REPORTS AND CERTIFICATION ADVANCED Fall 2 Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013

Rules Mute yourself HOLD Name & LEA conversation at a time 1 Silence cellphones Fall 2 Adv. Reporting & Certification v1.0, October 21,

Please do not multitask 3

Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Fall 2 Adv. Reporting & Certification v1.0, October 21,

Training Sequence Essential 1: Overview & Requirements Essential 2: Interface & Administration Essential 3: Data Submission Fall 1Fall 2 DPFall 2 Fall 2 Adv Essential 4: Anomalies Fall 2 Adv. Reporting & Certification v1.0, October 21,

Agenda 60 minutes Common Problems New Changes Fall 2 OverviewCertification Wrap-Up Fall 2 Adv. Reporting & Certification v1.0, October 21,

Fall - 2 Overview 7

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 DATA COLLECTED Overview  Student Profile  Student Enrollment  Student Information  Student Programs  Staff Demographics  Staff Assignments  Course Section  Student Course Section Data used to identify English Learners 8

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 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 9

Information Reported Count and FTE Staff NCLB HQT Compliance By Content Area Course Section Enrollment Student Count Count of Teachers Providing EL Services English Learner Services Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 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. 10

What To Submit Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 OrderOnlineBatch 1Student EnrollmentSENR 2*Student InformationSINF 3Student ProgramSPRG 4Staff DemographicsSDEM 5Staff AssignmentsSASS 6Course SectionCRSE 7Student Course SectionSCSE * Student Information data is used to identify English Learners for Fall-2. 11

Important Dates Census Day Oct. 2 nd Certification Deadline Amendment Window Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 CALPADS Calendar: 12

Fall 2 Accounts and Roles Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Reminders Daily use account LEA Admin cannot certify RoleAllows user to Fall 2 Data collection CertifierView certification status and level 1 certify Superintendent CertifierView certification status and level 2 certify SENRView and submit enrollment data SINFView and submit demographic data SPRGView and submit program data SASSView and submit staff assignment data SDEMView and submit staff demographic data CRSEView and submit course data 13

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Fall 2 Checklist – Preparation Identify roles and responsibilities Establish target dates for submissions and reviews Review upcoming Fall 2 changes Review Fall 2 Activities Check with vendor for updates Verify sites and district on same SIS version Audit SIS records to ensure required data are populated Local student information system (SIS) Activities 14

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 FALL CHANGES 15

Changes ImplementedFunctionalityDescription Jul Code SetNew codes added for the following code sets: Course Group State – See CP Code Sets document Education Program – 185 (Transitional Kindergarten) Education Service English Learners – 6 (Other English Learner Service) Non Classroom Based or Support Assignment – 0160 (Charter School Administrator or Director) Direct Certification - B (SNAP/TANF), S (SNAP), T (TANF) – visible in CALAPDS front-end only Jul Code SetModified Code names and definitions: Course Group State – See CP Code Sets document Disability Category – 210 (modified name & definition) Education Program – 181 (modified definition) Education Program – 182 (modified definition) English Language Arts Proficiency Test – U (modified definition) School Completion Status – 100 – (modified definition) Interdistrict Transfer Code – (modified name & definition) Employment Status Category – (modified definition) Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 See CALPADS Code Sets document for complete list of changes

Changes ImplementedFunctionalityDescription Jul Code SetRetired codes for the following code sets: Course Group State– See CP Code Sets document Sep – 2013CFSRemoved - Field 2.47 (Student Initial Ninth Grade Entry Year) from the CFS, CP Online screens & Report 1.10 Sep Foster MatchFoster Youth data from CA Dept of Social Services (CDSS) matched in CALPADS. Sep – 2013 SubmissionSpring data collection (aggregates) have been added to Fall 1 (includes reports, validation, certification rules and backend aggregate processes). Sep – 2013SupportCALPADS Error List now under Help Menu and Page. Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 See CALPADS Code Sets document for complete list of changes

Changes ImplementedFunctionalityDescription Apr -2013ReportNew printable error reports now available for data certifications. Apr -2013ReportNew County/Authorizing IRC reports now available in CP. Sep -2013ReportBirth Country = Puerto Rico modified in Title III Eligible Immigrant counts in Snapshot and ODS Reports 2.1 and 2.2 to use new Business Rules. Sep – 2013 ReportNew LCFF Certification reports 1.17 and 1.18 replacing report 5.1a and 5.3a from Certification UI for AY Sep – 2013ReportNew County-level aggregate report of LCFF supplemental funding categories. Fall 2 Adv. Reporting & Certification v1.0, October 21,

Changes ImplementedFunctionalityDescription Jan Validation RuleNew SPRG0254 (Fatal) – to identify invalid NSLP Program Record. Student must only have one open National School Lunch Program record. Feb Validation RuleNew SINF0259 (Warning) - to prevent LEAs from overwriting a "homeless status" in the Primary Residence Category Code field. Jul Validation RuleNew SPRG0263 (Warning) - Validate appropriate age for Transitional Kindergarten Program. Jul Validation RuleNew SPRG0264 (Warning) - Validate appropriate Grade Level for Transitional Kindergarten Program. Jul Validation RuleDisabled SENR0262 (Fatal) - to ensure any Kindergarten student that is not in Special Education has a student age that is between 4 and 7 years old inclusive. Sep Validation RuleNew SINF0266 (Fatal) - Invalid initial English Language Acquisition Status Code for newly enrolled student Fall 2 Adv. Reporting & Certification v1.0, October 21,

