REPORTS AND CERTIFICATION

REPORTS AND CERTIFICATION
FALL 2 Welcome to the Fall 2 Reports and Certification training. In this training, we will cover the process for Fall 2 reporting and certification.

Questions and Courtesy
HOLD Mute yourself There will be time during the Q & A segment to read chat answers and get clarification. Please focus on the presentation so you do not miss something important. Questions may be asked here, but they may not be answered immediately. Lync Chat Box Chat Button Shows or hides the chat box Please include your name and LEA when asking questions Here are our courtesy guidelines to create a session with minimal disruptions/interruptions: 1) Please Do not put your phone on HOLD!!! If you absolutely need to take another call during this session, please end your call with us and then call back into the training once you are done. Even if you do not press a hold button, many phones put a call on hold if you pick up a second one. The music played by the hold can be very disruptive to the training. 2) When we are presenting please make sure to mute your phone. If necessary we will mute everyone, and then you will need to wait for me to unmute everyone before you can ask a question. 3) We will stop periodically for questions. We encourage you to ask questions, That said, please hold your questions until we call for them, which we will try to do at reasonable intervals. 4) When you ask a question, please include your name and your LEA. 5) If you happen to ask a particularly lengthy question or one that is unrelated to the material currently being covered we may postpone addressing the question until the end of the presentation, in the Q & A segment of the training. 6) We want to make sure all of your questions are answered, so if you think we missed your question, please remind us of your outstanding question at the end of the presentation during the Q & A segment or send in a service ticket or attend the live Q&A held each Wednesday at 3pm Last - Lync provides a chat box where you can type questions that CSIS staff will answer, however please try to focus on the presentation so you do not miss something important. If you think that you need a more immediate answer so you can understand the current slide, please ask it verbally when we pause for questions. Also note the chat box can be turned off if it creates a distraction. (explain how to do this) Lengthy or unrelated questions may be postponed until the Q & A segment of the training. Fall 2 Reporting & Certification v1.1, January 16, 2018 SSID Enrollment & Maintenance Key Concepts & Processes v1.0, September 1, 2015

Who’s Supposed to Be Here
Individuals assigned to CALPADS maintenance This training is for individuals assigned to do CALPADS maintenance work related specifically to Fall 2 submission. Fall 2 Reporting & Certification v1.1, January 16, 2018

Training Sequence Essential 1: Data Coordinator Orientation Essential 2: Interface & Administration Essential 3: Data Submission Essential 4: Anomalies Fall 1 Fall 2 Data Population Fall 2 Reports and Certification Fall 2 Advanced Fall 1 Advanced Today’s training assumes you have attended Essential 1-4, Fall 1, Fall 2 DP and RC trainings. If you have not attended these trainings, be aware that you may not understand some content and references used during this training. The submission process and requirements will not be discussed in detail. If you have not been through Fall 2 before or need a comprehensive review of the material, we encourage you to attend our regular, non-advanced, Fall 2 training. Fall 2 Reporting & Certification v1.1, January 16, 2018

Agenda Staff Course Overview Assignments Enrollment
Wrap-Up Certification Review Staff Assignments Course Enrollment Overview This is the Agenda {step through the slide} Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall 2 – Overview Now let’s move on to Fall 2 Overview
Fall 2 Reporting & Certification v1.1, January 16, 2018

Information Reported in Fall 2
Staff Demographic/ Assignments Certificated teachers, administrators and pupil service staff Course Enrollment Course sections of students enrolled on Census Day (required for ALL LEAs—no exemptions) There are three major areas reported in Fall 2: Staff Assignments, which include teachers, administrators, and pupil service staff providing services on Census Day Course enrollments, which include course sections of students enrolled on Census Day English Learner Services, which include the classroom services provided to English Learners on Census Day There are no LEAs exempted from reporting student course enrollment SCSE (charter schools are required as well). Classroom services provided to English Learners English Learner (EL) Services Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall 2: Purpose – Federal
Staff Demographics Staff Assignment Course Enrollment Student Course Enrollment EDEN (Education Data Exchange Network) Reporting US Department of Education Consolidated State Performance Report (CSPR) Every Student Succeeds Act (ESSA) Equity Gaps Report Certified Fall 2 Reports are used in the following Federal reports and funding -Staff FTE (through the Education Data Exchange Network [EDEN] -Consolidated State Performance Report (CSPR) -ESSA Equity Gaps Report “Each year, the CDE will use this data (Teacher Effectiveness, Teacher Inexperience) to evaluate equity gaps and prepare a report that communicates the state’s progress toward eliminating equity gaps. The report will be provided to the State Board of Education and posted on CDE Web pages” Fall 2 Reporting & Certification v1.1, January 16, 2018

EOY 2: Purpose - State Staff Demographics Staff Assignment Course Enrollment Student Course Enrollment CA Department of Education CCR Title V, Section 97 (certificated staff) DataQuest (Teacher Counts, Course Enrollment, and EL Services) State reports created from the Staff Demographic data include: -CCR Title V Section 97 that collect certificated staff data. -Staffing reports on the CDE’s DataQuest Web site: For example, Number of Pupil Services by Type. -Report English language acquisition statuses, services, and strategies to create the Language Census Report (LCEN).* Data from the CALPADS Operational Data Store (ODS) are used: At various times throughout the year for the reporting of accountability subgroups, and California Assessment of Student Performance and Progress (CAASPP) registration Fall 2 Data is also used on the Ed-Data website that is viewable by the public. Fall 2 Reporting & Certification v1.1, January 16, 2018

Important Dates for Fall 2
*Census Day 1st Wed in Oct (10/4/2017) Certification Deadline (2/23/18) Amendment Window (3/23/2018) DATES AND DEADLINES FOR Census Day for Fall 2 is always the first Wednesday in October. For the current reporting year, that falls on… Census Day is October 4, 2017. The certification deadline is…February 23, 2018 The amendment window is… February 24, 2018 to March 23, 2018 All of these dates can be found on the CDE’s calendar. The link has been provided in the bottom of this slide. You should check this page periodically to ensure you are aware of any changes in the dates mentioned earlier. * Schools not in session on Census Day should report as of the next day they are in session (up to 30 days past Census Day) CALPADS Calendar: Fall 2 Reporting & Certification v1.1, January 16, 2018

Order Online Batch What to Submit 1 Student Enrollment SENR 2
Student Information SINF 3 Student Program SPRG 4 *Student Eng. Lang. Acq. SELA 5 Staff Demographics SDEM 6 Staff Assignments SASS 7 Course Section CRSE 8 Student Course Section SCSE These are the data files that you will be submitting, either online or via batch, for Fall 2: The Fall 2 Student Profile Data is the same data that you have been reporting for Fall 1: Student Enrollment, Student Information, Student Language Acquisition and Student Programs. The Student Enrollment data is used to determine which students were enrolled for Fall 2. The Student English Language Acquisition data are used to identify the English Learners. This is a key component of education services for ELs in Fall 2. Student Program Data is used as filters on reports to enable views of the data by the accountability subgroups that are certified in Fall 1, such as eligible immigrants, migrant, Special Ed, etc.. Fall 2 also collects: Staff Demographics, Staff Assignments, Course Section, and Student Course Section data. It is important to note that Fall 2 does NOT use the Fall 1 snapshot data. However, it extracts the same Student Profile data from the ODS. Therefore both Fall 1 and Fall 2 use the same pool of students. ANIMATION The SASS, CRSE and SDEM files are Full Replacement file types. If a record or records with the same operational key are found in the ODS, then the record or records are deleted and the records in the submission file are added to the ODS. The SASS replaces by School of Assignment and Academic Year. processing The CRSE and SCSE use the Replacement by School of Course Delivery, Academic Year, and Academic Term processing method. * Student English Language Acquisition data is used to identify English Learners services in Fall 2’s Courses. Fall 2 Reporting & Certification v1.1, January 16, 2018

DATA SUBMISSION PERIOD
Fall 2 represents a point in time count of …. Students enrolled in classes on Census Day Course sections occurring on Census Day Exceptions: Tracked schools not in session on Census Day Course sections that begin no later than 30 calendar days after Census Day Staff who are employed as of Census Day Exception: Staff who are employed within 30 days after Census Day for school tracks that are not in session on Census Day Fall 2 is a “point in time” count. It collects: the students who were enrolled in classes on Census Day, the courses occurring -- and the staff working -- on Census Day. Exceptions: LEAs with multiple track schools could have one or more of its tracks off-track (off-session) on Census Day. Therefore, some of its students who were enrolled on Census Day, have no courses occurring on Census Day. In this case, Fall 2 expects to collect for these student the courses they are taking on the first day that their track re-starts. It is assumed that the track will be back in session within 30 calendar days after Census Day. NOTE: Intercession course should not be submitted The Staff Data for Fall 2 is also supposed to represent Census Day. But in the case of off-track courses, a staff member teaching or supporting a re-started track course may not have been employed on Census Day. For this reason, Fall 2 has established a 30 day window that will be used to validate staff employment for these schools. If you have an A/B schedule, submit all of the courses that are offered, not just those in session on census day. Fall 2 Reporting & Certification v1.1, January 16, 2018

