1. CALPADS Information Meeting
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2. CALPADS Information Meeting
April 18, 2017
This presentation may be downloaded from:
April 18, 2017 CIM, Slide 2

3. Agenda Agenda Review CDE Update CALPADS Support Update Next Meeting 3
April 18, 2017 CIM, Slide 3

4. Procedures for Asking Questions
To ask a question:
Click on the “Q&A” icon to open the Q&A box.
In the “Send to” dropdown, select “Presenter”
Type your question in the Q&A box and press “Send”
We will:
Respond to questions during the meeting as time permits
Address unanswered questions via an upcoming Flash or in additions to FAQs as appropriate
If your question is not answered, please submit a service ticket
April 18, 2017 CIM, Slide 4 4 4

5. CDE Update Karen Almquist, Administrator
CALPADS/CBEDS/CDS Operations Office, CDE
Paula Mishima, Administrator
Educational Data Management Division
April 18, 2017 CIM, Slide 5

6. CDE Update - AGENDA 2016-17 End-of-Year Submission Deadlines
General Updates
Assessment Reminders
Accountability Update
April 18, 2017 CIM, Slide 6 6 6

7. 2016-17 Fall Submissions The CDE would like to congratulate
100% of LEAs for certifying Fall 1!
99% of LEAs for certifying Fall 2!
The CDE recognizes that the data LEAs submit to CALPADS have become key to many critical functions, putting more responsibility and workload on those who work on CALPADS
We recognize your work and will continue to convey its critical importance to your superintendents
April 18, 2017 CIM, Slide

8. The 2016-17 End of Year Submission:
EOY Submissions
The End of Year Submission:
Opens: May 15
Certification Deadline: July 31
End of Amendment Window: August 11
April 18, 2017 CIM, Slide

9. System Updates
CDE is continuing to work on stabilizing the system to improve performance and user experience
Specifically, during the CDE has prioritized working on the following for implementation in the fall of 2018
Enhancing the security model to enable CALPADS to more flexibly rollup data to meet accountability requirements and to provide for “view only” functionality
Updating the CALPADS user interface, streamlining screens
Improving post performance
April 18, 2017 CIM, Slide

10. Administrative Updates
CALPADS LEA Administrator Authorization Process Change
To implement best practices and enhance overall security the process for authorizing CALPADS administrators is being modified
Interim Process:
Today – August 11, 2017: If a CALPADS administrator application is over one-year old, a new application is required upon the LEA ADMINSTRATOR account password reset or expiration. This change will continue until the EOY amendment window closes (August 11, 2017).
After August 11, 2017: Any LEA Administrator account not renewed (missing a 2017 application) will be disabled. The LEA will be required to submit a new application.
April 18, 2017 CIM, Slide

11. Administrative Updates
New Process in following the close of the 2018 EOY submission:
The CALPADS LEA Administrator account must be renewed annually.
The CALPADS LEA Administrator application must be signed by the LEA Administrator and Superintendent/Charter School Administrator and submitted each year following the close of the EOY submission
Upon receipt of new applications, accounts will be re-enabled
Change in Superintendents/Charter School Administrators and/or LEA administrators that occur during the school year:
Accounts for new LEA administrators will be provided when requested and will be valid until the close of the EOY submission
New applications will be required when there is a change in Superintendent/Charter School administrator, but this will not impact the LEA Administrator’s login credentials
April 18, 2017 CIM, Slide

12. Administrative Updates
Additional Security and Privacy Measures
Beginning in , all users must accept an initial security and privacy user agreement upon login to the CALPADS system
The user agreement has standard privacy and security language that stipulate users will not use CALPADS data inappropriately
The “click here to accept confidentiality and security agreement” occurs only once per year. Users will not be allowed into the system until they “accept.”
Reminder: All LEAs and LEA Admins should have in place appropriate security and privacy policies for ALL local CALPADS users.
April 18, 2017 CIM, Slide

