Spring 1 English Language Acquisition and Title III Eligible Immigrants Spring 1 Training v2.0, February 27, 2013

Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Supervisor of staff assigned to CALPADS Spring 1 Training v2.0, February 27,

Training Sequence Essential 1: Overview & Requirements Essential 2: Interface & Administration Essential 3: Data Submission Fall 1Fall 2 End of Year 1-4 Spring 1 Essential 4: Anomalies Spring 1 Training v2.0, February 27,

Rules Spring 1 Training v2.0, February 27, 2013 Mute yourself HOLD Silence cellphones Name & LEA 1 conversation at a time 4

Agenda Spring 1 Training v2.0, February 27, minutes ReportsRolesPurposeData SubmissionWrap-Up 5

Purpose Spring 1 Training v2.0, February 27,

Information Reported in Spring 1 The English fluency status of students whose primary language is a language other than English English Language Acquisition (ELA) Students born outside the country Title III Eligible Immigrants Spring 1 Training v2.0, February 27,

Acronyms Spring 1 Training v2.0, February 27, 2013 ELA [ee-ell-ay] English language acquisition NCLB [en-cee-ell-bee] No child left behind SNOR [snore] Student National Origin Report EIA [ee-eye-ay] Economic Impact Aid EO [ee-oh] English only EL [ee-ell] English learner IFEP [eye-fep] Initially fluent English proficient RFEP [arr-fep] Reclassified fluent English proficient TBD [tee-bee-dee] To be determined See the CALPADS Code Sets on the Resources slide near the end of the presentation for definitions of the last five terms 8

Purpose of English Language Acquisition Reporting CA Department of Education English language acquisition (ELA) status Economic Impact Aid (EIA) Program DataQuest Limited English Proficient (LEP) counts US Department of Education NCLB Title III Limited English Proficiency Program Spring 1 Training v2.0, February 27,

Purpose of Title III Eligible Immigrant Reporting Spring 1 Training v2.0, February 27, 2013 CA Department of Education Eligible immigrant growth NCLB Title III Immigrant Program (SNOR) Economic Impact Aid (EIA) Program Eligible immigrant counts US Department of Education DataQuest 10

Spring 1 Training v2.0, February 27, 2013 Roles 11

Spring Roles SSID Enrollment (SENR) Student Information (SINF) Reports>Enrollment/Title III Eligible Immigrants/English Learners Spring 1 Data Collection Certifier (Level 1) Superintendent Certifier (Level 2) Spring 1 Training v2.0, February 27,

Data Submission Spring 1 Training v2.0, February 27,

Which Schools Need to Report? ParticipantsIMMELAS Sector PublicYY Non-Public PrivateNN Non-Public NonsectarianNN School Instructional Level Pre-KindergartenON ElementaryYY Intermediate/Mid/Jr YY High School Y Y K-12 SchoolYY Adult Education N N PostsecondaryN N UngradedN N Legend Y = YesN = NoO = Optional ParticipantsIMMELAS School Type Traditional (non-educational options schools)YY County CommunityYY District Community DayYY Division of Juvenile JusticeYY Continuation High SchoolsYY OpportunityYY Alternative Schools of ChoiceYY State Special SchoolsYN Special EducationYY ROP/ROCNN Closed schools are still expected to report English Learners (ELs) who were reclassified after the prior year’s Census Day Spring 1 Training v2.0, February 27, 2013 Independently reporting charters that closed on or after Spring Census Day must complete Spring. If they do not, their Authorizing Agency must do this work. 14

Important Dates Census Day March 1 Certification deadline Amendment deadline Spring 1 Training v2.0, February 27, 2013 CALPADS Calendar: 15

English Language Acquisition * Report period = 3/2 of prior year through Spring Census Day Spring 1 Training v2.0, February 27, 2013 English Language Acquisition Student Enrollment Student Information Primary enrollment on Census Day Grades K-12 Reclassified during report period* 16

Title III Eligible Immigrants Spring 1 Training v2.0, February 27, 2013 Title III Eligible Immigrants Student Enrollment Student Information Primary enrollment on Census Day Grades K-12 Pre K (optional) Pre K (optional) Although Pre K reporting is optional, it is generally to the LEAs advantage because it increases their likelihood of eligibility for grants based on the counts. 17

