1. REPORTS AND CERTIFICATION ADVANCED
Fall 1
Fall 1 Advanced, v2.0, August 19, 2011

2. Welcome Introductions Ground Rules Duration Participants (FCMAT/CSIS)
Mute phones while listening (mute or mic button)
Do not place the call on hold
Silence cell phones
Provide your name and LEA when speaking
One conversation at a time
Duration
Fall 1 Advanced, v2.0, August 19, 2011

3. Course Description Target Audience Prerequisites Experienced Users
Essential 1, 2, 3, & 4*
Fall 1 (prior year)
* Formerly called CALPADS 1, 2, 3, & 4
Fall 1 Advanced, v2.0, August 19, 2011

4. Agenda Course Objectives – p. 5 Dates and Deadlines – p. 6
Fall 1 Data Collected – p. 7
Fall 1 Steps – p. 10
Fall 1 Checklist – p. 12
Common Questions and Problems – p. 23
Reminders – p.35
Upcoming Changes – p. 38
Key Points – p. 42
Submission Strategies – p. 44
Resources – p. 47
Fall 1 Advanced, v2.0, August 19, 2011

5. The session will enable LEAs to Know what data are included in Fall 1
Course Objectives
The session will enable LEAs to
Know what data are included in Fall 1
Prepare for Fall 1 reporting
Understand changes for
Complete the steps for certification
Resolve common problems
Fall 1 Advanced, v2.0, August 19, 2011

6. Dates and Deadlines 2011/2012 School Year Information Day: 10/5/11
Certification deadline: 12/14/11
Amendment window: 12/15/11 – 1/18/12
Fall 1 Advanced, v2.0, August 19, 2011

7. Current Year (active on 10/5/11)
Fall 1 Data Collected
Current Year (active on 10/5/11)
Enrollments
Title III Eligible Immigrants
Previous Year (8/16/10 – 8/15/11)
Completers
Dropouts
Lost Transfers (exits between 8/16/10 and 8/15/11 not re-enrolled by 10/5/11)
No Shows (5/15/10 – 8/15/10)
Fall 1 Advanced, v2.0, August 19, 2011

8. Fall 1 Data Collected
Matriculated No Show Dropout* (Grades 7-12 and US)
Students that are expected to matriculate to another K-12 school but do not show up at that school. These students are counted as a dropout at the state level, but do not count as a dropout for the school that they matriculated to or from.
Matriculated no show dropouts meet these criteria
Student Exit Category = E230 (Completer Exit)
School Completion Status = 480 (Promoted – Matriculated)
Student Exit Date = 5/15 – 8/15
Student does not re-enroll on or before Census Day (School Start Date <= Census date)
* Matriculated no show dropouts will not appear on report 1.9 (Completers and Dropouts). These students are not reported as a dropout at the LEA level but are reported as a dropout at the federal level.
Fall 1 Advanced, v2.0, August 19, 2011

9. Enrollment, Completer, and Dropout sub-groups (Reports 1.1 and 1.6)
Fall 1 Data Collected
Enrollment, Completer, and Dropout sub-groups (Reports 1.1 and 1.6)
English Learners
Title III Eligible Immigrants
Gifted and Talented Education
Title I Part C Migrant
Special Education Program
Limited English Proficient (EL + Selected RFEP)
Socio-Economically Disadvantaged (NSLP or Parent Ed Level = 14)
Fall 1 – Certification Reports Data Mapping explains how counts are derived:
Fall 1 Advanced, v2.0, August 19, 2011

10. Sucessfully post records required for Fall 1
Fall 1 Steps
Assign Fall 1 roles
Fall 1 Data Collection Certifier
Superintendent Certifier
Free Reduced Lunch*
Sucessfully post records required for Fall 1
Student Enrollment (SENR)
Student Information (SINF)
Student Program (SPRG)
Review and resolve fatal certification errors
Resolve anomalies below 2%
* Now needed to upload SPRG files that contain Special Ed program records
Fall 1 Advanced, v2.0, August 19, 2011

11. Review aggregate reports for accuracy
Fall 1 Steps
Review aggregate reports for accuracy
Save/print aggregate & supporting reports
Review supporting reports, i.e., 8.1c, 2.2
Certify Level 1 (data processor)
Certify Level 2 (superintendent)
Fall 1 Advanced, v2.0, August 19, 2011

