Staff Data & Course Enrollments

Staff Data & Course Enrollments
Fall 2 – Data Population Staff Data & Course Enrollments Welcome to the Fall 2 Data Population training. In this training, we will cover the data that you need to populate in your local systems for Fall 2. Fall 2 Data Population v2.3, January 18, 2017

Who’s Supposed to Be Here
Supervisor of staff assigned to CALPADS Individuals assigned to CALPADS maintenance This training is for individuals assigned to CALPADS maintenance and their supervisors. Although supervisors are not required to attend, they are encouraged to attend so that they have a better understanding of what work is necessary to complete the process and how to best allocate their staff members’ time. Fall 2 Data Population v2.3, January 18, 2017

Training Sequence Essential 1: Data Coordinator Orientation
Essential 2: Interface & Administration Essential 3: Data Submission Fall 1 Fall 2 Data Population Fall 2 Reporting and Certification End of Year 1 End of Year 2 & 3 Essential 4: Anomalies Prior to today’s training you should have completed our other trainings, Essential 1 – 4 and Fall 1. If you have not attended some of these trainings, you can still attend today, but be aware that some of the material covered in today’s training will assume that you know the material covered in those other trainings. After completing this training, you should also attend the second half of the Fall 2 training, Fall 2 Reporting and Certification, if you have not already done so. Later in the year, you should sign up for the two End of Year trainings. Fall 2 Data Population v2.3, January 18, 2017

Agenda Staff Assignments Introduction Course Enrollment
Today’s training will start out with an introduction to Fall 2, followed by an explanation of the data requirements for reporting staff assignments and course enrollment. It will also address the requirements for highly qualified status and English learner services. Finally we will wrap up the training and provide some information on additional resources. English Learner Services Wrap-Up Fall 2 Data Population v2.3, January 18, 2017

Introduction We will start with an introduction to Fall 2.
Fall 2 Data Population v2.3, January 18, 2017

Information Reported in Fall 2
Staff Assignments Teachers, administrators and pupil service staff Course Enrollment Course sections of students enrolled on Census Day The three most important segments of the Fall 2 data that are reported are Staff Assignments, which include teachers, administrators, and pupil service staff providing services on Census Day Course enrollments, which include course sections of students enrolled on Census Day English Learner Services, which include the classroom services provided to English Learners on Census Day English Learner (EL) Services Classroom services provided to English Learners Fall 2 Data Population v2.3, January 18, 2017

Schools Types Which Need To Report
Participants Fall 2 Crs Staff EL Serv School Type Traditional (non-educational options schools) Y District Level Programs (Independent Study and Home Hospital Programs) P County Community District Community Day Youth Authority Schools (currently called Division of Juvenile Justice) Juvenile Court Schools Continuation High Schools Opportunity Alternative Schools of Choice State Special Schools N Home and Hospital Schools(7) Special Education Consortium Special Education Non-Public School Group ( ) (3) ROP/ROC(5) Y= Expected to submit data N= NOT allowed to submit data P= Permitted but not expected to submit data These are the Record Types that need to be submitted for Fall 2. Some record types are required for some school types while others are optional. Some school types, are not expected or allowed to submit certain Record Types. Courses and staff need to be reported by all schools except NPS schools and ROP/C. Although NPS and ROP/C schools do not report students, students receiving services at these schools usually still need to be reported by their district of residence. Please review this list carefully so you know which records to report for each of your schools. * NPS and ROP/ROC sites do not report to CALPADS however data must still be reported for public school students attending these sites, usually by the district of residence Fall 2 Data Population v2.3, January 18, 2017

Grade Levels Which Need To Report
Crs Staff EL Infants - IN N Toddlers - TD Prekindergarten - PS Kindergarten - KN Y First Grade - 01 Second Grade – 02 Third Grade – 03 Fourth Grade – 04 Fifth Grade – 05 Sixth Grade – 06 Seventh Grade – 07 Eighth Grade – 08 Ninth Grade – 09 Tenth Grade – 10 Eleventh Grade – 11 Twelfth Grade – 12 Ungraded Elementary – UE Ungraded Secondary – US Adult – AD Y= Expected to submit data N= NOT allowed to submit data P= Permitted but not expected to submit data Reporting is also based on grade level. Certain records are required or optional for each grade level. Some grade levels are not expected or allowed to submit data. Fall 2 Data Population v2.3, January 18, 2017

What Record Types to Enter or Update
Online Batch Action SSID Enrollment SENR U Student Information SINF Student Program SPRG Student English Language Acquisition SELA Staff Demographics SDEM R Staff Assignments SASS* Course Section CRSE* Student Course Section SCSE* Similar to other submissions, Fall 2 records can be submitted either online or in batch. However, it is very important to understand that the bottom three files are full replacement files. If you submit one or more records for a particular school and year in a batch file, it will replace all the records in the ODS for that same school and year. Therefore, it is possible that a batch submission will wipe out any prior changes in Online Maintenance for the same school and year. Also note that some records types only require updates for changes since Fall 1 while others require complete files. U= Update R=Required * Full replacement files Fall 2 Data Population v2.3, January 18, 2017

Record Relationships Staff Demographics SSID Enrollment
Records above others must be posted before those below them or you may get rejected records SEID Staff Assignments For Fall 2 it is important to understand the relationship between record types. Record types shown below are dependent on the records types above them. For example, you must submit and post a staff demographic record prior to submitting either staff assignment or course section records. Breaking his rule will usually result in rejected record errors such as GERR005. The SEID from the staff Demographics is used to associated the Staff Assignment and the Course section record to the staff member. The Course Section’s Course Section ID ties the Student Course Section Record to the Course record. The SSID Enrollment record’s SSID ties the Student Course Section record to the student. Course Section SSID Student Information Student Program Student English Language Acquisition Course Section ID Student Course Section 10 Fall 2 Data Population v2.3, January 18, 2017

Groups to Review Name Program Code
Gifted and Talented Education (GATE) 127 Title 1 Part C Migrant 135 Special Education 144 Free Meal Program 181 Reduced-Price Meal Program 182 Homeless 191 Foster* While program data is not directly required for Fall 2, there are important subgroups which are identified by program records. It is important that records for the programs listed here are updated for Fall 2. Program data is not required for Fall 2. However, it is very important that students in the above groups are reported accurately so that the groups show up properly in Fall 2 reports. * Program records are not submitted for Foster students but their status can be verified using report 1.17 and 1.18 during Fall 1. Fall 2 Data Population v2.3, January 18, 2017

Sub-group Accountability
Review the certification reports to confirm that sub-group populations are accurately reported. Use the report filters to isolate the students in each group. Aggregate Reports 2.4, Student List 2.7 Some of the subgroups important to the state are available as filters on some of the reports. This table provides a reference for which of these filters are available for each of the Fall 2 reports. Sub-group Populations English Learners Migrant Ed Socio-Economically Disadvantaged Special Ed GATE Fall 2 Data Population v2.3, January 18, 2017

Important Dates for Fall 2
Census Day* (first Wednesday in October) Certification deadline Amendment window DATES AND DEADLINES FOR Census Day is October 5, 2016. The Fall 2 snapshot begins December 28th. LEAs can upload the F2 files prior to the 12/28 snapshots and use the ODS Reports for a high level review. The certification deadline for Fall 2 is currently March 3rd, 2017. The amendment window is open between March 4th and March 31st , 2017. The deadline and amendment window are subject to change, but you can always find the current dates on the CDE’s CALPADS calendar. * Schools not in session on Census Day should report as of the next day they are in session (up to 30 days past Census Day) CALPADS Calendar: Fall 2 Data Population v2.3, January 18, 2017

