REPORTS AND CERTIFICATION

REPORTS AND CERTIFICATION
Fall 1 On-Site Training Welcome to the Fall 1 reports and certification training. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Training Sequence Essential 1: Data Coordinator Orientation Essential 2: Interface & Administration Essential 3: Data Submission Fall 1 Fall 2 Data Population Fall 2 End of Year 1 End of Year 2 & 3 Essential 4: Anomalies Today’s training assumes you have been through the Essential 1-3 trainings. If you have not attended these trainings be aware that you may not understand some terms and references used during this training. Our trainings are delivered via Webcast and most of our trainings are also available in self-paced format if you are not able to attend a Webcast session. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Agenda Fall 1 Review Preparation Data Submission Fall 1 Changes
Today’s training will cover: How to prepare (Preparation) Fall 1 Review Review Data Submission process And finally a wrap up with Fall 1 changes This training will last approximately 2 hours Fall 1 - Reports and Certification v2.3, Sept 30, 2016

We will start with an overview of the Fall 1 requirements and the data that needs to be prepared.
Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Fall 1 Purpose Student Enrollment on Census Day DataQuest
California Department of Education Student Enrollment on Census Day Count of Graduates Count of Dropouts School Accountability Report Card (SARC) DataQuest Local Control Funding Formula (LCFF) funding Quality Education Investment Act (QEIA) funding Misc. Grant Eligibility Count of Immigrants Count of Students Eligible for Free Meals Count of English Language Acquisition Statuses Fall 1 data is now being used for many purposes by the California department of Education. It’s uses include the production of a variety of reports, some of which are used to determine eligibility for funding or grants. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Fall 1 Purpose Student Enrollment on Census Day
US Department of Education Title I and Title II Consolidated State Performance Report (CSPR) Count of Graduates Title III Limited English Proficiency Program Count of Dropouts Title III Immigrant Program (SNOR) Count of Immigrants Titles VI & IX reports for the Civil Rights Act of 1964 Count of Students Eligible for Free Meals Fall 1 data is also being used for many purposes by the US department of education. At the federal level the data is also used in the production of many reports, some of which are used to determine eligibility for funding or grants. A recent use of data was for the one funding for the Teacher Effectiveness grants. The Long Term English Learner counts is another use of the data. More detail on how data from Fall 1 and other submissions are used can be found in the “How Certified CALPADS Data Are Used” document on the CSIS Web site. Individuals with Disabilities Education Act (IDEA) Count of English Language Acquisition Statuses Misc. Grant Eligibility For more detail see “How Certified CALPADS Data are Used”: Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Fall 1 Accounts and Roles
Allows user to SENR View and submit enrollment data SINF View and submit demographic data SELA View and submit ELAS data SPRG View and submit program data Free Reduced Lunch View and submit NSLP related data including Foster Youth Counts, FRPM, SED Foster Youth View Foster Youth CDSS matches and reports Enrollment/Title III Eligible Immigrants/English Learners View Fall 1 Certification reports Fall 1 Data Collection Certifier View certification status and Level 1 certify Superintendent Certifier View certification status and Level 2 certify Authorizing LEA View County/Authorizing LEA Reports County View County/Authorizing LEA Reports (visible to COEs only) To submit and certify data for Fall 1 it is necessary that one or more people are assigned the following CALPADS roles by your LEA Admin. Typically the Fall 1 Data Collection Certifier role should be assigned to the person submitting the data and the Superintendent Certifier role should be assigned to an administrator who will be completing the final review of the Fall 1 certification reports. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Important Dates CALPADS Calendar:
First Wednesday in October Census Day Certification deadline Amendment Window Census Day for Fall 1 is always the first Wednesday in October. For the current reporting year: Census Day falls on October 5, 2016. The certification deadline is December 02, 2016. And the amendment window ends on January 27, 2017. Make sure to give yourself ample time to reconcile EL counts as you may need to work with other LEAs to fix some data. Also these dates may change occasionally, so it is best to check the CDE’s calendar using the link on this slide. CALPADS Calendar: Fall 1 - Reports and Certification v2.3, Sept 30, 2016

+ Active Enrollment Student Subgroups Completers Dropouts
Fall Data Reported Active Enrollment Student Subgroups Completers + Dropouts Fall 1 reporting includes three main data groups: active enrollments, completers, and dropouts. Within these groups you also need to report Student subgroups which we will cover shortly. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Enrollment Statuses Reported
For the reporting year: the prior year is 2015 the current year is 2016 Prior Year Current Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Active Enrollment Enrolled on Census Day (1st Wednesday in October) with enrollment status = 10 8/16 Completers 8/15 Other dropouts Lost transfers* 5/14 8/16 Among the main groups reported, records are included for different date ranges. For active enrollments, only students enrolled as of Census day (the first Wednesday in October) are counted. For most dropouts and all completers, the students are reported for a one year range starting on 8/16 of the prior year and ending on 8/15 of the reporting year. So this year’s Fall 1 is counting students who graduated or dropped out between 8/16/2015 and 8/15/2016. No show dropouts have a different exit date range than other types of dropouts. No Show dropouts are students who completed the school year with an exit date between 05/15/ /15/2015 and did not re-enroll by 08/15/2015. If you happen to be in CALPADS, note that these ranges currently align with those used for ERD anomaly detection so the ERD anomaly screen can be used to check the date ranges for a specific year. No show dropouts 5/15 8/15 * Lost transfers are those exited as a transfer, but not re-enrolled by Census day Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Key Fields Active Enrollment Completer
Record Element(s) Values and/or Notes SENR Student School Start Date On or before Census Day Student School Exit Date On or after Census Day Grade Level Code K-12, UE, US Completer Record Element(s) Values and/or Notes SENR Enrollment Status Code 10 Student School Exit Date On or after 8/16/15, but on or before 8/15/16 Student Exit Reason Code E230 Student School Completion Status 100, 120, 250, 320, 330, 360 Here we have some reminders of the key fields used to report some of the Fall 1 groups. Note that these slides only point out the key fields for each group. The complete list of required fields and field requirements can be found in the CALPADS File Specifications (Forms) document mentioned on the Resources slide near the end of this presentation. Read info Note that legislation was passed on August 26, 2015 exempting seniors from needing to pass the CAHSEE because the CAHSEE has been suspended and seniors are no longer required to take/pass the CAHSEE to be reported as a graduate. Students graduating under this exception should be reported like regular graduates using exit code E230 and completion status 100. See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Key Fields No-show Dropout* Other Dropout Lost Transfer** Record
Element(s) Values and/or Notes SENR Student School Exit Date On or after 5/15/15, but on or before 8/15/15 Student Exit Reason Code E155, E150, T160, T165, T167 Grade Level Code 7-12 Other Dropout Record Element(s) Values and/or Notes SENR Student School Exit Date On or after 8/16/15, but on or before 8/15/16 Student Exit Reason Code E140, E300, E400, T270, T380, E230 Student School Completion Status 104 or 360 if Student Exit Reason Code = E230 Grade Level Code 7-12 Lost Transfer** The key fields for dropouts and lost transfers are shown here, but again it is best to review the CALPADS File Specifications (Forms) for the comprehensive list. Note that Lost Transfers are only counted as a dropout if not re-enrolled by Census Day. Record Element(s) Values and/or Notes SENR Student School Exit Date On or after 8/16/15, but on or before 5/14/16 Student Exit Reason Code E155, E150, T160, T165, T167 Grade Level Code 7-12 * Only counted if also not reported as enrolled in a California school by 10/5/16 ** Only counted if also not reported as enrolled in a California school by Census day (10/5/16) Fall 1 - Reports and Certification v2.3, Sept 30, 2016

When to Use Exit Codes Code When to Use Programs auto-exited 181, 182 E150 Student did not exit the school but one or more of these fields have changed: Grade Level, greater than 14 days before the end of the school year Enrollment Status Code Student School Transfer Code District of Geographic Residence A subsequent enrollment record must be submitted with a start date exactly one day after the exit record when using this code. No E155 Student completed the school year and is expected to return next year, includes returning seniors. May be used up to 14 days prior to the last day of school (i.e., “close enough”). Year round schools can treat June 30th as the last day of the school year. Yes T160 Student left and is known to be going to another CA public school. Can also be used when a student has a gap in their enrollment at a single school. E170 Students with a secondary enrollment status (20) should be exited with E170. E230 Student completed the highest grade level at the school. Use completion codes to further detail how the student left and/or where they are going. E450 Use for any K-6 exit where the student is not known to be returning. N470 Student never showed up after pre-enrolling. Note: Students that were enrolled over with E155 but didn’t show up in the new school year should have a new enrollment record with Exit code N470. This slide is for reference only and serves as a reminder of best practice on using the exit codes properly. This table indicates when to use each of the exit codes, and which program records will be automatically closed as a result of the exit. NOTE: Exit code E155 must be used for all students who completed the school year and are expected to return next year. Students that were rolled over with E155 but were no shows in the new school year should have a new enrollment record with Exit code N470. The E155 enrollment record from prior year should not be changed. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