Changes ImplementedFunctionalityDescription Sep Validation RuleNew SINF0267 (Fatal) - Invalid change to "EL" English Language Acquisition Status Code Sep Validation RuleNew SENR0265 (Warning) - Invalid Student Age for GED Completion Code Sep Validation RuleNew SINF0269 (Warning) - Student Grade Level is outside the designated grade span for the school Nov Validation RuleModified CRSE0127 (Fatal) - Invalid NCLB Core Course Instructional Level Code Nov Validation RuleNew CRSE0274 (Fatal) - More than one Education Service Code submitted for the same course Nov Validation Rule New SASS0272 (Fatal) - Invalid use of Superintendent- level Non-Classroom Based or Support Assignment Codes Fall 2 Adv. Reporting & Certification v1.0, October 21,

Changes ImplementedFunctionalityDescription Sep Validation RuleNew CERT104 (Fatal) - Course Section Missing Education Service Code (Fatal) Sep Validation RuleNew CERT105 (Warning) - Invalid Staff FTE % Sep Validation RuleNew CERT106 (Fatal) - Invalid "TBD“ English Language Acquisition Status Code (Fatal) Sep Validation RuleNew CERT107 (Warning) - Invalid Free Meal Program (181) or Reduced Price Meal Program (182) Records Nov Validation RuleNew CERT108 (Warning) - Total FTE to Total Staff ratio is greater than 1.25 or less than.75 Nov Validation RuleNew CERT109 (Fatal) - Missing Employment Status Category Fall 2 Adv. Reporting & Certification v1.0, October 21,

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Certification Review 22

Certification Requirements Fall 2 Adv. Reporting & Certification v1.0, October 21, Review all five aggregate reports Zero fatal errors

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 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) 24

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Data Certification – Student 25 English Learner - Count by Primary Language (2.6) SUPPORTING REPORT Student Information ODS Download EXTRACTS

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Data Certification – Staff 26 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) SUPPORTING REPORTS Staff Demographics ODS Download Staff Assignment - ODS Download EXTRACTS

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Data Certification – Course 27 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) SUPPORTING REPORTS Course Section Enrollment ODS Download Student Course Section Enrollment ODS Download EXTRACTS

Fall 2 Steps 5. Certify Level 1 (Data Processor)Level 2 (Superintendent) 3. Review Reports & Resolve Errors Fix fatal errorsReview warnings 2. Submit data StudentStaffCourse 1. Setup AccountsRoles Fall 2 Adv. Reporting & Certification v1.0, October 21,

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Common Problems 29

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Certification Errors – English Learners CERT063 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 30

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Certification Errors - Staff CERT049 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 31

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Certification Errors - Staff CERT054 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 32

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Certification Errors - Staff CERT064 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 33

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Certification Errors - Staff CERT047 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 ) 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 34

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Certification Errors – Course Section CERT082 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 35

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Certification Errors – Course Section CERT083 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 36

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Certification Errors – Course Section CERT048 Error occurs when no course section is reported for a job classification of teacher (12/26/27) 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 37

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Certification Errors – Staff Demo CERT075 Error occurs when the teacher’s staff employment start date or end date does fall within the reporting period, 10/3/12-11/2/12 or Record effective start date not between 7/1/12 and 11/2/12 Solution Verify that the employment dates are correct If yes, submit a service request to have the record deleted If no, submit the correct employment dates 38

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Certification Errors – Staff Demo CERT076 Error occurs when the admin or support staff’s staff employment start date or end date does fall on census day or Record effective start date not between 7/1/12 and 10/3/12 Solution Verify that the employment dates are correct. If yes, submit a service request to have the record deleted If no, submit the correct employment dates If staff leaves district, provide Employment End Date and not the Effective End Date. 39

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Certification Errors – Course Section CERT077 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 40

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Certification Errors – Staff Assign CERT084 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 41

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 v1.0, October 21,

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 KNOWN ISSUES Fall 2 Issues 43

Wrap-Up Fall 2 Adv. Reporting & Certification v1.0, October 21,

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: Fall 2 Adv. Reporting & Certification v1.0, October 21,

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 Fall 2 Adv. Reporting & Certification v1.0, October 21,

Reminders Fall 2 Adv. Reporting & Certification v1.0, October 21, * 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

System Documentation 48 Resources DocumentDescriptionSections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SINF, SPRG, CRSE & SCSE tabs CALPADS Error ListDetailed error message descriptions Student Enrollment, Student Information, Student Programs, Course Section, Student Course Section and Fall 2 Certification tabs CALPADS Data GuideDetailed requirementsSections 3.5, 3.6, 2.2 & CALPADS Calendar Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Self-paced Trainings 48

System Documentation 49 Resources DocumentDescriptionSections CALPADS Code SetsFile layout and requirements for batch submission CALPADS Valid Code Combinations Detailed error message descriptions CBEDS Assignment/Course Code Mapping Detailed requirements Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Mapping Guide 49

Support Web: Phone: Listserv: Fall 2 Adv. Reporting & Certification v1.0, October 21,

Fall 2 Adv. Reporting & Certification v1.0, October 21, 2013 Training Evaluation Please Complete Our Survey 51 Questions 51