REPORTS AND CERTIFICATION

REPORTS AND CERTIFICATION
FALL 2 Welcome to the Fall 2 Reports and Certification training. In this training, we will cover the process for Fall 2 reporting and certification. Fall 2 Reporting & Certification v1.0, December 29, 2016

Questions and Courtesy
HOLD Mute yourself There will be time during the Q & A segment to read chat answers and get clarification. Please focus on the presentation so you do not miss something important. Questions may be asked here, but they may not be answered immediately. Lync Chat Box Chat Button Shows or hides the chat box Please include your name and LEA when asking questions Here are our courtesy guidelines to create a session with minimal disruptions/interruptions: 1) Please Do not put your phone on HOLD!!! If you absolutely need to take another call during this session, please end your call with us and then call back into the training once you are done. Even if you do not press a hold button, many phones put a call on hold if you pick up a second one. The music played by the hold can be very disruptive to the training. 2) When we are presenting please make sure to mute your phone. If necessary we will mute everyone, and then you will need to wait for me to unmute everyone before you can ask a question. 3) We will stop periodically for questions. We encourage you to ask questions, That said, please hold your questions until we call for them, which we will try to do at reasonable intervals. 4) When you ask a question, please include your name and your LEA. 5) If you happen to ask a particularly lengthy question or one that is unrelated to the material currently being covered we may postpone addressing the question until the end of the presentation, in the Q & A segment of the training. 6) We want to make sure all of your questions are answered, so if you think we missed your question, please remind us of your outstanding question at the end of the presentation during the Q & A segment or send in a service ticket or attend the live Q&A held each Wednesday at 3pm Last - Lync provides a chat box where you can type questions that CSIS staff will answer, however please try to focus on the presentation so you do not miss something important. If you think that you need a more immediate answer so you can understand the current slide, please ask it verbally when we pause for questions. Also note the chat box can be turned off if it creates a distraction. (explain how to do this) Lengthy or unrelated questions may be postponed until the Q & A segment of the training. Fall 2 Reporting & Certification v1.0, December 29, 2016 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Who’s Supposed to Be Here
Individuals assigned to CALPADS maintenance This training is for individuals assigned to do CALPADS maintenance work related specifically to Fall 2 submission. Fall 2 Reporting & Certification v1.0, December 29, 2016

Training Sequence Essential 1: Data Coordinator Orientation
Essential 2: Interface & Administration Essential 3: Data Submission Essential 4: Anomalies Fall 1 Fall 2 Data Population Fall 2 Today’s training assumes you have attended Essential 1-4 , Fall 1, and Fall 2 DP trainings. If you have not attended these trainings, be aware that you may not understand some content and references used during this training. Fall 2 Reporting & Certification v1.0, December 29, 2016

Agenda Staff Overview Students (ELs) Assignments Course
Wrap-Up Course Enrollment This is the Agenda {step through the slide} Certification Review Fall 2 Reporting & Certification v1.0, December 29, 2016

Fall 2 – Overview Now let’s move on to Fall 2 Overview
Fall 2 Reporting & Certification v1.0, December 29, 2016

DATA SUBMISSION PERIOD
Fall 2 represents a point in time count of …. Students enrolled in classes on Census Day Course sections occurring on Census Day Exceptions: Tracked schools not in session on Census Day Course sections that begin no later than 30 calendar days after Census Day Staff who are employed as of Census Day Exception: Staff who are employed within 30 days after Census Day for school tracks that are not in session on Census Day Fall 2 is a “point in time” count. It collects: the students who were enrolled on Census Day, the courses occurring -- and the staff working -- on Census Day. For most LEAs this is the complete definition of the data collected. However, there are LEAs that have multiple track schools. This type of school could have one or more of its tracks off-track (off-session) on Census Day. Therefore, some of its students who were enrolled on Census Day, have no courses occurring on Census Day. In this case, Fall 2 expects to collect for these student the courses they are taking on the first day that their track re-starts. It is assumed that the track will be back in session within 30 calendar days after Census Day. NOTE: Intercession course should not be submitted The Staff Data for Fall 2 is also supposed to represent Census Day. But in the case of off-track courses, a staff member teaching or supporting a re-started track course may not have been employed on Census Day. For this reason, Fall 2 has established a 30 day window that will be used to validate staff employment for these schools. If you have an A/B schedule, submit all of the courses that are offered, not just those in session on census day. Fall 2 Reporting & Certification v1.0, December 29, 2016

Information Reported in Fall 2
Staff Demographic/ Assignments Certificated teachers, administrators and pupil service staff Course Enrollment Course sections of students enrolled on Census Day (required for ALL LEAs—no exemptions) There are no LEAs exempted from reporting student course enrollment SCSE (charter schools are required as well). Classroom services provided to English Learners English Learner (EL) Services Fall 2 Reporting & Certification v1.0, December 29, 2016

Order Online Batch What To Submit 1 Student Enrollment SENR 2
Student Information SINF 3 Student Program SPRG 4 *Student Eng. Lang. Acq. SELA 5 Staff Demographics SDEM 6 Staff Assignments SASS 7 Course Section CRSE 8 Student Course Section SCSE These are the data files that you will be submitting, either online or via batch, for Fall 2: The Fall 2 Student Profile Data is the same data that you have been reporting for Fall 1: Student Enrollment, Student Information, Student Language Acquisition and Student Programs. The Student Enrollment data is used to determine which students were enrolled for Fall 2. The Student English Language Acquisition data are used to identify the English Learners. This is a key component of services in Fall 2. Student Program Data is used as filters on reports to enable views of the data by the accountability subgroups that are certified in Fall 1, such as eligible immigrants, migrant, Special Ed, etc.. Fall 2 also collects: Staff Demographics, Staff Assignments, Course Section, and Student Course Section data. It is important to note that Fall 2 does NOT use the Fall 1 snapshot data. However, it collects the same Student Profile data from the ODS. Therefore both Fall 1 and Fall 2 use the same pool of students. * Student English Language Acquisition data is used to identify English Learners services in Fall 2’s Courses. Fall 2 Reporting & Certification v1.0, December 29, 2016