Records Required by Staff Type
SDEM SASS CRSE SCSE Teacher (classroom) X Teacher (non-classroom) Pupil Service staff Administrator Certificated Staff members are reported in Fall 2. Staff Demographic (SDEM) and Staff Assignments records (SASS) are required for all certificated staff members. Staff members with teaching assignments will also have associated Course Section (CRSE) and Student Course Section records (SCSE). Classified staff are reported through the CBEDS-ORA and not Fall 2 CALPADS will not accept classified employee data. Classified staff data is collected via the CDE’s California Basic Educational Data System/Online Reporting Application (CBEDS-ORA). Fall 2 Data Population v2.3, January 18, 2017

Courses Students Staff Local Data Collection
HR, Curriculum & School Site Staff State Course Code for courses Core courses UC/CSU approved courses California Partnership Academy-funded courses Independent Study and Distance learning courses HR, Curriculum & School Site Staff State Course Code for courses UC/CSU approved courses Career Tech Ed courses California Partnership Academy-funded courses Courses {*** This slide contains an animation, editing the slide incorrectly may cause it to malfunction ***} In preparation for Fall 2 it is usually necessary for required data to be collected in the student system or other systems. Here is a list of some of the Fall 2 elements and the groups that typically collect that information. It is best to start working with these other groups as soon as possible to ensure that the data is ready for submission once Census day arrives. Special Ed Instructional Level Instructional Strategies Services Special Ed Instructional Level Instructional Strategies Services Students Staff English Learner support English Language Acquisition Status Education Services Instructional Strategies Language of Instruction English Learner support English Language Acquisition Status Education Services Instructional Strategies Language of Instruction Human Resources (HR) Staff demographics (including SEIDs) Staff assignments Non-Standard instructional level Human Resources (HR) Staff demographics (including SEIDs) Staff assignments Non-Standard instructional level 15 Fall 2 Data Population v2.3, January 18, 2017 15

Now we are going to go over the data you need to submit for your staff assignments

Staff Assignment Records
Staff Demographics Staff Assignments Course Section Student Course Section Fall 2 Data Population v2.3, January 18, 2017

STAFF DEMOGRAPHICS STAFF ASSIGNMENTS
1/30/2018 Staff Terms STAFF DEMOGRAPHICS Basic information about staff members who are providing services to students STAFF ASSIGNMENTS Indicates the staff member’s general role (teacher, pupil service, administrator) There are two groups of staff data that LEAs must submit to CALPADS. Each group of staff data submitted to CALPADS in separate file types: Staff Demographics (SDEM) This group includes demographic information on certificated staff, including employment start and end dates, total years of service in the education field, and total years of service in the given LEAs. Staff Assignment (SASS) This group includes job classification information on all certificated staff, as well as job assignment information for certificated staff in non-classroom based assignments. 18 Fall 2 Data Population v2.3, January 18, 2017 18 18

Staff Assignment Types
Teachers Administrators The types of staff assignments reported for Fall 2 include Teachers, Administrators, and Pupil Service. A teacher is an employee of the LEA who holds a position requiring certification and whose duties require direct instruction to the pupils, mentor teachers and in some cases, including substitute teachers. Administrators are employees of the LEA in a position requiring certification, but who is not required to provide direct instruction to pupils or direct services to pupils (services such as those provided by a pupil services employee. This category does not include mentor teachers. Pupil Service is someone who is in a position requiring a standard designated services credential, health and development credential who performs direct services to pupils (counselors, guidance and welfare personnel, psychologists, etc.). Pupil Service Fall 2 Data Population v2.3, January 18, 2017

Staff Required Fields All Staff
Record Element(s) Values and/or Notes SDEM Reporting LEA Effective Start Date Effective End Date Leave blank Academic Year ID SEID Staff demographics can not be reported without a valid SEID Local Staff ID Staff Legal First Name Staff Legal Last Name Staff Birth Date Staff Gender Code Staff Hispanic Ethnicity Indicator Required if Staff Ethnicity Missing Indicator is blank Staff Ethnicity Missing Indicator Required if Staff Hispanic Ethnicity Indicator is blank There are a number of required fields for reporting staff assignments. This is just a basic reference to help you get started collecting information. For a more comprehensive reference, you should download a copy of the CALPADS File Specifications (Forms) document mentioned on the Resources slide near the end of the presentation. We will not cover most the fields in detail but one we do want to point out is the SEID. The SDEM record requires an SEID so you can not report a staff member without an SEID. We recommend working with you HR department as soon as possible to make sure that all the staff you want to report have SEIDs. Requesting SEIDs can take some time so it is best not to be scrambling trying to obtain them right before the deadline. See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements Fall 2 Data Population v2.3, January 18, 2017

Obtaining Statewide Educator IDs (SEIDs)
County Credential Analyst CTC Credential Information Guide (CIG) The SEID is assigned and maintained by the CTC. Your HR department can contact your county credential analyst or reference the CTC Credential Information Guide if they need information on requesting SEIDs. The CALPADS Data Guide also has good information on SEIDs. * See Resources slide near the end of the presentation for links to the CIG and the CALPADS Data Guide, which have more information on SEIDs 21 Fall 2 Data Population v2.3, January 18, 2017

Staff Required Fields All Staff Record Element(s) Values and/or Notes
SDEM Staff Race 1 Code Required if Staff Race Missing Indicator is blank Staff Race Missing Indicator Required if Staff Race 1 Code is blank Staff Highest Degree Code Staff Employment Status Code Staff Employment Start Date Staff Employment End Date Required if staff no longer employed at LEA Staff Service Years LEA Staff Service Years Total Need to be updated every year if staff member is still working for LEA SASS Reporting LEA School of Assignment Academic Year ID SEID Local Staff ID Staff Legal First Name Staff Legal Last Name Staff Birth Date Staff Gender Code Staff Job Classification Code Staff Job Classification FTE Percentage For staff which were not employed on Census day or were on long-term leave, it is important that you report a Staff Employment End Date. Make sure that Effective End date is left blank. Many people confuse the two and accidentally report Effective End Date instead of Staff Employment End Date. Note that Staff Service Years in the LEA and Total both need to be updated every year because CALPADS does not have sufficient information to calculate them. Fall 2 Data Population v2.3, January 18, 2017

Staff Required Fields All Staff Record Element(s) Values and/or Notes
SASS Non Classroom Based Job Assignment Code 1 Non Classroom Based Job Assignment Code 2 Non Classroom Based Job Assignment Code 3 Non Classroom Based Job Assignment Code 4 Non Classroom Based Job Assignment Code 5 Non Classroom Based Job Assignment Code 6 Non Classroom Based Job Assignment Code 7 Required if Staff Job Classification Code = 10, 11 or 25 Administrators and pupil service staff, those using Staff Job Classification Code 10, 11, or 25 must report at least one Non-classroom based job assignment code. Fall 2 Data Population v2.3, January 18, 2017

Staff Key Fields Teachers Administrators Pupil Service Record
Element(s) Values and/or Notes SASS Staff Job Classification Code 12, 26 or 27 Non Classroom Based Job Assignment Code 1-7 Required if person has non-classroom assignments in addition to instruction. Administrators Record Element(s) Values and/or Notes SASS Staff Job Classification Code 10 or 25 Non Classroom Based Job Assignment Code 1 Required Non Classroom Based Job Assignment Code 2-7 Required if person has more assignments For each type of staff make sure to use the most appropriate Staff Job Classification Code based on the code set definition. Administrators and pupil service staff must have a non-classroom based job assignment code; for teachers it is optional. Pupil Service Record Element(s) Values and/or Notes SASS Staff Job Classification Code 11 Non Classroom Based Job Assignment Code 1 Required Non Classroom Based Job Assignment Code 2-7 Required if person has more assignments Fall 2 Data Population v2.3, January 18, 2017

