1. Essential 4 Anomalies Essential 4 - Anomalies v1.12, June 09, 2014

2. Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Supervisor of staff assigned to CALPADS 2

3. Essential 4 - Anomalies v1.12, June 09, 2014 Training Sequence Essential 1: Overview & Requirements Essential 2: Interface & Administration Essential 3: Data Submission Fall 1Fall 2 End of Year 2 & 3 End of Year 1& 4 Essential 4: Anomalies 3

4. Essential 4 - Anomalies v1.12, June 09, 2014 Courtesy Guidelines HOLD Mute yourself Silence cellphones Name & LEA 1 conversation at a time 4

5. Essential 4 - Anomalies v1.12, June 09, 2014 Agenda 2 hours SSID Anomalies CCE ERD MID Anomaly ReportsAnomaly Roles 5

6. SSID Anomalies Essential 4 - Anomalies v1.12, June 09, 2014 CCE ERD MID 6

7. What Is An SSID Anomaly? An SSID Anomaly is a problem with an SSID’s enrollment or a student being assigned more than one SSID Essential 4 - Anomalies v1.12, June 09, 2014 These anomalies are detected once a day, during the nightly process 7

8. Anomaly Responsibilities Essential 4 - Anomalies v1.12, June 09, 2014 Keep Below 2% maximum Download MID Replacement SSIDs Resolve Regularly 8

9. How To Resolve Anomalies Essential 4 - Anomalies v1.12, June 09, 2014 Online Maintenance SSID Anomaly Reports Batch Upload 9

10. Changes for 2013-2014 Essential 4 - Anomalies v1.12, June 09, 2014 ImplementedFunctionalityDescription 10

11. Essential 4 - Anomalies v1.12, June 09, 2014 Anomaly Roles 11

12. Anomaly Roles Essential 4 - Anomalies v1.12, June 09, 2014 Gives access to view and resolve anomalies Anomalies Used to determine contact information shown to users resolving anomalies Anomaly Contact 12

13. Essential 4 - Anomalies v1.12, June 09, 2014 Steps to Assign Anomaly Roles 1. Log in to CALPADS using your LEA Admin account 2. From the Admin menu, click User Security 3. Search for the user you want to assign as your anomaly contact* 4. Click the user’s name 5. Click Edit 6. Select a role to from the Available Roles box (Contacts > Anomaly Contact or SSID Enrollment (SENR) > Anomalies) 7. Click Assign Role(s) 8. Repeat steps 6-7 for each additional role you want to assign 9. Click Save *Hint: If you click Search with no criteria specified, you will be shown a list of all users. 13

14. Assigning Anomalies Role Essential 4 - Anomalies v1.12, June 09, 2014 5 6 8 7 14

15. Assigning Anomaly Contact Role Essential 4 - Anomalies v1.12, June 09, 2014 56 8 7 15

16. Essential 4 - Anomalies v1.12, June 09, 2014 Steps to Remove Anomaly Roles 1. Log in to CALPADS using your LEA Admin account 2. From the Admin menu, click User Security 3. Search for the user for whom you want to remove the Anomaly Contact role* 4. Click the user’s name 5. Click Edit 6. Select the role you want to remove from the Assigned Roles box 7. Click Remove Role(s) 8. Click Save *Hint: If you click Search with no criteria specified, you will be shown a list of all users. 16

17. Removing Anomaly Contact Role Essential 4 - Anomalies v1.12, June 09, 2014 56 78 17

18. Concurrent Enrollment Essential 4 - Anomalies v1.12, June 09, 2014 CCE ERD MID 18

19. CCE Definition An SSID has a primary enrollment at more than one LEA at the same time Essential 4 - Anomalies v1.12, June 09, 2014 ABC School XYZ School 19

20. CCE Example Essential 4 - Anomalies v1.12, June 09, 2014 SunMonTueWedThuFriSat 1 2345678 9101112131415 16171819202122 23242526272829 3031 Enrollment at School 1 (3 rd – 13 th ) Enrollment at School 2 (12 th – 25 th ) 20

21. Enrollment Status Combinations Essential 4 - Anomalies v1.12, June 09, 2014 * A student can have secondary and/or short term enrollments in addition to the primary one Primary Short-Term* (less than 30 days) Secondary* Do not cause CCEs Primary Short-Term (more than 30 days) Primary LEA 1 LEA 2 LEA 1 LEA 2 Cause CCEs 21

