Essential 4 Anomalies Today we are going to learn how to fix problems in CALPADS called anomalies. Essential 4 - Anomalies v2.0, August 31, 2012

Who’s Supposed to Be Here Supervisor of staff assigned to CALPADS Individuals assigned to CALPADS maintenance This training is for individuals assigned to CALPADS maintenance and their supervisors who have taken the Essential 1-3 trainings already. If you have not taken all of these prerequisite trainings, you may still attend, but be aware that you may not fully understand some of the topics covered today without the background from those trainings. Essential 4 - Anomalies v2.0, August 31, 2012

Training Sequence Essential 1: Overview & Requirements Essential 2: Interface & Administration Essential 3: Data Submission Fall 1 Fall 2 Spring Essential 4: Anomalies The Essential 2 training is the second in our series of CALPADS trainings. The Essential 1 training is a prerequisite to this class. It currently available in a self-paced format only and can be found in the CALPADS menu on CSIS Web site under CALPADS Self-Paced Training. Essential 4 - Anomalies v2.0, August 31, 2012

1 HOLD Rules Mute yourself Silence cellphones Name & LEA conversation at a time We have some ground rules for today’s training First, please mute yourself when you are not asking a question and do not put us on hold because doing so will usually play music which is disruptive to the training. Please silence your cell phones. Announce your name and LEA when speaking. And finally, we ask that there be only one conversation at a time. However, if you ask a lengthy question or one that does not pertain to the training, we may postpone answering it until the end of the training. Essential 4 - Anomalies v2.0, August 31, 2012

CCE ERD MID Agenda SSID Anomalies Anomaly Roles 2 hours Anomaly Reports We will cover three main topics in today’s training: How to set up your anomaly contact The three types of anomalies and how to resolve them How to access your anomaly reports This training will last approximately two hours Essential 4 - Anomalies v2.0, August 31, 2012

CCE ERD MID SSID Anomalies Essential 4 - Anomalies v2.0, August 31, 2012

These anomalies are detected once a day, during the nightly process What Is An SSID Anomaly? An SSID Anomaly is a problem with an SSID’s enrollment or a student being assigned more than one SSID These anomalies are detected once a day, during the nightly process Essential 4 - Anomalies v2.0, August 31, 2012

Anomaly Responsibilities Resolve regularly Download MID replacement SSIDs Keep below 2% maximum (Fall 1) Essential 4 - Anomalies v2.0, August 31, 2012

How To Resolve Anomalies Online Maintenance Batch Upload SSID Anomaly Reports Essential 4 - Anomalies v2.0, August 31, 2012

Anomaly Roles [Present demo on how to assign Anomaly Contact and then return to slide 10 (CCE title page) afterward] Essential 4 - Anomalies v2.0, August 31, 2012

Anomalies Anomaly Contact Anomaly Roles Gives access to view and resolve anomalies Anomaly Contact Used to determine contact information shown to users resolving anomalies Essential 4 - Anomalies v2.0, August 31, 2012

Concurrent Enrollment CCE ERD MID [Present demo of CCE resolution and then return to presentation afterward] Concurrent Enrollment Essential 4 - Anomalies v2.0, August 31, 2012

An SSID has a primary enrollment at more than one LEA at the same time CCE Definition An SSID has a primary enrollment at more than one LEA at the same time ABC School XYZ Essential 4 - Anomalies v2.0, August 31, 2012

CCE Example Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Enrollment at School 1 (1st – 13th) Enrollment at School 2 (12th – 25th) Essential 4 - Anomalies v2.0, August 31, 2012

Enrollment Status Combinations Primary Short-Term* (less than 30 days) Secondary* Do not cause CCEs Short-Term (more than 30 days) LEA 1 LEA 2 Cause CCEs To understand CCEs it is important to know which enrollment status combinations are acceptable. A student with a primary enrollment can have one or more additional enrollments, either short-term or secondary. For example a student might go to a middle school for their normal classes, but then go to the local high school for an advanced math course. Although allowed temporarily so that LEAs can obtain SSIDs, some enrollment status combinations, are not meant to remain in CALPADS and thus cause CCEs. These include a student having primary enrollments at multiple LEAs or a student having a primary enrollment at one LEA and a short-term enrollment that exceeds 30 days at another LEA. Also note that some enrollment status combinations that should not exist in CALPADS are prevented by triggering rejected records upon entry or upload into CALPADS. * A student can have secondary and/or short term enrollments in addition to the primary one Essential 4 - Anomalies v2.0, August 31, 2012

All LEAs with overlapping enrollments during 8/16/2011 - 10/3/2012 CCE Ownership 8/16/2011 10/3/2012 All LEAs with overlapping enrollments during 8/16/2011 - 10/3/2012 [Present demo and then return to presentation afterward] * LEA with most recent enrollment is relieved of CCE after 14 days Essential 4 - Anomalies v2.0, August 31, 2012

Exit Reason Discrepancy CCE ERD MID Exit Reason Discrepancy Essential 4 - Anomalies v2.0, August 31, 2012