Teacher Assignment Examples
Name Local ID SEID Local Assignment Job Class FTE Assignment 1 Gerwer 5762 Elementary music teacher 27 50 2 Timmerman 4689 Middle school science teacher with extra period 12 120 3 Hayes 1416 High school government teacher 100 4 Stephenson 3895 Resource teacher 6017 5 DiPirro 9567 No SEID Part-time PE teacher Cannot report without SEID 6 Kainth 4561 Teacher Librarian Now we will go over some examples of data that might be reported for Fall 2. We will start out with some teacher assignment examples. Gerwer is a full-time teacher with teaching assignments at multiple schools, but none outside the classroom. His job class is itinerant teacher (27), FTE (50) per site, and non-classroom based assignment is left blank. It is important to note that a staff assignment record (SASS) must be submitted for every site where a staff member works. Timmerman is a teacher who teaches for an extra period. A normal full-time teacher teaches five classes at this school, so each class would be 20 FTE. The FTE for Timmerman is 120 because he teaches six classes. Hayes is a full-time teacher who has no assignments outside the classroom, so her job class is teacher (12), FTE (100), and non-classroom based assignment is left blank. The teaching assignment will be reported by entering the teacher’s SEID in the course section record for each of the course sections they are teaching. Stephenson is a part-time resource teacher with a non-teaching assignment. Her job class is teacher (27), FTE (50), and non-classroom based assignment is resource teacher (6017). DiPirro is a part-time teacher that has not yet been assigned an SEID. Demographic and assignment data cannot be reported without an SEID. Any course-section records for sections taught by DiPirro will need to be reported using “ ” for the SEID. Kainth is a teacher Librarian, A teacher librarian is a person who possesses both a California teaching credential and a California Teacher Librarian Services credential. The teaching credential is indicated by the 12 job classification code and the 6026 CRS-state course code is used to report that the staff member has a Librarian services credential and is teaching students. It is important to note that for all teachers reported with the Job Classification of 12 (Teacher), they must have a Course Section record indicating the class they are teaching. Otherwise, you will get a fatal CERT048 error. So for your teachers that are not actually teaching a class, use code 27 (Itinerant or Pull-Out/Push-In Teacher). Note: classroom assignments for teachers are reported in the Course Section file 1 Gerwer is a teacher with assignments at two schools (job class = 27) that works half time at each site (FTE = 50 for each assignment). 2 Timmerman is a teacher (job class = 12) with extra teaching assignment (FTE = 120). 3 Hayes is a full time (FTE = 100) teacher (job class = 12). 4 Stephenson is a part-time (FTE = 50) resource teacher (job class = 27) with a non-teaching assignment (assignment = 6017). 5 DiPirro is a part-time teacher that has not yet been assigned an SEID. Demographic and assignment data cannot be reported without an SEID. Course-section assignments should be reported in course-section using a “ ” for the SEID. 6 Kainth is a full time (FTE = 100) librarian who teaches students (job class = 12). 25 Fall 2 Data Population v2.3, January 18, 2017

Team Teaching/Job Sharing Examples
Name Local ID SEID Local Assignment Job Class FTE Assignment 7 Gordon 4215 1st Grade Teacher 12 50 Seaborn 6581 8 Robinson 1416 6th Grade Teacher 100 Mills 5762 7 Gordon and Seaborn are 1st grade teachers (job class = 12) sharing an assignment (FTE = 50). 8 Robinson and Mills are both full-time (FTE = 100) teachers (job class = 12) team teaching 6th grade. Here we have team teaching and job sharing examples: Gordon and Seaborn are 1st grade teachers sharing an assignment. Gordon teaches the first half of the class and Seaborn teaches the second half. The job class for both is teacher (12), FTE (50). Robinson and Mills are both full-time teachers team teaching 6th grade. Both teachers teach the entire period. The job class is teacher (12) for both, FTE (100). 26 Fall 2 Data Population v2.3, January 18, 2017

Non-teaching and Support Assignment Examples
Name Local ID SEID Local Assignment Job Class FTE Assignment 9 Logan 4675 School Psychologist 11 100 0202 10 Higgins 5643 Superintendent 0100 Saunders 0645 Curriculum Administrator 0105 12 Jones Chief Business Official, Deputy Superintendent 25 0102 13 Langtry 7451 Social worker 6018 Here we have some additional non-teaching and support assignment examples: Logan is a school psychologist so he is given a job class of 11 (pupil services) and non classroom based or support assignment of 0202 (Psychologist). Higgins is a Superintendent so he is given a job class of 10 (administrator) and non classroom based or support assignment of 0100 (Superintendent). Saunders is a Curriculum Administrator so he is given a job class of 10 (administrator) and non classroom based or support assignment of 0105 (Admin instructional/curriculum services). Jones is a non-certificated Deputy Superintendent with an SEID so he is given a job class of 25 (non-certificated administrator) and non classroom based or support assignment of 0102 (Deputy or associate superintendent). Langtry is a pupil services staff member on leave, so she is given a job class of 11 (pupil services) and a non classroom based or support assignment of Note that CERT084 currently will trigger for staff on leave unless they are given an Employment End Date (problem 2809). Use the last day the staff member was providing services prior to their leave, then remove the Employment End Date once the staff member returns. 9 Logan is a pupil services staff member (job class = 11) who serves as a school psychologist (assignment = 0202). 10 Higgins is an administrator (job class = 10) who serves as Superintendent (assignment = 0100). 11 Saunders is an administrator (job class = 10) who serves as a Curriculum Administrator (assignment = 0105). 12 Jones is a non-certificated administrator (job class = 25) who serves as Deputy Superintendent (assignment = 0102). 13 Langtry is a staff member on leave (assignment = 6018). Staff members reported “on leave” must have a FTE percentage of 0% 27 Fall 2 Data Population v2.3, January 18, 2017

Multiple Assignment Examples
Name Local ID SEID Local Assignment Job Class FTE Assignment 14 Cheong 8043 School Psychologist and Counselor 11 100 0202 0400 15 Friedrich 1027 High School English Teacher and ½ GATE Coordinator 12 50 10 0157 16 Ahmed 3589 Middle School Science Teacher and Department Chair 120 6099 Isbell 7863 Middle School Math Teacher, Coach and Department Chair 140 Some staff may have multiple assignments. Here are some examples: Cheong has splits his time as a school psychologist and a counselor. His job class is pupil services (11) for both assignments. Although Cheong spends 40 percent of his time as a school psychologist (0202) and 60 percent as a speech therapist (0400), only a single total percentage (100) is reported for each assignment record. Friedrich is a full-time employee with job responsibilities split between administrative and teaching assignments. She spends half her time (FTE=50) as an administrator (10) and the other half (FTE=50) as a teacher (12). Only the Administrative work has a non-classroom based assignment (0157). Ahmed and Isbell are high school teachers, with additional assignments. Both spend a full day teaching (12), but also have additional non-classroom based assignments (6099) which exceed the duration of a normal work day (120 and 140). 14 Cheong is a full-time (FTE = 100) pupil services staff member (job class = 11) who splits his time as a school psychologist (assignment = 0202) and a speech therapist (assignment = 0400). Both assignments are submitted in one record. 15 Friedrich is a full-time employee with job responsibilities split between administrative (job class = 10) and teaching (job class = 12) assignments that each take half of the day (FTE = 50 for each). Her administrative work is as a GATE admin (assignment = 0157). A staff assignment record should be submitted for each job class. 16 Ahmed and Isbell are teachers (job class = 12), with additional assignments (assignment = 6099) that exceed a normal work day (FTE = 120 and 140). 28 Fall 2 Data Population v2.3, January 18, 2017

Certificated staff must have an SEID to be reported
Staff Data Reminders Two types of data are reported for certificated staff: Demographics and Assignments Increment staff service years Certificated staff must have an SEID to be reported Check with your vendor to verify how the effective dates will be extracted to avoid certification errors Now we have some important reminders about reporting staff data: (casually cover items) Fall 2 Data Population v2.3, January 18, 2017

Now we are going to cover data population for your course enrollment data.