Record Relationships Staff Demographics Staff Assignments
SSID Enrollment SEID SSID Staff Assignments Course Section Student Course Section Course Section Student English language Acquisition The relationships between each of these data groups is depicted in this graphic. During this training we will build on an understanding of how each of these data groups works together to produce the information needed from the collected data. Fall 2 does not require any additional student submissions if data is maintained on an ongoing basis in CALPADS. The Student Profile Data is the same data that is collected from the ODS for Fall 1: SSID Enrollment Student Information Student Programs Student English Language Acquisition. ANIMATION There are two file types for staff data. The file types must be submitted in a specific order. First the Staff Demographics (SDEM) which includes SEIDs, employment start dates, total years of service in the education field, and total years of service in the Reporting LEAs and then the Staff Assignments (SASS) that includes Job classification for all teachers and non-classroom based staff Non-classroom staff assignments for Administrators, Pupil Services, & Non-certificated Administrators. The Course Data is also submitted in two files. The Course Section (CRSE) includes Course Offerings, Course Delivery, Course Enrollment, Teacher Assigned, Number of Unique Classes, Class Size and the Student Course Section that enrolls students into course section. Course Section ID SSID Records above others must be posted before those below them or you may get rejected records Student Course Section Student Program 13 Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall 2 Accounts and Roles
Allows user to SENR View and submit enrollment data SELA View and submit ELAS data SINF View and submit SINF data SPRG View and submit program data SASS View and submit staff assignment data SDEM View and submit staff demographic data CRSE View and submit course and Student Course data REPORTS - Course Enrollment/Staff/EL View Fall-2 related reports Fall 2 Data collection Certifier View certification status and level 1 certify Superintendent Certifier View certification status and level 2 certify Best Practice: Assign backup user for level 1 & level 2 In addition to the LEA admin account, each LEA must have one or more accounts for daily use. The LEA admin account is meant to be used mainly for maintaining accounts, roles, and code mappings. This means the LEA admin account does not have the ability to perform certain tasks including certifying and reporting Fall 2 data, etc. Reminders Daily use account LEA Admin cannot certify Fall 2 Reporting & Certification v1.1, January 16, 2018

Data Submission Staff Course Section EL Services Certification
Now we’ll move on to specifics of staff data. Data Submission Fall 2 Reporting & Certification v1.1, January 16, 2018

STAFF DEMOGRAPHICS STAFF ASSIGNMENTS
9/18/2018 Staff Terminology STAFF DEMOGRAPHICS Basic information about staff members who are providing services to students STAFF ASSIGNMENTS Indicates the staff member’s general role (teacher, pupil service, administrator) There are two groups of staff data that LEAs must submit to CALPADS. Each group of staff data submitted to CALPADS in separate file types: Staff Demographics (SDEM) This group includes demographic information on certificated staff, including employment start and end dates, total years of service in the education field, and total years of service in the given LEAs. Staff Assignment (SASS) This group includes job classification information on all certificated staff, as well as job assignment information for certificated staff in non-classroom based assignments. 16 Fall 2 Reporting & Certification v1.1, January 16, 2018 16 16

Obtaining Statewide Educator IDs (SEIDs)
County Credential Analyst CTC Credential Information Guide (CIG) Just Like the SSID for students, the SEID is an essential piece of information when reporting your employed staff. The SEID is assigned and maintained by the CTC. Commission on Teachers Credentialing and are not obtained through CP. To obtain the SEID for staff you should contact (casually cover each graphic). As the note at the bottom states, the SEID lookup site is password protected, so you need to contact CTC if you need access. See section 1.5 of the CALPADS Data Guide for details. The CALPADS Data Guide also has good information on SEIDs. * See Resources slide near the end of the presentation for links to the CIG in the CALPADS Data Guide, Section 1.5 which has more information on SEIDs 17 Fall 2 Reporting & Certification v1.1, January 16, 2018

Staff Types Reported Teachers Administrators Pupil Service
The types of staff reported for Fall 2 include Teachers, Administrators, and Pupil Service. A teacher is an employee of the LEA who holds a position requiring certification and whose duties require direct instruction to the pupils, mentor teachers and in some cases, including substitute teachers. Administrators are employees of the LEA in a position requiring certification, but who is not required to provide direct instruction to pupils or direct services to pupils (services such as those provided by a pupil services employee. This category does not include mentor teachers. Pupil Service is someone who is in a position requiring a standard designated services credential, health and development credential who performs direct services to pupils (counselors, guidance and welfare personnel, psychologists, etc.). Fall 2 Reporting & Certification v1.1, January 16, 2018

Records Required by Staff Type
SDEM SASS CRSE SCSE Teacher (classroom) X Teacher (non-classroom) Pupil Service staff Administrator CALPADS will not accept classified employee data. Classified staff data is collected via the CDE’s California Basic Educational Data System/Online Reporting Application (CBEDS-ORA). Only Certificated Staff are reported in Fall 2. Staff Demographic (SDEM) and Staff Assignments records (SASS) are required for all certificated staff members. Staff members with teaching assignments will have an associated Course Section (CRSE) and Student Course Section records (SCSE) to indicate what subject they teach and what students they teach in each section. Classified staff are reported through the CBEDS-ORA not Fall 2 Fall 2 Reporting & Certification v1.1, January 16, 2018

Staff Required Fields All Staff
Record Element(s) Values and/or Notes SDEM Reporting LEA Effective Start Date Effective End Date Leave blank Academic Year ID SEID Staff demographics can not be reported without a valid SEID (can’t be ) Local Staff ID Staff Legal First Name Staff Legal Last Name Staff Birth Date Staff Gender Code Staff Hispanic Ethnicity Indicator Required if Staff Ethnicity Missing Indicator is blank Staff Ethnicity Missing Indicator Required if Staff Hispanic Ethnicity Indicator is blank Your SIS vendor uses the CFS to create the CALPADS files and here are some of the data elements required for the SDEM and SASS. We’ve commented on the key data elements in these files. The Effective Start Date must begin on or prior to census day for the staff demographic record to be included in fall 2 reporting. Leave the Effective End Date blank. Populating the effective end date will cause CALPADS to auto generate a subsequent record and will not exclude the staff member from Fall 2 reporting. All educators working in public K–12 California local educational agencies in positions that require credentials from the Commission on Teacher Credentialing (CTC) are required to have statewide educator identifiers (known as “SEIDs;” the acronym is pronounced “seed” in its singular form) assigned by the CTC. SEIDs should be maintained in LEAs’ local systems (e.g., human resources systems or student information systems) if possible. The unique SEID number is assigned to credentialed staff only and is required for submission of their data to CALPADS All staff in positions that require an administrative services credential such as an Assistant Superintendent should be assigned a SEID by the CTC. The number “ ” will not be accepted in the Staff Demographic and Staff Assignment records. This generic identifier may be submitted in the Course Section record. See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements Fall 2 Reporting & Certification v1.1, January 16, 2018

Staff Required Fields All Staff
Record Element(s) Values and/or Notes SDEM Staff Race 1 Code Required if Staff Race Missing Indicator is blank Staff Race Missing Indicator Required if Staff Race 1 Code is blank Staff Highest Degree Code Staff Employment Status Code Staff Employment Start Date Staff Employment End Date *Required if staff no longer employed at LEA Staff Service Years LEA Staff Service Years Total Required each year SASS Reporting LEA School of Assignment Academic Year ID SEID Local Staff ID Staff Legal First Name Staff Legal Last Name Staff Birth Date Staff Gender Code Staff Job Classification Code Staff Job Classification FTE Percentage Required for every site a staff member instructs at The Staff Employment End Date should be populated for staff that should not be reported with the exception for staff on leave. NOTE: Staff service years LEA should be updated every year for continuing staff. New staff’s Service years will be reported as 1.0 (must be equal to or greater than 1—per CFS) Staff service years Total should be updated every year for continuing staff (for certificated position & include the yrs. of substitute teaching if position was a long-term substitute). A Staff Assignment record is required for every site that a staff member provides service for. Populate the School of Assignment with a district code if the staff member is district level. The Staff Job Classification Code Report the Staff Job Classification FTE Percentage of full-time equivalency spent in each job classification, by school. The sum of all FTE percentages cannot exceed 200%. The sum of all FTE percentages must be greater than or equal to 5%. *Staff no longer employed on 10/4/17, must have the Employment End Date reported (do not populate Effective End Date) Fall 2 Reporting & Certification v1.1, January 16, 2018