13. Programmatic Updates 2017-18
Direct certification results for all LEAs will include Reduced Priced Meals starting July 2017
New CTE course codes for all pathways
Certification of one-year graduates and drops
grads and drops will occur in Fall 2017
grads (tentatively drops) will occur as part of EOY 2018
4-year Graduation Cohort report available in CALPADS tentatively for and cohorts
April 18, 2017 CIM, Slide

14. Programmatic Updates 2019-20
The system changes in help prepare for CASEMIS to CALPADS transition which is targeted for
April 18, 2017 CIM, Slide

15. Support for Programmatic Changes
Direct Certification Workshops Available
DC workshop locations and dates (times for all sessions are 9:00 am to 1:00 pm):
Fresno Wednesday, April 26
Redding Tuesday, May 2
Alameda Thursday, May 11
Natomas Monday, May 15
Corona-Norco Thurs. and Fri., May 18–19
See CALPADS Flash #124 for registration instructions
April 18, 2017 CIM, Slide

16. Support for Programmatic Changes
CTE Course Mapping Workshops Available
June 27th, Orange County Department of Education
June 29th, Los Angeles County Office of Education
Details to be announced
April 18, 2017 CIM, Slide

17. Support for Programmatic Changes
CASEMIS to CALPADS Transition Workshops Available
April 26, 2017, San Pablo, CA, WCC SELPA
10 a.m. to 2 p.m.
April 28, 2017, Oroville, CA, Butte COE
10 a.m.to 2 p.m.
May 1, 2017, San Diego, CA, SDCOE
9:30 a.m. to 1:30 p.m.
You can register for one of the remaining sessions at the following link. Space is LIMITED:
April 18, 2017 CIM, Slide

18. Assessments and CALPADS
April 18, 2017 CIM, Slide

19. Assessments and CALPADS Update
CELDT Data
CELDT data are available in CALPADS
However, a defect is preventing LEAs from seeing scores of students tested in other LEAs
CELDT data will be available late spring
CAASPP
Loading CAASPP results into CALPADS is still planned, but a lower priority given the current availability of results in the Test Operations Management System (TOMS), maintained by the assessment vendor, Educational Testing Services (ETS)
April 18, 2017 CIM, Slide

20. CAASPP and CALPADS Update
What enrollments are sent to TOMS?
CDE sends the most current primary or short-term enrollment each Sunday through Thursday night
If a student is concurrently enrolled, CALPADS sends the enrollment with the most recent start date
Therefore, a Concurrent Enrollment anomaly does not need to be resolved for a student to test UNLESS the latter LEA enrolled the student in error
Remember: A student must have a current enrollment in CALPADS to access the interim assessments
April 18, 2017 CIM, Slide

21. CAASPP and CALPADS Update
What CALPADS student data are sent to TOMS?
The most current demographic data from CALPADS are sent daily to ETS for loading into TOMS
Remember, a student must have an open special education or 504 Accommodation Plan program record in order to load accommodations
All the student data displayed on the TOMS Student Demographics screen come from CALPADS
TOMS includes the ability to download the student demographic data that can then be aggregated and used to identify any data issues
A summary display of the demographic data within TOMS is planned
April 18, 2017 CIM, Slide

22. CAASPP and CALPADS Update
When Should LEAs exit students from CALPADS? And, what student data are used in reports?
For 2017 summative testing ETS freezes the demographic data it receives from CALPADS at the end of the LEA’s testing window OR when the student exits, whichever comes first, and uses this data for reports in TOMS, the Online Reporting System (ORS), and on the public Website
This means…
For students who leave during a selected testing window, LEAs can and should exit their students when the student exits—LEAs should not wait until the end of the testing window
Students who complete the school year at the school should be exited at the end of the school year
April 18, 2017 CIM, Slide