Course Enrollment Records
Staff Demographics Staff Assignments Course Section Student Course Section Fall 2 Data Population v2.3, January 18, 2017

STUDENT COURSE SECTION
1/30/2018 COURSE SECTION A unique instance of a course taught by one or more teachers, in a specific location, at a particular time Course Terms STUDENT COURSE SECTION Record indicating a student is enrolled in a specific course section The two parts of data necessary to report your course enrollment are the course section, which conveys the course sections that your school is offering, and the student course section, which conveys which students are taking those course sections. 32 Fall 2 Data Population v2.3, January 18, 2017 32 32

Course Content Reported
Self-contained Departmentalized Multiple subjects Single subject {*** This slide contains an animation, editing the slide incorrectly may cause it to malfunction ***} There are two types of course sections that can be reported: self-contained, where multiple subjects are taught in the same sections, such as 3rd grade and departmentalized, where each subject is taught in a separate section, some examples are Algebra, Biology, English, and Theater. 3rd Grade Algebra English Biology Theater Fall 2 Data Population v2.3, January 18, 2017

Course Content by School Type
Departmentalized Self-contained Elementary Middle High Depending on your school type, you may have self-contained sections, departmentalized sections, or both. 34 Fall 2 Data Population v2.3, January 18, 2017

Student Course Section Enrollment Data Expected
Enrollment Status Course Enrollment Primary (10) Required Secondary (20) Preferred, but optional Short-term (30) Specialized Services (40) Do not submit When reporting student course section enrollment, primary enrollment records are required, while secondary and short-term records are options. Do not submit course section enrollment for specialized services enrollments. A CERT081 will trigger when no course section data was submitted for a student with Enrollment Status of Secondary or Short Term. NOTE: A CERT081 will trigger when no course section data was submitted for a student with Enrollment Status of Secondary or Short Term. 35 Fall 2 Data Population v2.3, January 18, 2017

Course Data Included Do Not Submit Optional
Before/after school child care programs Study hall Homeroom Summer school ROP/C or college courses Teachers Assistant/ Student Aid* *LEAs may submit these courses to CALPADS using the following course codes: 6021 – Student Assistant 6022 – Free period or No Educational Content Some student course data such as before or after school child are programs and summer school courses should not be submitted. Courses such as Homeroom or Study Hall are optional but should only be submitted if the students are receiving instructional support. ROP/C or college courses are also optional. Best practices would be to report college course due changing accountability rubrics and to capture the academic content. LEAs may submit these courses to CALPADS using the following course codes: 6021 – Student Assistant 6022 – Free period or No Educational Content LEAs are reminded of the new requirements under Assembly Bill 1012 (Chapter 703, Statutes of 2015) which prohibit the assignment of students to courses “with no educational content” unless certain conditions are met Refer to CA Education Section for specifics 36 Fall 2 Data Population v2.3, January 18, 2017

Changes to Course Codes
6021 Student Assistant Beginning in the academic year, LEAs may report course sections that students are scheduled in that have no educational content (State Course Codes 6021 and 6022). These course sections could represent any of the following scenarios: Teacher preparation period with a student assistant Office assistant Free period (either no educational content is being delivered or the student is scheduled to leave prior to the end of the normal school day). NOTE: If there is no teacher assigned to this section (office/attendance assistant or free period), use a generic Statewide Educator Identifier (SEID) to report the course. 6022 Free period or No Educational Content LEAs have the option of reporting course sections that students are scheduled in that have no educational content (State Course Codes 6021 and 6022). Fall 2 Data Population v2.3, January 18, 2017

Course Record Relationships
School Course (Spanish 1) Class (room 10) Section SP1-01 Class (room 20) Section SP1-02 Class (room 30) Section SP1-03 Course (English 2) Course (Geometry) Class Section Student When reporting course section enrollment it is important to understand the relationship between the different parts of the course data. For each school, you can have one or more courses, such as Spanish, English 2 or Geometry. Each course can be taught in one or more classrooms and within each classroom you will generally have one course section. For each course section, you can have one or more students enrolled. Course, class, and course section IDs must be unique within a given school and year. Fall 2 Data Population v2.3, January 18, 2017

Course Section Required Fields
All Course Sections Record Element(s) Values and/or Notes CRSE Reporting LEA School of Course Delivery Academic Year ID CRS-State Course Code Review course codes carefully to account for changes CRS-Local Course ID Unique ID up to 10 characters CRS-Course Name CRS-UC CSU Approved Indicator Course Section ID Unique ID for each course section, usually a combination of local course ID and additional indicator such as: K-AM-1, 1st-1, Alg1-02 Academic Term Code There are also a number of required fields for reporting course section data, but again we will only go into detail for some of the more important ones. Remember that the full layout can be found in the CALPADS File Specifications (Forms) document listed on the Resources slide near the end of the presentation. The CRS-State Course Code is a very important field to review because the valid codes typically change annually and miss-codings are common at LEAs who do not review them. We recommending working closely with your curriculum coordinator to ensure accurate reporting of state course codes. For each course and course section it is very important to have a unique ID. Without unique course IDs, the wrong sections or enrollments might be associated with a course. Fall 2 Data Population v2.3, January 18, 2017

All Course Sections Record Element(s) Values and/or Notes CRSE SEID Staff demographic record for SEID must exist in CALPADS. LEAs should report a long or short-term substitute teacher in the course section record if they were teaching on Census Day and there is a permanent teacher who is not expected to return by October 31. If the permanent teacher is not expected to return until after October 31, the substitute teacher’s SEID should be reported. Local Staff ID Class ID The other notable field is the SEID. The SEID is required, however in special situations, which we will cover on the next slide, a special SEID of can be used. Reporting Subs LEAs should report a long or short-term substitute teacher in the course section record if they were teaching on Census Day and there is a permanent teacher who is not expected to return by October 31. If the permanent teacher is not expected to return until after October 31, the substitute teacher’s SEID should be reported. Fall 2 Data Population v2.3, January 18, 2017

Courses Taught By A Teacher Without An SEID
1/30/2018 Courses Taught By A Teacher Without An SEID Teacher not employed by LEA (e.g. COE Special Ed, private contractor) Distance learning teacher Use SEID of “ ” ROC/P Instructor CALPADS requires a Statewide Educator ID, or SEID, to identify the teacher who is teaching the course. There are six exceptions that allow you to submit “ ” as the SEID in the course section record: If the CTE Course Section Provider Category = 1 (ROC/P is providing the course) If the Course Section Instructional Level Code = 16 (College). If the teacher is not employed by your LEA but is the teacher for an distance learning/online class. You can also submit the SEID of the certificated classroom monitor. If the teacher is new (just graduated) and the SEID has not yet been assigned by CTC. If the teacher is not an employee of your LEA (i.e. COE provided Special Ed teacher or Private contractor) CALPADS will also require the unique local ID for the teacher who is teaching the course. As was stated earlier, while it is understood that for teachers that teach at multiple sites within an LEA they may have a unique local ID per site, when submitting this data to CALPADS the Local ID for the individual teacher must be the same across all sites in your LEA. College professor New teacher without SEID from CTC Non-certificated Charter School teacher teaching non-core class 41 Fall 2 Data Population v2.3, January 18, 2017 41 41

All Course Sections Record Element(s) Values and/or Notes CRSE Independent Study Indicator Distance Learning Indicator CTE Course Section Provider Code Required CTE State Course Code is populated (i.e., ) SCSE Reporting LEA School of Course Delivery Academic Year ID SSID Local Student ID Student Legal First Name Student Legal Last Name Student Birth Date Student Gender Code Local Course ID Course Section ID Academic Term Code Note that if you report pull-out or itinerant instruction, course section enrollment records are not required. You can choose to still report them if you want the EL services they are providing to be recognized. * No student enrollments (student course section) required for Pull-out/Itinerant instruction – unless EL services are being offered that the LEA wants recognized Fall 2 Data Population v2.3, January 18, 2017