Staff Required Fields All Staff Record Element(s) Values and/or Notes
SASS Non Classroom Based Job Assignment Code 1 Non Classroom Based Job Assignment Code 2 Non Classroom Based Job Assignment Code 3 Non Classroom Based Job Assignment Code 4 Non Classroom Based Job Assignment Code 5 Non Classroom Based Job Assignment Code 6 Non Classroom Based Job Assignment Code 7 Required if Staff Job Classification Code = 10, 11 or 25 A Non-Classroom Based Job Assignment is an assignment that does not involve the instruction of students. It is not necessary to submit a Course Section record for a teacher whose assignment does not involve the instruction of students. Staff coded with a 10= Administrator 11-Pupil Services 25 Non-certificated Administrator Are required to have a Non-Classroom Based Job Assignments. Each staff member can report up to 7 non-classroom based job assignment codes for a single job classification. Fall 2 Reporting & Certification v1.1, January 16, 2018

Staff Required Fields Teachers Administrators Pupil Service Record
Element(s) Values and/or Notes SASS Staff Job Classification Code 12, 26 or 27 CRSE SEID (can be ) Must be a valid SEID that matches the SEID in SDEM and SASS records Administrators Record Element(s) Values and/or Notes SASS Non Classroom Based Job Assignment Code 1 Staff Job Classification Code 10 or 25 Teaching staff can be reported with a Job classification code of: 12 = teacher 26 = Charter School Non-certificated Teacher 27= Itinerant or Pull-Out/Push-In Teacher Administrators can be reported with job classification codes: 10 = Administrator 25 = Non-certificated Administrator. Pupil services support staff should be reported with a 11 = Pupil Services Job classification code. If the staff has no SEID and you use then no SDEM or SASS allowed. Pupil Service Record Element(s) Values and/or Notes SASS Non Classroom Based Job Assignment Code 1 Staff Job Classification Code 11 Fall 2 Reporting & Certification v1.1, January 16, 2018

What does my Fall 2 data look like in CALPADS?

Staff Demographics The Effective Start Date needs to be populated. The Effective End Date should be left blank. Employment status code required for all teachers Employment End Date required to show staff no longer employed with LEA This is how a submitted staff assignment record looks like in CALPADS. {*** This slide contains an animation, editing the slide incorrectly may cause it to malfunction ***} ANIMATION All Staff members who are active during the Fall 2 submission need to have a demographic record with an effective start date on or prior to census day. All fields with an asterisk must be populated as well as the staff member’s race and ethnicity information. The Employment Status Code required to be populated for teachers with Education Service Job Classification Codes of 12 (Teacher), 26 (Non-certificated Charter School Teacher), or 27 (Itinerant/Pull-out/Push-in Teacher). The Employment End Date is required for staff who is no longer employed by the LEA to exclude them from the Fall 2 data submission. All staff demographic records must have the LEA Service Years and Total Service Years updated every year because CALPADS does not have sufficient information to calculate them. To accurately show a staff members tenure and experience these two fields must be populated. These two fields will be used in the EESSA metrics reported to Feds for Inexperienced teachers. Staff Service Years LEA and Staff Service Years Total need to be updated every year if staff member is still working for LEA Fall 2 Reporting & Certification v1.1, January 16, 2018

Staff Assignment A staff assignment record should be reported for each school the staff member works The staff member Job Classification is based on their credential. If a staff member performs duties in multiple Job Classifications a record should be submitted for each classification Non Classroom Based Job Assignment is required for Job Classification Code = 10, 11 or 25. Course records associated with SEIDs are “teaching assignments” FTE can only be reported at 0% if the staff member is on leave. All staff members on leave and inactive on census day should have an FTE of 0% and a Non-Classroom Based Job Assignment code This is how a submitted staff assignment record looks like in CALPADS. {*** This slide contains an animation, editing the slide incorrectly may cause it to malfunction ***} ANIMATION The School of assignment is the location where the staff member is assigned. Teachers should have a course section record with a matching School of Course Delivery, if they are instructing students. Staff assigned to the district office should report the 7-digit county-district code for the reporting LEA. Multiple Staff Assignment records should be submitted if a staff member has more than one job classification. LEAs must report the FTE percentage spent in each job classification, by school. . FTE will only be reported by job classification and not by assignment. The Non-Classroom Based or teaching assignments (course records) should be submitted by each respective Job Classification. If a teacher has Non-Classroom Based Staff Assignments as well as regular teaching assignments, both the Classroom and Non-Classroom Based Assignments must be reported with the corresponding Job Classification code. Fall 2 Reporting & Certification v1.1, January 16, 2018

Data Submission – Itinerant Staff
Option 1 Reporting student course enrollment is optional if the 3020 CRS state course code is used, unless EL services are provided as part of the course content Option 2 Here are two ways an Itinerant teacher’s SASS can be reported. Itinerant Staff assigned to more than one school site and/or a teacher who provides one-on-one or small group support or resource instruction by either pulling students out of the classroom, or coming into the classroom to provide the instruction. ANIMATION OPTION 1: SASS record is reported at the district level OPTION 2: SASS record is reported at every school the teacher is handling push-in pullout classes. Reporting student course enrollment is optional if the 3020 CRS state course code is used, unless EL services are provided as part of the course content Fall 2 Reporting & Certification v1.1, January 16, 2018

Staff Course Section The SEID is used to tie the teacher to a course
The Education Service code is based on the teachers authorization, but represents the services provided in the course This slide shows the relationship between the Teaching Staff assignment to the Course Section record of the class the teacher’s SEID is assigned to. {*** This slide contains an animation, editing the slide incorrectly may cause it to malfunction ***} ANIMATION Required for each curse section the staff member’s SEID associates a teacher to a course. For teachers without a SEID, use the generic SEID The Education Service Code is based on the teacher’s credentials and authorizations, but represents the instruction given in the course. EL Services will be discussed in detail starting on slide 43. For staff assigned to the district or students enrolled a a district school the school of course delivery should be the county-district code in the Reporting LEA. The school of Course Delivery should correspond with the School of Assignment for the teacher Fall 2 Reporting & Certification v1.1, January 16, 2018

Data Submission – Staff
STAFF ASSIGNMENTS - Input Validations Valid Code Combinations The Non Classroom based/support assignments that are valid for each Job Classification can be found in the Valid Code Combinations document on the CALPADS website. Go to the NonClassSuppAsgn – Job Class tab in the spreadsheet. There are 188 rows. This slide is only showing a portion of the valid codes. You can filter on the Job Classification code to narrow down the list. Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall 2 Tips – Staff Demo and Assignment
Both SDEM &SASS must have a valid SEID. Non-district employees reported with SEID cannot be reported. A Staff Demographic record must exist in CALPADS with a SEID to submit the Staff Assignment record. Staff Demographic data must be submitted each year to update Years of Service Staff Demographics and Assignments cannot be submitted for non-District employees (e.g. ROC/P teachers, contractors or staff without SEID) {*** This slide contains an animation, editing the slide incorrectly may cause it to malfunction ***} Here are some reminders related to staff data A Staff Demographic record must exist in CALPADS with a SEID to submit the Staff Assignment record. Both the SDEM & SASS 1. Must have a SEID—cannot use the generic SEID ) 2. Non-district employees (ROC/P teachers, contractors, college instructors) cannot be reported. LEAs must report actively employed staff. 3. Delete all related records (assignments/course sections) prior to deleting the SDEM record to avoid fatal cert errors Staff Demographic data must be submitted each year to update Years of Service Staff Demographics and Assignments cannot be submitted for non-District employees (e.g. ROC/P teachers, contractors or staff without SEID) Delete all related records first (assignments, course-sections) before deleting a staff demographic record Before deleting a staff demographic record, first delete all related records first (assignments, course-sections) Fall 2 Reporting & Certification v1.1, January 16, 2018

Data Submission Staff Course Section EL Services Certification
We will now discuss specifics of Course Section and Student Course Enrollment (CRSE and SCSE) reporting. Data Submission Fall 2 Reporting & Certification v1.1, January 16, 2018