Student Course Section
Record Relationships Staff Demographics SSID Enrollment SEID SSID Staff Assignments Course Section Student English language Acquisition The relationships between each of these data groups is depicted in this graphic. During this training we will build on an understanding of how each of these data groups works together to produce the information needed from the collected data. Course Section ID SSID Records above others must be posted before those below them or you may get rejected records Student Course Section Student Program 10 Fall 2 Reporting & Certification v1.0, December 29, 2016

Important Dates for Fall 2
*Census Day 1st Wed in Oct (10/5/2016) Certification Deadline (3/3/17) Amendment Window (3/31/2017) DATES AND DEADLINES FOR Census Day for Fall 2 is always the first Wednesday in October. For the current reporting year, that falls on… Census Day is October 5, 2016. The certification deadline is…March 3, 2017 The amendment window is… March 4, 2017 to March 31, 2017 All of these dates can be found on the CDE’s calendar. The link has been provided in the bottom of this slide. You should check this page periodically to ensure you are aware of any changes in the dates mentioned earlier. * 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 Reporting & Certification v1.0, December 29, 2016

Fall 2 Accounts and Roles
Allows user to SENR View and submit enrollment data SELA View and submit ELAS data SINF View and submit SINF data SPRG View and submit program data SASS View and submit staff assignment data SDEM View and submit staff demographic data CRSE View and submit course data SCSE View and submit student course data Course Enrollment/Staff/EL View Fall-2 related reports Fall 2 Data collection Certifier View certification status and level 1 certify Superintendent Certifier View certification status and level 2 certify Best Practice: Assign backup user for level 1 & level 2 In addition to the LEA admin account, each LEA must have one or more accounts for daily use. The LEA admin account is meant to be used mainly for maintaining accounts, roles, and code mappings. This means the LEA admin account does not have the ability to perform certain tasks including certifying, reporting or viewing NSLP data, etc. The roles for certification and maintaining Free and Reduced Lunch data need to be assigned to a daily use account. It is important to remember that certification roles are not activated until the next snapshot is generated. Reminders Daily use account LEA Admin cannot certify Fall 2 Reporting & Certification v1.0, December 29, 2016

Fall 2 Checklist – Preparation
Identify roles and responsibilities Establish target dates for submissions and reviews Become familiar with the data collection requirements Review Fall 2 approach and practices Check with vendor for updates Verify sites and district on same SIS version Query SIS to ensure required data are populated Local Student Information System (SIS) Activities As part of preparing for your Fall 2 reporting you should: {step through slide} Fall 2 Reporting & Certification v1.0, December 29, 2016

Data Submission Students (ELs) Staff Course Section
EL Education Services Now we will discuss data submission and the first group of data are the EL students Data Submission Fall 2 Reporting & Certification v1.0, December 29, 2016

Data Submission – Student
A student’s English Language Acquisition Status is used to identify English Learners (ELs) on Census Day. EL Service should be reported for the EL students reported in Fall 1. The ELA status must be effective on Census Day The EL students reported in Fall 1 are required to have EL services provided through the Fall 2 CRSE. CALPADS only wants changes to a current ELAS status (EL to RFEP, TBD to IFEP) or students brand new to a CA Public School (does not have an English Language Acquisition status). This means even if your LEA did not report the student as EL but their previous LEA did and the student was enrolled at your LEA on Census Day, the student will be reported as EL for your district. Fall 2 Reporting & Certification v1.0, December 29, 2016

Data Submission – Student
No special submission of Student Profile data is needed for Fall 2 IF Student Profile data is maintained in on an on-going basis Fall 2 does not require any additional student submissions if data is maintained on an ongoing basis in CALPADS. Again. the Student Profile Data is the same data that is collected from the ODS for Fall 1: SSID Enrollment Student Information Student Programs Student English Language Acquisition. It seems this is less of an issue because LEAs are required to keep student information current because of TOMS. Fall 2 Reporting & Certification v1.0, December 29, 2016

EL Education Services Now we’ll move on to staff data Data Submission Fall 2 Reporting & Certification v1.0, December 29, 2016

Staff Types Reported Teachers Administrators Pupil Service
{Step through Step through the slide.} slide LEAs can review the CALPADS Code Set’s Educational Service Job Classification for a detail definition of the staff reported for F2. Classified staff are reported through CBEDS-ORA, which is usually due end of October Fall 2 Reporting & Certification v1.0, December 29, 2016

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 (can’t be ) 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 Your SIS vendor uses the CFS to create the CALPADS files and here are some of the data elements required for the SDEM and SASS. We’ve commented on the key data elements in these files See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements Fall 2 Reporting & Certification v1.0, December 29, 2016

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 Required each year 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 Required for every site a staff member instructs at NOTE: Staff service years LEA should be updated every year for continuing staff. New staff’s Service years will be reported as 1.0 (must be equal to or greater than 1—per CFS) Staff service years Total should be updated every year for continuing staff (for certificated position & include the yrs. of substitute teaching if position was a long-term substitute). *Staff no longer employed on 10/5/16, must have the Employment End Date reported (do not populate Effective End Date) Fall 2 Reporting & Certification v1.0, December 29, 2016