23. CAASPP and CALPADS Update
In order to ensure accurate reporting, it is important that LEAs keep CALPADS up-to-date with student demographic and program data
During the testing window, LEAs should review subgroup data available in TOMS and correct any data prior to the end of their testing window
April 18, 2017 CIM, Slide

24. CAASPP and CALPADS Update
Who should I contact for technical questions, such as when a school or student is not in TOMS?
California Technical Assistance Center
Hours of operation: Monday through Friday,
7 a.m. to 5 p.m. PT
April 18, 2017 CIM, Slide

25. CAASPP and CALPADS
Who should I contact for policy or program questions?
California Department of Education
Accommodations, Test Policy, Testing Irregularities
CAASPP Office
For Security Breaches:
April 18, 2017 CIM, Slide

26. Accountability Update
April 18, 2017 CIM, Slide

27. Dashboard
The purpose of California’s new accountability system is to hold both districts and schools accountable and to foster continuous improvement
As such the California School Dashboard or “Dashboard” contains reports that display the performance of districts, schools, and student groups on a set of state measures to assist in identifying strengths, weaknesses, and areas in need of improvement
Local indicators are reported at the district and county level only
April 18, 2017 CIM, Slide

28. Dashboard
In March the CDE released the first Dashboard, accessible from CDE’s website
This first release is meant to provide local educational agencies and the public an introduction to the new accountability system
In the future the Dashboard will be released annually in November beginning in 2017
April 18, 2017 CIM, Slide

29. Dashboard
The Dashboard will most effectively inform LCAP planning to foster continuous improvement when metrics are based on the most recent data submitted to CALPADS or that is available from other sources
Therefore data submission deadlines attempt to balance the practical realities LEAs face of school calendars and availability of staff with the need for timely, quality data
April 18, 2017 CIM, Slide

30. Performance Indicator
Dashboard
Performance Indicator
Data Source
Chronic Absenteeism
CALPADS EOY 3
Suspension Rate
English Learner Progress Indicator (ELPI)
CELDT end of year data file and
CALPADS ODS (RFEP cumulative for school year)
Graduation Rate Indicator
CALPADS ODS
Academic Indicator
Smarter Balanced Results (3-8)
CALPADS Demographics
College/Career Indicator (CCI)
CALPADS EOY 1 (Course completion, CTE)
AP, IB Results
Smarter Balanced Results (11)
April 18, 2017 CIM, Slide

31. Dashboard The Performance Indicators are based on:
Status: Where a school is today based on the most recent data
Change: Progress a school made from one year to the next
THEREFORE, at least two years of data are always needed
Both Status and Change have five levels:
Status: Very High, High, Medium, Low, Very Low
Change: Increase Significantly, Increased, Maintained, Declined, Declined Significantly
Status and Change are combined to produce the Performance Category, displayed in colors and pie segments
April 18, 2017 CIM, Slide

32. Dashboard
The performance categories are displayed as a color and in pie segments
April 18, 2017 CIM, Slide

33. Dashboard
April 18, 2017 CIM, Slide

34. Dashboard: Chronic Absenteeism
Since two years of data are required, the earliest that a performance level will be reported for the Chronic Absenteeism Indicator in the Dashboard is Fall of 2018 based on and data, if data is of quality
However, the State Board of Education will decide in September 2017 whether Chronic Absenteeism data will be reported in the Fall of 2017 Dashboard (status only)
Starting in Chronic Absenteeism data will be used for federal reporting
April 18, 2017 CIM, Slide

35. Dashboard: Suspension Rate
Suspension Rates are calculated using the following EOY 3 certified data:
Count of Suspensions
Cumulative Enrollment
The Suspension Rate Indicator currently posted on the Dashboard is based on and data
The plan is to use and data for Suspension Rates released as part of the Dashboard this November 2017
April 18, 2017 CIM, Slide