STUDENT COURSE SECTION
9/18/2018 COURSE SECTION A unique instance of a course taught by one or more teachers, in a specific location, at a particular time Course Terminology STUDENT COURSE SECTION Record indicating a student is enrolled in a specific course section This slide represents how course data will be collected in CALPADS (courses taught on 10/4/17) The course section is intended to capture information from your Master Schedule. The Course section identifies a unique instance of a course, taught by one or more teachers, in a specific location at a specific time. The student course enrollment file is intended to capture information in your Student Course Schedules. This assigns a particular course section to a specific student. 32 Fall 2 Reporting & Certification v1.1, January 16, 2018 32 32

Course Section Required Fields
The following fields are required for all course section records. This slide shows the required fields for all course records submitted to CALPADS. The succeeding slides will provide additional information on conditional fields and when they are required. Fall 2 Reporting & Certification v1.1, January 16, 2018

Course Section Special Conditions
Self-contained Record Element(s) Values and/or Notes CRSE CRS-State Course Code 1000 (Data Guide Sections 3.2.3) Departmentalized Record Element(s) Values and/or Notes CRSE CRS-State Course Code Anything other than 1000 (CALPADS Code Set) English Learner Record Element(s) Values and/or Notes CRSE Education Service Code *1,2,3,4,5,6 (Data Guide Section & 3.1.2) Instructional Strategy Code 400, 500, 600, or 650 (Data Guide Section 2.3.4) Language of Instruction Code Required if Education Service Code = 1 or Instructional Strategy = 600 All self-contained courses are reported with code A course reported with a code other than 1000 is a departmentalized course. English Learner services are reported using three fields, Education Service Code, Instructional Strategy and the Language of Instruction Code. The Education Service Code is specific to the EL services provided in a course. The services are based on the teachers credential/ authorization, but should represent the actual EL services provided. The Instructional Strategy Code is defined as a method used to deliver curriculum and instruction. This field is conditionally required when the education service code is populated for any value other than 5 or 6. Populate the Language of Instruction Code if primary language instruction is provided (in a language other than English) and/or a bilingual strategy is being used. English is not a valid value for Primary Language of Instruction. In addition to Special ED and Home Hospital the specific EL instructional strategy codes are: 400 Alternative EL Program - Two-Way Immersion (Various Models) 500 Structured English Immersion and/or English Learner Mainstreaming 600 Alternative EL Program - Bilingual (Various Models) 650 English Learner Mainstreaming * A value is required for any course an EL student is enrolled in Fall 2 Reporting & Certification v1.1, January 16, 2018

Team Teaching* Record Element(s) Values and/or Notes CRSE Multiple Teacher Code 1 (Data Guide Section 2.3.3) Class ID Job Sharing* Record Element(s) Values and/or Notes CRSE Multiple Teacher Code 2 (Data Guide Section 2.3.3) Class ID For course sections that are team taught or shared LEAs must submit course section records for all teachers involved. To show a team teaching or Job shared course: The Class ID should be the same in all course section records. The Multiple Teacher Code must be the same for each course section record. 1 Team Teaching (Two or more teachers providing instruction to the class during the entire class session) 2 Job Sharing (Two or more teachers providing instruction to the class on an alternating basis, and not at the same time) Each Course Section record will reflect the SEID of one of the teachers participating in the multiple teacher assignment. * There should be a course section record for each teacher. The Multiple Teacher Code should each be the same in both records. Likewise for Class ID. Fall 2 Reporting & Certification v1.1, January 16, 2018

Special Ed (e.g., special day class) Record Element(s) Values and/or Notes CRSE Instructional Strategy Code 700 (Data Guide Section & 3.1.2) Home and Hospital Record Element(s) Values and/or Notes CRSE Instructional Strategy Code 300 (Data Guide Section 3.2.4) Independent Study Record Element(s) Values and/or Notes CRSE Independent Study Indicator Y (Data Guide Section 3.2.4) Special Education courses must be reported with a 700 instructional strategy code. Likewise Home Hospital courses must be reported with a 300 instructional strategy code. If EL services are provided for these courses they will be reported by the Education Service Code. The Independent Study Indicator must be select to indicate independent study. Online courses must have the Distance Learning Indicator selected. Distance Learning Record Element(s) Values and/or Notes CRSE Distance Learning Indicator Y (Data Guide Sections 2.3.3, 2.3.4, & 3.2.3) Fall 2 Reporting & Certification v1.1, January 16, 2018

Dual Enrollment Record Element(s) Values and/or Notes CRSE CRS-State Course Code 2190: Dual Enrollment– English Language Arts 2290: Dual Enrollment– Foreign Languages 2490: Dual Enrollment– Mathematics 2690: Dual Enrollment– Science 2790: Dual Enrollment– History/Social Science 2890: Dual Enrollment– Visual or Performing Arts 6090: Dual Enrollment– Other Course Section Instructional Level Code Courses marked with 16 - “College Credit* This slide only illustrates how Dual college courses are mapped for your courses. We added this slide to prepare you for EOY 1. Dual enrollment is not counted in Fall 2. We want to be sure your master schedule is set up correctly so student course enrollment is tracked properly when it comes to dual enrollment reporting. In order for CDE to determine which courses are college credit-bearing courses in CALPADS, the Course Section Completion (CRSC) records submitted to CALPADS must reflect the following attributes: CALPADS Field #9.07 (CRS-State Course Code): 2190: Dual Enrollment College Course – English Language Arts 2290: Dual Enrollment College Course – Foreign Languages 2490: Dual Enrollment College Course – Mathematics 2690: Dual Enrollment College Course – Science 2790: Dual Enrollment College Course – History/Social Science 2890: Dual Enrollment College Course – Visual or Performing Arts 6090: Dual Enrollment College Course – Other OR Any of the career technical education course codes AND CALPADS Field #9.19 (Course Section Instructional Level Code): Courses marked with 16 - “College Credit” Students cannot get credit for being completers AND dual enrollment for the same CTE course. For example: Student takes an auto mechanics course at the community college. This course is the capstone course in the pathway and the student additionally gets high school credit. Student is identified as a completer and has earned college credit. In this scenario, the student would get credit for EITHER dual enrollment OR being a completer, but not both. Dual Enrollment is counted in EOY 1 not Fall 2. Fall 2 Reporting & Certification v1.1, January 16, 2018

Courses Taught By A Teacher Without An SEID
9/18/2018 Courses Taught By A Teacher Without An SEID Teacher not employed by LEA (e.g. COE Special Ed, private contractor) Distance learning teacher Use SEID of “ ” ROC/P Instructor College professor New teacher without SEID from CTC CALPADS requires a Statewide Educator ID, or SEID, to identify the teacher who is teaching the course. There are five exceptions that allow you to submit “ ” for staff teaching a course that do not have a SEID. They are: If the CTE Course Section Provider Category = 1 (ROC/P is providing the course) If the Course Section Instructional Level Code = 16 (College). If the teacher is not employed by your LEA but is the teacher for an distance learning/online class. You can also submit the SEID of the certificated classroom monitor. If the teacher is new (just graduated) and the SEID has not yet been assigned by CTC. If the teacher is not an employee of your LEA (i.e. COE provided Special Ed teacher or Private contractor) CALPADS will also require the unique local ID for the teacher who is teaching the course. As was stated earlier, while it is understood that for teachers that teach at multiple sites within an LEA they may have a unique local ID per site, when submitting this data to CALPADS the Local ID for the individual teacher must be the same across all sites in your LEA. Reporting Subs LEAs should report long and short-term substitute teachers teaching on Census Day in course sections for which the LEAs do not have permanent teachers. For classes that do have permanent teachers who are temporarily absent, if the LEAs expect the permanent teachers to return by October 31 the SEIDs of the permanent teachers should be reported in the course section records. If the permanent teachers are not expected to return until after October 31, the substitute teachers’ SEIDs should be reported. 38 Fall 2 Reporting & Certification v1.1, January 16, 2018 38 38

Course Data Examples Multiple subject Self-contained courses are reported with state course code 1000 Push in/pull out itinerant courses should be reported with state course code 3020, this is the only course code that does not require Student enrollment Any state course code other than 1000 is a single subject departmentalized course {*** This slide contains an animation, editing the slide incorrectly may cause it to malfunction ***} ANIMATION Self-Contained courses are classes that provide instruction in multiple subject areas and is delivered in one classroom to one group of students. Use the 3020 state course code when a teacher is not providing the student's primary instruction in a particular content area, but providing instructional support or consultation to students in either a pull-out or push-in setting. LEAs must report the FTE percentage spent in each job classification, by school. . FTE will only be reported by job classification and not by assignment. The Non-Classroom Based or teaching assignments (course records) should be submitted by each respective Job Classification. If a teacher has Non-Classroom Based Staff Assignments as well as regular teaching assignments, both the Classroom and Non-Classroom Based Assignments must be reported with the corresponding Job Classification code. Fall 2 Reporting & Certification v1.1, January 16, 2018

