REPORTS AND CERTIFICATION ADVANCED Fall 2 Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015

Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Fall 2 Adv. Reporting & Certification v1.2, December 9,

Experienced User Previously completed Fall-2 reporting on time Understands data required for the submission Can easily extract files from SIS Can upload and post batch files Knows the difference between ODS and Snapshot Understands the validation and certification errors and resolution process Can reconcile data on reports with local SIS Knows the difference between Level 1 Certification and Level 2 Certification Fall 2 Adv. Reporting & Certification v1.2, December 9,

Training Sequence Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Essential 1: Data Coordinator Orientation Essential 2: Interface & Administration Essential 3: Data Submission Essential 4: AnomaliesFall 1Fall 2 Data PopulationFall 2Fall 2 AdvancedFall 1 Advanced 4

Questions and Courtesy Please include your name and LEA when asking questions Lengthy or unrelated questions may be postponed until the Q & A segment of the training. There will be time during the Q & A segment to read chat answers and get clarification. Please focus on the presentation so you do not miss something important. Questions may be asked here, but they may not be answered immediately. Lync Chat Box Chat Button Shows or hides the chat box HOLD Mute yourself Fall 2 Adv. Reporting & Certification v1.2, December 9,

Agenda 60 minutes Fall 2 OverviewCertification Wrap-Up Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 New Changes Common Problems 6

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Fall - 2 Overview 7

Information Reported Count and FTE Staff NCLB HQT Compliance By Content Area Course Section Enrollment Student Count by EL Service type Count of Teachers Providing EL Services English Learner Services Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 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. 8

Important Dates Census Day 1 st Wed in Oct (Snapshots available 11/07/2015) Certification Deadline Amendment Window Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 CALPADS Calendar: 9

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Fall 2 Checklist – Preparation Identify roles and responsibilities Establish target dates for submissions and reviews Review 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 10

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Fall - 2 Suggested Milestones By 11/3  Complete Fall 2 data population in local SIS  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  Certify Fall-2 (level 1 & level 2) 3/2 – 3/4 11/3 – 11/28  Upload SDEM, SASS, CRSE, SCSE files. Review validation errors and reconcile as needed  Send reports to site leaders for approval 2/23 - 3/2 11

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 FALL - 2 CHANGES 12

Summary of Fall 2 Changes FunctionalityChange Code Set New, Retired, Modified Definitions - Course Group State — Some new codes were added, retired and definitions modified - LEAs should review the CALPADS Code Set’s Revision tab for changes for a complete list Four AP Course codes were added: 2675, 2676, 2825, 2826 Seven Dual Enrollment College Course codes were added representing college-level courses taken for college credit: 2190, 2290, 2490, 2690, 2790, 2890, 6090 Eleven IB Course codes were added: 2173 – 2175, 2281 – 2283, 2362,2668, 2779, 2780, 2962 Teacher Librarian Course code 6026 was added – to be used instead of code 0204 Code Set Retired - Non Classroom Based or Support Assignment - Code Value 0204 Code Set Modified Title & Definition - Course Non Standard Instructional Level – Code Value 16 – College Credit - code set to specify that course MUST earn the student college credit. Code Set New - Education Service English Learners - Code Value 5 – No English Learner Services Code Set Modified Definition - Content Area Competency Category – Code Value B – Coursework - To be consistent with IB Subject Guide List in Valid Code Combo Modified Valid Code Combination - Modified high and low grade levels from 7-8 to 6-8 for Codes Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 * Check CP Code Sets document for details and update local SIS as necessary 13

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 CALPADS Code Set Review Revision History tab Use filter option on Code Set Name column to sort for Fall 2 changes, i.e., Course Group State, English Learner Services, Primary Language Summary of Changes Column Indicates new, modified, retired codes, etc. Provide staff with changes to update SIS 14