SENR – Student School Transfer Code (1.31)
Key Field - Enrollment 1 - Formal Interdistrict Transfer Agreement 2 - Public School Choice - Program Improvement 3 - Public School Choice Transfer - Persistently Dangerous 4 - District of Choice Transfer 5 - Disciplinary COE School Transfer 6 - Other Transfer SENR – Student School Transfer Code (1.31) When enrolling students – The Student School Transfer Code is important because it is used to determine which LEA to attribute transfers to for various purposes. County Offices of Education (COEs) and charter schools operating county programs are required to populate the Student School Transfer Code because it is used to determine which students enrolled in COEs will be attributed to the LEA of geographic residence for LCFF calculations. Codes 1-4 required for all LEAs; Code 5-6 for COES but as a Best Practice other LEAs can use code 6 {For presenter reference if needed} 1 Formal Interdistrict Transfer Agreement Formal agreement between two districts for a student to transfer from one district to another. This formerly included students who established residency because their parents work in the area and students transferring to a charter school outside their district of residence. Those students are now considered an Other Transfer (6). (Codes 2-4) Code Set Modified Student School Transfer codes 2 and 3 definition The definition Changed slightly- 7/1/2016 Student School Transfer Category 2 Public School Choice - Program Improvement Changed code name and definition. The Public School Choice transfer option must be offered to all students enrolled in Title I schools that have been identified for school improvement, corrective action, or restructuring the opportunity to transfer to another public school in the LEA that is not so identified. 7/1/2016 Student School Transfer Category 3 Unsafe School Choice Option Changed code name and definition. This is a transfer where the student exercised the option to transfer from a school which the state has identified as persistently dangerous, or in which the student was a victim of violent crime on school property 4 District of Choice Transfer This is a transfer where the student transferred into the district which has deemed itself a District of Choice) 5 Disciplinary COE School Transfer (Type C students) for students who transferred to a county office of education school, other than a juvenile court school, including charter schools operating county programs, who was transferred due to a: • Probation referral • On probation or parole and not attending a school other than the county office of education school. • Expelled for any of the reasons specified in ed code. 6 Other Transfer Any other type of student transfer such as: - Students voluntarily choosing to transfer to a county office of education school, who were not transferred due a "Disciplinary COE School Transfer" code. - Students who have established residency because their parents work in the area; - Special education students transferring to another school as a result of their Individualized Education Plan (IEP). - Students who are transferring to a charter school outside their district of residence * Refer to the CALPADS Code sets on the Resources slide at the end of the presentation for complete definitions of new and existing codes Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Student Subgroups Reporting
GATE Special Ed Data Sources: Title III Eligible Immigrants Student Program Migrant Ed Student Information Active Enrollments Completers Dropouts Socio-Economically Disadvantaged (SED) Student English Language Acquisition Homeless CALPADS Weekly/Monthly CDSS Match * Online Manual Foster Match English Language Acquisition Status (ELAS) The Student sub-groups shown here are reported for Fall 1 for all active enrollments, completers and dropouts. Gate, Special Ed, Migrant Ed, Free and Reduced Price Meal, Homeless are reported as program records, ELs as part of the Student English Language Acquisition records and Title III is reported based on fields in the student information records. Foster youth counts are based on weekly matches available in CALPADS. Direct Certification counts come from the monthly matching done with CDSS For Socio-economically subgroup, students qualified based on parent Ed level 14 reported in the student information and students qualified based on FRPM status are reported in the program record. Free or Reduced Price Meal ( ) Parent Level of Education = 14 (Not a High School Graduate) State/Accountability is transitioning to FRPM Eligible as SED indicator Note: NSLP program records through 10/31 would be included in the census counts. Foster Youth * SED is defined as: Migrant Ed-135, Homeless-191, Foster, Direct Certification, NSLP-181 or 182 OR - Parent Level of Education = 14 (not a high school graduate) Direct Certification Fall 1 - Reports and Certification v2.3, Sept 30, 2016

FRPM Eligible Reported
Free or Reduced-Price Meal (FRPM) Eligible Homeless Migrant Ed Free or Reduced-price Meal Program Direct Certification (Nov) Foster Youth Student Program Direct Certification (Nov) Count Source: CALPADS Weekly CDSS Match Now lets review the FRPM Eligible subgroups. We will discuss these groups in more detail later when we look at the LCFF reports. These 5 elements make up the FRPM group for the 1.17 aggregate report On the right indicates where the counts are derived from: Homeless/Migrant Ed/NSLP 181 & 182 data comes from the SPRG record. DC comes from the auto matching done at the beginning of each month. Fall 1 will include DC matches through November pull. Foster counts come from the weekly matching through the CDSS. Fall 1 will include Foster matches with the Episode Start Date on or before Census Day regardless of when the record was matched. LEAs will need to understand how the FRPM data is used in other programs as the business rules may differ in who to count —such as ERATE. FRPM is also used for accountability and may be used for after school program grants. Check with local staff to understand the ramifications of the FRPM data. Tip: 1. FRPM data can be found on report 1.17 2. Does not include Parent Ed level 14 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Summary of 2016-17 Changes Functionality Change Code Set
New – SPRG code 192 (Armed Forces Family Member) - Collection of Pupils of Military Families Based on New ESSA Legislation as a program record New – Student Exit Code E170 – Added for secondary (20) enrollment exits Modified - Student School Transfer codes 2 and 3 definitions updated Modified - Definitions of Student Exit Reason Category Codes T160 and T180 were updated to include clarifying verbiage for exits to NPS Schools Retired – Grade level UU (Unknown) * Check CP Code Sets document for details and update local SIS as necessary Fall 1 - Advanced Reports and Certification v1.0, September 14, 2016

Summary of 2016-17 Changes Functionality Change Validation
New – SELA0301 (Fatal) Validation to prevent LEAs from submitting an ELAS for IN (infants), TD (toddler), PS (pre-k), and AD (Adult) New – SENR0302 (Fatal) - Validation to ensure SENR records with Enrollment Status of 20 (secondary) are exited with the new secondary enrollment exit code E170 Disabled – SENR0030 (Warning) – Validation applied to Expected School of Attendance since not all district level entities are represented in the dropdown if was disabled Certification Activated – CERT110 - Non-Trend – triggers when Start and End Date range for Migrant Program (135) record is outside of the maximum eligibility period of 3 years. Activated – CERT111 - Non-Trend – triggers when there are no Homeless program submitted for an LEA. Remaining Trend Warnings disabled for Fall 1 - Advanced Reports and Certification v1.0, September 14, 2016

Summary of 2016-17 Changes Functionality Change Reports
Modified - Snapshot and C/A Report 1.9 updated following the retirement of No Show Same School Exit Code N420 (column removed) Modified - Report Footers for Snapshot and CA Reports updated to clarify academic year of exits as follows: AY clarification note added to Graduates, Dropouts, Exit Reports “Graduate and dropout counts are based on students who exited during the prior AY” note added to report 1.6 Modified - Snapshot Reports 1.17, 1.18, 1.19, 1.20, CA/1.17 updated to count free (181) and reduced-price (182) records if the start date is between 7/1 and 10/31 (inclusive) of the current academic year and auto include Juvenile Students in NSLP counts Modified - SN Reports 1.19 & Age Eligibility Filter added to Distinguish FRPM/Title 1/LCFF Eligibility Modified - CALPADS business rules updated for Ethnicity/Race Roll-up to Match DataQuest for Fall SN Reports –(Filipino Column) Modified - CALPADS business rules updated for Ethnicity/Race Roll-up to Match DataQuest for Fall SN Reports –(Filipino Column Filipino has been separated out form Asian counts to a line more with DataQuest. Fall 1 - Advanced Reports and Certification v1.0, September 14, 2016