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 10= Administrator 11-Pupil Services 25 Non-certificated Administrator Can report up to 7 non-classroom based job assignment codes Fall 2 Reporting & Certification v1.0, December 29, 2016

Staff Required Fields Teachers Administrators Pupil Service Record
Element(s) Values and/or Notes SASS Staff Job Classification Code 12, 26 or 27 CRSE SEID (can be ) Must be a valid SEID that matches the SEID in SDEM and SASS records Administrators Record Element(s) Values and/or Notes SASS Non Classroom Based Job Assignment Code 1 Staff Job Classification Code 10 or 25 12=teacher 26 Charter School Non-certificated Teacher 27=Itinerant or Pull-Out/Push-In Teacher If the staff has no SEID and you use then no SDEM or SASS allowed. Pupil Service Record Element(s) Values and/or Notes SASS Non Classroom Based Job Assignment Code 1 Staff Job Classification Code 11 Fall 2 Reporting & Certification v1.0, December 29, 2016

Obtaining Statewide Educator IDs (SEIDs)
County Credential Analyst CTC Credential Information Guide (CIG) The SEID is assigned and maintained by the CTC. Commission on Teachers Credentialing and are not obtained through CP. To obtain the SEID for staff you should contact (casually cover each graphic). As the note at the bottom states, the SEID lookup site is password protected, so you need to contact CTC if you need access. See section 1.5 of the CALPADS Data Guide for details. The CALPADS Data Guide also has good information on SEIDs. * See Resources slide near the end of the presentation for links to the CIG in the CALPADS Data Guide, Section 1.5 which has more information on SEIDs 23 Fall 2 Reporting & Certification v1.0, December 29, 2016

Data Submission - Staff
There are two file types for staff data. The file types must be submitted in a specific order. *Staff Demographics (SDEM) SEID, employment start dates, total years of service in the education field, and total years of service in the Reporting LEAs **Staff Assignments (SASS) Job classification for all teachers and non-classroom based staff Non-classroom staff assignments for Administrators, Pupil Services, & Non-certificated Administrators SDEM is the only F2 file that is NOT a replacement file. SASS is a full replacement file Submitted in specific order means: upload, resolve rejected records, & post. Once a file has the status “Complete” on View Submission Screen, you can upload the next file. Very important that LEAs report years of service in increments of 1. * Staff who left must have an Employment End date else the system will expect course data. The SDEM record remains active until an Employment End date is populated. *Staff employed 10/5/16 and staff who left from 10/8/2015 to 10/4/2016 **Staff assignment on 10/5/2016 Fall 2 Reporting & Certification v1.0, December 29, 2016

Itinerant Staff Staff assigned to more than one school site and/or a teacher who provides one-on-one or small group support or resource instruction by either pulling students out of the classroom, or coming into the classroom to provide the instruction Can report at District or at all assigned sites Reporting student course enrollment is optional Report student course enrollments if EL services are being provided Here are the 3 options LEAs have to report your itinerant staff: Fall 2 Reporting & Certification v1.0, December 29, 2016

Data Submission – Staff
CALPADS uses the Effective Date in Staff Demographics (SDEM) Each LEA submits a staff demo record for a specific staff person Each LEA uses the same Statewide Educator Identifier (SEID) for the staff member’s demo record CALPADS uses the record effective start date to determine the most recent staff demographic record that is effective on Information Day. Each LEA submits their staff demo graphic records for staff employed on 10/5/2016 (info day) or track schools have up to 30 days, after info day, to report their staff demo. Similar to enrolling a student within an LEA—each LEA has their enrollment record. Like the SSID, the SEID is used by the LEAs to report the staff demo record * Staff who were reported last year and have since left must have an Employment End date else the system will expect course data. The SDEM record remains active until an Employment End date is populated. Fall 2 Reporting & Certification v1.0, December 29, 2016

CALPADS maintains Staff Assignments by School for each Academic Year Batch Submission By default, CALPADS uses replacement processing Each submission removes all existing assignment data and replaces it with the new data for the school for the Academic Year Delete removes all existing assignment data for a school for the Academic Year Online Transactions Update/Delete modifies/deletes existing school data for a staff member for an Academic Year A reminder that SASS is a full replacement file, which means if you upload an SASS file with the same school and academic year, the new posted data replaces any previously reported record for the school & AY. Prior to posting an SASS, a best practice would be to verify the sites submitted in the SASS to eliminate replacing data for a site in error. Sometimes a stray CDS#, with a single record is in the extract and when the file is posted all previous SASS records for that stray site will be replaced with the single record in the new posted file. Fall 2 Reporting & Certification v1.0, December 29, 2016

Effective Start Date is used to determine which record to report must be effective on or after July 1 of reporting year Effective End Date should not be populated to report staff not employed on Census Date. LISA Employment End Date is used to determine which staff to exclude from reporting Populate for employees who are no longer with LEA Use last day of employment Staff exiting before info day will not be included Staff on leave are reported using the staff assignment 6018 Staff on leave are reported using the assignment code of 6018, FTE must be reported as 0.00, and Years of Svc (both LEA and total Yrs.) must be populated with what would be reported if they weren’t on leave. A common problem for Fall 2 last year was LEAs were manually reporting staff that left their LEA by populating the Effective End Date and not the Employment End date. This will create fatal certification errors. Fall 2 Reporting & Certification v1.0, December 29, 2016

STAFF ASSIGNMENTS - Input Validations Valid Code Combinations The Non Classroom based/support assignments that are valid for each Job Classification can be found in the Valid Code Combinations document on the CALPADS website. Demo Valid code combinations. Point out for job assignment 6017 that although 12/26/27 and 6017 are a valid combination that indicates they are not instructing students, only use the teacher (12/26/27) job classification if the staff member has other classroom assignments. Add a course-section record for the staff if they do not have a classroom assignment with the course 3020 to indicate a support assignment. Student course enrollment is not required for this scenario. *Valid code combinations can still generate certification errors. Fall 2 Reporting & Certification v1.0, December 29, 2016