12. Fall 1 Checklist – Accounts and Roles
Daily use
Roles*
Certification
Fall 1 Data Collection Certifier (Level 1)
Superintendent Certifier (Level 2)
Free Reduced Lunch** (NSLP)
Reminder: LEA Admin cannot certify
* Certification roles are applied overnight and will be active the next day
** Free Reduced Lunch role is now required to upload SPRG files
Fall 1 Advanced, v2.0, August 19, 2011

13. Fall 1 Checklist – Preparation
Review Fall 1 approach and practices
What can be improved in this year’s submission
Identify roles and responsibilities
Establish target dates for submissions and reviews
Local student information system (SIS)
Check with vendor for updates
Verify sites and district on same SIS version
Update SIS with new codes if not provided by vendor
Audit SIS records to ensure required data are populated
Verify data in other systems are complete and available, as needed
Fall 1 Advanced, v2.0, August 19, 2011

14. Fall 1 Checklist – Data Submissions
Exit students that were promoted, transferred, graduated or dropped out in school year
If needed, update student program information for students enrolled after last Information Day
NSLP Program records must have a program end date for 10/11 school year
Get SSIDs for new students
Update student information for all students active on Oct 5, 2011 (Information Day)
Student information must be updated for all enrolled students every year
Effective date must be on or after July 1, 2011 and on or before Oct 5, 2011
Update student programs for students active on Oct 5, 2011
For new students
All students who are eligible or participating in NSLP
Students who have become eligible or have begun participating in NCLB programs since last information day
Fall 1 Advanced, v2.0, August 19, 2011

15. Fall 1 Checklist – 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 KN-12, UE, and US
1.6 Graduates and Dropouts by Subgroup
1.9 Completers and Dropouts – Count
4 Year Graduate Dropout Cohort
Fall 1 Advanced, v2.0, August 19, 2011

16. Fall 1 Checklist – Verify Reports
Evaluate Certification Supporting Reports
Provide detailed lists of students counted in the aggregate reports
Can be filtered by school – for review by site principal
Can be filtered by subgroups – for review by program coordinators
2.2 Title III Eligible Immigrants
Report counts reported through the Student National Origin Report (SNOR) prior to the school year
8.1c – Student Profile Dropouts – State View
Use to identify lost transfers and dropouts re-enrolled (can also be found using the anomaly module)
Tip: Make sure the Academic Year is set to when reviewing snapshot reports
Fall 1 Advanced, v2.0, August 19, 2011

17. Fall 1 Checklist – Verify Reports
Verify Race/Ethnicity Totals using report 1.5
Students with Ethnicity Indicator Missing marked Y AND Race Missing Indicator marked Y are rolled up to Missing Category
Students with Ethnicity Indicator Missing marked Y AND at least one Race Code identified are rolled up to the Race Category
Fall 1 Advanced, v2.0, August 19, 2011

18. Fall 1 Checklist - Certification
Certification Levels
Level 1 (Fall 1 Data Collection Certifier)
Usually the person who submits and processes the data
Level 2 (Superintendent Certifier)
Usually an administrator who reviews the reports for accuracy
Tip: Assign each of the certification roles to at least two people so that another person can certify if one is out of the office
Reminder: The LEA Admin account can not be assigned either certification role
Fall 1 Advanced, v2.0, August 19, 2011

19. 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
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 Advanced, v2.0, August 19, 2011

20. Fall 1 Tip – Certification
Certify button will not be enabled until
There are zero fatal certification errors (warnings will not prevent certification but should be reviewed)
The combined CCE and MID rate must be 2% or less
CCE date range: 8/16/10 – 10/5/11
MID date range: last 14 months from processed date
The Certification Aggregate Reports are reviewed
Review reports for accuracy
A reviewed report will have a checkmark in a green circle next to it
Note: You must also log in with an account that has a certifier role
Fall 1 Advanced, v2.0, August 19, 2011