Summary of 2016-17 Changes Functionality Change Reports
Modified - Transitional Kindergarten (TK) subgroup added to SN reports 1.1, 1.2, and C/A 1.1 Modified - Juvenile Court Students added to SED, ED (Economically Disadvantaged) & FRMP Eligible Rules User Interface New – Education Program Code filter added in Online Maintenance (main program page) in June of 2016 Reports - DC Modify Direct Certification Display Codes to breakout "O-Other" to: "OH-Other in Household" and "OF-Other in Family” Anomalies Modified - CALPADS display of ERD type E anomalies modified to include subsequent enrollment records (SED- Socio-Economic Disadvantaged) has been expanded on Report 1.1 and all the other reports to reflect Glossary Term Definition. Report 1.1 will include FRMP and Parent ED counts. Reports- DC the breakout of O to OH and OF has been delayed to the 2017. Fall 1 - Advanced Reports and Certification v1.0, September 14, 2016

Summary of 2016-17 Changes Functionality Change Documentation
Modified – SSID & Enrollment Procedures document updated to: Address how to exit matriculating students Provide guidance on proper exit code for transfer to a private school when student is a matriculating 8th grader Modified – DataGuide updated to delete Exit Code T280 statement: “K-6, ungraded elementary optional" as it conflicts with Valid Code Combo which only allows “grades 7-12” to be used. Modified – Updated reports documentation and disabled glossary terms due to the retirement of No Show Same School Exit Code N420 Glossary term definition updated for SED to include other criteria for Fall 1 and 2 Snapshot Reports Fall 1 - Advanced Reports and Certification v1.0, September 14, 2016

Key Fields Gate Special Ed Migrant Ed Record Element(s)
Values and/or Notes SPRG Education Program Code 127 Special Ed Record Element(s) Values and/or Notes SPRG Education Program Code 144 Primary Disability Code Valid Code District of Special Education Accountability Valid CD or S Code Here are the key fields for some of the subgroups. Migrant Ed Record Element(s) Values and/or Notes SPRG Education Program Code 135 Migrant Student ID 11 characters beginning with “06” Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Socio-economically disadvantaged
Key Fields Socio-economically disadvantaged Record Element(s) Values and/or Notes SINF Parent Guardian Highest Education Level Code 14 OR SPRG Education Program Code 181 or 182 Migrant Ed 135 Homeless 191 DC Direct Certification Matches through November Pull Foster Weekly Match Homeless And here are the key fields for Socio-economically disadvantaged and homeless students. Note that for reporting free and reduced price meal program records (181 and 182) it is important that the start date reflects the same day as the student enrolled, not the date the application was received. Please remember if you are reporting program 191 you are required to report 3 additional data elements: Homeless Dwelling Type, Unaccompanied Youth, & Runaway Youth Indication. Record Element(s) Values and/or Notes SPRG Education Program Code 191 Homeless Dwelling Type Code 100, 110, 120, or 130 Unaccompanied Youth Indicator Y, N (Required if Education Program Code =191) Runaway Youth Indicator Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Title III Eligible Immigrant
Key Fields Title III Eligible Immigrant Record Element(s) Values and/or Notes SENR Enrollment Status Code 10 Student Birth Date Student age 3-21 based on birthdate Grade Level Code Not equal to AD SINF Student Birth Country Code Not equal to US or PR Student Initial US School Enrollment Date Enrolled in US School less than Three Cumulative Years Indicator Y These are the key fields/data elements for Title III (students born outside the US) Although Pre K reporting is optional, it may be to the LEA's advantage to report Pre K Title III students as doing so may increase their Title III funding. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

English Language Acquisition Status
Key Fields English Language Acquisition Status Record Element(s) Values and/or Notes SELA English Language Acquisition Status Code EL (English Learner) EO (English or American Sign Language Only) IFEP (Initial Fluent English Proficient) RFEP (Reclassified Fluent English Proficient) TBD (To Be Determined)* English Language Acquisition Status Start Date The date the student’s English Language Acquisition Status was first identified. Typically the date the student took the CELDT. Primary Language Code If English Language Acquisition Status Code is EL, RFEP, or IFEP then Primary Language Code can not be 00 (English) and or 37 (Sign Language). Remember, you only need to report English Language Acquisition Status for NEW students to CALPADS or for students whose status changed at your school. So if a student was reported as EO in their KN year and are now at your LEA in grade 10, you would not submit an ELAS record for this student. If the student was initially reported as EL and has been re-designated, you would submit an ELAS record to report the change. New IVR created to prevent LEAs from submitting a SELA record for grades: IN, TD, PS or AD * Only allowed for the first record in a student’s history See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements. New IVR prevents submission of SELA records for grades IN, PS, TD, and AD Fall 1 - Reports and Certification v2.3, Sept 30, 2016

English Language Acquisition Reporting
English Language Acquisition Status now reported once initially and then only when status changes TBD IFEP EO EL RFEP* English Language Acquisition Status is reported in the SELA record. It only needs to be reported once at the initial enrollment, and then when the student's status changes. ELAS is used in the LCFF calculations to identify English Learners. The validation of the ELAS data has been tightened due to the importance of accurate ELAS data for LCFF. A student's initial status may be any status except for RFEP, but once the initial status has been reported the only changes allowed are shown here. Out of state students, must be tested to determine their ELAS for CALPADS. So a student can go from TBD to IFEP, EL, or EO, or from EL to RFEP, but a student reported as IFEP or RFEP should never be subsequently changed. In rare instances, a change from EO to EL is allowed for students initially identified as EO, but later determined to need EL services. The initial status may be any status except RFEP, but subsequently only the changes shown above are allowed Fall 1 - Reports and Certification v2.3, Sept 30, 2016

ELAS History Examples Typical 1 2 3 4 Less common, but allowed 5 6
Here are some examples of what a clean ELAS history might look like. Note that TBD can precede any ELAS status except RFEP. 5 6 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Subgroup Reporting – Foster Youth Identification for LCFF
Situation Foster Youth for LCFF A child or youth who is the subject of a petition filed under Welfare and Institutions Code (WIC) Section 300 (meaning a court has taken jurisdiction over a child and declared the child to be a dependent of the court due to the presence or risk of abuse or neglect). This includes both children who are living at home while a dependent of the court as well as children who the court has ordered to be removed into the care, custody and control of a social worker for placement outside the home. Yes A child or youth who is the subject of a petition filed under WIC Section 602 (meaning a court has taken jurisdiction over a child and declared the child to be a ward of the court due to the child’s violation of certain criminal laws) and has been ordered by a court to be removed from home pursuant to WIC Section 727 and placed in foster care as defined by WIC Section 727.4(d). A youth between ages 18 and 21 who is enrolled in high school, is a non-minor dependent under the placement responsibility of child welfare, probation, or a tribal organization participating in an agreement pursuant to WIC Section , and is participating in a transitional living case plan. LCFF Foster Youth definition—maybe different than your local definition. Please work with either your local or COE foster youth liaison. We have provide the LCFF FAQ to assist you. Dependent of the court - Regardless of where the youth is living Ward of the court - Ordered removed from the home and placed in foster care Youth between ages of 18 and 21 enrolled in HS – non-minor dependent under placement responsibility of Child welfare, probation or tribal organization participating in transitional living case plan. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Subgroup Reporting – Foster Youth Identification for LCFF
Situation Foster Youth for LCFF A child or youth who is in a “voluntary placement.” Voluntary placements are not subject to a petition filed under WIC Section 300. No A child or youth who is living with relatives or friends and who is not a dependent of the court (i.e. is not subject to a WIC Section 300 petition). A child or youth who is a ward of the juvenile court pursuant to a petition filed under WIC Section 602 who is either living at home or has been ordered to be placed in a corrective or rehabilitative facility but has not been ordered to be removed from his or her home into a foster care placement pursuant to WIC Section 727.4(d). Here we are providing the definition of students that are not counted under the foster youth definition Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Foster Youth Identification
Weekly Match CALPADS will search the CDSS data for matches using: First Name & Last Name (similar names may match, e.g., Bob & Bobby) Birth Date (exact matches only) LEA enrollment (if enrollment is missing, student address is used) Manual Match 10-digit Foster Client ID or 19-digit Foster Case ID Required Report 5.6 – Not Certified Report 5.7 – Not Certified Report 1.17 – Certification Report* Report 1.18 – Supporting Report Two Snapshot Reports Two ODS reports Ongoing foster youth data from ODS Fall – 1 Snapshot Data Ongoing ODS Data Foster youth will primarily be identified through a weekly match with CDSS (matches as of the week of census day will be used for F1). The matching process utilize the student’s demographics, enrollment and address to identify the students. Other students whom LEAs believe meet the definition of foster youth under LCFF can be identified through a user interface. Additional information, such as Foster Client ID or Case ID, will be required for identifying students. Data on individual foster youth will only be available while students meet the definition under LCFF. No longitudinal data will be maintained. Two other reports are available in the ODS for students identified as foster youth. These 2 reports will require the foster role. LEAs must access the reports as new students may be identified as eligible for services. Additional information about the students will be provided, such as social worker name and contact information and case start and end dates. * Includes counts for matched foster students enrolled on Census day Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Now we will explain the Fall 1 data submission process