DEMONSTRATION STAFF DEMOGRAPHICS & STAFF ASSIGNMENTS
Data Submission – Staff DEMONSTRATION STAFF DEMOGRAPHICS & STAFF ASSIGNMENTS Add/Update Staff Demographics for SEID Without existing demographics With existing demographics for another LEA With existing demographics for user’s LEA We are now going to do a live demonstration of Online Maintenance for Staff Demographics and Staff Assignments. Add the demo details to notes Add/Update Staff Assignments for SEID View List of Existing Staff Fall 2 Reporting & Certification v1.0, December 29, 2016 30

Fall 2 Tips A Staff Demographic record must exist in CALPADS with a SEID to submit the Staff Assignment record Each LEA has its own Staff Demographic record for a specific staff person Staff Demographic data are submitted each year to update information such as Years of Service Effective Date is used to determine which record will be used Most recent record for the reporting period will be used Staff teaching at multiple sites must have a assignment record for each site. If not reported, the CERT047 will be detected Must have a staff demo record submitted/posted prior to submitting a SASS record Each LEA has their own SDEM record (similar to SSID enrollment records) SDEM submitting each year to update data such as Yrs of Svc Effective Date/Effective End date determines if the record will be reported for F2 Fall 2 Reporting & Certification v1.0, December 29, 2016

Before deleting a staff demographic record
Fall 2 Tips Staff Demographics and Assignments cannot be submitted for non-District employees (e.g. ROC/P teachers, contractors or staff without SEID) Before deleting a staff demographic record Delete all related records first (assignments, course-sections) Both the SDEM & SASS 1. Must have a SEID—cannot use the generic SEID ) 2. Non-district employees (ROC/P teachers, contractors, college instructors) cannot be report 3. Delete all related records (assignments/course sections) prior to deleting the SDEM record to avoid fatal cert errors Staff on leave are now reported using the assignment code of 6018. Fall 2 Reporting & Certification v1.0, December 29, 2016

Questions Staff Data Submission?
Any Questions on staff data submission? Fall 2 Reporting & Certification v1.0, December 29, 2016

EL Education Services LEAs should review the CALPADS Code Set’s Revision tab for additions/deletions/changes to Course codes (CBEDS) Data Submission Fall 2 Reporting & Certification v1.0, December 29, 2016

STUDENT COURSE SECTION
5/1/2018 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 This slide represents how course data will be collected in CALPADS (courses taught on 10/5/16) The course section is intended to capture information in your Master Schedule. It identifies a unique instance of a Course, taught by one or more teachers, in a specific location at a specific time. The student course section file is intended to capture information in your Student Course Schedules. This assigns a particular course section to a specific student. 35 Fall 2 Reporting & Certification v1.0, December 29, 2016 35 35

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 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 up to 10 characters. Example: K-AM-1, 1st-1, Alg1-02 Academic Term Code SEID Staff demographic record for SEID must exist in CALPADS Local Staff ID Class ID LEAs should review the CALPADS Codes Set’s History tab for courses added/retired/modified Fall 2 Reporting & Certification v1.0, December 29, 2016

All Course Sections Record Element(s) Values and/or Notes CRSE Education Service English Learners Code Independent Study Indicator Distance Learning Indicator Required for all EL students (reported in Fall 1) Codes 1-6 CTE Course Section Provider Code Required if Course Content Code = 154 or a 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 No student enrollments (student course section) required for Pull-out/Itinerant instruction – unless EL services are being offered that the LEA wants recognized LEAs should review the CALPADS Code Set’s History tab for new/retired/modified CTE Pathways Fall 2 Reporting & Certification v1.0, December 29, 2016

Self-contained Record Element(s) Values and/or Notes CRSE CRS-State Course Code 1000 (Data Guide Sections 3.2.3) Departmentalized Record Element(s) Values and/or Notes CRSE CRS-State Course Code Anything other than 1000 (CALPADS Code Set) English Learner Classes Record Element(s) Values and/or Notes CRSE Education Service Code *1,2,3,4,5,6 (Data Guide Section & 3.1.2) Instructional Strategy Code 400, 500, 600, or 650 (Data Guide Section 2.3.4) Language of Instruction Code Required if Education Service Code = 1 or Instructional Strategy = 600 * Now required for any course an EL student is enrolled in Fall 2 Reporting & Certification v1.0, December 29, 2016

Team Teaching* Record Element(s) Values and/or Notes CRSE Multiple Teacher Code 1 (Data Guide Section 2.3.3) Class ID Job Sharing* Record Element(s) Values and/or Notes CRSE Multiple Teacher Code 2 (Data Guide Section 2.3.3) 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 Reporting & Certification v1.0, December 29, 2016

Data Submission - Course
There are two file types for course data. The file types must be submitted in a specific order. Course Section (CRSE) Course Offering Course Delivery Course Enrollment Teacher Assigned Number of Unique Classes Class Size Student Course Section (SCSE) Students enrolled in course section The 2 course files CRSE & SCSE are replacement files. You will need to upload/post the CRSE prior to uploading the SCSE file Common problem for LEAs for the CRSE was they didn’t report all their course attributes, such as the instructional strategy, met UC/USC Reports courses taught and the courses students are taking on 10/5/16 Fall 2 Reporting & Certification v1.0, December 29, 2016

