fall 1 Advanced, v2.0, August 19, 2011

Fall 1 Checklist - Certification Certification Levels Level 1 (Fall 1 Data Collection Certifier) Usually the person who submits and processes the data Level 2 (Superintendent Certifier) Usually an administrator who reviews the reports for accuracy Tip: Assign each of the certification roles to at least two people so that another person can certify if one is out of the office Reminder: The LEA Admin account can not be assigned either certification role Fall 1 Advanced, v2.0, August 19, 2011

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 Advanced, v2.0, August 19, 2011

Fall 1 Tip – Certification Certify button will not be enabled until There are zero fatal certification errors (warnings will not prevent certification but should be reviewed) The combined CCE and MID rate must be 2% or less CCE date range: 8/16/10 – 10/5/11 MID date range: last 14 months from processed date The Certification Aggregate Reports are reviewed Review reports for accuracy A reviewed report will have a checkmark in a green circle next to it Note: You must also log in with an account that has a certifier role Fall 1 Advanced, v2.0, August 19, 2011

Fall 1 – After Certification Fall 1 Advanced, v2.0, August 19, 2011

Fall 1 – After Certification Certified Snapshot data will be retained in the snapshot database Data is a copy of the ODS data pertaining to Fall 1 as of the prior night’s processing Nightly snapshots will no longer be generated Certified counts will be reported on DataQuest Decertify will be enabled. If used, decertify will Set the snapshot’s status to decertified Allow nightly snapshots to resume Request a new snapshot to be generated Fall 1 Advanced, v2.0, August 19, 2011

Common Questions – Exit Codes What exit code should be used: E450 Student leaving school (any time) - plans to enroll in another CA public school (applies to K-6 only) E490 End of the school year – student will be continuing in same school E230 Student completing highest grade at school, must also submit completion status code N420 Student no show – previously attended school N470 Student no show – pre-enrolled, never attended school Exit Date should be same as Start Date, or 1 day before Start Date T160 Student exiting any time – plans to attend another CA public school Students exiting Alternative Schools must have expected school of attendance T165 Transfer to another school for disciplinary reason - must have expected school of attendance T167 Non-disciplinary referral to Alternative School or non-alternative Independent Study Program Fall 1 Advanced, v2.0, August 19, 2011 23

Common Questions – Program Data What membership code should be used for each program? Program Eligible (1) Participating (3) Counted in Report Gifted and Talented Education (127) Preferred Acceptable Eligible or Participating Title 1 Part C Migrant (135) Special Education (144) Free or Reduced Price Meals/NSLP (175) Fall 1 Advanced, v2.0, August 19, 2011 24

Common Questions – Program Data What start date should be used for each program? Program Eligible (1) Participating (3) Gifted and Talented Education (127) Date student first identified On or after student enrolled in LEA  Title 1 Part C Migrant (135) Special Education (144) Free or Reduced Price Meals/NSLP (175) Date student identified for the school year On or after student enrolled in LEA in current school year Fall 1 Advanced, v2.0, August 19, 2011 25

GERR0005 Error received online or batch submission for SINF or SPRG Common Problems – GERR0005 Problem GERR0005 Error received online or batch submission for SINF or SPRG “Student not owned by LEA or School during specified effective date period” Solution Compare the data in the submission file to the current enrollment data in CALPADS to identify the error. Correct the enrollment/exit dates in CALPADS or correct the date in the submission file. Fall 1 Advanced, v2.0, August 19, 2011 26

Common Problems – GERR0005 SPRG record submitted for student at a school where for which no enrollment record exists in CALPADS Fall 1 Advanced, v2.0, August 19, 2011 27

Common Problems – Errors The SENR027 error occurs when an enrollment record being submitted overlaps with an existing enrollment record in CALPADS or another record within the SENR file. Solution Compare the enrollment records in your extract file to those in CALPADS and determine if any of them need to be updated (applicable fields include Student School Start Date, Enrollment Status Code, Student School Exit Date, and Student Exit Reason Code). Fall 1 Advanced, v2.0, August 19, 2011

Common Problems - Anomalies Errors when combining SSIDs in MID resolution “Combination includes an open enrollment that is not the focus ID” “The update will create one or more overlapping enrollments” Solution Exit or delete overlapping or duplicate enrollment records A student can only have one enrollment on any given day among all SSIDs being combined Exit duplicates using an exit date equal to the start date and an exit code of N470 Clean up enrollment history after combine Fall 1 Advanced, v2.0, August 19, 2011 29