Course Data Examples The Course information is a general description of subject matter provided for the instruction of students. The Course Section information represents a unique section of course content being taught to a specific group of students ANIMATION A Course is the organization of subject matter and related learning experiences provided for the instruction of students. The Course Section information should be unique within a school by Academic Year. A Course Section represents a unique section of course content being taught by one or more teachers to a specific group of students. Include all Student Course Section records for students who have an active primary, secondary, or short-term enrollment as of Fall Census Day. Student Course Section enroll students in to Course sections Fall 2 Reporting & Certification v1.1, January 16, 2018

Student Course Section Enrollment Data Expected
Enrollment Status Course Enrollment Primary (10) Required Secondary (20) Optional Short-term (30) As part of the Fall 2 submission, LEAs must submit information on the courses in which students are enrolled. Fall 2 includes students with primary, secondary, or short-term enrollments who are active on the current academic year Census Day in the following grade levels: KN, 01-12, UE, and US. A Primary enrolled student who has no SCSE record reported in CALPADS will trigger a fatal CERT077 error. A secondarily enrolled student who has no SCSE record will trigger a CERT081 warning. A CERT081 warning will trigger if there is no Course Section data for a secondarily or short term enrolled student 41 Fall 2 Reporting & Certification v1.1, January 16, 2018

Student Course Section Required Fields
The following fields are required for all student course section enrollment records. DO NOT POPULATE EOY Fields The SCSE is a very small file. The data elements are used to identify a student and identify a course section that the student is enrolled in. This slide shows how the SCSE record looks like in CALPADS. ANIMATION All fields in Red are all the required fields for Fall 2. Greyed out fields should not be populated as these are collected in EOY 1. All other fields are taken from the CRSE record. Fall 2 Reporting & Certification v1.1, January 16, 2018

CRSE and SCSE Relationship
CRSE Record SCSE Record This slide shows the relationship between the CRSE and SCSE. The highlighted fields are what links both record types. If you upload a SCSE record and CALPADS does not find a matching CRSE in the ODS, the SCSE record is rejected and triggers a SCSE0139 error. ANIMATION A Student Course Section record must have a corresponding Course Section record. There are several fields used to match a SCSE record to a CRSE record. School of Course Delivery Academic Year ID Local Course ID Course Section ID Academic Term Code If a students course section record is submitted and these fields don’t correspond with a Course section the student record will be rejected. The highlighted fields should match for CALPADS to link both records. Otherwise, CALPADS will trigger a SCSE0139 when SCSE file is uploaded. Fall 2 Reporting & Certification v1.1, January 16, 2018

Reminders A SEID is required in CRSE records. Teachers without a SEID can be reported in the course section using a generic SEID of The SCSE record is what links students to a course section . Course Section (CRSE) records must be posted prior to the submission of Student Course Section (SCSE) records. Posting the SCSE records out of sequence will result in mass SCSE0139 fatal errors Both the CRSE and the SCSE are full replacement files. Records will be replaced if the School of delivery, Academic Yeas and Academic Term codes are the same. {*** This slide contains an animation, editing the slide incorrectly may cause it to malfunction ***} Let’s go over some reminders about the Course data. Teachers without a SEID can be reported in the course section using a generic SEID of Course Section (CRSE) records must be posted prior to the submission of Student Course Section (SCSE) records. Posting the SCSE records out of sequence will result in mass SCSE0139 fata errors. Both the CRSE and the SCSE are full replacement files. Records will be replaced if the School of delivery, Academic Yeas and Academic Term codes are the same. The Education Service code is required for all course sections that have EL students. If no services are provided, use code 5. Failure to report an EL service code will result in a CERT104 fatal error. The Education Service code is required for all course sections that have EL students. If no services are provided, use code 5. Failure to report an EL service code will result in a CERT104 fatal error. Fall 2 Reporting & Certification v1.1, January 16, 2018

Data Submission Staff Course EL Services Certification

English Learner Services Key Elements
CRSE Education service code SCSE Student Course Enrollment SELA EL Record To report EL services for a student, three steps must be completed: Report student as EL (SELA) The course record (CRSE) should have an Education Service code populated in the Education service field based on the teacher’s credentials OR report No English services provided. Submit the SCSE record to associate the student to the course. ALL Course section records should have an Educational Service Code reported regardless if EL services is provided or not to avoid CERT104 NOTE: For course sections that are taught by more than one teacher, the value in this field should represent all of the services provided in the course section (a combination of the services those teachers provide). If Code 6 – “Other English Learner Services” is provided by one teacher, and any of the other Education Services are provided by the other teacher, the Education Service Code field should be populated with any of the other service combinations (Codes 1, 2, 3, or 4) and NOT Code 6 – “Other English Learner Services.” Record Element(s) Values and/or Notes CRSE Education Service Code *1,2,3,4,5,6 (Data Guide Section & 3.1.2) Instructional Strategy Code 400, 500, 600, or 650 (Data Guide Section 2.3.4) Language of Instruction Code Required if Education Service Code = 1 or Instructional Strategy = 600 Fall 2 Reporting & Certification v1.1, January 16, 2018

English Learner Services
The Education Service Code is based on the teacher’s credentials and authorizations, but represents the instruction given in the course. Code Value/ Name Description 1 - Primary Language Instruction and ELD Instruction and/or SDAIE Instruction This course section is providing primary language instruction, English Language Development (ELD), and Specially Designed Academic Instruction in English. Primary language instruction is an approach used to teach academic courses in and/or through a primary language other than English. 2 - ELD Instruction Only This course section is providing only English Language Development (ELD) instruction, through a primary language other than English, which is an academic subject of English language instruction appropriate for the student's identified level of language proficiency. 3 - SDAIE Instruction Only This course section is providing only Specially Designed Academic Instruction in English (SDAIE) services, which is an approach used to teach academic courses to English learner (EL) students in English. 4 - ELD Instruction and SDAIE Instruction But Not Primary Language Instruction The course section is providing English Language Development (ELD) instruction and Specially Designed Academic Instruction in English (SDAIE) but NOT Primary Language Instruction. 5 - No Services Provided The course is not providing any instructional services designed specifically for English learners. All courses not providing EL services should be marked with this. 6 - Other English Learner Service The course section is providing some type of instructional service, that, while specifically designed for ELs, is an instructional service that is not narrowly defined in the other English learner services (Primary Language Instruction, English language development, or Specially Designed Academic Instruction in English). This slide reflects the different Education service codes you can select for each course. NOTE: For course sections that are taught by more than one teacher, the value in this field should represent all of the services provided If Code 6 – “Other English Learner Services” is provided by one teacher, and any of the other Education Services are provided by the other teacher, the Education Service Code field should be populated with any of the other service combinations (Codes 1, 2, 3, or 4) and NOT Code 6 – “Other English Learner Services.” Instructional Strategy Code is required if Education Service code is NOT EQUAL to 5 and 6 LEAs may select only one instructional strategy for each course section. If a course section uses more than one instructional strategy, the following hierarchy should be used to determine which one to choose: Special Education. Home and Hospital. Any of the EL Strategies. Fall 2 Reporting & Certification v1.1, January 16, 2018

Instructional Strategy Hierarchy
9/18/2018 Instructional Strategy Hierarchy Special Ed (700) Home/Hospital (300) CDE recommends that if you have a class with more that one instructional strategy, the you report special education as the first choice, Home/Hospital as the second choice, and English Learners as the final choice. Refer to page 138 of the Data Guide. Note that for Special Education this rule only applies to Special Education classes (SDC), not a regular class with regular and special education students. Special Education. Home and Hospital. Any of the EL Strategies English Leaner ( ) 48 Fall 2 Reporting & Certification v1.1, January 16, 2018 48 48

English Learner Services
The Education Service Code is required if an EL student is enrolled in the course, if the course is not providing services use code 5 Populating the Education Service Code, requires that the Instructional Strategy Code be populated as well Lets look at some examples of how EL services are reported in the course record. The Instructional strategy code is required when the Education Service code is populated. These two fields indicate the EL service provided an the method of instruction. In the next example we can see how to report an EL service when primary language is used in addition to English to provide the EL instruction. The primary language is required when The Education Service code is 2, ELD Instruction Only or the Instructional Strategy Code is 600, Alternative EL Program – Bilingual (Various Models). ANIMATION In the Last Example we can see that the Education Service code has been populated with code 5, no services. We can see that there is at least one EL student enrolled in the course, that one student requires the Education Service Code to be populated for the course section. The Language of Instruction Code is required if the Education Service Code = 2 and/or if the Instructional Strategy Code = 600 Fall 2 Reporting & Certification v1.1, January 16, 2018