Data Submission Cycle CALPADS Local Student System Staging ODS
Batch File Staging Errors & warnings Posted records Online Maintenance ODS Smarter Balanced State data matches Applicable records Accountability The data submission for Fall 1 starts by updating your student records in your local student information system. Next you would create CALPADS batch file extracts and upload them to CALPADS. They will be processed in the CALPADS staging area and both errors and passed records are typically reported. Among the passed records there may also be warnings which should be carefully reviewed. After cleaning up all errors and any warnings that require changes, you would need to submit an updated file. The error and warning cleanup processes can be repetitive depending on the accuracy of your data and cleanup. Once you submit a file with no errors you can submit it for posting to the CALPADS ODS. After the data completes posting to the ODS, applicable records (as of census day) will be pulled from the ODS into the Fall 1 snapshot. Certification errors are produced along with the certification reports. In addition to the snapshot processing the ODS is also used to provide data for other purposes such as the Smarter Balanced Assessment Consortium, Data matches, and accountability. For LEAs that do individual updates or those that do not have a student system, Online Maintenance can also be used to post records to the ODS. Snapshot Certification Errors & Warnings Certification Reports Fall 1 - Reports and Certification v2.3, Sept 30, 2016

How To Submit Online Batch Student Enrollment SENR Student Information
SINF* Student ELA SELA* Student Programs SPRG Fall 1 has four types of records that need to be submitted (uploaded/posted) in the following order: Student Enrollment (SENR) Student Information (SINF) Student English Language Acquisition (SELA) Student Programs (SPRG) You can submit them either online or using batch files. Please note that many students may already have SINF or SELA data in CALPADS; if so, you do not have to submit these records unless the student’s data has changed. We recommend that you have a conversation with your student system vendor regarding how the SELA extract is created because they may or may not exclude previously submitted ELA statuses. If they do not, be aware that you may get a large number of errors when submitting your SELA extract. Although you can let these duplicate records drop out of the transaction, the additional errors may make it difficult to identify the errors which you actually need to fix. * Only update as needed to report changes from last year. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Record Relationships SSID Enrollment Student Information Student ELA
Student Program The order in which you submit records matters. You need to submit and post your student enrollment records before any of the other record types or you will likely get a GERR005 error. Submitting (uploading & posting) files out of order may cause GERR005 errors. See CALPADS Error List on the Resources slide for details. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Update Method 1: Batch File Upload
3 1 2 4 5 6 The typical method for submitting Fall data is by uploading batch files created from a student system. To upload batch files in CALPADS: Point at the State Reporting menu (files can also be uploaded in SSID Enrollment tab) Point to Manage Submissions Then click Upload Files Next click the Browse button and select your extract file Then select the matching File Type Finally, click Submit It is very important that your File Type matches the file you submit. If it is incorrect CALPADS will likely produce errors, many of which may not make any sense. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Update Method 2: Online Maintenance
3 1 2 4 5 6 The other option for updating your Fall data is Online Maintenance. This method is useful for LEAs without a student system or those who only have a small number of changes to make. To access Online Maintenance Use the State Reporting menu Point to Online Maintenance Then click Maintain Student Data Next enter the student’s SSID And click Search Then click the section of the student profile which you want to view or update. The sections highlighted in green pertain to Fall 1 data. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Upload Review 1 2 3 After submitting batch files, you can review the status of the jobs: Under the State Reporting menu or the SSID Enrollment tab or the Home Page Status of Submission Dashboard Point to Manage Submissions Then click View Submission Status You will be brought to a page which displays your current batch file submissions (also known as jobs). Clicking the job name will provide more detail about it. 4 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Upload Review 5 You will be brought to a screen which shows both a Passed record count and a Rejected count. Both are important to review. The passed record count is important because it links to summary counts to help you confirm the data you think you are submitting. The summary is also important because it includes warnings, if any were detected. Warnings are no less important than your rejected records, but because of the nature of the discrepancy CALPADS can not tell whether there is a genuine error that you need to fix or just that your data is less typical. The rejected record count links to a list of records which were removed from the job due to definite errors. These records usually need to be corrected in your student system and resubmitted. If you have one or more rejected records, you can still post the passed records if you want. However, some users prefer to clean up all errors and resubmit their file before posting anything. It is up to your preference to choose one or the other. Keep in mind that if you post data in multiple jobs it may make it more difficult to track down the source of an error later on. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Job Processing Processing In Queue In Process Upload Failed
System processing Waiting on user In Queue Processing done In Process Upload Failed Ready for Review In Review Excluded Post Requested Partial Post It is important to understand the various job statuses displayed on the View Submission status screen in CALPADS so you know when your data is processing and when you need to take action. When you upload a batch file to CALPADS, its status will be Processing for a short time while CALPADS reads in the file. Then it will move to In Queue until the transactions ahead of it are processed. Once the system starts processing the file, the status will change to In Process. If the processing completes successfully, the status will change to Ready for Review; if not, the status will show Upload Failed. Upload Failed usually happens when the file does not conform to the extract specifications. If you get this status, you should contact your student system vendor to help troubleshoot why the file is not getting produced correctly. A job in the Ready for Review status will stay there until you click the job name to review the errors, warnings, or counts, at which point it changes to In Review. At this point you need to decide whether to continue by posting the records which have passed or submit a new file with corrected data. Records which you do not want to post can be excluded and if you exclude all the records in a job, the status will change to Excluded. If you chose to post your records, the job status will become Post Requested. During this step the system will process your file. If the processing fails you may get a status of Post Failed, otherwise the status will become either Posted or Partial Post depending on whether you posted all of the job’s records or just some of them. For a partial post you can usually post the other records at a later time. If a submission window, such as Fall 1, is currently open, data from Posted jobs will be pulled into the applicable snapshots. During this time, the job’s status will show as Revision in Progress. After the snapshot processing has completed, the status will change to Revision Complete. These two statuses were added to give visibility to the LEAs when their data is included in a snapshot revision. Posted* Post Failed * Posted is the last step if no snapshot windows are currently open (e.g., Fall 1) Revision in Progress Revision Complete Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Common Validation Errors
Problem The SELA0255 error occurs when there is an invalid change in English Language Acquisition Status (ELAS) Code. Solution If a student's ELAS Code is being submitted, then the most recent ELAS Code currently stored in the CALPADS ODS must be a valid ELAS in combination with the subsequent ELAS being submitted. During the data submission process it is possible to get a range of validation errors. We will cover a couple of the common ones that LEAs encounter during Fall 1. The first common error is SELA0255. {Read slide} The most common reasons for this error are: The SELA record submitted in your uploaded is different than the one in CALPADS and it is not a valid change. Valid changes are: EL to RFEP, TBD to EL, EO, IFEP. You can review slide 23 for valid changes to ELAS record. Or the student’s previous LEA incorrectly reported their SELA record. LEAs will need to work with each other to resolve incorrect data. This is similar to resolving anomalies. ELAS records should be submitted only for changes to an existing record or a new student that has never been reported in CALPADS. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Common Validation Errors
Problem The SELA0283 error occurs when the ELAS Start Date being submitted is different than the ELAS start date on file in CALPADS for the same ELAS code. Solution The system will maintain a single record per ELA status, regardless of the LEA where the student is enrolled. Only the original owner can update the status date. If CALPADS has the wrong date, contact LEA who owns the record. Otherwise, ignore the error. Another common error is SELA0283. The most common reason this error is detected is your SELA file contains records for all students, not just the changes, and the ELAS status date in your file doesn’t match the CP status date. LEAs submit only changes to ELAS records or brand new ELAS (no prior CP ELAS record reported for student) SELA validation has tightened up and more validation errors will be detected. You will want to review with your SIS vendor how they handle the dates to avoid the SELA0283. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Process
After posting all of your Fall 1 records you should move on to the certification process. Certification Process Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Snapshots: Generation
Snapshots will be updated any time relevant data has changed (i.e., been posted). 10/21/15 8:37 a.m. 10/5/15 3:01 p.m. As you post data in batch or online, new snapshot revisions will be generated. The revision frequency will be based on server load and other factors. Not that revision generation will only start if you have posted relevant data and have had no jobs at the In Queue step for at least 15 minutes. In the case that you have a job still In Queue when the nightly processing starts, your revision generation may get delayed until the next day. 11/1/15 5:45 p.m. Update frequency will be based on server load and other factors. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Snapshots: Jobs and Revisions
1 2 3 Here we have the File Status you will see for the majority of files uploaded in CALPADS 3 2 A snapshot revision includes any jobs that meet these three criteria: File Status is Revision Complete Snapshot Create Date is the same or earlier than Revision Date/Time Available In contains a matching snapshot code Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Snapshot: Keeping revisions
Revisions can be marked to be kept so you do not lose the errors or reports you are currently working on. For large LEAs or those who prefer to focus on static errors and reports, the system provides an option to mark the current revision as “In Review”. Applying this mark will preserve the revision for ongoing review. Typically, a LEA would use this feature near the end of their certification process as they get closer to having accurate reports. Once you send the reports out for review by your data stewards, you may want that revision to be saved while the reports are being verified. STOP PLEASE DO NOT DISCARD Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Snapshots: Revision Status
Definition In Review Uncertified Your most recent snapshot. Use this revision to check and resolve errors. Mark “In Review” using the checkbox on the reports screen once you are ready to start reviewing reports. Continues to be generated even after you certify. Revised Uncertified The snapshot revision you told CALPADS to keep. Use this revision to review your reports, but note it will not contain changes made after it was created. You can only have one revision kept “In Review” so if you mark another or remove the checkmark, you lose the old one. Certified The last snapshot revision you certified. This status indicates that your LEA has approved the snapshot revision as complete and accurate. Decertified The last snapshot revision you decertified. This status indicates that your LEA has revoked its approval of the snapshot revision. Snapshot revisions have an additional status to let you know what state that particular revision is in. Revised Uncertified is typically the first status you will see and just means that your snapshot has been updated but not certified. If this status appears after you certify, it means that the submission’s data, i.e.; Fall 1, Fall 2, etc.; has changed since you certified. You will want to review the aggregate reports in the Revised Uncertified status to see if the data are more accurate for the submission. If it is, you will de-certify the status of Certify and certify the Revised Uncertified reports. Notice you do not need to de-certify before you review the Revised Uncertified reports. If you decide to mark a snapshot revision to be kept, the revision’s status will change to In Review Uncertified. This function allows you to freeze the data on the aggregate reports, even after new data has been posted (batch or Once you decide that your snapshot revision’s data is complete and correct you should certify the snapshot revision. If you certify a snapshot revision its status will change to Certified. If you decide that further changes need to be made to a snapshot after certifying it, you will need to decertify the snapshot revision. If you do, its status will change to Decertified. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Requirements
Zero Fatal Errors Resolve anomalies at least below 2% Review all eight* aggregate Reports There are the three certification requirements: Fixing all your fatal errors Resolving most of your anomalies (to get below 2%) Reviewing the aggregate reports * COEs will have an additional aggregate report to review * COEs will have an additional report for non-disciplinary transfers Fall 1 - Reports and Certification v2.3, Sept 30, 2016

