1. REPORTS AND CERTIFICATION ADVANCED Fall 2 Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012

2. Rules Mute yourself HOLD Name & LEA conversation at a time 1 Silence cellphones Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 2

3. Please do not multitask 3

4. Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 4

5. Training Sequence Essential 1: Overview & Requirements Essential 2: Interface & Administration Essential 3: Data Submission Fall 1Fall 2Spring 1 Essential 4: Anomalies Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 5

6. Agenda 60 minutes Common ProblemsNew Changes Fall 2 Overview Certification ReviewWrap-Up Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 6

7. Fall - 2 Overview 7

8. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 DATA COLLECTED Overview  Student Profile  Student Enrollment  Student Information  Student Programs  Staff Demographics  Staff Assignments  Course Section  Student Course Section Data used to identify English Learners 8

9. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 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 9

10. Information Reported Count and FTE Staff NCLB HQT Compliance By Content Area Course Section Enrollment Student Count Count of Teachers Providing EL Services English Learner Services Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Fall 2 counts course and staff data for the same group of students expected for Fall 1 Fall 2 counts course and staff data for the same group of students expected for Fall 1. 10

11. What To Submit Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 OrderOnlineBatch 1Student EnrollmentSENR 2*Student InformationSINF 3Student ProgramSPRG 4Staff DemographicsSDEM 5Staff AssignmentsSASS 6Course SectionCRSE 7Student Course SectionSCSE * Student Information data is used to identify English Learners for Fall-2. 11

12. Important Dates Census Day Oct. 3 rd Certification Window Amendment Window Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 CALPADS Calendar: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp 12

13. Fall 2 Accounts and Roles Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Reminders Daily use account LEA Admin cannot certify RoleAllows user to Fall 2 Data collection CertifierView certification status and level 1 certify Superintendent CertifierView certification status and level 2 certify SENRView and submit enrollment data SINFView and submit demographic data SPRGView and submit program data SASSView and submit staff assignment data SDEMView and submit staff demographic data CRSEView and submit course data 13

14. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Fall 2 Checklist – Preparation Identify roles and responsibilities Establish target dates for submissions and reviews Review upcoming Fall 2 changes Review 2012-13 Fall 2 approach and practices Check with vendor for 2012-13 updates Verify sites and district on same SIS version Audit SIS records to ensure required data are populated Local student information system (SIS) 14

15. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 FALL CHANGES 15

16. 16 2012-2013 Changes Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 16 ImplementedFunctionalityDescription 7/01/2012Code SetEducation Program – 181 - Free Meal Program 182 - Reduced Price Meal Program 7/01/2012 Code SetEducation Program - modified name and definition 162 - Pregnant or Parenting (Formerly Cal-SAFE) 7/01/2012 Code SetNon-Classroom based or Support Assignment – added 6018 - Employee on Leave 7/01/2012Code SetEducation Program – Retired 131 - NCLB Title X Homeless 175 - Free or Reduced Price Meal Program 8/13/2012File LayoutMigrant Student ID (SPRG) field 3.20 is now 11 characters ExtractNew extract for SSID’s acquired online AnomaliesERD Anomaly modified to exclude Short Term Enrollment Status (30) from being counted as a Lost Transfer

17. 17 2012-2013 Changes Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 17 ImplementedFunctionalityDescription ReportModified 1.5 to include LEA summary enrollment by grade (like old SIF report) ReportNew 5.1a - Free or Reduced Price Meal (FRPM) Eligibility (school counts) ReportNew 5.3a - Free or Reduced Price Meal (FRPM) Eligibility (student list) ReportSocio-Economically Disadvantage Sub-group - aggregate changed to include Program code 181 and 182 7/01/2012Validation RuleModify SPRG0080 – Includes new NSLP Codes 181 and 182 in the Membership validation 8/13/2012Validation RuleNew GERR0008 - Fatal error checks that first two digits of Migrant Student ID is 06 (SPRG field 3.20) 8/21/2012Validation RuleDisable SINF0166 – Missing Student Initial Ninth Grade Entry Year (SINF field 2.47) 7/01/12Validation RuleError GERR002 - Fatal error when 131,175 have dates after 6/30/2012.

