REPORTS AND CERTIFICATION ADVANCED Fall 2 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

1 HOLD Courtesy Guidelines Mute yourself Name & LEA conversation Silence cellphones Name & LEA conversation at a time 1 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Training Sequence Essential 1: Data Coordinator Orientation Essential 2: Interface & Administration Essential 3: Data Submission Essential 4: Anomalies Fall 1 Fall 2 Data Population Fall 2 Fall 2 Advanced CALPADS 2014-15 System Changes Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Agenda Fall 2 Overview New Changes Certification 60 minutes Common Problems Wrap-Up Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Fall - 2 Overview Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

DATA COLLECTED Overview Student Profile (Fall – 1) Student Enrollment Student English Language Acquisition Student Programs Staff Demographics Staff Assignments Course Section Student Course Section Data used to identify English Learners 2 1 3 4 5 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

DATA SUBMISSION PERIOD 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 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Course Section Enrollment English Learner Services Information Reported Staff Count and FTE Course Section Enrollment NCLB HQT Compliance By Content Area English Learner Services Student Count Count of Teachers Providing EL Services Fall 2 counts course and staff data for the same group of students expected for Fall 1. Fall 2 counts course and staff data for the same group of students expected for Fall 1 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Student Course Section SCSE What To Submit Order Online Batch 1 Student Enrollment SENR 2 *Student Eng. Lang. Acq. SELA 3 Student Program SPRG 4 Staff Demographics SDEM 5 Staff Assignments SASS 6 Course Section CRSE 7 Student Course Section SCSE * Student English Language Acquisition data is used to identify English Learners for Fall-2. Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Deadline Important Dates Census Day Oct. 1st Certification Deadline Amendment Window CALPADS Calendar: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Fall 2 Accounts and Roles Allows user to Fall 2 Data collection Certifier View certification status and level 1 certify Superintendent Certifier View certification status and level 2 certify SENR View and submit enrollment data SELA View and submit ELAS data SPRG View and submit program data SASS View and submit staff assignment data SDEM View and submit staff demographic data CRSE View and submit course data SCSE View and submit student course data Reminders Daily use account LEA Admin cannot certify Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Fall 2 Checklist – Preparation Review 2014-15 Fall 2 Activities Identify roles and responsibilities Establish target dates for submissions and reviews Review upcoming Fall 2 changes Local student information system (SIS) Activities Check with vendor for 2014-15 updates Verify sites and district on same SIS version Audit SIS records to ensure required data are populated Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Fall - 2 Suggested Milestones By 11/3 Complete Fall 2 data population in local SIS 11/3 – 11/28 Upload SDEM, SASS, CRSE, SCSE files. Review validation errors and reconcile as needed Post SDEM, SASS, CRSE, SCSE files 12/15 – 1/9 Resolve certification errors, review certification reports and update records if necessary 1/12 – 2/20 Send reports to site leaders for approval 2/23 - 3/2 Certify Fall-2 (level 1 & level 2) 3/2 – 3/5 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

FALL - 2 CHANGES Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

File Layouts and Extracts* 2014-2015 Changes Functionality Description File Layouts and Extracts* SELA – New – Report student English Language Acquisition Status SSID Extract – Modified – Contains ELAS fields now System* SELA - ELAS submitted initially for students who have not previously been reported in CALPADS and subsequently updated only when status changes User Interface* Online Maintenance – Student profile page reorganized New Student English Language Acquisition category Report Reports with EL counts - will use data from new data source (SELA Records) Fall 2 Snapshot Logic - modified to exclude Staff Demographic with Support Assignment = 6018 (Employee On Leave) on related reports Validation Rule CRSE0127 (Invalid NCLB Core Course Instructional Level Code) – now triggers as warning CERT063 (EL Student Reported for Whom No Services are Indicated) – now triggers a warning * Detailed information about these changes is available in the “CP 14-15 System Changes” Training 16 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Review Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Requirements Review all five aggregate reports Zero fatal errors Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