Self-contained Record Element(s) Values and/or Notes CRSE CRS-State Course Code 1000 Departmentalized Record Element(s) Values and/or Notes CRSE CRS-State Course Code Anything other than 1000 Remember that the difference between reporting a self-contained or departmentalized course section is the CRS-State Course Code. A code of 1000 is self-contained and anything else is considered departmentalized. For courses with English Learners, it is important that the Education Service Code reflect the actual services provided. LEAs are reminded that: Counseling and tutoring do not qualify as EL instructional services Special Education students who are English Learners must receive EL instructional services in accordance with their Individualized Education Plan (IEP) LEAs should not assume that appropriate services are being provided based simply on teachers' credentials or authorizations Code 5 is used to report a situation where English Learners are known to be receiving no English Learner services English Learner Classes Record Element(s) Values and/or Notes CRSE Education Service Code Instructional approach a teacher is providing in accordance with their credential or authorizations (e.g., ELD, SDAIE) CRS-State Course Code 2110 if ELD course Instructional Strategy Code 400, 500, 600, or 650 Language of Instruction Code Language used to provide primary language instruction for EL students. Required if Education Service Code = 1 or Instructional Strategy = 600. Fall 2 Data Population v2.3, January 18, 2017

Instructional Strategy Hierarchy
1/30/2018 Instructional Strategy Hierarchy Special Ed (700) CDE recommends that if you have a course section with more than one instructional strategy, that you report special education as the first choice, Home/Hospital as the second choice, and English Learners as the final choice. Note that for Special Education this rule only applies to Special Education classes such as a Special Day Class (SDC) where the instruction is being tailored for Special Education students, not regular classes that just happen to have special education students. When a course section is actually providing multiple instructional strategies you also have the alternative to submit separate course sections with the appropriate instructional strategies, and report them with the same Class ID. Home/Hospital (300) English Learner ( ) * Alternatively, you can submit a different course section for each instructional strategy 44 Fall 2 Data Population v2.3, January 18, 2017 44 44

Special Ed (e.g., special day class) Record Element(s) Values and/or Notes CRSE Instructional Strategy Code 700 Home and Hospital Record Element(s) Values and/or Notes CRSE Instructional Strategy Code 300 Special Day classes and home and hospital are both reporting through Instructional strategy. Independent Study and Distance Learning are reported using their respective indicators. Independent Study Record Element(s) Values and/or Notes CRSE Independent Study Indicator Y Distance Learning Record Element(s) Values and/or Notes CRSE Distance Learning Indicator Y Fall 2 Data Population v2.3, January 18, 2017

Team Teaching* Record Element(s) Values and/or Notes CRSE Multiple Teacher Code 1 Class ID Job Sharing* Team Teaching and Job Sharing are both reported using the Multiple Teacher code. There should be a separate course section record for each teacher, but they will both use the same Class ID. Record Element(s) Values and/or Notes CRSE Multiple Teacher Code 2 Class ID * There should be a course section record for each teacher. The Multiple Teacher Code should each be the same in both records. Likewise for Class ID. Fall 2 Data Population v2.3, January 18, 2017

Career Technical Education (CTE) Record Element(s) Values and/or Notes CRSE CRS-State Course Code Course codes between the range are designated CTE courses CRS-Course Content Code 154 for Academic CTE Courses to be reported as part of a CTE pathway CTE Course Section Provider Code Use 2 – District if section is not part of a CTE pathway CRS-CTE Postsecondary Articulated Course Indicator Must be Y for a CTE Postsecondary Articulated Course Note that CTE course section counts are not collected in Fall 2, but the validations related to data are still enforced. CTE course section counts from Fall 2 are not used by the CDE but related validations for these course sections are still enforced Fall 2 Data Population v2.3, January 18, 2017

California Partnership Academy Record Element(s) Values and/or Notes CRSE Education Program Funding Source Code 113 Pull-out/Push-in* (support) Record Element(s) Values and/or Notes CRSE CRS-State Course Code 3020 California Partnership Academy is reported through the Education Program Funding Source Code. Pull-out/Push-in support is reported using CRS-State Course Code, however course section enrollment does not need to be reported for these course sections. * Course section enrollment (i.e., student enrollment) does not need to be reported for pull-out/push-in teaching assignments Fall 2 Data Population v2.3, January 18, 2017

State Course Codes by Content
Content Area State Course Codes Art 28xx Career Technical Education Computer Education , 2465, 2466, , 2667 Drama/Theater 29xx English Language Arts 21xx Foreign Languages 22xx History/Social Science 27xx Math 24xx Music & Dance 23xx Other Instruction-Related Assignments 2536, 2537, 2719, 2722, 2821, 2825, 2826, 3020, Physical Education , 2538, 2560 Science 26xx Self-Contained Class 1000 Special Designated Subjects 2505, Fall 2 Data Population v2.3, January 18, 2017

State Course Codes by Subgroups
Advanced Placement (AP) 2170, 2171, , 2370, 2470, 2471, 2480, 2483, 2670, 2676, , 2825, 2826, 2870 – 2876 Dual Enrollment College Courses 2190, 2290, 2490, 2690, 2790, 2890, 6090 International Baccalaureate 2160, 2161, , , , , , 2479, 2560, , , 2779, 2780, 2860, 2861, See the Course Group Master Combos tab of the CALPADS Valid Code Combinations document listed on the Resources slide to search for course codes based on additional criteria. Fall 2 Data Population v2.3, January 18, 2017

Data Submission – Course Section
Course Sections Student Course Sections 10th Grade English Local Crs ID: 312 Crs Group: 2131 Term: FY UC/CSU: B Period: 4 Teacher: Grady Crs-Section: Class ID: Education Service Code: 3 Instructional Strategy: 500 Period: 2 Teacher: Chen Crs-Section: Class ID: Period: 1 Teacher: Friedrich Crs-Section: Class ID: SSID: Schedule: Period 1: Period 2: Period 3: French 3 Local Crs ID: 721 Crs Group: 2204 Term: FY UC/CSU: F Period: 6 Teacher: Brawn Crs-Section: Class ID: Period: 2 Crs-Section: Class ID: This graphic shows how the course, course section and student course section are related to each other. In the graphic, we are using name rather than SEID because it is easier to follow the flow, period is also on the graphic but not reported to CALPADS. In reporting to CALPADS, you will use the SEID of the teacher. First on the left, there is a list of several courses. It shows the local course name, local course id, the state course code, the academic term and the UC/CSU indicator. The next group are the course sections. For instance there are 3 sections of 10th grade English. Review each one, highlighting the course-section ID and class ID. Section has English Learners enrolled, for that course-section, the education service code and instructional strategy are reported also. At the bottom is second grade, at this school there are two second grade classes. One class is team taught by Robinson and Mills, so two records are submitted. The right hand shows a student’s course schedule. This shows the link to the course section records. Algebra 1 Local Crs ID: 204 Crs Group: 2403 Term: FY UC/CSU: C Period: 3 Teacher: Angel Crs-Section: Class ID: Period: 5 Teacher: Agliano Crs-Section: Class ID: Period: 2 Crs-Section: Class ID: 2nd Grade Local Crs ID: 1002 Crs Group: 1000 Term: FY UC/CSU: Teacher: Sampson Crs-Section: Class ID: Teacher: Mills Crs-Section: Class ID: Multiple Teacher Code: 1 Teacher: Robinson SSID: Schedule: 2nd Grade: Fall 2 Data Population v2.3, January 18, 2017 51