Summary of Fall 2 Changes FunctionalityChange Reports Modified – All Fall-2 Reports - Report filter fields aligned and sequenced better for consistency and ease of use Reports Modified – Report 2.4 – Two new columns were added to count “No EL Services” (Code – 5) and “Education Service Missing” Reports Modified – Report Staff Teaching Assignments Business rules modified based on Glossary Terms to include Education Service Code 5 (No EL Services) Reports Modified – Report New column added for “Other EL Service” (code 6) to increase visibility of services provided Validation *CERT077 (Fatal) – Modified - No Student Course Section Data for a Primarily Enrolled Student. Triggers for all expected school types including those LEAs that were exempt before Validation CERT063 (Fatal) – Modified Severity - EL Student Reported for Whom No Services are Indicated - Changed from a Warning to Fatal. All EL students must have at least one course in which they are receiving services. Validation NO Certification Warnings for this year ONLY - LEAS will need to complete a local comparison of data groups from this year to last year and resolve discrepancies Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 * Students with enrollment status of 20 or 30 will NOT have the CERT077 detected 15

All Certification Warnings Disabled Significant changes in school No data Conflicting numbers Questionable proportions Invalid records LEAs will need to do their own analysis against prior year submissions Administrator Staff Assignment Missing (CERT050) Pupil Services Staff Assignment Missing (CERT051) Itinerant or Pull-Out/Push-In Teacher Staff Assignment Missing (CERT052) Teacher Staff Assignment Missing (CERT053) No NCLB Compliant Course Sections (CERT068) No Enrollment for Course Section (CERT079) No Course Data for a Secondarily or Short Term Enrolled Student (CERT081) Course Section Missing Education Service Code (CERT104) Student Course Section for SSID Not Enrolled on Census Day (CERT005) Not Enough Course Sections to = FTE (CERT070) Enrollment Count for a Course Section Exceeds Expectations (CERT062) Total FTE to Total Staff ratio is greater than 1.25 or less than.75 (CERT108) Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Staff FTE % (CERT105) SchoolLEA Administrator FTE (CERT026) X English Learners (CERT035) X Number of Teachers Providing EL Svcs (CERT036) X Percentage Change in Number of ELs Receiving Education Services (CERT065) X Pupil Services FTE (CERT080) X Teachers FTE (CERT025) X 16

Librarian Reporting Fall 2 Adv. Reporting & Certification v1.2, December 9, SASSCRSE Staff TypeDescriptionCredential(s) Staff Job Classification Code Non Classroom Based Job Assignment Code CRS-State Course Code Teacher Librarian* Manages library and provides instruction to students as a regular class in the library. Teaching & Library Science 12N/A6026 Teacher Librarian (pull out)** Manages library and students are pulled out of regular class to receive instruction in library. Teaching & Library Science 27N/A6026 Teacher Librarian (push in)** Manages library and provides instruction to students in another teacher’s classroom. Teaching & Library Science 27N/A6026 Library Administrator Manages library. Does not instruct students. Administrative & Library Science N/A Library Supervisor (classified) Manages librarynone Not reported to CALPADS. Reported in aggregate in CBEDS-ORA. Former method for reporting librarians in and before was: Staff Job Classification Code = 11 Non Classroom Based Job Assignment Code = 0204 * Student course enrollment records (SCSE) required for students taking library course ** Student course enrollment records (SCSE) optional

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Certification Review 18

Certification Requirements Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Review all five aggregate reports Zero fatal errors 19

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 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) 20

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Data Certification – Student English Learner Education Services-Student List (2.7) SUPPORTING REPORT Course Section Enrollment ODS Download EXTRACTS 21

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Data Certification – Staff 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 22

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Data Certification – Course 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 23

Snapshots: Jobs and Revisions Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 A snapshot revision includes any jobs that meet these three criteria: 1. File Status is Revision Complete 2. Snapshot Create Date is the same or earlier than Revision Date/Time 3. Available In contains a matching snapshot code

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Common Problems 25

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Validation Errors – Staff Assignment SASS0118 – Validation Error Staff Job Classification FTE Percentage Less than 1 or Employee on Leave Percentage Greater Than 0 Solution Verify that Staff Job Classification FTE Percentage for a staff member who is not on leave is greater than or equal to 1 or employee on leave percentage is 0. 26