36. Dashboard: English Learner Progress
The English Learner Progress Indicator (ELPI) is based on:
CELDT Data from the Test Vendor
The ELPI includes all annual CELDT test takers who have two years of CELDT scores
CELDT scores from the current come from the test vendor, and scores from the prior year are the scores reported by the LEA to the test vendor (on Pre-ID or answer document), and
Annual CELDT scores are attributed to the school where the student took the most recent test
April 18, 2017 CIM, Slide

37. Dashboard: English Learner Progress
RFEP Data from CALPADS:
Count of students re-designated Reclassified Fluent English Proficient (RFEP) in the prior school year from CALPADS
The count of RFEP students is based on the number of students reclassified during the school year from July 1 through June 30
Therefore, these counts will be different from the RFEP counts LEAs certify as part of Fall 1, which uses a time period from fall Census Day to fall Census Day
The CDE plans to change the CALPADS RFEP report to be consistent with what is used for accountability
RFEP students who move from one school to the next, or one district to the next, are included in the ELPI calculation of the school or district that reclassified the student
April 18, 2017 CIM, Slide

38. Dashboard: English Learner Progress
ELPI Calculation
Annual CELDT Test Takers Who Increased at least 1 CELDT Level
Plus
Annual CELDT Test Takers Who Maintained Early Advanced/Advanced Proficient on CELDT
English Learners Who were Reclassified in the Prior year
Divided by
Total number of Annual CELDT Test Takers in the current year
English Learners Who were Reclassified in the Prior Year
April 18, 2017 CIM, Slide

39. Dashboard: Graduation Rate
Status: 4-Year Graduation Cohort Rate of Prior Year Class
Change: 4-year Graduation Cohort Rate of Prior Year Class minus Three-Year Weighted Average
Example: For Class of 2016
4-Year Graduation Cohort Rate for Class of 2016
minus
Three-year Weighted Average for Classes of 2013, 2014, and 2015
April 18, 2017 CIM, Slide

40. Dashboard: Graduation Rate
The 4-Year Graduation Cohort rate has been calculated using data from the CALPADS ODS, though the pull of this data has coincided with the Fall 1 certification deadlines
In order to provide more recent data for the calculation of both the Graduation Rate and College and Career Indicator, beginning with the November 2018 Dashboard release the CDE plans to:
Provide a 4-year graduation cohort report in CALPADS for the and cohorts
Pull and use data for the 2018 cohort from the CALPADS ODS following the end of the school year
This requires all LEAs to exit all students at the end of the school year versus waiting until October when the Fall 1 submission window opens
April 18, 2017 CIM, Slide

41. Dashboard: Graduation Rate
NOTE: To promote consistency, the CDE also plans to move the certification of the one-year graduate (used for federal reporting) and one-year dropout rate to the end-of-year submission, tentatively beginning in
April 18, 2017 CIM, Slide

42. Dashboard: College and Career Indicator
For students in the 4-year graduation cohort (minus students who take the California Alternate Assessment) various data sources will be used to determine the number of students who are,
Prepared
Approaching Prepared
Not Prepared
for college or career
April 18, 2017 CIM, Slide

43. Dashboard: College and Career Indicator
Key Non-CALPADS Data used for CCI:
Passing AP and IB exams
Scores on Smarter Balanced ELA and Math
Key CALPADS Data used for CCI:
Met UC/CSU a-g (completion indicator)
Completion, with a passing grade, of academic or CTE courses that are
Dual Enrollment (State Course Codes: 2190, 2290, 2490, 2690, 2890, 6090) or
Identified in Course Section Instructional Level (Field 9.19) as “College Credit” (Code: 16)
Completion of a CTE pathway
State Seal of Biliteracy and Golden State Seal Merit Diploma, are two new completion indicators that have yet to be incorporated
April 18, 2017 CIM, Slide