ERD Definition An inconsistency exists between a student’s exit reason and subsequent enrollment status in a school ? Essential 4 - Anomalies v2.0, August 31, 2012

ERD Warning Type Definitions Not expected to enroll A Completer Re-enrolled The student is a completer (e.g., graduate) based on their exit code, but the student has a subsequent enrollment. B Dropout Re-enrolled The student’s is a dropout based on their exit code, but the student has a subsequent enrollment. Expected to enroll C Potential Dropout The student is expected to enroll at another school but does not. Essential 4 - Anomalies v2.0, August 31, 2012

ERD Examples Warning Type A or B Warning Type C Exited with dropout or completer code (e.g., E140, E230/100) Enrolled ABC School XYZ School Warning Type C Exited with code where student is expected to continue school (e.g., T160) ABC School No subsequent enrollment Essential 4 - Anomalies v2.0, August 31, 2012

ERD Ownership All LEAs involved Dropouts, completers, or transfers between 8/16/2011 and 8/15/2012 ----- No show dropouts between 5/15/2011 and 8/15/2011 Essential 4 - Anomalies v2.0, August 31, 2012

Exits That Can Cause ERDs Warning Exit Reason Description Completion Code A E125 PriorComplSpecEd n/a E130 Died E230 CompleterExit 100, 106, 108, 250, 360 T280 TransCollege B E140 NoKnownEnrollTruant E300 ExpellNoKnownEnroll E400 OtherOrUnknown E420 NoShowSameSchl T270 TransDropAdult T380 TransInstNoHSDip T460 TransHomeSchl C T160 TransCASchlRegular T165 TransCAEnrollDiscip T167 TransScholDistReferral E490 Summer or Intersession Exit *N470 NoShowOther N470 will not trigger Warning Type C if there is a subsequent enrollment after the N470 record. As of 8/23/11 it is a defect. [Present demo of ERD resolution and then return to presentation afterward] 36 Essential 4 - Anomalies v2.0, August 31, 2012

Exits That Do Not Cause ERDs Exit Reason Description Completion Code E230 CompleterExit 104, 120, 320, 330, 480 E410 MedicalRsns n/a E450 PreK-6Exit *N470 NoShowOther T180 TransPrivate T200 TransUS T240 TransOutUS T260 TransInAdult T310 TransHealthFacil T370 TransInstHSDipl N470 will not trigger Warning Type C if there is a subsequent enrollment after the N470 record. As of 8/23/11 it is a defect. [Present demo of ERD resolution and then return to presentation afterward] 37 Essential 4 - Anomalies v2.0, August 31, 2012

CCE ERD MID Multiple Identifier [Present demo and then return to presentation afterward] Multiple Identifier Essential 4 - Anomalies v2.0, August 31, 2012

MID Definition Two or more SSIDs have very similar or identical demographics, indicating that a student may have multiple SSIDs Essential 4 - Anomalies v2.0, August 31, 2012

MID Example Student 1 Student 2 SSID 4265874932 359875167 Name* Ann Smith Annie Smith Alias Name* Gender F Birth Date 7/6/2000 Primary Language 00 Birth State** US-CA Birth Country** US Two students * Soundex is used to match similar names and match can be made against either alias or regular name ** Only used for MID matching if provided for both students involved in MID match Essential 4 - Anomalies v2.0, August 31, 2012

LEA with most recent enrollment of all SSIDs involved MID Ownership LEA with most recent enrollment of all SSIDs involved Enrollments within 14 months prior to Census Day [Present demo of MID resolution and then return to presentation afterward] Essential 4 - Anomalies v2.0, August 31, 2012

[Present demo and then return to presentation afterward] Anomaly Reports Essential 4 - Anomalies v2.0, August 31, 2012

Overlapping enrollment not allowed when combining MID anomalies Common Problems Overlapping enrollment not allowed when combining MID anomalies Focus ID’s current enrollment record is closed [Reminders of things that need to be done] Essential 4 - Anomalies v2.0, August 31, 2012

Reminders Anomalies are detected nightly throughout the year Unresolved lost transfers (ERD type C) count as dropouts Replacement SSIDs should be downloaded regularly MIDs found outside MID anomaly report can be resolved using “Resolve MID Not On Report” button [Reminders of things that need to be done] Essential 4 - Anomalies v2.0, August 31, 2012

Resources All available at: Detailed descriptions of anomalies and how to resolve them CALPADS SSID and Enrollment Procedures, Chapter 4 MID resolution errors CALPADS Error List, MID Errors tab List of exit, completer, and other codes CALPADS Code Sets, School Completion Status & Student Exit Category code set names [Lists documents or Web sites and related URLs related to the training] All available at: http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Essential 4 - Anomalies v2.0, August 31, 2012

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 Essential 4 - Anomalies v2.0, August 31, 2012

Please complete our survey Training Evaluation Please complete our survey We are now going to share out our training survey to get your feedback on how well this met your needs. We will be taking questions after the survey has been completed. [Share out survey] Essential 4 - Anomalies v2.0, August 31, 2012