FALL 1 DEMONSTRATION Log in to CALPADS Training URL State Reporting/Manage certifications/ View Certification Status Review Certification Errors Explain categories and counts Click on CERT067/090/112/113 errors Explain Use error list to look up Explain resolution Fix problem Same process for CERT004 error Back to certification status screen Click on Anomalies percent Explain breakout go to E4 training or use self-paced Click on snapshot name to view reports Review primary reports Review 1.5 report Certify button 48 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

State Reporting – Certification Status
After the 4 Fall 1 files have been posted, you will move to the certification process. This is when you will need to wait until a new revision is created to incorporate the changes you posted in the ODS. You can use the View Submission screen to monitor when jobs have been posted and included in a new revision. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Status 3 1 2 Make sure you are looking at the Fall 1 Snapshot Certification criteria: Zero fatal certification errors Anomaly rate 2.0% or less Review all aggregate certification reports Click links for detail Note – LEA Admin cannot view and certify certification aggregate reports. This will display the current Revision status. Each Revision includes the Fatal Error counts, Anomaly counts and snapshot reports. First decide which Revision you want to work with The certification reports must be reviewed and verified Zero fatal certification errors—a single fatal will prohibit certifying F1 An anomaly percentage of 2% or less Warnings should be reviewed as they can impact the data on your 8 aggregate reports After selecting the particular revision, click on any of the three blue links for the details 50 Fall 1 - Reports and Certification v2.3, Sept 30, 2016 50

Certification Status Click to view the error summary
To access your certification errors, click the count in the total column. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Revised Uncertified Status
What is the Purpose of Revised Uncertified: Allows LEAs to stay certified Allows LEAs to update the Fall 1 data after certification and see if the new reports reflect what they expected If any new fatal certification errors were created Click to view the Fall 1 data changes since certification If there is a Revised Uncertified status, it means the data has changed, since the data was certified Click on Revised Uncertified and wait seconds (the columns to the right of Revised Uncertified will change). When Certification Status column changes to Uncertified, you are viewing the Revised Uncertified data and not the Certified data New fatal certification errors will be displayed New Fall 1 aggregate/snapshot reports available to review for accuracy To view data changes to Fall 1 data after certification: In Revision Status column, click on the Dropdown button to right of Certified If there is a status Revised Uncertified, your Fall 1 data has changed since you certified To view these changes, click on Revised Uncertified and wait seconds When Certification Status Column changes to Uncertified, you will be viewing the new data (prior to certification) You will also have the ability to click on Fall 1- Annual Enrollment Update/Title III Eligible Immigrants to view the snapshot reports It will be the LEAs decision to de-certify Fall 1 and certify the “Revised Uncertified” status. Best practice would to verify if the Revised Uncertified status is available a week before the window (certification or amendment) closes Allows LEAs to see if the changes to Fall 1 data has caused any fatal certification errors and if the reports are move accurate then the previous certified reports Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Errors – CERT112
To review and correct a student’s enrollment, copy the SSID and open in new window to find student To resolve the CERT112 error, you will need to add the exit data. To correct an individual student online, copy the SSID and open a new window by hovering your mouse over the State Reporting > Online Maintenance > Maintain Student Data and RIGHT clicking on Maintain Student Data. Select OPEN IN NEW WINDOW or Open in New Tab Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Error Summary
Click the reveal button to expand or collapse the error summary 1 Click the Show button for detail 2 All fatal errors must be resolved before LEA can certify You will be brought to a page which shows a summary of errors and warnings. To see the list of errors, click the Reveal button to expand the category. Then you can click on the ‘Show’ button next to a particular error to see a list of the individual errors. On the following slides we will explain some of the common Fall 1 certification errors that you might encounter. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Enrollment Record for Student not exited from previous academic year. Click Show to see details below The first common certification error that you might encounter is the CERT112. This error is reported when a student has not been exited from the previous school year. All students must be exited at the end of each school year. CERT112 is triggered when a student was enrolled any time between July 1 and June 30 of the previous Academic Year and has not been exited prior to August 16 of the reporting Academic Year. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Search for the SSID in State Reporting -> Online Maintenance -> Maintain Student Data Click Student Enrollment Exit data located in the Student Enrollment. Click to display Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Find the most current enrollment record of the SSID in your LEA and click Edit No exit data has been entered, click on Edit to enter exit data Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Update the School Exit Date (with a date prior to 8/16) and School Exit Reason If the student is still enrolled, create a new enrollment for the student being sure to provide the correct grade level for the current academic year. Lastly, Click Validate Enrollment All students should have exit data at the end of each school year., Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Click Post The error will disappear after the next snapshot refresh because of enrollment update Remember CP isn’t updated until you click on the Post button. The Validation button verifies your manual entries but does not update CP. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Initial US school Enrollment Record for Student Not Reported. Click Show to see details below The CERT113 error indicates that an EL Student does not have the Initial US school date populated in the demographic record. CERT113 is triggered when a student with an English Language Acquisition(ELA) status of EL does not have the Initial US School Enrollment populated in the demographic record overlapping the Fall 1 census day. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