44. Dashboard: College and Career Indicator
Multiple ways for students to meet criteria
FOR EXAMPLE a graduate is considered “Prepared” if he/she meets at least 1 of the following measures:
Criteria for being considered “Prepared” for College or Career A
CTE Pathway completion plus one of the following:
On Smarter Balanced assessment, at least a Level 3 “Standard Met” on ELA or math, and at least a Level 2 “Standard Nearly Met” in the other subject area
One semester/two quarters of Dual Enrollment with passing grade (Academic/CTE) B
At least a Level 3 “Standard Met” on both Smarter Balanced ELA & Math C
Completion of two semesters/three quarters of Dual Enrollment with passing grade (Academic and/or CTE subjects) D
Passing Score on two AP Exams or two IB Exams E
Completion of courses that meet UC/CSU a-g criteria plus one of the following:
CTE Pathway completion
At Least a Level 3 on ELA or Math; and at least a Level 2 in the other subject
One semester/two quarters of Dual Enrollment with passing grade (academic/CTE)
Passing score on one AP Exam or on one IB Exam
April 18, 2017 CIM, Slide

45. Dashboard: College and Career Indicator
The November 2017 release of the California School Dashboard will include the CCI for status only
The CALPADS data will be based on:
CALPADS EOY 1 certified course completion data (tentatively)
CALPADS ODS data for whether students met UC/CSU a-g requirements
April 18, 2017 CIM, Slide

46. Dashboard: Academic Indicators
Academic Indicator for Grades 3 - 8
Key Data: Smarter Balanced English Language Arts and Mathematics scores
Key CALPADS Data: Demographic and program data to determine student groups
The rules for selection of demographic and program data may differ from the rules used to aggregate and post annual Smarter results
For example, for accountability purposes, students are placed in a student group if they were socio-economically disadvantaged, English Learner, migrant, foster, homeless, student with disability at any time during the year, and not what they were at the close of the testing window
April 18, 2017 CIM, Slide

47. Dashboard: Student Groups
All indicators will be reported at the student group level
CALPADS data is critical for identifying student groups
Student groups include:
Race/ethnicity
Socio-economically disadvantaged
English Learner
Migrant
Foster
Homeless
Special Education
April 18, 2017 CIM, Slide

48. Performance Indicator
2017 Dashboard
Performance Indicator
Data Source
Status
Change from…
Chronic Absenteeism
CALPADS EOY 3
n/a
Suspension Rate
ELPI - RFEP
CALPADS ODS
6/30/2016 thru 7/1/2017
6/30/2015 thru
7/1/2016
Graduation Rate Indicator
Class of 2016
Class of 2013, 2014, 2015
Academic Indicator
CALPADS ODS – Demographic
Most recent in
CALPADS ODS – Program
Data closest to testing window
College/Career Indicator
CALPADS EOY 1 (Course completion, CTE)
April 18, 2017 CIM, Slide

49. Dashboard 2017 Performance Indicators:
Informs LEA’s development of their annual LCAPs
Will be used by the state to identify LEAs requiring technical assistance or intervention
April 18, 2017 CIM, Slide

50. CALPADS Support Update Client Services Officer, FCMAT/CSIS
Martha Friedrich
Client Services Officer, FCMAT/CSIS
April 18, 2017 CIM, Slide 50

51. CALPADS Support Update
Topics
Fall Submission Statistics
EOY Planning
EOY Submission – Changes
Close Out Enrollments
SENR file layout – added two new fields
Support Tips
April 18, 2017 CIM, Slide

52. Fall Submission Statistics
Certification Deadline
Amendment Deadline
Fall 1
99%
100%
Fall 2
n/a
99.7%
April 18, 2017 CIM, Slide

53. Upcoming Important Dates
EOY Snapshot Starts May 15
EOY Certification Deadline July 31
EOY Amendment Window Deadline August 11
CALPADS Calendar:
April 18, 2017 CIM, Slide