Basic Course Data Example
Local Course Information CALPADS Data Elements Scenario Course Teacher Name SEID Room Local ID State Code UC/CSU Section ID Class ID 1 Beginning algebra Agliano 125 204 2403 Algebra 1 C 204-04 Economics CP Ratty 41 612 2701 Economics A 612-01 Digital Literacy (Library course) Brawn 19 721 6206 Lib Sci 1 F 721-01 2 Kindergarten (Morning) Lewis 1015 1000 Kg AM 1015-2 1015-2A 1st Grade Jin 4 1001 1001-4 4th Grade Kumar 12 1004 Now we will show you some examples of course section data. We will start out with some basic scenarios and then move on to more complex ones. The first set of examples are for departmentalized course sections, those where there is a separate course section for each subject area. These are the kind of course sections usually found at high schools and in some middle schools. In some cases elementary schools may have a few departmentalized course sections as well. Note, courses taught by a teacher librarian related to the knowledge of the nature, architecture, and cycle of information are reported with code Just like other teachers, librarians must have corresponding The second set of examples are for self-contained course sections where the students are taught multiple subjects in a single section. These types of sections are most commonly found at the elementary or middle school level, although high schools may occasionally have them for situations like independent study. Departmentalized 1 Agliano, Ratty, and Brawn are all teaching regular, scheduled course sections that are associated with a teacher by the SEID. Each has a State Course Code based on its content, a unique Course Section ID and Class ID. The UC/CSU field indicates which requirement the student has met. Self-contained 2 All self-contained courses use the same State Course Code (State Course Code = 1000). * Room is not a CALPADS element, only used for reference 52 Fall 2 Data Population v2.3, January 18, 2017

Team Teaching/Job Sharing Example
Local Course Information CALPADS Data Elements Scenario Course Teacher Room Local ID State Code Name UC/CSU Section Class ID Multiple 3 Beginning algebra Agliano 41 204 2403 Algebra 1 C 204-03 1 Angel 4 Communications Ranasinghe 75 917 5751 Comm 1 917-01 2 Gordon 5 1st Grade 8 1001 1000 1001-8 Seaborn 6 6th Grade Robinson 19 1006 Mills Team teaching and job sharing are reported the same regardless of whether the course section is departmentalized or self-contained. In each of the four examples, the multiple teacher code is used to indicate the type of class, 1 for team teaching or 2 for job sharing. In both situations, the room is the same for both sections, as are the course section ID and the class ID. Departmentalized 3 Agliano and Angel are team teaching (Multiple Teacher Code = 1) Beginning algebra. 4 Ranasinghe and Gordon are job sharing (Multiple Teacher Code = 2) Communications. Self-contained 5 Gordon and Seaborn are job sharing (Multiple Teacher Code = 2) 1st grade in room 8, each course-section (class) is reported with the same Course Section ID, and the same Class ID (they have the same students in the same classroom at the same time). 6 Robinson and Mills are team teaching (Multiple Teacher Code = 1) 6th grade in room 19; each is reported with the same Course Section ID, and the same Class ID. 53 Fall 2 Data Population v2.3, January 18, 2017

Course Data Expected for District Level Programs
Home/Hospital or Independent Study Report with the district CDS number Students must only be enrolled at the district level In some cases a student may be receiving home/hospital or independent study instruction where neither the teacher or student is associated with a specific school site. In this case the teacher and course section should be reported at the district level by using seven zeroes ( ) for the school number. Additionally if the teacher is being reported with a job class of 27, submission of the student course section record is optional. If teacher job classification is code 27 (Itinerant/Pull-in Push-out) submission of Student Course Section is optional 54 Fall 2 Data Population v2.3, January 18, 2017

Special Education/Home and Hospital Example
Course Teacher Local State Code Name Section ID Class Education Service Instructional Strategy 7 Life Skills Conway 901 2537 901-01 3 700 8 Home and Hospital Sampson 951 1000 Home/Hospital 951-01 300 9 District Level Home and Hospital Mishima 952 1000 HH01 Special Education instructional strategies and home hospital are both reported through the Instructional Strategy field. A course section such as Life Skills which uses a special education instructional strategy should report an instructional strategy code of 700 (Special Ed). Home and hospital is reported with an instructional strategy of 300. Depending on whether the student is associated with a specific school, it can be reported at the school level or at the district level Departmentalized 7 Life Skills is a class for special education students (Instructional Strategy Code = 700). Self-contained 8 Sampson is providing self-contained (State Course Code = 1000) home/hospital instruction (Instructional Strategy Code = 300) in multiple subjects. Refer to slide 62 Independent Study scenarios for another example. 9 Mishima provides self-contained (State Course Code = 1000) instruction to students in home and hospital settings (Instructional Strategy Code = 300) throughout the district. Courses should be reported using the county-district (CD) code for the school of delivery. Students must also be enrolled at the district level rather than the school. 55 Fall 2 Data Population v2.3, January 18, 2017

Elementary Itinerant Teachers (Push in/Pull out) Example
Scenario Course Teacher Local ID State Code Name Section Class ID Education Service Instructional Strategy 10 Reading Dickinson 2010 2100 2010-1 2 500 11 Resource Phanthavong 6010 3020 3020-1 3 700 12 PE Gewer 1001 1001-1 1100 5 10 Dickinson is providing ELD Instruction and Structured English Immersion and/or English Learner Mainstreaming (Education Service Code =2 and Instructional Strategy Code = 500). Even though reporting student course data is optional for itinerant assignments, if EL students are only receiving services from an itinerant teacher, reporting course data may be necessary. 11 Phanthavong is a resource teacher providing services to special education students (Instructional Strategy Code = 700). 12 Gerwer is teaching a Elementary school PE course. He is an Itinerant teacher That provides Pull out instruction (CRS-State course code = 3020). Some elementary schools may have push in/pull out itinerant teachers to provide extra services or subjects like reading assistance or special ed services. These course sections still need to be reported, but course section enrollment for them is not required. However, if EL services are being provided, it is recommended to report the course section enrollment. In the top example we see that Dickinson is providing ELD instruction (Education Service Code =2) and Structured English Immersion and/or English Learner Mainstreaming (Instructional Strategy Code = 500). All courses are required to have the Education Service Code Populated if there are EL students enrolled in the class. Even PE has to report what type of EL instruction is provided or specifically indicate that no EL instruction is provided with a code of 5. Itinerant assignments can be at the same school 56 Fall 2 Data Population v2.3, January 18, 2017

Multiple Course Content Example
Scenario Course Teacher Local ID State Code Name UC/CSU Section Class Multiple 12 French 3 Brawn 723 2205 F 723-01 French 4 724 724-01 13 English Literature Saunders 312 2106 B 312-04 US History Sullivan 613 2709 A 613-04 14 Guido 312-05 999-08 1 613-05 In some situations multiple subjects may be taught in the same classroom during a period or block. Here are some examples: Brawn is teaching French 3 and French 4 during period 2 in the same classroom. The course content is different so there is a course section ID for each course, but the class ID is the same for both. Saunders and Sullivan are using the same classroom space to deliver two courses – English Lit. and US History to a group of 40 students. Saunders delivers instruction in English Lit to 20 of those students. Sullivan delivers instruction in US History to the other 20 students. Two unique Course Section IDs are reported for each of the two courses (English Lit., US History) with two different SEIDs. Two unique Class IDs for each SEID and course-section. Guido and Sullivan are team teaching a "core" English Lit./US History course during a two period block to one group of students. Guido delivers instruction in English Lit; and Sullivan delivers instruction in US History. All the students in this block are receiving both courses. Two records are submitted, one Course-Section record with the Course Section ID for English Lit, and one record with the Course Section ID for the US History course. Both records should be reported with the same Class ID: 12 Brawn is teaching French 3 and French 4 during the same period in one classroom. The course content is different so there is a Course Section ID for each course, but the Class ID is the same for both. 13 Saunders and Sullivan are using the same classroom space to deliver English Lit. and US History. Saunders delivers instruction in English Lit to 20 of those students. Sullivan delivers instruction in US History to the other 20 students. A unique Course Section ID and a unique Class ID is reported for each of the two courses (English Lit., US History) with two different SEIDs. 14 Guido and Sullivan are team teaching (Multiple Teacher Code = 1) a "core" English Lit./US History course during a two period block to one group of students. Guido delivers instruction in English Lit during the first hour; and Sullivan delivers instruction in US History during the second hour. All the students in this block are receiving both courses. One Course-Section record with the Course Section ID for English Lit, and one Course-Section record with the Course Section ID for the US History course. Both records should be reported with the same Class ID. 57 Fall 2 Data Population v2.3, January 18, 2017