Common Problems - Certification CERT003 errors occur when the Student Information (SINF) record has not been updated for the school year. Solution Post student information for the current school year Batch processing - submit and post a current SINF file Updating manually online - enter a current year grade level record Fall 1 Advanced, v2.0, August 19, 2011

Common Problems - Certification The CERT004 error occurs when the ethnicity or race data is missing for any enrollments during the reporting period (8/16/10-10/5/11), including those with exit dates and reasons Solution Post student information Batch processing - submit and post a current SINF file Updating manually online – make sure race and ethnicity are entered for all demographic record(s) owned by your LEA Fall 1 Advanced, v2.0, August 19, 2011

Common Problems - Certification Important Details Students must have demographic records that correspond to their enrollment records. Students active on Census Day (10/5) must have a current year grade level record between 7/1 and Census Day. For batch processing, Grade Level is updated by the Student Information (SINF), not the Student Enrollment (SENR). LEA must have an open enrollment record to post a student information record. Fall 1 Advanced, v2.0, August 19, 2011

Common Problems - Certification Subgroup counts are too low Solution Post student program records for the current school year (SPRG for batch processing) Fall 1 Advanced, v2.0, August 19, 2011

Common Problems - Certification The certify button is grayed out Solution Outstanding fatal errors Anomaly rate exceeds 2% All three reports have not been reviewed LEA Admin cannot certify The account does not have the certifier role* * Certifier roles are not active until the day after they are assigned Fall 1 Advanced, v2.0, August 19, 2011

LEA Administrator Responsibilities Reminders LEA Administrator Responsibilities Create new accounts for LEA staff Reset passwords for LEA staff Update roles for LEA staff Review security report regularly* Update permissions for users whose duties have changed Revoke accounts for users that have left the LEA Submit CALPADS support requests on behalf of the LEA Provide CALPADS training and support for LEA staff * See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports Fall 1 Advanced, v2.0, August 19, 2011

Regular Nightly Processing Reminders Snapshot Generation Regular Nightly Processing ODS Fall 1 Data Snapshot After certification ODS Fall 1 Data Snapshot CALAPDS availability and nightly processing schedule is available at: http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp Fall 1 Advanced, v2.0, August 19, 2011

Reminders Effects On Four-Year Adjusted Cohort Graduation Rate Type of Student Part of Cohort Effect on Rate Graduate Yes Increase Dropout Decrease Dropout re-enrolled No None Lost transfer Non-grad Regular transfer No-show (never attended) Deceased Fall 1 Advanced, v2.0, August 19, 2011

Upcoming Changes Change Request # Functionality Description 95 Anomalies ERDs and the ERD report will be able to be filtered by warning type 129 Promoted completers (Student School Completion Status = 120) will be excluded from generating ERDs 137 Some completers will be excluded from generating ERDs (Student School Completion Status = 120, 320, or 330) 186 Middle name will no longer be used in MID anomaly matching 288 Certification List of certification errors will more clearly distinguish errors and warnings 284 Fall 1 Reports Dropouts that re-enroll with a short-term enrollment status (30) will still count as dropouts on Snapshot report 1.14 38 Fall 1 Advanced, v2.0, August 19, 2011

Upcoming Changes Change Request # Functionality Description 334 Fall 1 Reports New supporting report will be added for English Learners, similar to Spring report 2.8 338 EL reports, associated rules, and associated filters will be made the same for both Fall and Spring 344 Certification report 1.9 will be adjusted to count dropouts the same way as DataQuest 127 File Status A new status will be added, "Partial Post“, to inidicate that jobs have posted for some schools in the file but not all 131 Job ID and LEA Name will be added to the filter list for the View Submission Status, all Reports, and all Extracts 170 A new status will be added “Post Requested”, to indicate Jobs that have been submitted for posting but have not started posting 39 Fall 1 Advanced, v2.0, August 19, 2011

Upcoming Changes Change Request # Functionality Description 188 File Upload The Local Student ID will be included on rejected records extracts and downloads 197 The SSID and Local Student ID will be added as filters on the Passed Records Screen 302 Passed records will display in list format with filter options 232 The Local Record ID field will be added to the rejected records extracts for all record types 142 IVR Validation will no longer allow duplicate Local IDs without SSIDs in the same SENR batch file 274 ODS Extract The ODS SINF extract will allow extracted SINF records to only include those owned by the LEA/school 40 Fall 1 Advanced, v2.0, August 19, 2011