54. EOY 2 EOY 3 EOY 1 EOY Submissions SPRG End of Year File Types
Program
Priority #1
SDIS
STAS
Discipline
Absenteeism
Priority #2
CRSC
SCSC
SCTE
Course Completion
Career Tech Ed
Priority #3
April 18, 2017 CIM, Slide

55. EOY Submissions 5/15 6/16 6/30 7/14 7/31 Suggested Milestones18
days
Complete SIS Data Population
5/15
Upload files and correct errors or discrepancies as needed
6/16 25
days
Review certification reports, correct errors, and fix discrepancies
6/30 10
days
Distribute reports for review and approval
7/14 10
days
Certify (level 1 and level 2)
7/31 11
days
April 18, 2017 CIM, Slide

56. Posting Process Backlog
EOY Submissions
Posting Process Backlog
May 15
July 15
July 31
Submission Window
April 18, 2017 CIM, Slide

57. 1. Set Up 2. Update ODS 3. Review Snapshot 4. Certify EOY Submissions
SIS
Update EOY Roles
Add New STAS roles
1. Set Up
Submit records
Fix records
Post records
2. Update ODS
Review and fix certification errors, review warnings
Reconcile reports
3. Review Snapshot
Level 1 (EOY 1-3 Data Collection Certifier)
Level 2 (Superintendent Certifier)
4. Certify
April 18, 2017 CIM, Slide

58. EOY Submissions Local Planning
Certify each school’s Title 1 status in the Consolidated Application Reporting System (CARS)
Meet and work with local staff
Identify problems encountered last year and actions needed to eliminate problems this year
Communicate to sites what is needed
Determine who will review EOY submission data and identify their summer schedule to ensure EOY data are reviewed and certified before staff leave
Set timelines
Upload Program and Discipline data in May for staff review
April 18, 2017 CIM, Slide

59. Local Planning, Continued
EOY Submission
Local Planning, Continued
Provide reports so staff can address and correct any issues now
Attend EOY training in April and May
The EOY training schedule posted
EOY Certification expected for all LEAs that have an EOY submission listed
Attend Q&A Sessions
LEAs with grades K-8 need to certify even if they are not reporting departmentalize course completion records to avoid “Missed Deadline” letter .
April 18, 2017 CIM, Slide

60. EOY Submission – Misc. Validations
Description
SENR0315 (F)
This validation requires that a student’s school completion status must be “100” (Graduated, Standard HS Diploma) if the Golden Seal Merit Diploma = Y
SENR0316 (F)
This validation requires that a student’s school completion status must be “100” (Graduated, Standard HS Diploma) if the Seal of Biliteracy = Y
SDIS0312 (F)
To prevent Removal to Interim Alternative Setting population for Non-Special Ed Students
Discuss the new/updated validations on the slide in detail…
Notes:
April 18, 2017 CIM, Slide

61. EOY 2 Submission New EOY 2 Certification Validations CERT103 (W)
Description
CERT103 (W)
Invalid Open or Closed Transitional Kindergarten Record
CERT111 (W)
Homeless Program Eligibility Data expected
CERT073 (W)
Modified to include Program Code 185 (TK)
April 18, 2017 CIM, Slide

62. EOY 3 Submission EOY 3 Change Summary Changed EOY 3 Submission name:
Absence Summary/Cumulative Enrollment/Discipline
Updated Expected School Report 1.0a
Added new data collection, Student Absence Summary
Added new file type – STAS
Added new security roles for STAS file
Added new validations
Modified the User Interface
Batch Templates, Rejected Records extract, ODS extract, Certification reports, Online Maintenance
Added new certification reports, 1.21 and 14.1
April 18, 2017 CIM, Slide

63. EOY 3 Submission – STAS Validations
Description
GERR, FRMT
Generic IVRs for STAS file format
STAS0303 (F)
Invalid Absence Summary Information when Exemption is Indicated
STAS0304 (F)
Invalid Absence Summary Information when Exemption is Not Indicated
STAS0305 (F)
Invalid Expected Attendance Days
STAS0306 (F)
Invalid Days Attended
STAS0307 (F)
Invalid Out-of-School Suspension days absent
Discuss the new/updated validations on the slide in detail…
Notes:
April 18, 2017 CIM, Slide