Career Technical Education Example
Scenario Scheduled Courses Teacher Local Course ID State Code Name UC/CSU Section Class Content Provider Postsecondary Articulated 15 Web Design Angel 216 2455 Web design 216-01 154 16 Fashion Merch Gunn 925 4410 925-02 2 Y Textile Design Stephenson 840 4411 Textiles G 840-04 17 Interior Design 832 4430 832-02 1 15 Web Design is a Academic Career Tech Education (CTE) pathway (Course Content Code = 154) even though it is not a CTE course (State Course Code = 2455). 16 Both Fashion Merchandising and Textile Design are provided by the district (CTE Course Section Provider Code = 2). Fashion Merchandising and Textile Design are part of a Tech Prep sequence (Tech Prep = Y). 17 Interior Design is offered at the Regional Occupation Center (CTE Course Section Provider Code = 1). Career Technical Education classes are identified by their course code. Any code within the 4000 – 5999 range is considered CTE. Here are some examples of CTE courses being reported: Web Design is Academic CTE course. The course should have an associated Course Content Code of 154 (Career Technical Education) to indicate it is taught by a CTE certificated staff person. Both Fashion Merchandising and Textile Design are offered at the district. The provider code is 2 (district). Fashion Merchandising and Textile Design are part of a CTE pathway that has been articulated with a postsecondary education institution. The Postsecondary Articulated Course Indicator flag should be marked yes. Textile Design and Interior Design are offered at the Regional Occupation Center (ROP), the provider code is 1 (ROP/C). 58 Fall 2 Data Population v2.3, January 18, 2017

Other Scenarios Example
Scheduled Courses Teacher Local Course ID State Code Name UC/ CSU Section Class ID Course Section Instructional Level code Distance Learning SEID 18 AP European History Sullivan 665 2774 A 665-01 Y 19 Calculus Community College 271 2415 271-00 16 20 5th Grade Pagulayan 005 1000 Grade 5 000-05 001-05 21 Special ED Isbell 001 3020 100-99 Here are some other scenarios which LEAs may encounter: Sullivan is the certificated classroom monitor for AP European History, which is a distance learning course. To report the course-section, use Sullivan’s SEID, and indicate that the course is distance learning. Calculus is offered at the local community college. Since the instructor is not a district employee, use “ ” as the SEID. The Course Section Instructional Level Code field can be used in addition to a Dual Enrollment CRS-State course code to indicate that the course awards both college and High school credit. Courses should ONLY be reported as “College Credit” courses in the Course Section Instructional Level Code or with a dual enrollment course code if they will earn the student college credit. A student may earn high school credit in addition, but the course must earn the student college credit. Course Non Standard Instructional Level 10 Remedial 12 Gifted and Talented 14 Honors - UC Certified 15 Honors Non-UC certified 16 College Credit The 5th grade course section taught by a teacher without an SEID so the course section must be reported with the SEID of “ ” as well. 18 Sullivan is the certificated classroom monitor for AP European History, which is a distance learning course (Distance Learning Indicator = Y). To report the course-section, use Sullivan’s SEID. 19 Calculus is offered at the local community college. The instructor is not a district employee (SEID = ). 20 The 5th grade course is taught by a teacher without an SEID, but still must be reported. Courses taught by a teachers without an SEID should be reported with a generic SEID (SEID = ). 21 Jones is a special ED teacher employed by the COE. A generic SEID (SEID = ) is used because he is not employed by our district. The course code is 3020 because he provides Pull out support (CRS State Course Code = 3020) and is not on the master schedule. 59 Fall 2 Data Population v2.3, January 18, 2017

Independent Study Examples
Scenario Local Course ID Course Teacher State Code Name Dist. Learning Independent study UC/ CSU Section ID Class ID 4 MAT3731 Integrated Math S1 Chen 2425 Integrated Math N Y MAT3731-2IS IS999-02 SCI5361 CP Biology 2603 D SCI5361-2IS ENG1251 English 7 2133 ENG1251-2IS ENG1811 Lang ARTS CAHSEE LA CAHSEE ENG1811-2IS 5 ISTOPICS Independent Study 1000 Ind Study A ISTOPICS-1IS For independent study, it’s your LEA’s choice to report your sections as departmentalized or self-contained. If a course section is reported as self-contained it may be easier to report, but Departmentalizing each course section may be a better representation of the students schedule and transcript.. Here are some examples of independent study course sections being reported: Chen is an Independent Study teacher with many students taking multiple course-sections in multiple subject areas. Chen is teaching in a special setting and has demonstrated subject matter competence in mathematics, science, social science, and/or English through the Verification Process for Special Settings (VPSS). Alternatively, since Chen is highly qualified in all content areas, a single Course-Section ID and Class ID can be reported for all Course-Sections. Departmentalized 4 Chen is an Independent Study teacher with many students taking multiple course-sections in multiple subject areas. Self-contained 5 Same scenario as example 1, but reported as a single self-contained course section. Fall 2 Data Population v2.3, January 18, 2017

Continuation Class Examples
Scenario Local Course ID Course Teacher Per State Code Course Name Independent Study UC/ CSU Course Section ID Class ID 6 MAT3931 Algebra S1 Grady 2403 Algebra N C MAT3931-6C CS999-06 MAT3911 Geometry Essentials 1 2413 Geometry Essentials MAT3911-6C ENG1161 CP English 5 2131 English 5 B ENG1161-6C 7 CSTOPICS Cont Subjects 1000 CSTOPICS-6C Departmentalized (multiple subject areas, highly qualified in all) 6 Grady is a continuation school teacher with students taking multiple course-sections in multiple subject areas during the same period. Self-contained (multiple subject areas, highly qualified in all) 7 Grady provides Self contained instruction (CRS-state course code = 1000) for multiple subject areas in a continuation class. Some continuation schools may teach multiple subjects within a single class period. Similar to independent study, the LEA needs to decide whether to report them as departmentalized (which the CDE prefers) or as self-contained. Here are some examples: Grady is a continuation school teacher with students taking multiple course-sections in multiple subject areas the same period. Best practices would be to report each subject as a individual course section record, however, like Independent Study courses, continuation courses may be reported as self contained courses. Fall 2 Data Population v2.3, January 18, 2017

English Learner Services
Now we are going to cover how English Learner Services are reported English Learner Services Fall 2 Data Population v2.3, January 18, 2017

English Learner Services Record Element(s) Values and/or Notes CRSE Education Service Code 1 (Primary Language and ELD Instruction and/or SDAIE Instruction) 2 (ELD Instruction Only) 3 (SDAIE Instruction Only) 4 (ELD and SDAIE Instruction But Not Primary Language Instruction) 5 (No English Learner Services) 6 (Other English Learner Service) Required if either: Instructional Strategy = 400, 500, 600 or 650 - OR - Course has one or more EL students enrolled Instructional Strategy Code 400, 500, 600, or 650 Language of Instruction Code Required if Education Service Code = 1 or Instructional Strategy = 600 These services should be reported based on the services actually provided in the course section. Do not report services solely based on a staff member’s credential. Special Education students who are English Learners must receive EL instructional services in accordance with their Individualized Education Plan (IEP). Report services actually provided to students in the course section. Do not report services solely based on a staff member’s credential. Reminder: Counseling and tutoring do not qualify as EL instructional services Fall 2 Data Population v2.3, January 18, 2017