22. CCE Ownership Essential 4 - Anomalies v1.12, June 09, 2014 LEA with most recent enrollment is relieved of CCE after 14 days 8/16*Fall 1 Census Day All LEAs with overlapping enrollments during 8/16 – Fall 1 Census Day * of year prior to Census Day 22

23. CCE Resolution Options Essential 4 - Anomalies v1.12, June 09, 2014 Correct start or exit dates Delete enrollment record and get new SSID Correct enrollment status or exit code 23

24. Essential 4 - Anomalies v1.12, June 09, 2014 Common Causes Of CCEs ProblemIndicatorsSolution Previous LEA did not submit an exit record for the student (under this SSID). Exit date and reason are missing even though student has left the previous school. Contact the previous LEA to confirm the student’s enrollment and request that they update their CALPADS enrollment record to reflect the student’s actual enrollment. Two or more students are sharing this SSID. Student enrolled at your school did not attend the school listed in the other enrollment record. Identify the 1st enrollment record in the SSID’s full enrollment history. The student reflected by that record owns the SSID. All other students must be given a new SSID & their enrollment records must be removed from the SSID with the anomaly. The student is concurrently enrolled but not reported properly. The student’s enrollment status is a 10 even though the student is concurrently enrolled A student is allowed to have multiple enrollments as long as all but one of them are non-primary. Update the non-primary enrollments to the proper enrollment status code. A list of the valid codes & descriptions can be found in the CFS Code Sets document. 24

25. Essential 4 - Anomalies v1.12, June 09, 2014 CCE - Anomaly List 1 25

26. Essential 4 - Anomalies v1.12, June 09, 2014 CCE - Interface Click Reveal button to view conflicting records User filters to limit which records are shown below. Remember to click Apply Filters after changing the options Only CCEs with open enrollments between these dates are detected. 26

27. Essential 4 - Anomalies v1.12, June 09, 2014 CCE - Analysis Check cumulative files to see if the student attended the other school. If they didn’t, it’s likely the student is sharing the SSID with another student. Start date could be wrong. Student may have started at a later date. Exit code could be missing. Student may be a no-show that has not been reported. Enrollment status could be wrong. Actual enrollment may be secondary. 27

28. Essential 4 - Anomalies v1.12, June 09, 2014 CCE - Resolving An Anomaly Click Resolve to display the full enrollment history Click School Contact to reveal contact information of the person assigned the Anomaly Contact role at that LEA Click name to view student profile 28

29. Essential 4 - Anomalies v1.12, June 09, 2014 CCE - Student Enrollment Click Edit to access and modify your LEA’s enrollment record. Reminder: This screen can be reached by clicking the Resolve button shown on the previous slide. 29

30. Essential 4 - Anomalies v1.12, June 09, 2014 CCE - Edit Enrollment Correct any fields that are inaccurate: Enrollment Status Start Date Exit Date Exit Reason Correct any fields that are inaccurate: Enrollment Status Start Date Exit Date Exit Reason 1 2 Validate, then Post the record. 30

31. Essential 4 - Anomalies v1.12, June 09, 2014 CCE - Hiding A Resolved Anomaly From View Click Mark Selected As Reviewed 2 1 To hide a resolved CCE from view, check the box next to it. Set resolution filter to Not Reviewed 3 Click Apply Filters 4 31

32. Exit Reason Discrepancy Essential 4 - Anomalies v1.12, June 09, 2014 CCE ERD MID 32

33. ERD Definition An inconsistency exists between a student’s exit reason and subsequent enrollment status in a school Essential 4 - Anomalies v1.12, June 09, 2014 ? ? ? ? ? 33

34. ERD Warning Type Definitions Essential 4 - Anomalies v1.12, June 09, 2014 Expected to enroll C Potential Dropout The student is expected to enroll at another school but does not. Not expected to enroll A Completer Re-enrolled The student is a completer (e.g., graduate) based on their exit code, but the student has a subsequent enrollment. B Dropout Re-enrolled The student’s is a dropout based on their exit code, but the student has a subsequent enrollment. 34