Courses Taught By A Teacher Without An SEID
5/1/2018 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 College professor New teacher without SEID from CTC CALPADS requires a Statewide Educator ID, or SEID, to identify the teacher who is teaching the course. There are five exceptions that allow you to submit “ ” for staff teaching a course that do not have a SEID. They are: 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. Reporting Subs LEAs should report long and short-term substitute teachers teaching on Census Day in course sections for which the LEAs do not have permanent teachers. For classes that do have permanent teachers who are temporarily absent, if the LEAs expect the permanent teachers to return by October 31 the SEIDs of the permanent teachers should be reported in the course section records. If the permanent teachers are not expected to return until after October 31, the substitute teachers’ SEIDs should be reported. 41 Fall 2 Reporting & Certification v1.0, December 29, 2016 41 41

Instructional Strategy Hierarchy
5/1/2018 Instructional Strategy Hierarchy Special Ed (700) Home/Hospital (300) CDE recommends that if you have a class with more that one instructional strategy, the you report special education as the first choice, Home/Hospital as the second choice, and English Learners as the final choice. Refer to pg 96 of the Data Guide. Note that for Special Education this rule only applies to Special Education classes (SDC), not a regular class with regular and special education students. You can also submit separate course sections with the appropriate instructional strategies, and report them with the same Class ID. English Leaner ( ) * Alternatively, you can submit a different course section for each instructional strategy 42 Fall 2 Reporting & Certification v1.0, December 29, 2016 42 42

Special Ed (e.g., special day class) Record Element(s) Values and/or Notes CRSE Instructional Strategy Code 700 (Data Guide Section & 3.1.2) Home and Hospital Record Element(s) Values and/or Notes CRSE Instructional Strategy Code 300 (Data Guide Section 3.2.4) Independent Study Record Element(s) Values and/or Notes CRSE Independent Study Indicator Y (Data Guide Section 3.2.4) Distance Learning Record Element(s) Values and/or Notes CRSE Distance Learning Indicator Y (Data Guide Sections 2.3.3, 2.3.4, & 3.2.3) Fall 2 Reporting & Certification v1.0, December 29, 2016

Data Submission – Course Sections
CALPADS maintains Course Data and Student Course Data by School for each Academic Year and Term Batch Submission CALPADS uses replacement processing for course sections/ student course sections Each submission removes course sections/student course sections and replaces it with the new data for the school and Academic Year and Term Delete removes all existing course sections/student course sections for a school for the Academic Year and Term Online Transactions Update/Delete modifies/deletes data for individual existing course section data for an Academic Year and Term Both the CRSE & SCSE are full replacement files. Fall 2 Reporting & Certification v1.0, December 29, 2016

Data Submission Students (ELs) Staff Course EL Education Services

English Learner Education Services (9.20) Code Value Name Code Value
English Learners English Learner Education Services (9.20) Code Value Name Code Value Primary Language Instruction and ELD Instruction and/or SDAIE Instruction 1 ELD Instruction Only 2 SDAIE Instruction Only 3 ELD Instruction and SDAIE Instruction But Not Primary Language Instruction 4 No Services Provided (New AY ) 5 Other English Learner Service 6 Fall 2 Reporting & Certification v1.0, December 29, 2016

English Learner Education Services
EL Education Services Business Rules: Primary Language Instruction and ELD Instruction and/or SDAIE Instruction (code=1) ELD Instruction Only (code=2) SDAIE Instruction Only (code=3) ELD Instruction and SDAIE Instruction But Not Primary Language Instruction (code=4) Other Services Reported (code=6) No Services Report (code=5) Rule 1 X Any combination (2, 3, 4, 6) 9.20 = 1 2 Any combination (2, 3) 9.20 = 4 3 4 9.20 = 6 5 Any combination (1, 2, 3, 4) 9.20 = (see rules # ) 6 9.20 = 5 7 Any combination (1, 2, 3, 4, 6) 9.20 = (see rule # – 5) Basic Selection Criteria: Count of primary enrolled students with ELAS=EL. English Language Acquisition Effective Start Date <= Report Date Most recent ELA Status Code on the report “As of” date (using Effective Start Date) that was effective during the reporting period, regardless of Reporting LEA = EL Grade Level = KN-12, UE and US Student Enrollment Status = Primary Enrollment (10) Course section with 0 enrollment: No Course section with SEID = : Yes *Rules for EL Services count are detailed in the CALPADS User Manual Glossary (English Learner Education Services Fall 2 Reporting & Certification v1.0, December 29, 2016

STUDENT COURSE SECTION
Data Submission – Course DEMONSTRATION COURSE SECTION & STUDENT COURSE SECTION Add New Course Add Course Section(s) Add Student Course Section(s) Upload Batch Files Troubleshoot Submission Errors We are now going to do an online demonstration of submitting your course data. Fall 2 Reporting & Certification v1.0, December 29, 2016 48

Data Submission – Course Sections
Course-section and student course-section use full replacement processing for batch submissions by Academic Year, School and Term When submitting a file, records will be replaced for all CDS numbers in the file Course-section data must be submitted and posted before student course-section data All teachers reported in course-sections with a valid SEID must have a valid demographic record Teachers reported with the “ ” SEID will not have a staff demographic or assignment record Here are the key points for staff that we just covered (casually cover each bullet). Fall 2 Reporting & Certification v1.0, December 29, 2016

Student Course Section Enrollment Data Expected
Enrollment Status Course Enrollment Primary (10) Required Secondary (20) Optional Short-term (30) This slide summarizes the data expected by enrollment level (casually cover each item). 50 Fall 2 Reporting & Certification v1.0, December 29, 2016

Course Data Submission?
Questions Course Data Submission? Any questions on Course data submission? Fall 2 Reporting & Certification v1.0, December 29, 2016