64. EOY 3 Submission – STAS Validations
Description
STAS0308 (F)
Invalid In-School Suspension days attended
STAS0309 (F)
Invalid Excused Non-Suspension days absent
STAS0310 (F)
Invalid Unexcused Non-Suspension days absent
STAS0311 (F)
Invalid Incomplete Independent Study Days
STAS0314 (F)
Duplicate STAS Records Submitted for the Same Student at the Same School
STAS0313 (W)
Absence Summary Exemption is only for NPS or Home Schooled Student
April 18, 2017 CIM, Slide

65. EOY 3 Submission – Certification Validation
Description
CERT125 (F)
Missing In-School Suspension Data for a student reported as attending in-school suspension
CERT126 (F)
Missing Primary or Short-term Enrollment record for a student with Absence Summary Data
CERT127 (F)
Missing Out-of-School Suspension Data for a student reported as Absent Out-of-school suspension
CERT128 (F)
Missing Absence Summary Data for Student
CERT129 (F)
Expected Attendance Days is greater than Total Enrollment Days
April 18, 2017 CIM, Slide

66. EOY 3 Submission – Certification Validation
Number
Description
CERT001 (F)
Enrollment Data Missing for Expected Open School
CERT112 (F)
Student Enrollment Record in Previous AY Not Exited
CERT085 (W)
Re-activated – Missing Expulsion or Suspension Disciplinary Record
CERT086 (W)
Re-activated – Missing Expulsion Disciplinary Record
CERT130 (F)
Removal to Interim Alt Setting Populated for non-special Education Student
April 18, 2017 CIM, Slide

67. EOY 1 Submission Change Summary
Modified Glossary definition of CTE course
Added new reports 3.17, 3.18 for Non-Concentrators
Modified reports 3.14, 3.15 – filters and business rules
Added Perkins/CTEIG Fundable filter
Replaced Pathway filter with Industry Sector
Includes Concentrators and Completers only
Uses Pathway identified in SCTE file
Course Completion record (CRSC) must map to course code within pathway reported in SCTE file
CRSC0298 – Only allow certain courses to use Course Content Code 154 to be populated for certain codes
Modified Socio-economically Disadvantaged filter to include new value “Economically Disadvantaged”
April 18, 2017 CIM, Slide

68. EOY 1 Submission – Certification Validation
Number
Description
CERT081 (W)
Modified – No Student Course Section Data for a Secondarily or Short Term Enrolled Student
CERT099 (W)
No Student Course Section Data for a Primarily Enrolled Student
CERT100 (W)
Modified – No Enrollment for Course Section to exclude Independent Study Charters
CERT102 (W)
No CTE Concentrator or Completer Data
CERT116
(F)
Missing or invalid record for CTE Concentrator in Industry 'ART' or 'AGR'
April 18, 2017 CIM, Slide

69. EOY 1 Submission – Certification Validation
EOY 1 Certification Validations (cont.)
Number
Description
CERT117 (F)
Disable - Missing or invalid record for CTE Completer in Industry 'ART' or 'AGR'
CERT122 (F)
Missing or invalid record for CTE Concentrator in Industry 'ART' or 'AGR'
CERT123 (F)
Missing or invalid record for CTE Completer in Industry 'ART' or 'AGR'
CERT124 (F)
Missing SCSC record for CTE Completer
April 18, 2017 CIM, Slide

70. Close Out 2016-17 Enrollments
Develop local plan to close out enrollment
Use SENR file with new elements for graduates
Enrollment exits will auto-close Program records
Check with SIS Vendor on impact of enrollment close out to EOY submission extracts
Direct Certification Pull includes records with E155
April 18, 2017 CIM, Slide