Data Submission Staff Course EL Services Certification

Fall 2 Reporting Cycle Submission Review Certification CERTIFY
Submit Fall 2 Files Resolve IVRs Submission Resolve Fatal Errors and Check Report Accuracy Review Certification Level 1 Level 2 CERTIFY System Documentation Survival Kit Data Guide File Specification Forms Valid Code Combinations Code Sets Fall 2 Report Mapping Guide The slide illustrates the big picture in the Fall 2 reporting. It includes a list of documentation essential to reporting Fall 2 data and interpreting reports. LEAs submit extracts and correct any submission errors. After all records are in CALPADS, correct any certification errors and review reports after Cert errors go down to zero. After reviewing accuracy of Aggregate and supporting reports, certify Level 1 and 2. Fall 2 Reporting & Certification v1.1, January 16, 2018

FALL 2 CERTIFICATION DEMONSTRATION
Review batch file sequence View Certification Status Troubleshoot certification errors CERT047 CERT048 CERT049 CERT054 CERT084 CERT104 Review certification reports Review how to certify level 1 and 2 We are now going to do an online demonstration of The Fall 2 Certification process. Fall 2 Reporting & Certification v1.1, January 16, 2018 52

Batch File Submission Order and Process Rules 1 2 3 4 5
This slide shows how to navigate to the upload functionality. It highlights the required Fall 2 files as well as the transaction rules each file can do. Click on State reporting. Click on Upload Files Select the appropriate File type and type an optional Job name if desired. Click on browse to locate the file to upload. Click on Submit to complete the upload. NOTE: SASS, CRSE, and SCSE are replacement type files on the school level. If all operational keys between the existing record in CALPADS and the uploaded record match, the existing record will be overwritten. # Record Type Processing Type Operational Key 1 Staff Demographics Effective Date Processing Reporting LEA, SEID 2 Staff Assignment Replacement Processing School of Assignment, Academic Year ID 3 Course Section School of Course Delivery, Academic Year ID, Academic Term Code 4 Student Course Section Enrollment SSID, School of Course Delivery, Academic Year ID, Academic Term Code Fall 2 Reporting & Certification v1.1, January 16, 2018

Batch File Submission Status
Please wait for the first file type to show a “POSTED” status with NO REJECTS before uploading the next file. Failure to do so will trigger errors. 4 This slide shows the different file status you may encounter checking your uploaded files. The highlighted jobs reflect the order status and the desired outcome for each of the four file. The final file type is still Ready for review. Posting the records will eventually change the status to Revision complete. 3 2 1 Fall 2 Reporting & Certification v1.1, January 16, 2018

Certification 1 Resolve fatal errors and review warnings
The certification requirements for Fall 2 has multiple steps. First you start with resolving Fatal certification errors. Fall 2 Reporting & Certification v1.1, January 16, 2018

Common Certification Errors
Let’s review some of the common problems related to CALPADS. Please note that some of the slides in this section are hidden and are there for your reference. We will go over a couple of important ones with you today during this training session. Fall 2 Reporting & Certification v1.1, January 16, 2018

Certification Errors – CERT049
Check these fields! This CERT049 triggered because a Staff assignment was reported but there is no demographic record with effective dates before 10/31/2017. CERT049 Error occurs when a staff assignment is reported for a teacher (SEID) for which there is no staff demographic record reported. It could be missing altogether or the Effective Start Date does not overlap Census day. Solution Post staff demographic record for the staff member (SEID) Verify the staff hire date is on or before information day Verify SDEM effective start date is on or before information day Fall 2 Reporting & Certification v1.1, January 16, 2018

This CERT054 triggered because the effective start date of the demographic record reported was before 10/31/2017 CERT054 Error occurs when a course section is reported for a teacher (SEID) for which there is no staff demographic record reported. It could be missing altogether, the Effective Start Date does not overlap Census day, or a SEID for a staff no longer employed was assigned to a course. t Solution Post staff demographic record for the staff member (SEID) Verify the staff hire date is on or before information day Verify SDEM effective start date is on or before information day OR Remove incorrect SEID from the course record and replace it with the SEID of staff employed Fall 2 Reporting & Certification v1.1, January 16, 2018

This CERT047 triggered because there is no teaching staff assignment reported at the School of Attendance the course was reported in. The CERT047 is detected on a course reported for a teacher, at a specific site and the teacher doesn’t have an assignment record report for that site. If the teacher is teaching at a site, there must be an assignment record. Solution 1. Check the CERT error details to identify the SEID and school of attendance of the course the SEID was assigned to. 2. Open Staff assignment page of identified SEID and check if staff has a teaching assignment reported at the school of attendance the course record was reported in. Fall 2 Reporting & Certification v1.1, January 16, 2018

Common Errors – CERT048 This CERT048 triggered because there is no non-classroom based staff assignment for our teacher(12, 26, 27). If we expect our teacher to have an associated course record we have to look in the course section to identify the course record The CERT048: If you report staff for the current academic year, they need an assignment record: either non-classroom based, teaching a course, or employment end date Use the SEID indicated in the error message to search for the staff assignment. After confirming that the staff member is a teacher and has no non-classroom based staff assignment. We need to verify if there is a course record associated with the staff member and if not, why. Fall 2 Reporting & Certification v1.1, January 16, 2018

Common Errors – CERT048 (cont.)
After verifying that the staff member should be classified as a teacher(12,26,27), we need to check the course record. The CERT48 has triggered because the school of assignment in the staff assignment record and the school of course delivery in the course record do not correspond. The CERT048: If you report staff for the current academic year, they need an assignment record: either non-classroom based, teaching a course, or employment end date We see that the teacher does in fact have a course record, but the staff assignment is at a different school than the course record. If staff member teaches at multiple schools you may need to submit course records for each school and staff assignments at each school. Fall 2 Reporting & Certification v1.1, January 16, 2018

CERT084 triggering on Staff member who is no longer employed.
Common Errors – CERT084 CERT084 triggering on Staff member who is no longer employed. Employment end date should be populated while effective end date should be left BLANK 1 This CERT084 triggered because the staff member is no longer employed but the demographic record from prior year was not populated with an employment end date. 2 3 CERT084 Scenario 1 Error occurs when no staff assignment data was submitted for someone who is no longer employed prior to Census day. Solution Verify that the staff is employed. If yes, submit staff assignment record(s) If no, and staff is no longer employed on Census Day, populate Employment End Date (2) and LEAVE BLANK the Record Effective End Date (3). Staff on Leave Requires SDEM record for active employees Employment End Date is not populated SASS record required with the Non-Classroom Assignment 6018 FTE must be reported as 0.0% SASS0118 will be detected if FTE is > 0.0% Staff No Longer Employed on Census Day Employment End Date is reported not the Effective End Date Fall 2 Reporting & Certification v1.1, January 16, 2018

Common Errors – CERT084 This CERT084 triggered because the staff member who is employed do not have a staff assignment reported yet. CERT084 Scenario 2 Error occurs when no staff assignment data was submitted for staff with staff demographics data Solution Verify that the staff demographics are correct If yes, submit staff assignment record(s) If no, delete the staff demographic record Staff on Leave Requires SDEM record for active employees Employment End Date is not populated SASS record required with the Non-Classroom Assignment 6018 FTE must be reported as 0.0% SASS0118 will be detected if FTE is > 0.0% Fall 2 Reporting & Certification v1.1, January 16, 2018

Common Errors – CERT104 This CERT104 triggered because the course section record identified in the error have EL students enrolled but the Education Service code field was not populated. 1 3 2 It is recommended that all CRSE records be reported with the appropriate EL Service code, regardless if the class provides services or not to avoid CERT104. CERT104 Triggers when the Education Service Code field (9.20) is not populated for a course section in which English Learners are enrolled in Solution Verify Education Service English Learner field is populated for every course-section where one or more EL student is enrolled in (See report 2.4 for EL Services provided or missing) 4 Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall 2 Certification Reports
Establish Report Review Process Data stewards should review reports Have reviewers sign off to verify they have reviewed Evaluate Certification Aggregate Reports English Learner Education Services – Student Count (2.4) Count of Teachers Providing EL Services (2.5) Course Section Enrollment by Content Area (3.6) Staff Count and FTE by Job Classification (4.1) After submitting and posting your data you need to review your Fall 2 reports. It is important that you have a review process so that the data stewards, the people who are responsible for the content of the reports, can validate them. These individuals might include site principals and program coordinators, like an English Learner or a Special Ed coordinator. We also recommend that you have your data stewards sign or initial and date the report printouts to confirm that have reviewed them and that they are correct. {Really need to emphasize this!!} Your initial focus should be the four certification aggregate reports. These reports contain the counts that are central to the Fall 2 reporting. Fall 2 Reporting & Certification v1.1, January 16, 2018