SUBMISSION DATA CERTIFICATION
So let’s review the data certification process for Fall 2. Fall 2 Reporting & Certification v1.0, December 29, 2016

Certification Requirements
Review all four aggregate reports Zero fatal errors The certification requirements for Fall 2 are as follows: You must review all 4 certification aggregate reports for accuracy and completeness. You must ensure all fatal errors have been resolved. Fall 2 Reporting & Certification v1.0, December 29, 2016

Fall 2 Certification Reports
Establish Report Review Process Data stewards should review reports Have reviewers sign off to verify they have reviewed Evaluate Certification Aggregate Reports English Learner Education Services – Student Count (2.4) Count of Teachers Providing EL Services (2.5) Course Section Enrollment by Content Area (3.6) Staff Count and FTE by Job Classification (4.1) After submitting and posting your data you need to review your Fall 2 reports. It is important that you have a review process so that the data stewards, the people who are responsible for the content of the reports, can validate them. These individuals might include site principals and program coordinators, like a GATE or a Special Ed coordinator. We also recommend that you have your data stewards sign or initial and date the report printouts to confirm that have reviewed them and that they are correct. {Really need to emphasize this!!} Your initial focus should be the four certification aggregate reports. These reports contain the counts that are central to the Fall 2 reporting. Fall 2 Reporting & Certification v1.0, December 29, 2016

Data Certification – Student
English Learner - Count by Primary Language (2.6) SUPPORTING REPORT Student English Language Acquisition Status ODS Download EXTRACTS Report 2.6 – uses Student Enrollment, Student Information and Student English Language Acquisition data Other EL reports require both Staff Information and Course Section data. This information for both Student and Staff is extracted from the Course Section and Student Course Section files, based on Students being EL, and the EL Services attribute reported for each Course section. Fall 2 Reporting & Certification v1.0, December 29, 2016

Data Certification – Staff
Staff – Count and FTE by Job Classification Disaggregated (4.2) Staff Profile – List (4.4) Staff - Non Classroom Based or Support Assignment – Detail (4.5) SUPPORTING REPORTS Staff Demographics ODS Download Staff Assignment - ODS Download EXTRACTS Fall 2 Reporting & Certification v1.0, December 29, 2016

Data Certification – Course
Class Size – by Content Area (3.1) Class Enrollment – by Content Area (3.2) Class Enrollment – Student List (3.3) Course Section Enrollment – Count and Details (3.7) Course Section Enrollment – Student List (3.8) Staff Teaching Assignments – Detail (4.3) English Learner Education Services-Student List (2.7) English Learner Instructional Plan - Count of ELs by Instructional Strategy (2.11) SUPPORTING REPORTS Course Section Enrollment ODS Download Student Course Section Enrollment ODS Download EXTRACTS If you have questions about the data you see in the course certification reports, here the 8 supporting reports that will allow you to drill down to identify the problem. There are also two extract that you can request for you own local analysis. Fall 2 Reporting & Certification v1.0, December 29, 2016

Fall 2 Steps 1. Setup 2. Submit and post data
SIS Roles 1. Setup 2. Submit and post data SDEM | SASS | CRSE | SCSE | Fix fatal errors Review warnings 3. Resolve errors and review reports Here we provide a simple checklist to remind you of the steps you need to complete for F2. 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 F2 and how to create your F2 extracts. You also need to have your LEA Administrator assign the F2 roles to all your users that need them. Next, you need to submit and post your data. This includes submitting the four F2 files. 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 F2 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 based on them. Then, once all your errors are cleaned up you would 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. Level 1 (Data Collection Certifier) Level 2 (Superintendent Certifier) 4. Certify Fall 2 Reporting & Certification v1.0, December 29, 2016

Data Submission – Course
CERTIFICATION REPORT Certification Report 2.4 summarizes the services provided to English Learners. The data is derived from the student information (indicating which students are English Learners) and the course-section and student course-section (indicating the courses the students are enrolled in and the services provided in those courses). EL students appearing in the Education Service Code Missing (far right) will generate a letter being sent from the CDE to EL Coordinators/Superintendents regarding EL students not receiving EL services. This general is an indication the CRSE file did not contain what services were provided to an EL student. Course Section & Student Course Section Student English Language Acquisition Fall 2 Reporting & Certification v1.0, December 29, 2016

CERTIFICATION REPORT Certification report 2.5 counts the teachers providing those services to English Learners. This is from the Glossary -An Education Service provided to an English Learner that is delivered through a course section. Counting Student English Learner Education Services (EL Services): If a student is receiving multiple EL Services at a school, the student is counted in only one service. Calculation Rules: 1) If a student is receiving "Primary Language Instruction" (1) and any other EL Service, the student is counted as (1). 2) If a student is receiving “ELD Instruction and SDAIE Instruction But Not Primary Language Instruction" (4) and one or both of 2 and 3 (and not 1), the student is counted as 4. 3) If a student is receiving "ELD Instruction Only" (2) and "SDAIE Instruction Only" (3) without 1 or 4, the student is counted as 4. 4) If a student is receiving "Other English Learner Services" and none of the services described in codes 1,2,3, or 4, then the student is counted as 6. 5) If a student is receiving "Other English Learner Services" (6) and any of the services in codes 1-4, then follow the applicable calculation rules outlined in bullets 1-3. 6) If a student is receiving "No English Learner Services" (5) and none of the services described in codes 1,2,3,4, or 6, the student is counted as a 5. 7) If a student is receiving "No English Learner Services" (5) and any services described in codes 1, 2, 3, 4, or 6, then follow the applicable rules outlined in bullets 1-5. If a student is receiving only one EL Service at a school, the student is counted in that service If a student does not have an Education Program Code reported, the student is included in the "Education Service Code Missing" count. Fall 2 Reporting & Certification v1.0, December 29, 2016