18. 18 2012-2013 Changes Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 18 ImplementedFunctionalityDescription Validation RuleNew SINF0254 – Fatal error to prevent multiple open NSLP Program records Validation RuleNew SINF0255 - Warning to encourage appropriate classification and reclassification of English learners in ELAS Code field 2.41 Validation RuleNew SASS0256 - Fatal error to prevent duplicate staff assignment records submission. (fields 8.15 - 8.21) Validation RuleNew SASS0257 - Fatal error when assignment code 6018 is used with any other assignment code (fields 8.15 - 8.21) Validation RuleModify SDEM107 - Change severity to fatal and adjust birthdate range

19. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Review 19

20. Certification Requirements Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 20 Review all five aggregate reports Zero fatal errors

21. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 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) NCLB Core Course Section Compliance (3.4) Course Section Enrollment by Content Area (3.6) Staff Count and FTE by Job Classification (4.1) 21

22. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Data Certification – Student 22 English Learner - Count by Primary Language (2.6) SUPPORTING REPORT Student Information ODS Download EXTRACTS

23. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Data Certification – Staff 23 Staff – Count and FTE by Job Classification Disaggregated (4.2) Staff Profile – List (4.4) Staff - Non Classroom Based or Support Assignment – Detail (4.5) SUPPORTING REPORTS Staff Demographics ODS Download Staff Assignment - ODS Download EXTRACTS

24. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Data Certification – Course 24 Class Size – by Content Area (3.1) Class Enrollment – by Content Area (3.2) Class Enrollment – Student List (3.3) NCLB Core Course Section Compliance – Detail (3.5) Course Section Enrollment – Count and Details (3.7) Course Section Enrollment – Student List (3.8) Staff Teaching Assignments – Detail (4.3) English Learner Education Services-Student List (2.7) English Learner Instructional Plan - Count of ELs by Instructional Strategy (2.11) SUPPORTING REPORTS Course Section Enrollment ODS Download Student Course Section Enrollment ODS Download EXTRACTS

25. Fall 2 Steps 5. Certify Level 1 (Data Processor)Level 2 (Superintendent) 3. Review Reports & Resolve Errors Fix fatal errorsReview warnings 2. Submit data StudentStaffCourse 1. Setup AccountsRoles Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 25

26. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Common Problems 26

27. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Errors – English Learners CERT063 Error occurs for English Learners for whom no Services are reported (Warning) Solution Verify English Learner services are reported for at least one course-section the student is enrolled 27

28. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Errors - Staff CERT049 Error occurs when a staff assignment is reported for a SEID for which there is no staff demographic record reported Solution Post staff demographic record for the teacher Verify the staff hire date is on or before information day 28

29. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Errors - Staff CERT054 Error occurs when a course section is reported for a teacher (SEID) for which there is no staff demographic record reported Solution Post staff demographic record for the staff member (SEID) Verify the staff hire date is on or before information day 29

30. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Errors - Staff CERT064 Error occurs when staff demographic record is reported for a SEID which has no staff assignment record reported Solution Post staff assignment record for the SEID Verify the effective date is within the reporting period 30

31. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Errors - Staff CERT047 Error occurs when course section is reported for a SEID which has no teaching assignment reported (*does not apply to course section with SEID that is 9999999999) Solution Post staff assignment record with the appropriate teaching job classification (12, 26, or 27) for the SEID Verify the effective date is within the reporting period 31

32. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Errors – Course Section CERT082 Error occurs when only one course section is reported with a multiple teacher code Solution Post another course section record with the other teacher’s SEID and the same Class ID 32

33. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Errors – Course Section CERT083 Error occurs when a student course section is reported and the course section does not exist in the CALPADS Solution Verify that the student course section is correct (i.e. Local Course ID, Course Section ID, & Academic Term) Post the course section record 33

34. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Errors – Course Section CERT048 Error occurs when no course section is reported for a job classification of teacher (12/26/27) Solution Verify that the teacher has a teaching assignment Submit the course section for the teacher If no teaching assignment Submit a course-section record with the 3020 (Support/Consultation) course code 34

35. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Errors – Staff Demo CERT075 Error occurs when the teacher’s staff employment start date or end date does fall within the reporting period, 10/3/12-11/2/12 or Record effective start date not between 7/1/12 and 11/2/12 Solution Verify that the employment dates are correct If yes, submit a service request to have the record deleted If no, submit the correct employment dates 35

36. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Errors – Staff Demo CERT076 Error occurs when the admin or support staff’s staff employment start date or end date does fall on census day or Record effective start date not between 7/1/12 and 10/3/12 Solution Verify that the employment dates are correct. If yes, submit a service request to have the record deleted If no, submit the correct employment dates If staff leaves district, provide Employment End Date and not the Effective End Date. 36

37. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Errors – Course Section CERT077 Error occurs when no student course section records are reported for a student whose enrollment status on Census Day is Primarily Enrollment (10)* Solution Verify the student’s enrollment status on Census Day If correct, submit the student course section records (SCSE) for the student If not correct, submit updated student enrollment records (SENR) *Error does not apply to Educational Options schools, Charter schools, and courses delivered at the district level 37

38. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Certification Errors – Staff Assign CERT084 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, submit a service request to have the record deleted 38

39. Common Problems Lack of internal cooperation – Reporting HQT Status Coordinate EARLY to identify teacher-course-section – State Course Code Assignment Request signoff of current assignments – Report Verification Request signoff of certification and supporting reports Competing Priorities – Collect data throughout the year – Perform regular enrollment updates – Check ODS reports periodically Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 39

40. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 KNOWN ISSUES Fall 2 Issues http://www.cde.ca.gov/ds/sp/cl/knownissues.asp 40

41. Wrap-Up Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 41

42. Snapshot Generation ODS Snapshot Fall 2 Data ODS Snapshot Fall 2 Data Regular Nightly Processing After certification CALAPDS availability and nightly processing schedule is available at: http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 42

43. 43 1 - Student Profile Add, Update, Replace, or Delete: applies to each record 2 - Staff Demographics Add, Update, Replace, or Delete: applies to each record 3 - Staff Assignment Replace or Delete: applies to ALL records for each school 4 - Course Section Replace or Delete: applies to ALL records for each school 5 - Student Course Section Replace or Delete: applies to ALL records for each school Understand the order and submission process rules to avoid issues: Batch Submission Order and Processes Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 43

44. Reminders Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 44 * See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports Create/revoke accounts Reset passwords Update roles Review security reports Manage accounts Answer questions Provide training Support local users Submit CALPADS support requests on behalf of the LEA Act as liaison

45. System Documentation http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp 45 Resources DocumentDescriptionSections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SINF, SPRG, CRSE & SCSE tabs CALPADS Error ListDetailed error message descriptions Student Enrollment, Student Information, Student Programs, Course Section, Student Course Section and Fall 2 Certification tabs CALPADS Data GuideDetailed requirementsSections 3.5, 3.6, 2.2 & 2.3.2 CALPADS Calendar http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Self-paced Trainings https://csis.fcmat.org/Pages/Self-Paced-Training.aspx 45

46. System Documentation http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp 46 Resources DocumentDescriptionSections CALPADS Code SetsFile layout and requirements for batch submission CALPADS Valid Code Combinations Detailed error message descriptions CBEDS Assignment/Course Code Mapping Detailed requirements Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Mapping Guide https://csis.fcmat.org/Pages/Fall-2-Advanced.aspx 46

47. Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspxhttp://www2.cde.ca.gov/calpadshelp/default.aspx Phone: 916-325-9210 E-mail: calpads-support@cde.ca.gov Listserv: https://csis.fcmat.org/Pages/Listserv.aspxhttps://csis.fcmat.org/Pages/Listserv.aspx Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 47

48. Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012 Training Evaluation Please Complete Our Survey 48 Questions 48