21. Fall 1 – After Certification
Fall 1 Advanced, v2.0, August 19, 2011

22. Fall 1 – After Certification
Certified Snapshot data will be retained in the snapshot database
Data is a copy of the ODS data pertaining to Fall 1 as of the prior night’s processing
Nightly snapshots will no longer be generated
Certified counts will be reported on DataQuest
Decertify will be enabled. If used, decertify will
Set the snapshot’s status to decertified
Allow nightly snapshots to resume
Request a new snapshot to be generated
Fall 1 Advanced, v2.0, August 19, 2011

23. Common Questions – Exit Codes
What exit code should be used:
E450
Student leaving school (any time) - plans to enroll in another CA public school (applies to K-6 only)
E490
End of the school year – student will be continuing in same school
E230
Student completing highest grade at school, must also submit completion status code
N420
Student no show – previously attended school
N470
Student no show – pre-enrolled, never attended school
Exit Date should be same as Start Date, or 1 day before Start Date
T160
Student exiting any time – plans to attend another CA public school
Students exiting Alternative Schools must have expected school of attendance
T165
Transfer to another school for disciplinary reason - must have expected school of attendance
T167
Non-disciplinary referral to Alternative School or non-alternative Independent Study Program
Fall 1 Advanced, v2.0, August 19, 2011 23

24. Common Questions – Program Data
What membership code should be used for each program?
Program
Eligible (1)
Participating (3)
Counted in Report
Gifted and Talented Education (127)
Preferred
Acceptable
Eligible or Participating
Title 1 Part C Migrant (135)
Special Education (144)
Free or Reduced Price Meals/NSLP (175)
Fall 1 Advanced, v2.0, August 19, 2011 24

25. Common Questions – Program Data
What start date should be used for each program?
Program
Eligible (1)
Participating (3)
Gifted and Talented Education (127)
Date student first identified
On or after student enrolled in LEA 
Title 1 Part C Migrant (135)
Special Education (144)
Free or Reduced Price Meals/NSLP (175)
Date student identified for the school year
On or after student enrolled in LEA in current school year
Fall 1 Advanced, v2.0, August 19, 2011 25

26. GERR0005 Error received online or batch submission for SINF or SPRG
Common Problems – GERR0005
Problem
GERR0005 Error received online or batch submission for SINF or SPRG
“Student not owned by LEA or School during specified effective date period”
Solution
Compare the data in the submission file to the current enrollment data in CALPADS to identify the error.
Correct the enrollment/exit dates in CALPADS or correct the date in the submission file.
Fall 1 Advanced, v2.0, August 19, 2011 26

27. Common Problems – GERR0005
SPRG record submitted for student at a school where for which no enrollment record exists in CALPADS
Fall 1 Advanced, v2.0, August 19, 2011 27

28. Common Problems – Errors
The SENR027 error occurs when an enrollment record being submitted overlaps with an existing enrollment record in CALPADS or another record within the SENR file.
Solution
Compare the enrollment records in your extract file to those in CALPADS and determine if any of them need to be updated (applicable fields include Student School Start Date, Enrollment Status Code, Student School Exit Date, and Student Exit Reason Code).
Fall 1 Advanced, v2.0, August 19, 2011

29. Common Problems - Anomalies
Errors when combining SSIDs in MID resolution
“Combination includes an open enrollment that is not the focus ID”
“The update will create one or more overlapping enrollments”
Solution
Exit or delete overlapping or duplicate enrollment records
A student can only have one enrollment on any given day among all SSIDs being combined
Exit duplicates using an exit date equal to the start date and an exit code of N470
Clean up enrollment history after combine
Fall 1 Advanced, v2.0, August 19, 2011 29

30. Common Problems - Certification
CERT003 errors occur when the Student Information (SINF) record has not been updated for the school year.
Solution
Post student information for the current school year
Batch processing - submit and post a current SINF file
Updating manually online - enter a current year grade level record
Fall 1 Advanced, v2.0, August 19, 2011

31. Common Problems - Certification
The CERT004 error occurs when the ethnicity or race data is missing for any enrollments during the reporting period (8/16/10-10/5/11), including those with exit dates and reasons
Solution
Post student information
Batch processing - submit and post a current SINF file
Updating manually online – make sure race and ethnicity are entered for all demographic record(s) owned by your LEA
Fall 1 Advanced, v2.0, August 19, 2011