Certification Reports Review
2 1 3 4 Recheck that all Fatal and warnings certification errors have been resolved: Click on the Fall 2 Snapshot link to get to the Certification reports. All 4 aggregate reports must be reviewed. It is the LEA’s responsibility to verify the data on the 4 F2 aggregate reports are an accurate representation of your LEA’s demographics. You may also review the supporting reports as a way to double check accuracy of the aggregate reports. Fall 2 Reporting & Certification v1.1, January 16, 2018

Certification Reports
EL Education Services Student Count - Unduplicated Report 2.7 EL Education Services Student List Report 2.5 EL Education Services - Unduplicated Count of Teachers Providing EL Services Report 4.3 Staff Teaching Assignments - Detail Report 4.4 Staff Profile - List Report 3.6 Course Section Enrollment - Count by Content Area Report 3.7 Course Section Enrollment - Count and Details Report 3.8 Course section Enrollment - Student List This reflects all the certification reports you may encounter when reviewing accuracy of your data submitted. The reports in orange are your aggregate reports which, at the minimum, are the reports required to be reviewed before CALPADS activates the certify buttons. Report 4.1 Staff Count and FTE by Job Classification Report 4.2 Staff Teaching Assignments - Detail Report 4.4 Staff Profile - List Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall 2 Reports 1 2 NOTE: Students receiving multiple EL Services are only counted in one service (one column) based on the following rules: If 1 AND (2 or 3 or 4 or 5 or 6); then count student as 1. If 4 AND (2 or 3 or 5 or 6) AND (<>1); then count student at 4. If 2 AND 3 AND (<>1); then count student as 4. If 2 AND (5 or 6); then count student as 2. If 3 AND (5 or 6); then count student as 3. If 5 AND 6; then count student as 6. 3 Certification Report 2.4 summarizes the services provided to English Learners. The data is derived from the student English language acquisition status (indicating which students are English Learners), the course-section and student course-section (indicating the courses the students are enrolled in and the services provided in those courses). 1. Total number of EL students enrolled at the school on Census day based on ELAS status. 2. Total number of students receiving EL services from classes. Count is based on hierarchy indicated on 3. 3. If student is receiving multiple types of EL services due to teacher credentials, CALPADS will use the hierarchy rules to identify the EL service student is counted under. EL students appearing in the Education Service code missing column is generally an indication the CRSE file did not contain which services were provided to an EL student. Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall 2 Reports 2 1 NOTE: Students receiving multiple EL Services are only counted in one service (one column) based on the following rules: If 1 AND (2 or 3 or 4 or 5 or 6); then count student as 1. If 4 AND (2 or 3 or 5 or 6) AND (<>1); then count student at 4. If 2 AND 3 AND (<>1); then count student as 4. If 2 AND (5 or 6); then count student as 2. If 3 AND (5 or 6); then count student as 3. If 5 AND 6; then count student as 6. 1 Report 2.7 is the supporting report for 2.4 and list all students receiving services. Counting Student English Learner Education Services (EL Services): If a student is receiving multiple EL Services at a school, the student is counted in only one service. Calculation Rules: 1) If a student is receiving "Primary Language Instruction" (1) and any other EL Service, the student is counted as (1). 2) If a student is receiving “ELD Instruction and SDAIE Instruction But Not Primary Language Instruction" (4) and one or both of 2 and 3 (and not 1), the student is counted as 4. 3) If a student is receiving "ELD Instruction Only" (2) and "SDAIE Instruction Only" (3) without 1 or 4, the student is counted as 4. 4) If a student is receiving "Other English Learner Services" and none of the services described in codes 1,2,3, or 4, then the student is counted as 6. 5) If a student is receiving "Other English Learner Services" (6) and any of the services in codes 1-4, then follow the applicable calculation rules outlined in bullets 1-3. 6) If a student is receiving "No English Learner Services" (5) and none of the services described in codes 1,2,3,4, or 6, the student is counted as a 5. 7) If a student is receiving "No English Learner Services" (5) and any services described in codes 1, 2, 3, 4, or 6, then follow the applicable rules outlined in bullets 1-5. If a student is receiving only one EL Service at a school, the student is counted in that service If a student does not have an Education Service Code reported, the student is included in the "Education Service Code Missing" count. 2 Count of course sections in which the student is reported to be receiving the service(1-4 and 6) or No services (5). Courses with blank Education service code field are not included. Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall 2 Reports Certification report 2.5 counts the teachers providing services to English Learners. The EL services code should be based on the teacher’s EL credentials. This is from the Glossary -An Education Service provided to an English Learner that is delivered through a course section. Same as previous Hierarchy: Counting Student English Learner Education Services (EL Services): If a student is receiving multiple EL Services at a school, the student is counted in only one service. Calculation Rules: 1) If a student is receiving "Primary Language Instruction" (1) and any other EL Service, the student is counted as (1). 2) If a student is receiving “ELD Instruction and SDAIE Instruction But Not Primary Language Instruction" (4) and one or both of 2 and 3 (and not 1), the student is counted as 4. 3) If a student is receiving "ELD Instruction Only" (2) and "SDAIE Instruction Only" (3) without 1 or 4, the student is counted as 4. 4) If a student is receiving "Other English Learner Services" and none of the services described in codes 1,2,3, or 4, then the student is counted as 6. 5) If a student is receiving "Other English Learner Services" (6) and any of the services in codes 1-4, then follow the applicable calculation rules outlined in bullets 1-3. 6) If a student is receiving "No English Learner Services" (5) and none of the services described in codes 1,2,3,4, or 6, the student is counted as a 5. 7) If a student is receiving "No English Learner Services" (5) and any services described in codes 1, 2, 3, 4, or 6, then follow the applicable rules outlined in bullets 1-5. If a student is receiving only one EL Service at a school, the student is counted in that service If a student does not have an Education Service Code reported, the student is included in the "Education Service Code Missing" count. NOTE: Students receiving multiple EL Services are only counted in one service (one column) based on the following rules: If 1 AND (2 or 3 or 4 or 5 or 6); then count student as 1. If 4 AND (2 or 3 or 5 or 6) AND (<>1); then count student at 4. If 2 AND 3 AND (<>1); then count student as 4. If 2 AND (5 or 6); then count student as 2. If 3 AND (5 or 6); then count student as 3. If 5 AND 6; then count student as 6. Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall 2 Reports In relation to EL services, Report 4.3 reflects each of the staff member’s class, the EL service provided and if there are any EL students enrolled. Report 4.3 reflects the teaching assignments for each SEID as of the Fall 2 census day (plus 30 days). It reflects each of the staff member’s course, the EL service provided and if there are any EL students enrolled. Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall 2 Reports Content Area is based on a state course code’s pre-determined content area designation. Reports the course sections of each Local Course within a State Course Code and the number of students enrolled in each local course as of the Fall 2 Report Period. Also reports details about all courses by State Course Code and identified local courses mapped to the state code. Reports the course sections of each Local Course within a State Course Code and the number of students enrolled in each local course as of the Fall 2 Report Period. Also reports details about all courses by State Course Code and identified local courses mapped to the state code. Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall 2 Reports Reports the details of local course sections (i.e., Course Section ID) by Content Area and State Course Code as of the Fall 2 Report Period. Included are Education Service, Language of Instruction, Instructional Strategy, Education Program Fund Source, and course section enrollment (i.e. # students enrolled). Reports the details of local course sections (i.e., Course Section ID) by Content Area and State Course Code as of the Fall 2 Report Period. Included are Education Service, Language of Instruction, Instructional Strategy, Education Program Fund Source, and course section enrollment (i.e. # students enrolled). Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall 2 Reports 2 1 Report 4.1 reflects the number of staff and total FTE by job classification active for the Fall 2 Report Period. Included are SEIDs employed as of Census Day and, for school tracks that are not in session on Census Day, SEIDs employed as of the first day that a track is in session within 30 days after Census Day. Reported is certificated staff in the following job classifications: 1.Administrators 2. Pupil Services 3. Teachers and Itinerant or Pull-out/Push-In Teachers It also include Non-certificated staff, who have a SEID, in the following job classifications: Non-certificated Administrator and Charter School Non-certificated Teacher NOTE: For Snapshot only; Non-Classroom based or Support Assignment Codes in fields 1-7 are included EXCEPT for Non-classroom code 6018 (Employee of Leave). 1 Counts are based on unique SEIDs. SUM of FTE Percentages 2 A SEID may have multiple assignments and are counted under each Staff Assignment category reported. Staff on Leave are NOT included. Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall 2 Reports Report 4.2 reflects the number of staff and total FTE by job classification active for the Fall 2 Report Period by race and ethnicity. Included are SEIDs employed as of Census Day and, for school tracks that are not in session on Census Day, SEIDs employed as of the first day that a track is in session within 30 days after Census Day. Reported is certificated staff in the following job classifications: Administrators, Pupil Services, Teachers, and Itinerant or Pull-out/Push-In Teachers as well as non-certificated staff, who have a SEID, in the following job classifications: Non-certificated Administrator and Charter School Non-certificated Teacher. NOTE: For Snapshot only; Non-Classroom based or Support Assignment Codes in fields 1-7 are included EXCEPT for Non-classroom code 6018 (Employee of Leave). Report 4.2 is similar to Report 4.1 except the functionality to view counts based on Race/Ethnicity and Gender. Fall 2 Reporting & Certification v1.1, January 16, 2018