How To Submit Data Spring 1 Training v2.0, February 27, 2013 Submitting files out of order may cause GERR005 errors. See CALPADS Error List on the Resources slide for details. OrderOnlineBatch 1Student EnrollmentSENR 2Student InformationSINF 18

Key Fields Spring 1 Training v2.0, February 27, 2013 See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements English Language Acquisition Status 19

Key Fields Spring 1 Training v2.0, February 27, 2013 Reclassified Fluent English Proficient 20

Key Fields Spring 1 Training v2.0, February 27, 2013 Title III Eligible Immigrant 21

Updating Records Online Spring 1 Training v2.0, February 27, 2013 ELA Fields Title III Fields 22

English Language Acquisition Fields Online Enter when and only when English Language Acquisition Status Code is RFEP Required Conditional Spring 1 Training v2.0, February 27,

English Language Acquisition Rules Once a student’s English Language Acquisition Status has been reported, the only changes (other than corrections) allowed are: TBDEL, RFEP, IFEP, EO ELRFEP Violating the above rules will cause a SINF0255 warning to be reported. A student’s initial English Language Acquisition Status cannot be RFEP Spring 1 Training v2.0, February 27,

Title III Fields Online Required Conditional Required if born outside the US Required if born outside the US or ELA Status = English Learner (EL) Spring 1 Training v2.0, February 27,

Reports Spring 1 Training v2.0, February 27,

Reports to Review Spring 1 Training v2.0, February 27, English Language Acquisition Status – Count by Primary Language 2.13 – English Language Acquisition Status – Els Reclassified RFEP Student List 2.9 English Language Acquisition Status – Census Comparison 8.1-Student profile list- Spring 1.0a – Expected Schools Information Report 2.10 – English Language Acquisition Status – Census Comparison Student List 2.1 Title III Eligible Immigrants – Count 2.2 – Title III Eligible Immigrants – Count by Birth Country 2.12 English Language Acquisition Status – Els Reclassified RFEP AggregateSupporting 27

2.1 Title III Eligible Immigrants – Count Spring 1 Training v2.0, February 27, 2013 # Title III Eligible Immigrants School CodeSchool NameFallSpring FCMAT High CSIS Middle Somewhere Elementary Total - Selected Schools CDE will use the higher of the two counts (Fall 1 & Spring) for the SNOR See the Data Mapping Guide For Spring 1 listed on the Resources slide at the end of the presentation for more specific details on which fields and values are used to determine each count on the Spring reports 28

2.8 English Language Acquisition Status – Count by Primary Language Spring 1 Training v2.0, February 27, 2013 English Language Acquisition Status (ELAS) School CodeSchool NamePrimary LanguageGrade# EL# IFEP# RFEP# TBDTotal ELASFEP (IFEP RFEP) FCMAT High01 - Spanish All – Cantonese All – Filipino (Pilipino or Tagalog) All English Language Acquisition Status Code 29

2.9 English Language Acquisition Status – Census Comparison Spring 1 Training v2.0, February 27, 2013 English Language Acquisition Status Count Previous Academic YearSelected Academic Year School CodeSchool Name# EL# IFEP# RFEP# TBD # FEP (IFEP + RFEP)# EL# IFEP# RFEP# TBD # FEP (IFEP + RFEP) % Change between Selected Academic Year EL’s and Previous Year EL’s FCMAT High % CSIS Middle % Somewhere Elementary % 30

2.2 – Title III Eligible Immigrants – Count by Birth Country Spring 1 Training v2.0, February 27, 2013 School CodeSchool NameBirth Country>GenderGender FCMAT HighMexicoF3 M6 All9 VietnamF4 M7 All11 AllF7 M13 All Somewhere ElementaryMexicoF12 M9 All21 Total - Selected SchoolsMexicoF15 M All30 VietnamF4 M7 All11 AllF19 M22 All41 31