To review and correct a student’s enrollment, copy the SSID and open in new window to find student To resolve the CERT113 error, you will need to populate the Initial US school enrollment date in the correct demographic record. To correct an individual student online, copy the SSID and open a new window by hovering your mouse over the State Reporting > Online Maintenance > Maintain Student Data and RIGHT clicking on Maintain Student Data. Select OPEN IN NEW WINDOW or Open in New Tab Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Search for the SSID in State Reporting -> Online Maintenance -> Maintain Student Data Access the Student information menu. Click to Demographics to display. Click Demographics Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Find the Demographic record that overlaps the Fall 1 Census day and click Update Identify the demographic record that overlaps census day, this may not be the most recent record. Use the Next Demographic Record button to cycle through the records. Click on Update to populate the Initial US School Enrollment Date. A common problem LEAs incur, is they do not review All of the demographic records (left of the Previous Demographic Record). This indicates how many demographic records have been submitted for a student. You will need to tie the applicable demographic record to the Effective Start Date. Sometimes the error is being detected on the 2nd, 3rd, 4th, etc. record and not the first. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

All EL and foreign born (not US or Puerto Rico) students are required to have the Initial US school Enrollment Date populated. Update the Student Initial School Enrollment Date. Lastly, Click Validate Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Click Post The error will disappear after the next snapshot refresh because of the Student Initial US School Enrollment Date update Remember CP isn’t updated until you click on the Post button. The Validation button verifies your manual entries but does not update CP. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

ELAS Record for Student Not Reported. Click Show to see details below Another common certification error is the CERT067, which is when a student does not have ELAS record. Remember all students, including EO must have an ELAS status in CP. If you have many CERT067 you may want to use the SSID Extract which includes 3 elements: ELAS, ELAS Status Date, & Primary Language to quickly update your SIS with correct values. You will want to check with your SIS vendor to see their process of using these new fields. CERT067 error is triggered when a student enrolled on Census Day has no SELA record Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Search for the SSID in State Reporting -> Online Maintenance -> Maintain Student Data Click Student English Language Acquisition English Language is under Student English Language Acquisition . Click to display Fall 1 - Reports and Certification v2.3, Sept 30, 2016

You will notice the SSID doesn’t have an SELA record. Click Add New Record + to add a new SELA record No SELA data has been entered, click on update to add Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Populate the 3 fields related to English Language Acquisition and click Validate Click Post The error will disappear after the next snapshot refresh because of new SELA record All students should have an ELAS status. Populate the 3 fields related to ELAS Validate (verifies data entries but doesn’t update CP) Click Post—CP now updated with new data Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Status Once all of the errors have been corrected, the next certification criterion is the anomaly rate. The Anomaly percentage must be 2% or less to certify. To get to the anomaly summary report, click the Anomalies Percent. Click the Anomalies Percent to view the summary report 70 Fall 1 - Reports and Certification v2.3, Sept 30, 2016 70

Anomaly Status Report Must be below 2%. Note the Anomaly % Only includes MIDs and CCEs. Although, ERDs should still be reviewed because they affect graduate and dropout counts. Essential 4 training covers anomaly resolution in detail This is a sample Anomaly Status report. Essential 4 is a detailed session on anomalies and anomaly resolution. We have live and self-paced versions of this training. Reminder: ERD Type B anomalies (dropouts re-enrolled) will be subtracted from the dropout count published to DataQuest. ERD Type C anomalies (lost transfers) will be added to the dropout count published to DataQuest. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Status The next step in the certification process is reviewing and verifying the certification reports. Select a revision and then click the Fall 1 snapshot name to list the aggregate and supporting reports. Click the Snapshot name to access the Certification reports 72 Fall 1 - Reports and Certification v2.3, Sept 30, 2016 72

Certification Reports Review
Supporting reports should be used to further verify that data in the snapshot are accurate. All eight Aggregate Reports must be reviewed for accuracy. It is the LEA’s responsibility to verify the accuracy of these reports A green checkmark will appear next to each report that has been reviewed All eight aggregate reports must be reviewed. Once you click on the report, a green checkmark will appear next to it. Elementary districts and charters need to review even if they do not have any graduates or dropouts—all aggregate reports must have the green check for an LEA to certify Fall 1. Because reports may now be updated multiple times a day, an option was added to allow you to mark a snapshot revision as In Review. Marking a snapshot revision as In Review causes that revision to be kept in addition to the most current snapshot revision. The advantage of this feature is that it allows you to review reports without having them change meanwhile. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Select In Review Warning
Only one revision can be kept in the In Review status. If you attempt to mark a snapshot revision as In Review when another revision is already marked you will receive this warning message. The message is just letting you know that you will no longer be able to review the previous “In Review” snapshot if you proceed. Typically, an LEA would use this feature near the end of their certification process as they get closer to having accurate reports. Once you send the reports out for review you may want that revision to be saved while the reports are being verified. Only one revision can be kept as “In Review” at a time. When you select a different revision as “In Review” the previous one will cease to be available. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Deselect In Review Warning
You will also get a message if you have a snapshot revision currently marked as In Review and you remove the check mark. The warning is letting you know that the snapshot will be replaced by a newer revision if one exists. If you remove a revision from “In Review” that revision will cease to be available. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Review and Verify Reports
Establish Report Review Process Data stewards should review reports Have reviewers sign off to verify they have reviewed Evaluate Certification Aggregate Reports 1.1 Enrollment – Primary Status by Subgroup Filter Grade Levels to PK, KN-12, UE, and US 1.6 Graduates and Dropouts by Subgroup 1.9 Completers and Dropouts – Count 1.17 FRPM/English Learner/Foster Youth – Count 2.1 Title III Eligible Immigrants – Count 2.8 English Language Acquisition Status – Count by Primary Language 2.9 English Language Acquisition Status – Census Comparison 2.12 English Language Acquisition Status – Els Reclassified RFEP As part of your Fall 1 process, you should establish a report process. It is important that you identify your data stewards, the people who are responsible for the content of the reports, so they can approve the reports. These individuals might include site principals and program coordinators, like a GATE or a Special Ed coordinator. More and more CP data is being used by new CDE’s departments for their state & federal reporting. 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. Sadly, after 7 Fall 1 submissions, LEAs are still experiencing the reports are not being reviewed by the data stewards. {Really need to emphasize this!!} Your initial focus should be the 8 certification aggregate reports. These reports contain the counts that are central to the Fall 1 reporting. Note: Report 1.17 includes school level counts of Free or Reduced Price Meal Eligibility, English Learners and Foster Youth. Pay close attention to these aggregates as funding is directly impacted for LEAs. It drills down to supporting report 1.18 which provides individual student records for those counted on report 1.17. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Uncertified Watermark
Because CALPADS will allow up to four snapshot revisions the uncertified revisions will be identified with a “Not Certified” watermark. Once the revision is Certified the watermark will be removed. The Not Certified watermark identifies this report was not certified. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Reports – 1.1
SED: Definition includes data groups: Free/Reduced Meals, Foster, Homeless, Migrant Ed, Parent Ed 14, & Direct Certification Transitional Kindergartner column Click a school’s name or linked category to get a report with student level detail We recommend reviewing this report first. If your enrollment counts are off, then the counts on the other reports will be either under-reported or over-reported. Reviewing the reports are a critical step because it helps to catch discrepancies which may not be reported as errors. As you start reviewing the aggregate reports, a great resource is the Report Mapping Guide for Fall 1. It provides where the counts on the reports are pulled from in CALPADS. You can use this as you work with your data stewards. To see a list which students are included in the totals for any school, click on the school’s name—this drills down to the supporting report associated with the aggregate report. Your ERD type C anomalies can be used to find students who were reported in the prior school year but are not showing up on this report. However, due to how the data are reported, you will need to look at both the current year and next year’s anomaly reports. More detail in Section 14 of the CALPADS User Manual For a description of how the subgroups are calculated, use the Fall 1 Certification Reports Data Mapping under the Quick Links at: Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Reports – 1.2 (Support)
This will bring up 1.2, which is the supporting reports for It can be sorted on any of the columns by clicking in that column header. For instance, clicking on student name will sort it alphabetically. Click the arrows to the right of Student Name to sort alphabetically or reverse the sort More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Reports – 1.5 (Support)
Grade and Gender columns can be expanded by pressing the box to the left with the “+” sign and collapsed by pressing the “-” sign This report shows the count and percentage of enrolled students according to their enrollment status. The counts are disaggregated by Ethnicity/Race as well as Gender and Grade. Ethnicity should now match how DataQuest rolls up the ethnicity groups This report is particularly useful to look at totals for all the schools within the LEA broken down at grade level. It also shows the counts after the grade conversion this year and LEAs can compare this report to local report counts to reconcile as necessary. Filipino now a separate ethnicity More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