Valid Code Combination Upcoming Changes Change Request # Functionality Description 107 SSID Request The Candidate List will be made available as a Report with the standard report output formats (PDF, CSV, Excel, HTML,TIFF, XML) and filters 176 Valid Code Combination A new validation will be added to detect and invalid student age or grade level for students leaving for adult ed or a GED program (Student Exit Reason Code = T260, T270 or Student School Completion Status = 250, 320) 177 Validation will be modified to detect an invalid age or grade level for students who passed CHSPE but didn’t receive a high school diploma (Student School Completion Status = 330) 178 Valid Code Combinations and related errors will be updated to include valid combinations of completion code and grade level Primary Residence Category Code will be important for homeless data that the CDE is planning to collect 41 Fall 1 Advanced, v2.0, August 19, 2011

Upcoming Changes Change Request # Functionality Description Code Set Country International Standards Organization AN - Retired code per ISO standards ZR - Retired code per ISO Standards BO - Changed name per the ISO standards SH - Changed name per the ISO standards SS - Added code per ISO standards BQ - Added code per ISO standards CW - Added code per ISO standards Education Program Added new code 101, 504 Accommodation Plan Code Definition: An indication that a student has a 504 Accommodation Plan for a temporary disability. 42 Fall 1 Advanced, v2.0, August 19, 2011

Have data stewards review and verify reports Key Points The Snapshot Is a subset of the ODS records that apply to Fall 1 Is updated at night for any data posted that day Reflects data posted by the previous night Reports Filters affect what you see Have data stewards review and verify reports Four Year Graduation Cohort Use resources to evaluate errors Check known issues before contacting the help desk Fall 1 Advanced, v2.0, August 19, 2011

To certify you must have Key Points To certify you must have An Anomaly rate less than 2% Zero Fatal Errors Reviewed and verified all three aggregate reports (1.1, 1.6, 1.9) Two levels of certification are required Fall 1 Certifier (Level 1) Superintendent Certifier (Level 2) Print final certification reports or save as PDFs for reference Fall 1 Advanced, v2.0, August 19, 2011

Submission Strategies Fall 1 Suggested Milestones 10/31 – Complete SIS Data Population Ensure Initial 9th Grade Entry Year Determine No Show exits for grade 7 to 12 10/10-11/18 – Upload SENR, SINF and SPRG Review validation errors, reconcile as needed 11/21-12/13 - Review reports & Reconcile as needed 12/14 – Certify Fall 1 Advanced, v2.0, August 19, 2011

Submission Strategies Fall 1 Certification Strategy Obtain SSIDs before October Update enrollments for October Determine No Show exits for grade 7 to 12 Submit SINF and SPRG for all students enrolled on information day Allow several weeks to evaluate certification (snapshot) reports and revise data Know your local data Fall 1 Advanced, v2.0, August 19, 2011

Certification deadline and amendment dates Important Links Certification deadline and amendment dates http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp Fall 1 Advanced, v2.0, August 19, 2011

RESOURCES http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Fall 1 Advanced, v2.0, August 19, 2011

RESOURCES CALPADS ERROR LIST Provides descriptions for rejected record or certification error messages Fall 1 Advanced, v2.0, August 19, 2011

Provides code names and definitions RESOURCES CALPADS CODE SETS Provides code names and definitions Fall 1 Advanced, v2.0, August 19, 2011

Provides data requirements for reported groups RESOURCES CALPADS DATA GUIDE Provides data requirements for reported groups Fall 1 Advanced, v2.0, August 19, 2011

Fall 1 Certification Reports Data Mapping Self-Paced Trainings Reminders OTHER RESOURCES Fall 1 Certification Reports Data Mapping http://www.csis.k12.ca.us/library/calpads-training/JA Self-Paced Trainings http://www.csis.k12.ca.us/e-learning/sp-training/CALPADS/sp-training.asp Fall 1 Advanced, v2.0, August 19, 2011

CALPADS-LEA Listserv (one-way) Support Support Information CALPADS URL https://www.calpads.ca.gov/ CALPADS Support CALPADS Service Desk Request Form (preferred contact method) http://www2.cde.ca.gov/calpadshelp/default.aspx 916-325-9210 Calpads-support@cde.ca.gov CALPADS-LEA Listserv (one-way) http://www.cde.ca.gov/ds/sp/cl/listservs.asp Fall 1 Advanced, v2.0, August 19, 2011

Please complete our survey Training Evaluation Please complete our survey http://www.csis.k12.ca.us/survey/calpads-training/ Fall 1 Advanced, v2.0, August 19, 2011

Questions Fall 1 Advanced, v2.0, August 19, 2011