Certification Reports Review
2 3 1 4 Data Processor Superintendent or Administrator Once all fatal and warnings certification errors have been resolved: All 4 aggregate reports must be reviewed. It is the LEA’s responsibility to verify the data on the 4 Fall 2 aggregate reports are an accurate representation of your LEA’s demographics. Click on Certify Level 1 button and leave the page. Go back to Certification Status page and click on Certify Level 2 button (this step and only this step completes the Fall 2 submission requirements) Certification Status indicates what your current status is for F2. If the status is not “Snapshot Certified – Level 2, you have not completed all the requirements for Fall 2. Fall 2 Reporting & Certification v1.1, January 16, 2018

Wrap-Up Let’s wrap things up now..

Wrap Up – Fall 2 Preparation
9/18/2018 Wrap Up – Fall 2 Preparation Download and review the latest version of CALPADS system documentation located on the CDE CALPADS web-site ( Meet with key staff to plan for the Fall 2 data submission Human Resources Curriculum School Site Staff English Learner support Here is what you need to do to prepare for Fall 2: Download and review the CALPADS System documentation. Download and review the Preparing to Submit Course Data files on the CSIS website. Be sure to select the appropriate version for your LEA, as there is one for elementary and one for secondary. And meet with staff to plan for your Fall 2 submission. Note that with the staff data requirements, this will need to include HR staff, whether that is within your LEA or with your County Office of Education. 78 Fall 2 Reporting & Certification v1.1, January 16, 2018 78

Lack of internal cooperation
Local Problems Lack of internal cooperation State Course Code Assignment Request signoff of current assignments Report Verification Request signoff of certification and supporting reports Staff Data Demographic and employment information not readily available to CALPADS coordinator CALPADS Code Set’s Revision History tab not reviewed Identifies courses added/retired/modified Review the slide in detail… Fall 2 Reporting & Certification v1.1, January 16, 2018

Fall - 2 Suggested Milestones
Now – 12/20 Complete Fall 2 data population in local SIS 1/3/18 – 1/19/18 Upload SDEM, SASS, CRSE, SCSE files. Review validation errors and reconcile as needed Post SDEM, SASS, CRSE, SCSE files 1/22/18 – 2/2/18 Resolve certification errors, review certification reports and update records if necessary 2/5/18 – 2/16/18 Send reports to site leaders for approval 2/12/18 - 2/16/18 Certify Fall-2 (level 1 & level 2) 2/19/18 – 2/23/18 Fall 2 Reporting & Certification v1.1, January 16, 2018

Reminders * See Essential 2 training slide on Administrator Responsibility (p. 88) 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 Discuss responsibilities of CALPADS user. Link to Essential 2 Training: Fall 2 Reporting & Certification v1.1, January 16, 2018

School Site-Level Librarian Reporting
SASS CRSE Staff Type Description Credential(s) Staff Job Classification Code Non-Classroom Based Job Assignment Code CRS-State Course Teacher Librarian* Manages library and provides instruction to students as a departmentalized, scheduled class in the library or in a classroom. Teaching and Library Science and Special Class Authorization 12 N/A 6026 Librarian (pull out)** Manages library and students are pulled out of regular class to receive instruction in library. Teaching & Library Science 27 (push in)** Manages library and provides instruction to students in another teacher’s classroom. Administrator - Library Media Services Responsible for Library Media Staff evaluations. Administrative Services and Library Science 10 0139 Section of the Data Guide provides more detail on the change As a result of the change related to Librarian reporting the counts for certificated librarians reported dropped drastically in This reduction was interpreted as perhaps they were not reported correctly. This slide provides information about several different scenarios on how to correctly report Librarians. * Student course enrollment records (SCSE) required for students taking library course ** Student course enrollment records (SCSE) optional Former method for reporting librarians in and before was: Staff Job Classification Code = 11 Non Classroom Based Job Assignment Code = 0204 Fall 2 Reporting & Certification v1.1, January 16, 2018

Teaching and Library Science
School Site-Level Librarian Reporting SASS CRSE Staff Type Description Credential(s) Staff Job Classification Code Non-Classroom Based Job Assignment Code CRS-State Course Teacher Librarian (non-instructional)* Plans and coordinates school library programs with the instructional programs of a school district through collaboration with teachers; selects library materials, develops, delivers library staff development. These teachers do not provide instruction to students in either classroom-based or pull-out or push-in settings. Teaching and Library Science 12 or 27 6027 N/A Library Supervisor or Assistant (classified) Manages or assists in the library. none Not reported in CALPADS. Reported in aggregate on the CBEDS School Information Form (SIF) - Classified Staff Count Section Here is how to properly use the new Non-Classroom Based Job Assignment code. {Cover the scenario on the slide} *District-Level staff would be reported in the same manner. Fall 2 Reporting & Certification v1.1, January 16, 2018

Resources CALPADS Calendar Self-paced Trainings System Documentation
Self-paced Trainings System Documentation Document Description Sections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SELA, SINF, SPRG, SDEM, SASS, CRSE & SCSE tabs CALPADS Error List Detailed error message descriptions Student Enrollment, Student Info, Student English Language Acquisition, Student Programs, Staff Demo, Staff Assignment Course Section, Student Course Section and Fall 2 Certification tabs CALPADS Data Guide Detailed requirements Sections 2.2, 2.3.2,2.3.4, 2.3.5, 3.2.2, 3.2.4, & 4.1 Here are some important resources related to Fall 2. {Cover each item} 84 Fall 2 Reporting & Certification v1.1, January 16, 2018

Resources System Documentation Document Description Sections
Document Description Sections CALPADS Code Sets Detailed list and description of code values See Code Set column in CFS (Forms) for each field reported CALPADS Valid Code Combinations Codes allowed to be used together NonClassSuppAsgn - Job Class, Course Group Master Combos, NonClassSuppAsgn – Content Area CBEDS Assignment/Course Code Mapping Mapping of old CBEDS assignments to new state course codes All {Cover each item} Mapping Guide 85 Fall 2 Reporting & Certification v1.1, January 16, 2018

Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: Listserv: The preferred method of requesting support is through the service ticket. If you have not taken the opportunity to save this URL, please do so today. Saving this URL allows you the ability to send a service request even if you can’t access CALPADS. This URL is also on the FCMAT/CSIS site and the CDE’s. The service ticket allows you provide information which assist support to quickly respond to the ticket. This helps in our peak service request times—close to the deadlines to expedite service requests. If you call , you will go immediately into our voice mail system. is another way to request support. But both the phone message and this URL requires a support staff to take the information and create a service ticket. The list service is the CDE’s one-way listserv, which means LEAs cannot respond but only receive notices. This Listserv notifies you of changes for deadlines, data submissions, etc. You will want to join today if you have not done so. Fall 2 Reporting & Certification v1.1, January 16, 2018

Please Complete Our Survey
Training Evaluation Please Complete Our Survey Questions Please take the time to complete our training survey. Your responses assist in improving our trainings. Please indicate what you like, if there were areas you thought should have been covered that weren’t, and any suggestions to improve our training for you. We review these surveys on a regular basis—in fact due to LEAs’ suggestions we have changed our survey, have included more visual aids, and demonstrations in our trainings. Survey URL: Thank you for providing us the opportunity to evaluate our trainings. 87 Fall 2 Reporting & Certification v1.1, January 16, 2018 87

REPORTS AND CERTIFICATION

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