This report provides graduate and dropout counts in the same sub-categories as report 1.1 Another primary certification reports is 1.6 – Graduates and Dropouts by subgroup. Migrant, Special Ed, LEP and Socioeconomically Disadvantaged are required for NCLB and are used for accountability reporting. Title III and GATE counts on this report are informational only. LEAs should also review supporting reports 1.14 Dropout Count – State View & 8.1c Student Profile Dropouts – State View – List to verify the graduates and dropouts counts that will be reported on DataQuest. Report 1.6 only count students’ exit codes that count as a dropout (see Appendix C of the Data Guide). More detail in Section 14 of the CALPADS User Manual. Report represents an exit code or school completion code that reports a student as a dropout or graduate. Refer to the Data Guide’s Appendix C for exit codes and school completion codes. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

The final primary aggregate report is 1.9 Completers and Dropouts. This lists counts by school. Note that there are some dropouts counted only at the state level that are not included in this report. Such as exit codes E150, E155, T160, T165, or T167, which are Lost Transfers. This report provides completer and dropout counts broken down by their associated types. Notice that this report includes completers that are not necessarily considered high school graduates More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Report – 1.17
Includes students identified as Foster Family Maintenance Supplemental funding count is determined based on: Students qualifying for Free or Reduced Price Meals or Being classified as English Learners or Being identified as Foster Youth or Does NOT include parent ed level 14 (but 1.1 does) Includes FRPM & DC through 10/31/16 Students may qualify for consideration under multiple categories. The report provides Duplicated Counts (for those students qualified by multiple criteria) and Unduplicated Counts by school where a student is counted only 1 time per school. Counts students with Primary and Short Term enrollments in grade K-12. Adult Education not included. Students with multiple qualifying records as of Fall 1 Census Day are counted only once in the LCFF funding calculation. A student with qualifying enrollments in more than one LEA on Census Day is counted in each LEA. Homeless counts based on Home Dwelling codes of Temporary Shelters (100), Hotels/motels (110), Temporarily Doubled Up (120), or Temporarily Unsheltered (130) 2Foster Youth counts based on a weekly match of student records with California Dept. of Social Services (CDSS) 3 For Funding, Eligible English Learners are students with an English Language Acquisition Status of ‘EL’ on Fall 1 Census Day. 4FRPM/EL/Foster Youth Total will always equal enrollment count for Juvenile Court schools. User must possess the Free and Reduced role in order to view/run this report. LCFF – Local Control Funding Formula - supplemental and concentrator funding based on kids being at 1 FRPM Eligible 2 - EL kids We strongly advice LEAs to first look at report 1.1 and reconcile their enrollment counts and their EL counts then look at the aggregate counts on this report. Supplemental funding counts are based on: Being identified as FRPM Eligible or Being classified as English Learners NSLP & Direct Certification calculated through 10/31/16 Does NOT include Parent Ed Level 14 More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Supporting Report – 1.18 Supporting report now shows foster and homeless details for students in selected school derived from weekly CDSS match and SPRG record respectively. Supporting report 1.18 lists students that meet criteria for Supplemental Funding under Local Control Funding Formula (LCFF). The reports shows status of Direct Certification, Homeless, NSLP Program, Migrant Ed Program, and ELAS Designation for each student for the selected school. More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Report contains data formerly reported on the Student National Origin Report (SNOR) Another supporting report is 2.1 Title III Eligible Immigrants – Count by Birth Country. This report includes the data previously reported on the Student National Origin or SNOR report. Another resource for determining how this data is derived is the Data Guide. {Display Data Guide and go to definition} More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

English Language Acquisition Status – Count by Primary Language - 2.8
The 2.8 needs to be reviewed for accurate EL counts CP uses the most recent ELAS status for counts on this report. CALPADS only requires records for new students to CALPADS or when there is a change to a student’s ELAS status. More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

English Language Acquisition Status – Census Comparison - 2.9
The detail/supporting report for 2.8 More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

English Language Acquisition Status – ELs Reclassified RFEP - 2.12
2.12 compares your RFEPs counts this year to last year. More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Reports – 8.1 Student List (Support)
Use Filters to restrict data on reports. This may be useful for producing more limited reports for review by Data Stewards such as your Gate coordinator. Report 8.1 is a detailed student list. The 8.1 profile is the only detailed report which lists all of the data for each student, including demographic and program data associated with the student (except NSLP). Filters can be set to list specific schools and/or subgroups for data stewards to review and verify detail. A best practice would be to review the filter options of the reports you will be reviewing. Link to Data Guide Another important report to verify your EL data and District of Residence (DOR) More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

More detail in Section 14 of the CALPADS User Manual
Certification Reports – 8.1c Student Profile Dropouts – State View (Support) This list includes dropouts that are counted at the state level but not against the LEA (Lost Transfers: exit codes E155, T160, T165, T167) The 8.1c is the State’s View of your dropouts. This is where the ERD Warnings C (T160/T165/T167 & E155) are counted as a dropout. The graduate, dropout, and lost transfer counts from the 8.1c will be posted on DataQuest. More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Status should be Snapshot Certified – Level 2
All 8 aggregate reports must be reviewed. Once you click on the report, a green checkmark will appear next to it. CALPADS can only require you to review the reports, but it is your responsibility that data is accurate on these reports. All LEAs need to review each report even if they do not have any data in the corresponding group because each report must show green check mark before the system will let you certify. Note that if you currently have a certified snapshot revision, the certification buttons will be disabled or hidden. You must decertify for the buttons to be enabled. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Fall 1 and 2 Updates

2016-17 Summary of Fall Changes
Functionality Change Code Set Retired Grade level UU Added new exit code E170 for Secondary enrollment exits Added Program Code 192 (Pupils of Military Families based on ESSA) Modified Student School Transfer codes 2 and 3 definition Modified the definition of Student Exit Reason Category Codes T160 and T180 to include exits to NPS Schools Here we will discuss the changes for this year and their impact. Code Set Retired Grade level UU Talk about the code set first: If you were using it in the past you going to get a validation error – You have to give the student an actual grade level. Either switch to the grade the student is in or switch to the Ungraded Elementary or ungraded Secondary. Added new exit code E170 for Secondary enrollment exits Adding to the code sets E170 – If you have a secondary Enrollment you must exit the student with an E170 – if not you will get a Validation error. E170 will replace the E155 of secondary enrollment. Added Program Code 192 (Pupils of Military Families based on ESSA) Added a Program Code 192 for Pupils of Military Families based on ESSA- This was started at the beginning of July- They will not count until ender year but you can enter them in the program during the Fall 1 uploads along with your other programs. Modified Student School Transfer codes 2 and 3 definition The definition Changed slightly- 7/1/2016 Student School Transfer Category 2 Public School Choice - Program Improvement Changed code name and definition. The Public School Choice transfer option must be offered to all students enrolled in Title I schools that have been identified for school improvement, corrective action, or restructuring the opportunity to transfer to another public school in the LEA that is not so identified. 7/1/2016 Student School Transfer Category 3 Unsafe School Choice Option Changed code name and definition. This is a transfer where the student exercised the option to transfer from a school which the state has identified as persistently dangerous, or in which the student was a victim of violent crime on school property Modified the definition of Student Exit Reason Category Codes T160 and T180 to include exits to NPS Schools The Definition now includes NPS school to relieve some of the confusions. * Check CALPADS Code Sets document for details and update local SIS as necessary

Functionality Change Code Set Added Two Course Codes that Represent courses with "No Educational Content" per AB 1012 (6021, 6022) Added new AP Computer Principals course (code 2472) Added new courses based on review of SCED codes for military science, religion, and physical education (2518, 2519, 2505) Added New/Modified State Course Codes for Math and Science Modified code name 2467 (from "MYP Algebra I or II" to "MYP Algebra I"), Modified code name 2609 (from "Oceanography" to "Marine Science"). Added new codes (2473, 2484, 2485) for MYP Algebra II, Mathematical Modeling, and Financial Algebra Modified Science course codes ( ) Here we will discuss the changes for this year and their impact. These effect FALL 2 more. Your Master Schedule may impact these codes. The code set documents has the revision history tab will let you know which ones are retired and changed. (Just read through the codes on the slides.) Code Set Added Two NEW Course Codes that Represent courses with "No Educational Content" per AB 1012 (6021, 6022) Added new AP Computer Principals course (code 2472) Added new courses based on review of SCED codes for military science, religion, and physical education (2518, 2519, 2505) Added New/Modified State Course Codes for Math and Science Modified code name 2467 (from "MYP Algebra I or II" to "MYP Algebra I"), Modified code name 2609 (from "Oceanography" to "Marine Science"). Added new codes (2473, 2484, 2485) for MYP Algebra II, Mathematical Modeling, and Financial Algebra Modified Science course codes ( ) * Check CALPADS Code Sets document for details and update local SIS as necessary