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Certification Errors – English Learners CERT063 Error occurs for English Learners for whom no Services are reported (Fatal) Solution Verify English Learner services are reported for at least one course-section the student is enrolled in 27

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Certification Errors - Staff CERT049 Error occurs when a staff assignment is reported for a SEID for which there is no staff demographic record reported (Fatal) Solution Post staff demographic record for the teacher Verify the staff hire date is on or before information day 28

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 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 (Fatal) Solution Post staff demographic record for the staff member (SEID) Verify the staff hire date is on or before information day 29

Fall 2 Common Problems CERT047 - Fatal – Teaching Staff Assignment Missing A course section includes a SEID for which there is no valid teaching assignment information. Teaching assignment must be reported at the site the course is being taught at CERT048 - Fatal – Missing non-classroom based assignment or course section record All certificated staff must either have classes or have a non-classroom based assignment reported Fall 2 Adv. Reporting & Certification v1.2, December 9,

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 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 31

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 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 32

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Certification Errors – Staff Demo CERT075 Error occurs when the teacher’s staff employment start date or end date does not fall within the reporting period, 7/1/15-11/6/15 or Record effective start date not between 7/1/15 and 11/6/15 (Census Day plus 30 calendar days) 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 33

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Certification Errors – Staff Demo CERT076 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 7/1/15 and 10/7/15 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. 34

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 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) * All LEA as of the Academic Year , are required to submit course section enrollment. There are no exemptions. 35

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 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, delete the staff demographic record 36

Common Problems – cont’d Staff on Leave Requires – SDEM record for active employees Effective End Date and the Employment End Date are not populated – SASS record required with the Non-Classroom Assignment 6018 FTE must be reported as 0.0% SASS0118 will be detected if FTE is > 0.0% Staff No Longer Employed on Census Day – Employment End Date is reported not the Effective End Date Fall 2 Adv. Reporting & Certification v1.2, December 9,

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 v1.2, December 9,

Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 KNOWN ISSUES Fall 2 Issues 39

Did You Get It? Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Is CALPADS checking for student course enrollment at all schools? Yes, a SCSE record is required for all students with primary enrollment (CERT077 is triggered). Does education services need to be reported for all EL students? Yes, the system will trigger a CERT063 if EL students are reported without services. For what date(s) are active staff and course enrollments reported Census day, the first Wednesday of October Should LEAs take any action locally due to lack of certification warnings this year? Yes, LEAs should do local comparison of data groups from this year to last year and resolve discrepancies. How often are snapshot reports refreshed? Once relevant data is posted and there is 15 minutes of queue inactivity for the LEA, a new snapshot revision will be generated. What is a replacement file?Data in CALPADS will be replaced (by school year and school) if another file is posted. 40

Wrap-Up Fall 2 Adv. Reporting & Certification v1.2, December 9,

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 v1.2, December 9, 2015 * Indicates these are replacement files 42

System Documentation 43 Resources DocumentDescriptionSections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SELA, SINF, SPRG, SDEM, SASS, CRSE & SCSE tabs CALPADS Error ListDetailed error message descriptions Student Enrollment, Student Info, Student English Language Acquisition, Student Programs, Staff Demo, Staff Assignment 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 v1.2, December 9, 2015 Self-paced Trainings 43

System Documentation 44 Resources DocumentDescriptionSections CALPADS Code SetsDetailed list and description of code values See Code Set column in CFS (Forms) for each field reported CALPADS Valid Code Combinations Codes allowed to be used together NonClassSuppAsgn - Job Class, Course Group Master Combos, NonClassSuppAsgn – Content Area CBEDS Assignment/Course Code Mapping Mapping of old CBEDS assignments to new state course codes All Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Mapping Guide 44

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Fall 2 Adv. Reporting & Certification v1.2, December 9, 2015 Training Evaluation Please Complete Our Survey 46 Questions 46