Services to English Learners Example
Course Teacher Local ID State Code Name Section Class Education Service Instructional Strategy Primary Language 1 Adv algebra (SDAIE) Angel 206 2404 Algebra 2 (Shelt) 206-01 3 500 English 1 (ELD) Timmerman 315 2130 English 1 315-05 2 Economics CP Ratty 612 2701 Economics 612-01 4 650 US History Seaborn 613 2709 US Hist (Bil) 600 01 English 2 Jin 756 2131 153-04 5 1 Angel, Grady and Ratty have classes with English Learners who are receiving English Learner services. Education Services and Instructional Strategy codes should be reported. 2 Seaborn has English Learners in US History. The students in the class have approved “Parental Exception Waivers” and are in a bilingual setting (Instructional Strategy Code = 600) with at least some core content instruction in their primary language (Education Service Code = 1). The primary language used for that instruction is Spanish (Primary Language = 01). 3 Jin has English Learners in English 2 but they are not receiving any English Learner services in that course section (Education Service Code = 5). Here we have some examples of reporting services to English learners: Angel, Grady and Ratty have classes with English Learners. Education Services and Instructional Strategy codes should be reported. Seaborn has English Learners in US History. The students in the class have approved “Parental Exception Waivers” and are in a bilingual setting with at least some core content instruction in their primary language so the primary language of instruction is required. Education service is required when instructional strategy is 400, 500, 600 or 650. Instructional strategy is required when education service code is anything except for codes 5 and 6. 64 Fall 2 Data Population v2.3, January 18, 2017

Course Section Reminders
Course Section must first be submitted and posted in CALPADS before the Student Course Section is submitted EL services are reported in the course section record Summer School and before and after care programs should not be reported, while non-academic courses such as lunch, free period and home room may be reported Course Section ID and Class ID are both assigned by the LEA; Class ID can be used to tie multiple course-sections to the same class Now we have a few reminders for reporting your course section records: {Read each note} 65 Fall 2 Data Population v2.3, January 18, 2017

Wrap-Up Wrap Up Now we’ll wrap up the training

Librarian Reporting SASS CRSE Staff Type Description Credential(s)
Staff Job Classification Code Non Classroom Based Job Assignment Code CRS-State Course Teacher Librarian* Manages library and provides instruction to students as a regular class in the library. Teaching & Library Science 12 N/A 6026 Librarian (pull out)** Manages library and students are pulled out of regular class to receive instruction in library. 27 (push in)** Manages library and provides instruction to students in another teacher’s classroom. Library Administrator Manages library. Does not instruct students. Administrative & 10 0139 Library Supervisor (classified) Manages library none Not reported to CALPADS. Reported in aggregate in CBEDS-ORA. Section of the Data Guide provides more detail on the change * Student course enrollment records (SCSE) required for students taking library course ** Student course enrollment records (SCSE) optional Former method for reporting librarians in and before was: Staff Job Classification Code = 11 Non Classroom Based Job Assignment Code = 0204 Fall 2 Data Population v2.3, January 18, 2017

Fall - 2 Suggested Milestones
10/5/16 – 12/28/16 Complete Fall 2 data population in local SIS 1/4/17 – 1/31/17 Upload SDEM, SASS, CRSE, SCSE files. Review validation errors and reconcile as needed 2/1/17 – 2/3/17 Post SDEM, SASS, CRSE, SCSE files To assist LEAs with planning, we have a list of suggested milestones. {step through slide} 2/6/17 – 2/17/17 Resolve certification errors, review certification reports and update records if necessary 2/20/17 - 2/24/17 Send reports to site leaders for approval 2/27/17 – 3/3/17 Certify Fall-2 (level 1 & level 2) Fall 2 Data Population v2.3, January 18, 2017

Fall 2 Steps 1. Setup 2. Submit and post data
SIS Roles 1. Setup SDEM | SASS | CRSE | SCSE 2. Submit and post data Here we have a reminder of the high-level steps to complete Fall 2 reporting First, you need to take care of setup. You should check with your local student information system vendor for details on where to enter data in your SIS and how to create your extracts. You also need to have your LEA Administrator assign the CALPADS roles to all your users that need them. Next, you need to submit and post your files in the proper order. This process may include fixing rejected record errors, although remember that passed records may still have warnings so you should check your passed records as well. After you get all your data posted, you need to review your certification errors, making sure to fix all your fatal errors. You should also review your warnings, but depending on what you find you may not need to make any changes. Then, once all your errors are cleaned up you should review your certification reports. If you find any discrepancies you may need to submit corrected data, but otherwise you would proceed to the last step and certify. Remember that you need to certify at both level 1 and level 2. Level 1 certification is usually done by the person submitting the data and level 2 is meant to be done by an administrator. However, in some cases, such as very small districts or charter schools, the same person can do both certifications. Fix fatal errors Review warnings 3. Resolve errors and review reports Level 1 (Fall 2 Data Collection Certifier) Level 2 (Superintendent Certifier) 4. Certify Fall 2 Data Population v2.3, January 18, 2017

Did You Get It? Question Answer What data are reported?
Course enrollment, staff assignments What schools are reported? Schools with grades K-12 Which files are submitted? SDEM, SASS, CRSE, SCSE Do they need to be submitted in any special order? SDEM before SASS or CRSE. CRSE and SENR before SCSE. For what date(s) are data reported? Census day, the first Wednesday in October What file is used to submit teaching assignments? CRSE What file is used to submit non-classroom assignments? SASS What file is necessary to update the Staff Service Years LEA and the Staff Service Years Total? The SDEM is required to update every staff members Staff Service Years LEA and the Staff Service Years Total? Fall 2 Data Population v2.3, January 18, 2017

Did You Get It? Question Answer
When should substitute teachers be reported? Substitute teachers should be reported if the regular teacher was not teaching on Census day and is not expected to return by October 31st of the reporting year. How are EL services reported? EL services are reported using three fields in the course section enrollment (CRSE): Education Service Code Instructional Strategy Code Language of Instruction Code When is the language of instruction code required? The language of instruction is required if Education Service Code = 1 or Instructional Strategy = 600 Teachers and administrators need a _______ ______ credential to be reported as librarians. Library Science Fall 2 Data Population v2.3, January 18, 2017

Resources CALPADS Calendar System Documentation
System Documentation Document Description Sections CALPADS File Specifications (Forms) File layout and requirements for batch submission SSID Enrollment, Staff Demographics, Staff Assignment, Course Section and Student Course Section tabs CALPADS Code Sets List of state defined codes 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 CALPADS Error List Detailed error message descriptions SSID Enrollment, Staff Demographics, Staff Assignment, Course Section, Student Course Section and Fall 2 Certification tabs CALPADS Data Guide Detailed requirements Sections 2.2 and 2.3 Here are some of the important CALPADS resources, a few of which we mentioned earlier in the training. The CALPADS calendar lists the Census days, submission windows, and amendment windows. It is updated by the CDE if any of the dates change so it is a good idea to check it occasionally, especially in the week or two before the deadline. There are also a number of technical documents on the CDE’s CALPADS page: The CALPADS file specifications (forms) provides the file layout, basic field validations, and associated code set names. The CALAPDS code sets provides a list of the state codes for any fields that use them. The CALPADS valid code combinations identifies which codes can be used together for fields that are related. The CALPADS error list is useful when trying to understand error messages that are unclear as it provides detailed descriptions and suggested solutions. The CALPADS data guide explains what data is expected for each submission. 72 Fall 2 Data Population v2.3, January 18, 2017

Resources Self-paced Trainings Mini Tutorial Clips
Mini Tutorial Clips CTC Credential Information Guide (CIG) Restricted to CIG users. Obtain the login information by contacting the Commission at: FAQs Fall 2 - EL Authorizations - 73 Fall 2 Data Population v2.3, January 18, 2017

Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: Listserv: As always, you can get support from CALPADS through the CALPADS service request form. It is the recommended way to request support because tickets go directly into the tracking system, but if you don’t have access to a Web browser, you can use phone or instead. Be aware however, that phone and messages are not answered directly and need to be transcribed into the tracking system. Also, if you want to receive important notices about CALPADS reporting, changes to the system, or technical issues like downtime, you should subscribe to the CALPADS-LEA listserv. Fall 2 Data Population v2.3, January 18, 2017

Please Complete Our Survey
Training Evaluation Questions Please Complete Our Survey Or We are now going to share out our training survey to get your feedback on how well this met your needs. We will be taking questions after the survey has been completed. {Share out survey} Fall 2 Data Population v2.3, January 18, 2017

Staff Data & Course Enrollments

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Staff Data & Course Enrollments

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