32. Common Problems - Certification
Important Details
Students must have demographic records that correspond to their enrollment records.
Students active on Census Day (10/5) must have a current year grade level record between 7/1 and Census Day.
For batch processing, Grade Level is updated by the Student Information (SINF), not the Student Enrollment (SENR).
LEA must have an open enrollment record to post a student information record.
Fall 1 Advanced, v2.0, August 19, 2011

33. Common Problems - Certification
Subgroup counts are too low
Solution
Post student program records for the current school year (SPRG for batch processing)
Fall 1 Advanced, v2.0, August 19, 2011

34. Common Problems - Certification
The certify button is grayed out
Solution
Outstanding fatal errors
Anomaly rate exceeds 2%
All three reports have not been reviewed
LEA Admin cannot certify
The account does not have the certifier role*
* Certifier roles are not active until the day after they are assigned
Fall 1 Advanced, v2.0, August 19, 2011

35. LEA Administrator Responsibilities
Reminders
LEA Administrator Responsibilities
Create new accounts for LEA staff
Reset passwords for LEA staff
Update roles for LEA staff
Review security report regularly*
Update permissions for users whose duties have changed
Revoke accounts for users that have left the LEA
Submit CALPADS support requests on behalf of the LEA
Provide CALPADS training and support for LEA staff
* See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports
Fall 1 Advanced, v2.0, August 19, 2011

36. Regular Nightly Processing
Reminders
Snapshot Generation
Regular Nightly Processing
ODS
Fall 1 Data
Snapshot
After certification
ODS
Fall 1 Data
Snapshot
CALAPDS availability and nightly processing schedule is available at:
Fall 1 Advanced, v2.0, August 19, 2011

37. Reminders Effects On Four-Year Adjusted Cohort Graduation Rate
Type of Student
Part of Cohort
Effect on Rate
Graduate
Yes
Increase
Dropout
Decrease
Dropout re-enrolled No
None
Lost transfer
Non-grad
Regular transfer
No-show (never attended)
Deceased
Fall 1 Advanced, v2.0, August 19, 2011

38. Upcoming Changes Change Request # Functionality Description 95
Anomalies
ERDs and the ERD report will be able to be filtered by warning type
129
Promoted completers (Student School Completion Status = 120) will be excluded from generating ERDs
137
Some completers will be excluded from generating ERDs (Student School Completion Status = 120, 320, or 330)
186
Middle name will no longer be used in MID anomaly matching
288
Certification
List of certification errors will more clearly distinguish errors and warnings
284
Fall 1 Reports
Dropouts that re-enroll with a short-term enrollment status (30) will still count as dropouts on Snapshot report 1.14 38
Fall 1 Advanced, v2.0, August 19, 2011

39. Upcoming Changes Change Request # Functionality Description 334
Fall 1 Reports
New supporting report will be added for English Learners, similar to Spring report 2.8
338
EL reports, associated rules, and associated filters will be made the same for both Fall and Spring
344
Certification report 1.9 will be adjusted to count dropouts the same way as DataQuest
127
File Status
A new status will be added, "Partial Post“, to inidicate that jobs have posted for some schools in the file but not all
131
Job ID and LEA Name will be added to the filter list for the View Submission Status, all Reports, and all Extracts
170
A new status will be added “Post Requested”, to indicate Jobs that have been submitted for posting but have not started posting 39
Fall 1 Advanced, v2.0, August 19, 2011

40. Upcoming Changes Change Request # Functionality Description 188
File Upload
The Local Student ID will be included on rejected records extracts and downloads
197
The SSID and Local Student ID will be added as filters on the Passed Records Screen
302
Passed records will display in list format with filter options
232
The Local Record ID field will be added to the rejected records extracts for all record types
142
IVR
Validation will no longer allow duplicate Local IDs without SSIDs in the same SENR batch file
274
ODS Extract
The ODS SINF extract will allow extracted SINF records to only include those owned by the LEA/school 40
Fall 1 Advanced, v2.0, August 19, 2011