CERTIFICATION REPORT 3.6 reports total enrollment by content area. Student Information Course Section Note CTE filtering Student Enrollment Fall 2 Reporting & Certification v1.0, December 29, 2016

CERTIFICATION REPORT Staff Assignments This is the staff report that you will be certifying for Fall 2. Note that in order for staff to appear on the report they must have both the Staff Demographics and Staff Assignment data. Just like the students in the Fall 1 reports, they will not be included in the totals if the records have fatal certification errors. Likewise, staff with fatal certification errors will not show up in the report until they are resolved. Fall 2 Reporting & Certification v1.0, December 29, 2016

Certification Reports Review
2 3 1 4 Data Processor Superintendent or Administrator Once all fatal and warnings certification errors have been resolved: All 4 aggregate reports must be reviewed. It is the LEA’s responsibility to verify the data on the 4 F2 aggregate reports are an accurate representation of your LEA’s demographics. Click on Certify Level 1 button Click on Certify Level 2 button (this step and only this step completes the Fall 2 submission requirements Certification Status indicates what you current status is for F2. If the status is not “Snapshot Certified – Level 2, you have not completed all the requirements for Fall 2. Fall 2 Reporting & Certification v1.0, December 29, 2016

Common Problems Let’s review some of the common problems related to CALPADS… Please note that some of the slides in this section are hidden and are there for your reference. We will go over a couple of important ones with you today during this training session. Fall 2 Reporting & Certification v1.0, December 29, 2016

Validation Errors – Staff Assignment
SASS0118 – Validation Error Staff Job Classification FTE Percentage Less than 1.0 or Employee on Leave Percentage Greater Than 0 Solution Verify that Staff Job Classification FTE Percentage for a staff member who is not on leave is greater than or equal to 1.0 or employee on leave percentage is 0. Review slide in detail… Fall 2 Reporting & Certification v1.0, December 29, 2016

Certification Errors – English Learners
Triggers when the Education Service Code field (9.20) is not populated for a course section in which English Learners are enrolled in Solution Verify Education Service English Learner field is populated for every course-section where one or more EL student is enrolled in (See report 2.4 for EL Services provided or missing) Previously, report 2.4 and CERT063 were used to identify students missing services CERT 104 identifies course sections missing services. In , it is not enough for an EL student to have just one course identified with services. Any course an EL is in, needs to report the education services. Fall 2 Reporting & Certification v1.0, December 29, 2016

Certification Errors - Staff
Error occurs when a staff assignment is reported for a SEID for which there is no staff demographic record reported (Fatal) Solution Post staff demographic record for the teacher Verify the staff hire date is on or before information day This slide is marked as hidden to be used as a reference outside of the training session. Fall 2 Reporting & Certification v1.0, December 29, 2016

Certification Errors - Staff
Error occurs when a course section is reported for a teacher (SEID) for which there is no staff demographic record reported (Fatal) Solution Post staff demographic record for the staff member (SEID) Verify the staff hire date is on or before information day This slide is marked as hidden to be used as a reference outside of the training session. Fall 2 Reporting & Certification v1.0, December 29, 2016

Fall 2 Common Problems CERT047 - Fatal CERT048 - Fatal
Teaching Staff Assignment Missing - A course section includes a SEID for which there is no valid teaching assignment information. Teaching assignment must be reported at the site the course is being taught at CERT048 - Fatal Missing non-classroom based assignment or course section record All certificated staff must either have classes or have a non-classroom based assignment reported The CERT047 is detected on a course reported for a teacher, at a specific site and teacher doesn’t have an assignment record report for that site. If the teacher is teacher at a site, there must be an assignment record. The CERT048: If you report staff for the current academic year, they need an assignment record: either non-classroom based, teaching a course, or employment end date This slide is marked as hidden to be used as a reference outside of the training session. Fall 2 Reporting & Certification v1.0, December 29, 2016

Certification Errors – Staff Assign
Error occurs when no staff assignment data was submitted for staff with staff demographics data Solution Verify that the staff demographics are correct If yes, submit staff assignment record(s) If no, delete the staff demographic record This slide is marked as hidden to be used as a reference outside of the training session. Sometimes the staff is no longer employed and the Staff Employment End date needs to be populated. Fall 2 Reporting & Certification v1.0, December 29, 2016

Common Problems – cont’d
Staff on Leave Requires SDEM record for active employees Employment End Date is not populated SASS record required with the Non-Classroom Assignment 6018 FTE must be reported as 0.0% SASS0118 will be detected if FTE is > 0.0% Staff No Longer Employed on Census Day Employment End Date is reported not the Effective End Date Review the slide in detail… Fall 2 Reporting & Certification v1.0, December 29, 2016

Lack of internal cooperation
Common Problems Lack of internal cooperation State Course Code Assignment Request signoff of current assignments Report Verification Request signoff of certification and supporting reports Competing Priorities Collect data throughout the year Perform regular enrollment updates Check ODS reports periodically CALPADS Code Set’s Revision History tab not reviewed Identifies courses added/retired/modified Identifies CTE Pathways added/retired/modified Review the slide in detail… Fall 2 Reporting & Certification v1.0, December 29, 2016

Wrap-Up Let’s wrap things up now..