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) Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Change to Report Data Sources Reports will use data from their new sources SENR Grade ELAS English Language Acquisition Status Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Data Certification – Student SUPPORTING REPORT English Learner - Count by Primary Language (2.6) EXTRACTS Student English Language Acquisition Status ODS Download Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Data Certification – Staff SUPPORTING REPORTS Staff – Count and FTE by Job Classification Disaggregated (4.2) Staff – Teaching Assignments – Detail (4.3) Staff Profile – List (4.4) Staff - Non Classroom Based or Support Assignment – Detail (4.5) EXTRACTS Staff Demographics ODS Download Staff Assignment - ODS Download Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Data Certification – Course SUPPORTING REPORTS 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) English Learner Education Services-Student List (2.7) English Learner Instructional Plan - Count of ELs by Instructional Strategy (2.11) EXTRACTS Course Section Enrollment ODS Download Student Course Section Enrollment ODS Download Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Fall 2 Steps 1. Setup 2. Submit data Accounts Roles 2. Submit data Student Staff Course 3. Review Reports & Resolve Errors Fix fatal errors Review warnings 5. Certify Level 1 (Data Processor) Level 2 (Superintendent) Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Common Problems Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Errors – English Learners Error occurs for English Learners for whom no Services are reported (Warning) Solution Verify English Learner services are reported for at least one course-section the student is enrolled Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Errors - Staff Error occurs when a staff assignment is reported for a SEID for which there is no staff demographic record reported Solution Post staff demographic record for the teacher Verify the staff hire date is on or before information day Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Errors - Staff Error occurs when a course section is reported for a teacher (SEID) for which there is no staff demographic record reported Solution Post staff demographic record for the staff member (SEID) Verify the staff hire date is on or before information day Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Errors - Staff Error occurs when staff demographic record is reported for a SEID which has no staff assignment record reported Solution Post staff assignment record for the SEID Verify the effective date is within the reporting period Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Errors - Staff Error occurs when course section is reported for a SEID which has no teaching assignment reported (*does not apply to course section with SEID that is 9999999999) Solution Post staff assignment record with the appropriate teaching job classification (12, 26, or 27) for the SEID Verify the effective date is within the reporting period Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Errors – Course Section Error occurs when only one course section is reported with a multiple teacher code Solution Post another course section record with the other teacher’s SEID and the same Class ID Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Errors – Course Section Error occurs when a student course section is reported and the course section does not exist in the CALPADS Solution Verify that the student course section is correct (i.e. Local Course ID, Course Section ID, & Academic Term) Post the course section record Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Errors – Course Section Error occurs when no course section is reported for a job classification of teacher (12, 26, or 27) Solution Verify that the teacher has a teaching assignment Submit the course section for the teacher If no teaching assignment Submit a course-section record with the 3020 (Support/Consultation) course code Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Errors – Staff Demo Error occurs when the teacher’s staff employment start date or end date does not fall within the reporting period, 7/1/14-11/3/14 or Record effective start date not between 7/1/14 and 11/3/14 Solution Verify that the employment dates are correct If yes, delete the record as SEID should not be reported If no, submit the correct employment dates Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Errors – Staff Demo Error occurs when the admin or support staff’s staff employment start date or end date does not fall on census day or Record effective start date not between 7/1/14 and 10/1/14 Solution Verify that the employment dates are correct. If yes, delete the record as SEID should not be reported If no, submit the correct employment dates If staff leaves district, provide Employment End Date and not the Effective End Date. Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Errors – Course Section Error occurs when no student course section records are reported for a student whose enrollment status on Census Day is Primarily Enrollment (10)* Solution Verify the student’s enrollment status on Census Day If correct, submit the student course section records (SCSE) for the student If not correct, submit updated student enrollment records (SENR) *Error does not apply to Educational Options schools, Charter schools, and courses delivered at the district level Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Errors – Staff Assign Error occurs when no staff assignment data was submitted for staff with staff demographics data Solution Verify that the staff demographics are correct If yes, submit staff assignment record(s) If no, submit a service request to have the record deleted Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Certification Errors – Staff Assign Error occurs when a course section with English Learners is submitted without an Education Service Code. Solution Verify that the course section is delivering an EL Service and ensure that the strategy code is populated with the correct code. Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Lack of internal cooperation 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 Adv. Reporting & Certification v1.1, December 18, 2014

Fall 2 Issues KNOWN ISSUES http://www.cde.ca.gov/ds/sp/cl/knownissues.asp Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 40

Wrap-Up Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Regular Nightly Processing Snapshot Generation Regular Nightly Processing ODS Fall 2 Data Snapshot After certification ODS Fall 2 Data Snapshot CALAPDS availability and nightly processing schedule is available at: http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Batch Submission Order and Processes Understand the order and submission process rules to avoid issues: 1 - Student Profile Add, Update, Replace, or Delete: applies to each record 2 - Staff Demographics 3 - Staff Assignment Replace or Delete: applies to ALL records for each school 4 - Course Section 5 - Student Course Section 43 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 43

Reminders * 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 2 Adv. Reporting & Certification v1.1, December 18, 2014

Resources CALPADS Calendar Self-paced Trainings System Documentation http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp Self-paced Trainings https://csis.fcmat.org/Pages/Self-Paced-Training.aspx 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, SELA, SPRG, CRSE & SCSE tabs CALPADS Error List Detailed error message descriptions Student Enrollment, Student English Language Acquisition, Student Programs, Course Section, Student Course Section and Fall 2 Certification tabs CALPADS Data Guide Detailed requirements Sections 3.5, 3.6, 2.2 & 2.3.2 45 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Resources System Documentation Document Description Sections http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Document Description Sections CALPADS Code Sets Detailed list and description of code values CALPADS Valid Code Combinations Detailed valid code combination list CBEDS Assignment/Course Code Mapping Mapping of old CBEDS assignments to new state course codes Mapping Guide https://csis.fcmat.org/Pages/Fall-2-Advanced.aspx 46 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

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 2 Adv. Reporting & Certification v1.1, December 18, 2014

Please Complete Our Survey Training Evaluation Questions Please Complete Our Survey http://bit.ly/1n1yKOD 48 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014 48