2.13 – English Language Acquisition Status – Els Reclassified RFEP Student List Spring 1 Training v2.0, February 27, 2013 School Code School NameSSID*Student NameLocal IDGenderGrade Ethnicity/ Race FCMAT High Borne, AlexA001F12White Carey, Ronald C.A002M09Hispanic CSIS Middle Malory, HarryB003M06Multiple Jackson, MarylouB018F07White Primary Language RFEP Status Date Proficient or Advanced for ELA School’s ELAS Count for the Selected Student School Exit Date 01-Spanish09/15/2011RFEP 03-Cantonese10/11/2011EL 01-Spanish05/30/2011IFEP11/2/ Spanish08/13/2009YRFEP * Includes students who may no longer be enrolled in the school where they were reclassified 32

ODS versus Snapshot ODS (Operational Data Store) = All current CALPADS data Spring 1 Training v2.0, February 27, 2013 Snapshot = Only data that pertains to the submission (e.g., Spring) ODS Snapshot 33

Wrap-Up Spring 1 Training v2.0, February 27,

Certification Requirements Zero fatal errors Review all aggregate reports Spring 1 Training v2.0, February 27,

Spring 1 Steps Submit records Spring 1 Training v2.0, February 27, 2013 SIS Roles 1. Setup Fix rejected records Post records 2. Update the CALPADS ODS 36

Suggested Spring Timeline Spring 1 Training v2.0, February 27, 2013 Complete SIS Data Population 3/1 10 days Upload files and correct errors or discrepancies as needed 3/8 6 days Review certification reports, correct errors, and fix discrepancies 3/15 5 days Distribute reports for review and approval 3/26 7 days Certify (level 1 and level 2) 3/27 1 day Reminder: If you plan to decertify, allow adequate time to make corrections and for snapshots to run 37

Common Problems Spring 1 Training v2.0, February 27, 2013 English Language Acquisition Status should never be blank. [CERT094] English Language Acquisition Status Start date should not be blank unless English Language Acquisition Status is English Only (EO). [CERT093] 38

Common Problems Spring 1 Training v2.0, February 27, 2013 The English Language Acquisition Status Start date should not be later than the Effective Start Date. If the status date is accurate, the Effective Start Date should be changed to be equal to or greater than it. [CERT093] 39

Common Problems Spring 1 Training v2.0, February 27, 2013 A student with an ELA status of English Learner (EL), Initially Fluent English Proficient (IFEP), or Reclassified Fluent English Proficient (RFEP) should not have a primary language of English (00). [CERT090] 40

Changes Spring 1 Training v2.0, February 27, 2013 ImplementedFunctionalityDescription 1/19/2013 ExtractNew extract for SSID’s acquired online Validation RuleSINF0214 will ignore changes to English Language Acquisition Status when the ODS field contains TBD 11/16/2012 Validation RuleSINF0255 – Warning to encourage appropriate classification and reclassification of English learners in ELAS Code field /22/2012Validation RuleCERT0037, CERT0038, CERT0039, CERT0042, CERT0044 – Warnings on trend changes on FEP, RFEPS at LEA and site level 6/11/2012 Validation RuleCERT093 – Updated Error Name, Error Description, and Suggested Resolution CertificationAdded Level 1 and Level 2 buttons to the CALPADS Certification Details screen 41

Changes Spring 1 Training v2.0, February 27, Data Processor 12 4 Superintendent or Administrator

Reminders Remember to review all reports before certifying Pre-K students can be submitted for Title III Eligible Immigrants to increase your counts EL or SNOR coordinator should review Title III reports The last day to make changes that will be included in the snapshot is the day before the certification/amendment deadline Spring 1 Training v2.0, February 27,

System Documentation Resources Spring 1 Training v2.0, February 27, 2013 DocumentDescriptionSections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SINF, & SPRG tabs CALPADS Code SetsState defined codes CALPADS Error ListDetailed error message descriptions Student Enrollment, Student Information, Student Programs, and Fall 1 Certification tabs CALPADS Data GuideDetailed requirementsSections 2.1.1, 2.1.2, & CALPADS Calendar 44

Resources Spring 1 Training v2.0, February 27, 2013 English Language Acquisition Status Reporting Policies How Certified CALPADS Data are Used (under Quick Links in Other Resources) Data Mapping Guide For Spring 1 (under Quick Links in Training Resources) 45

Support Web: Phone: Listserv: Spring 1 Training v2.0, February 27,

Training Evaluation Please complete our survey Spring 1 Training v2.0, February 27,