41. Valid Code Combination
Upcoming Changes
Change Request #
Functionality
Description
107
SSID Request
The Candidate List will be made available as a Report with the standard report output formats (PDF, CSV, Excel, HTML,TIFF, XML) and filters
176
Valid Code Combination
A new validation will be added to detect and invalid student age or grade level for students leaving for adult ed or a GED program (Student Exit Reason Code = T260, T270 or Student School Completion Status = 250, 320)
177
Validation will be modified to detect an invalid age or grade level for students who passed CHSPE but didn’t receive a high school diploma (Student School Completion Status = 330)
178
Valid Code Combinations and related errors will be updated to include valid combinations of completion code and grade level
Primary Residence Category Code will be important for homeless data that the CDE is planning to collect 41
Fall 1 Advanced, v2.0, August 19, 2011

42. Upcoming Changes Change Request # Functionality Description Code Set
Country International Standards Organization
AN - Retired code per ISO standards
ZR - Retired code per ISO Standards
BO - Changed name per the ISO standards
SH - Changed name per the ISO standards
SS - Added code per ISO standards
BQ - Added code per ISO standards
CW - Added code per ISO standards
Education Program
Added new code 101, 504 Accommodation Plan
Code Definition: An indication that a student has a 504 Accommodation Plan for a temporary disability. 42
Fall 1 Advanced, v2.0, August 19, 2011

43. Have data stewards review and verify reports
Key Points
The Snapshot
Is a subset of the ODS records that apply to Fall 1
Is updated at night for any data posted that day
Reflects data posted by the previous night
Reports
Filters affect what you see
Have data stewards review and verify reports
Four Year Graduation Cohort
Use resources to evaluate errors
Check known issues before contacting the help desk
Fall 1 Advanced, v2.0, August 19, 2011

44. To certify you must have
Key Points
To certify you must have
An Anomaly rate less than 2%
Zero Fatal Errors
Reviewed and verified all three aggregate reports (1.1, 1.6, 1.9)
Two levels of certification are required
Fall 1 Certifier (Level 1)
Superintendent Certifier (Level 2)
Print final certification reports or save as PDFs for reference
Fall 1 Advanced, v2.0, August 19, 2011

45. Submission Strategies
Fall 1 Suggested Milestones
10/31 – Complete SIS Data Population
Ensure Initial 9th Grade Entry Year
Determine No Show exits for grade 7 to 12
10/10-11/18 – Upload SENR, SINF and SPRG
Review validation errors, reconcile as needed
11/21-12/13 - Review reports & Reconcile as needed
12/14 – Certify
Fall 1 Advanced, v2.0, August 19, 2011

46. Submission Strategies
Fall 1 Certification Strategy
Obtain SSIDs before October
Update enrollments for October
Determine No Show exits for grade 7 to 12
Submit SINF and SPRG for all students enrolled on information day
Allow several weeks to evaluate certification (snapshot) reports and revise data
Know your local data
Fall 1 Advanced, v2.0, August 19, 2011

47. Certification deadline and amendment dates
Important Links
Certification deadline and amendment dates
Fall 1 Advanced, v2.0, August 19, 2011

48. RESOURCES http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Fall 1 Advanced, v2.0, August 19, 2011

49. RESOURCES CALPADS ERROR LIST
Provides descriptions for rejected record or certification error messages
Fall 1 Advanced, v2.0, August 19, 2011

50. Provides code names and definitions
RESOURCES
CALPADS CODE SETS
Provides code names and definitions
Fall 1 Advanced, v2.0, August 19, 2011

51. Provides data requirements for reported groups
RESOURCES
CALPADS DATA GUIDE
Provides data requirements for reported groups
Fall 1 Advanced, v2.0, August 19, 2011

52. Fall 1 Certification Reports Data Mapping Self-Paced Trainings
Reminders
OTHER RESOURCES
Fall 1 Certification Reports Data Mapping
Self-Paced Trainings
Fall 1 Advanced, v2.0, August 19, 2011

53. CALPADS-LEA Listserv (one-way)
Support
Support Information
CALPADS URL
CALPADS Support
CALPADS Service Desk Request Form (preferred contact method)
CALPADS-LEA Listserv (one-way)
Fall 1 Advanced, v2.0, August 19, 2011

54. Please complete our survey
Training Evaluation
Please complete our survey
Fall 1 Advanced, v2.0, August 19, 2011

55. Questions
Fall 1 Advanced, v2.0, August 19, 2011