Functionality Change Code Set Retired/Added New CTE Course Codes for 2 Industry Sectors (Ag and Art Media Entertainment) in AY & Add 2766 (IB Business Mgmt) as an Academic CTE Course Retired Code/Valid Code Combo for 6004 (Resource Class) and Update Definitions for Codes 6017 (Resource Teacher), 3020 (support/consultation) Here we will discuss the changes for this year and their impact. Read through slides Make sure you check the codes you are using because it could cause you to have errors in EOY year when the New Codes for CTE are activated. * Check CALPADS Code Sets document for details and update local SIS as necessary

Functionality Change Valid Code Combo Modified UC/CSU Approved values for CTE Courses in Course Group Master Combo Valid Code Combo Moved state course codes 2535 and 2538 from Content Area code 19-Physical Education to Health Education category in Valid Code Combo Modified valid grade levels for State Course Codes 2434, 2435, 2446 & 2447 in valid code combos to include Grades 6-8 and 6-12 Here we will discuss the changes for this year and their impact.

Functionality Change Validation Added IVR to prevent LEAs from submitting a SELA record for IN, TD, PS or AD grades (SELA0301) Disabled IVR 30 on Expected School of Attendance since not all district level entities are represented in the dropdown Added new IVR to ensure SENR enrollment status 20 use new exit code (SENR0302) User Interface Added Program Code filter Certification Activated non-trend F1 CVR Warnings (CVR 111/110) CERT110 W Invalid Open or Closed Title I Part C Migrant Record CERT111 W Homeless Program Eligibility Data Expected Here we will discuss the changes for this year and their impact. New IVR SELA 0301 for TBD for IN< TD<PS AD Disabled re

Impact Reports Updated Snapshot & C/A Report 1.9 following the retirement of No Show Same School Exit Code N420 Added AY clarification note to Graduates, Dropouts, Exit Reports. Added Age Eligibility Filter to Snapshot Reports 1.19 & 1.20 Modified CALPADS Business Rules for Ethnicity/Race Roll-up on F1 Snapshot Reports to Match DataQuest Updated Socio-Economic Disadvantaged (SED) Glossary term definition for F1 Snapshot reports Added Juvenile Court Students to SED, ED (Economically Disadvantaged), & FRMP Eligible Rules Use ODS 8.2 to find student with Parent Ed level less than High school diploma Use report 1.18 for other SED details (NSLP, Migrant Ed, Homeless, etc)

Impact Reports Modified Snapshot Reports 1.17, 1.18, 1.19, 1.20, CA/1.17 to count free (181) and reduced-price (182) records if the start date is between 7/1 and 10/31 (inclusive) of the selected academic year Added TK subgroup to Snapshot Reports 1.1, 1.2, & C/A 1.1 File Layout Modified CRSE/CRSC with filler for fields (9.11, 9.28) Anomalies Modified the CALPADS display of ERD Type E to include subsequent enrollment records. Modified to display 2 rows of data similar to the display of the ERD Type B. Modified presentation of ERD Type E data on ERD Anomalies report 10.1 to show 2 rows of data similar to the display for the ERD Type B To facilitate the sharing of data between point of sale systems and student information systems, LCFF Reports will now include Free/Reduced Price Meal (FRPM) records with start dates up to 10/31 No longer a need to back date applications received by 10/31

Wrap-Up Let’s wrap things up now..

Fall 1 Steps 1. Setup 2. Update the CALPADS ODS 3. Review Snapshot
SIS Accounts 1. Setup Submit records Fix errors Post records 2. Update the CALPADS ODS Review warnings Review and fix certification errors, review warnings Review reports 3. Review Snapshot Here we have a summary of the high level steps you need to complete to complete Fall 1. Other than anomalies, these are pretty much the same steps as other CP submissions such as Fall 2 or End of Year. Fall 1 includes: Entering data in the local student system, setting up accounts and assigning roles Updating data in the ODS, including submitting records, fixing errors, reviewing warnings and posting your records. Reviewing your snapshot which includes Reviewing and resolving your certification errors and warnings Reviewing the certification reports Revolving anomalies to get your anomaly rate below 2% Certifying the submission at Level 2 Resolve anomalies (MIDs & CCEs) Level 1 (Fall 1 Data Collection Certifier) Level 2 (Superintendent Certifier) 4. Certify Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Fall - 1 Suggested Milestones
Now – 10/5 Complete Fall 1 data population in local SIS Now – 10/21 Upload SENR, SELA, and SPRG files. Review validation errors and reconcile as needed (SINF optional) Post SENR, SPRG, SELA & optional SINF files 10/21 – 10/28 Resolve certification errors, resolve anomalies, review certification reports and update records if necessary 10/31 – 11/11 Send reports to site leaders for approval 11/14 – 11/23 Certify Fall-1 (level 1 & level 2) 11/28 – 12/2 Done Sometimes it is difficult to determine how to pace yourself through the CALPADS work because the deadlines start off so far in advance. Here we’ve provided a list of suggested milestones that you can use to break up the work and use as a checklist. Note that you should adjust the dates based on staff availability and other factors. Some LEAs may be able to complete each milestone sooner now that snapshot reports refresh during the day and you do not have to wait overnight for the snapshot refresh. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

LEA Administrator Responsibilities
* 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 The CDE adopted the training the trainer model, which means the LEA Admin will: Create/revoke accounts, reset passwords, update roles, & review security reports. When revoking accounts, remove all roles from the user first. There is a known issue with users showing up as the anomaly contact even after their account has been revoked. LEA Admin will act as the liaison—submit service request not the users Support local users—answer questions and provide CP training for them. Remember our self-paced are available for your users. E2’s slide 73 provides detailed steps on reviewing the security reports and the LEA Operational Manual is a great resource. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Certification Warnings Fall 1
LEAs will need to do their own analysis against prior year submissions No data Graduates (among last year’s 12th graders) Dropouts (in a school with grades 9-12) FRPM GATE Homeless Special Ed Title I Part C Migrant Title III Significant changes in school School LEA Enrollment X Enrollment by grade Enrollment by race/ethnicity Graduate % Graduate % (UC/CSU requirements met) Dropouts and dropout rate LEP and LEP % ELs / FEPs / RFEPs FEP proportion FRPM Gate Special Ed Title I Part C Migrant Title III Eligible Immigrants Conflicting numbers More Graduates than prior year 12th Graders Special Ed Exit Code for Non-Special Ed Student Normally it is also important to review your certification warnings in addition to the certification errors. The aggregates which were checked last year are listed here for your reference. It is recommended that your LEA manually review the related counts and records to ensure they do not have these discrepancies. For example, your LEA should compare it’s previous year enrollment counts to the current year counts to make sure any discrepancies are intended. Invalid records FRPM Title I Part C Migrant Questionable proportions Over 25% of students in school are in Special Ed Over 25% of students in LEA are in Special Ed Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Viewing Prior Year Snapshots
View prior year snapshots by changing the Academic Year and clicking on the Apply Filters button LEA selects academic year desired and specific submission (Fall 1, EOY 1, etc.) Similar to last year, you will be able to review snapshots for previous years. Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Resources CALPADS Calendar System Documentation
System Documentation Document Description Sections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SINF, SELA & SPRG tabs CALPADS Code Sets Detailed state code lists CALPADS Valid Code Combinations Matches up related codes CALPADS Error List Detailed error message descriptions Student Enrollment, Student Information, Student English Lang Stat, Student Programs, and Fall 1 Certification tabs CALPADS Data Guide Detailed requirements Sections 2.1.1, 2.1.2, & – 3.1.9 Here are resources that will assist in the Fall 1 submission. 106 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

Resources Self-paced Trainings LCFF Information
Q & A Sessions – Every 3 p.m. Enrollment - LCFF Information FAQs CALPADS - Race and Ethnicity - LCFF - Additional resources—We also have self-paced trainings on our Web site, Q and A sessions weekly over the phone, and various FAQs on the CDE’s Web site. 107 Fall 1 - Reports and Certification v2.3, Sept 30, 2016

REPORTS AND CERTIFICATION

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