71. Close Out 2016-17 Enrollments
Reminder:
To confirm that a given student has transferred out, a school or LEA must have “official written documentation” that a student has transferred to another school or to an educational program that culminates in the award of a regular high school diploma (34 C.F.R. §200.19(b)(1)(ii)(B)(1)).
Examples of official written documentation include:
a request for student records from a receiving public or private high school or an educational program (that culminates in a regular high school diploma)
a written record of a response from an official in the receiving school or program acknowledging the student’s enrollment.
A conversation with a parent or neighbor of a student, for instance, would not be considered “official written documentation” of a transfer.
April 18, 2017 CIM, Slide

72. Close Out 2016-17 Enrollments
Exit Code
Notes
T180
TransPrivate: Student withdrew from/left school and the district has received acceptable documentation of enrollment in a private school in California. Do not use this code for transfers to a non-sectarian, non-public certified (NPS) school. Student Exit Category Code T160 (TransCASchlRegular) should be used.
This code is also used for students completing the highest grade at a middle/ intermediate/junior high and leaving the school to attend a private high school.
T200
TransUS:
Student withdrew from/left school and the district has received acceptable documentation of enrollment in another public or private U.S. school outside California.  Do not use this code for transfers to a non-sectarian, non-public certified (NPS) school. Student Exit Category Code T160 (TransCASchlRegular) should be used.
This code should also be used for students matriculating from middle/intermediate/ junior high to a high school outside of California. Also use this code for students who transfer to U.S. territories.
April 18, 2017 CIM, Slide

73. Close Out 2016-17 Enrollments
Exit Code
Notes
T240
TransOutUS: Student withdrew from/left school to move to another country.
This code should also be used for students matriculating from middle/intermediate/ junior high to a high school in another country. A school or LEA must have written confirmation that a student has emigrated to another country (34 C.F.R. §200.19(b)(1)(ii)(B))
T460
TransHomeSchl: Student withdrew from/left school for a home school setting not affiliated with a private school or independent study program at a public school.
LEAs should not use this code for students in private schools (those schools that submit private school affidavits). Also, LEAs should not use this code for students in independent study programs through public school districts.
April 18, 2017 CIM, Slide

74. LEA Administrator Responsibility
Review Security Report
Log in to CALPADS with an LEA Administrator account
From the Admin Menu, click “User Security”
Click on Security Reports
13.1 – Security – Roles by User
13.2 – Security – Users By Role
Review the Account Status column
“Active” means the user can log in and perform functions associated with the current roles assigned.
“Revoked” means the user can no longer log in with that User ID.
Determine whether any user access needs to be revoked
Always remove the Anomaly Contact role before revoking a the user account
April 18, 2017 CIM, Slide

75. Support Tips Expedite Support Response Time Reference Known Issues
Advise site users to contact LEA Admin
Configure Security Questions
Use or web form
Include Job ID, SSID*, SEID, Error Number
*Do not include personally identifiable information; the SSID is sufficient
April 18, 2017 CIM, Slide

76. Training Opportunities
Support Tips
Training Opportunities
Basic courses
Advanced courses
Self-Paced Training Modules
Create a CSIS/FCMAT account to register for training
April 18, 2017 CIM, Slide

77. Support Tips Resources Valid Code Combinations
Release Updates and Known Issues
Error List
Flash Updates
Data Guide
Self-Paced Training Modules
Glossary (User Guide)
FAQs
April 18, 2017 CIM, Slide

78. Please complete our survey OR
April 18, 2017 CIM, Slide

79. Client Services Officer, FCMAT/CSIS
Next Meeting
Martha Friedrich
Client Services Officer, FCMAT/CSIS
April 18, 2017 CIM, Slide 79

80. Next Meeting October 17, 2017 WebEx from Sacramento 80
April 18, 2017 CIM, Slide 80