Fall - 2 Suggested Milestones
Now – 12/28 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 Post SDEM, SASS, CRSE, SCSE files 2/1/17 – 2/3/17 Resolve certification errors, review certification reports and update records if necessary 2/6/17 – 2/17/17 Even though F2 snapshots are not available until 12/28, LEAs can upload data now and review the ODS reports for a high-level review of their F2 data Very important hat the 2.4’s Education Service Code Missing column be reviewed so all EL students have a code: 1-6 (See CALPADS Code Set for full description of these codes) Send reports to site leaders for approval 2/20/17 - 2/24/17 Certify Fall-2 (level 1 & level 2) 2/27/17 – 3/3/17 Fall 2 Reporting & Certification v1.0, December 29, 2016

Batch Submission Order and Processes
Understand the order and submission process rules to avoid issues: 1 - Student Profile Add, Update, Replace, or Delete: applies to each record 2 - Staff Demographics 3 - Staff Assignment Replace or Delete: applies to ALL records for each school 4 - Course Section 5 - Student Course Section {Walk through the Slide} 75 Fall 2 Reporting & Certification v1.0, December 29, 2016 75

Data Certification All aggregate reports must be reviewed and verified for accuracy Best Practice is to print reports for review and verification, have staff sign and date that the information is accurate Supporting reports provide detail There are four aggregate reports and thirteen supporting reports. Allow plenty of time for review by staff LEA Administrator role does not have access to view certification reports. 1 - (IVR Missing Staff Demographic record) and (CERT049)] No Demographics for a Staff Assignment Fall 2 Reporting & Certification v1.0, December 29, 2016

Wrap Up – Fall 2 Preparation
5/1/2018 Wrap Up – Fall 2 Preparation Download and review the CALPADS system documentation located on the CDE CALPADS web-site ( Meet with key staff to plan for the Fall 2 data submission Human Resources Curriculum School Site Staff English Learner support Here is what you need to do to prepare for Fall 2: Download and review the CALPADS System documentation. Download and review the Preparing to Submit Course Data files on the CSIS website. Be sure to select the appropriate version for your LEA, as there is one for elementary and one for secondary. And meet with staff to plan for your Fall 2 submission. Note that with the staff data requirements, this will need to include HR staff, whether that is within your LEA or with your County Office of Education. 77 Fall 2 Reporting & Certification v1.0, December 29, 2016 77

Fall 2 Issues KNOWN ISSUES
Link to Error Listing Review Errors: CERT0075, 79, 63 Fall 2 Reporting & Certification v1.0, December 29, 2016 78

Regular Nightly Processing
Snapshot Generation Regular Nightly Processing ODS Fall 2 Data Snapshot After certification ODS Fall 2 Data Snapshot It is important to understand the snapshot generation process. During the Fall 2 submission, on any day when data has changed in the ODS, the nightly snapshot process takes a copy of the data from the ODS that applies to Fall 2. Once an LEA certifies, the nightly processing for that LEA is stopped and the snapshot retains the data that was present in the snapshot at the time of certification. CALAPDS availability and nightly processing schedule is available at: Fall 2 Reporting & Certification v1.0, December 29, 2016

Reminders * See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports Create/revoke accounts Reset passwords Update roles Review security reports Manage accounts Answer questions Provide training Support local users Submit CALPADS support requests on behalf of the LEA Act as liaison Fall 2 Reporting & Certification v1.0, December 29, 2016

Resources CALPADS Calendar Self-paced Trainings System Documentation
Self-paced Trainings System Documentation Document Description Sections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SELA, SINF, SPRG, SDEM, SASS, CRSE & SCSE tabs CALPADS Error List Detailed error message descriptions Student Enrollment, Student Info, Student English Language Acquisition, Student Programs, Staff Demo, Staff Assignment Course Section, Student Course Section and Fall 2 Certification tabs CALPADS Data Guide Detailed requirements Sections 2.2, 2.3.2,2.3.4, 2.3.5, 3.2.2, 3.2.4, & 4.1 Here are some important resources related to Fall 2. {Cover each item} 81 Fall 2 Reporting & Certification v1.0, December 29, 2016

Resources System Documentation Document Description Sections
Document Description Sections CALPADS Code Sets Detailed list and description of code values See Code Set column in CFS (Forms) for each field reported CALPADS Valid Code Combinations Codes allowed to be used together NonClassSuppAsgn - Job Class, Course Group Master Combos, NonClassSuppAsgn – Content Area CBEDS Assignment/Course Code Mapping Mapping of old CBEDS assignments to new state course codes All {Cover each item} Mapping Guide 82 Fall 2 Reporting & Certification v1.0, December 29, 2016

Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: Listserv: The preferred method of requesting support is through the service ticket. If you have not taken the opportunity to save this URL, please do so today. Saving this URL allows you the ability to send a service request even if you can’t access CALPADS. This URL is also on the FCMAT/CSIS site and the CDE’s. The service ticket allows you provide information which assist support to quickly respond to the ticket. This helps in our peak service request times—close to the deadlines to expedite service requests. If you call , you will go immediately into our voice mail system. is another way to request support. But both the phone message and this URL requires a support staff to take the information and create a service ticket. The list service is the CDE’s one-way listserv, which means LEAs cannot respond but only receive notices. This Listserv notifies you of changes for deadlines, data submissions, etc. You will want to join today if you have not done so. Fall 2 Reporting & Certification v1.0, December 29, 2016

Please Complete Our Survey
Training Evaluation Please Complete Our Survey Questions Please take the time to complete our training survey. Your responses assist in improving our trainings. Please indicate what you like, if there were areas you thought should have been covered that weren’t, and any suggestions to improve our training for you. We review these surveys on a regular basis—in fact due to LEAs’ suggestions we have changed our survey, have included more visual aids, and demonstrations in our trainings. Survey URL: Thank you for providing us the opportunity to evaluate our trainings. 84 Fall 2 Reporting & Certification v1.0, December 29, 2016 84

REPORTS AND CERTIFICATION

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