35. ERD Examples Essential 4 - Anomalies v1.12, June 09, 2014 Warning Type A or B Exited with dropout or completer code (e.g., E230/100, E140) Enrolled ABC School XYZ School Warning Type C Exited with code where student is expected to continue school (e.g., T160) ABC School No subsequent enrollment 35

36. ERD Ownership Essential 4 - Anomalies v1.12, June 09, 2014 All LEAs involved Dropouts, completers, or transfers between 8/16/2012 and 8/15/2013 ----- No show dropouts between 5/15/2012 and 8/15/2012 36

37. Essential 4 - Anomalies v1.12, June 09, 2014 Exits That Can Cause ERDs WarningExit ReasonDescriptionCompletion Code A E125PriorComplSpecEdn/a E130Diedn/a E230CompleterExit100, 106, 108, 250 T280TransCollegen/a B E140NoKnownEnrollTruant E300ExpellNoKnownEnroll E400OtherOrUnknown N420NoShowSameSchl N430NoShowMatricSchl T270TransDropAdult T380TransInstNoHSDip C T160TransCASchlRegular T165TransCAEnrollDiscip T167TransScholDistReferral E490Summer or Intersession Exit 37

38. Essential 4 - Anomalies v1.12, June 09, 2014 Exits That Do Not Cause ERDs Exit ReasonDescriptionCompletion Code E230CompleterExit104, 120, 320, 330, 360, 480 E410MedicalRsnsn/a E450PreK-6Exitn/a N470NoShowOthern/a T180TransPrivaten/a T200TransUSn/a T240TransOutUSn/a T260TransInAdultn/a T310TransHealthFaciln/a T370TransInstHSDipln/a T460TransHomeSchln/a 38

39. Essential 4 - Anomalies v1.12, June 09, 2014 Common Causes Of Type A ERDs ProblemSolution The student did not really complete high school Update the student’s exit reason to a T160 or other exit code that accurately reflects why the student left Two or more students are sharing this SSID. The student who exited is not the same student who enrolled at the other school. Look at the first enrollment record in the SSID’s entire enrollment history. Each LEA that has a different student must get a new SSID for their student and then remove their enrollment record from the SSID with the anomaly. The student is a valid completer re- enrolled. In some situations a student is allowed to continue attending high school after they complete. Ignore the anomaly. CALPADS does not currently have a way to exclude valid re- enrollments, but may in the future. 39

40. Essential 4 - Anomalies v1.12, June 09, 2014 Common Causes Of Type B ERDs ProblemSolution The student did not really drop out. The school may not have previously had record of where the student went after they left and therefore marked the student a dropout. The school has since identified where the student went. Update the student’s exit reason to a T160 or other exit code that accurately reflects why the student left. Two or more students are sharing this SSID. The student who exited is not the same student who enrolled at the other school. Look at the first enrollment record in the SSID’s entire enrollment history. Each LEA that has a different student must get a new SSID for their student and then remove their enrollment record from the SSID with the anomaly. 40

41. Essential 4 - Anomalies v1.12, June 09, 2014 Common Causes Of Type C ERDs ProblemSolution The student is a dropoutUpdate the student’s exit reason to a E140 or other dropout code that accurately reflects how the student left The student has multiple SSIDsLook up both of the SSIDs in CALPADS and compare their demographic records. The name, birthdate, gender, primary language, and birth place fields should be updated so that they match exactly. Either change your record or request that the other LEA change theirs. A MID anomaly should be detected the next day. Resolving the MID anomaly should also clear the ERD. 41

42. ERD Resolution Options Essential 4 - Anomalies v1.12, June 09, 2014 Correct start or exit dates Delete enrollment record and get new SSID Correct exit reason or completion status 42

43. Essential 4 - Anomalies v1.12, June 09, 2014 ERD – Interface 1 2 Click reveal button to view conflicting enrollment Dates determine records to evaluate for Fall 1. Note that range differs based on exit type. Range for Drops, Grads, Noshows is the same 43

44. Essential 4 - Anomalies v1.12, June 09, 2014 ERD – Analysis of Warning Type A Determine whether the Exit Reason & Completion Status (if supplied) are accurate. If the student did not complete, the Exit Reason should be changed to a T160 or other code that accurately reflects why the student left. The Completion Status also needs to be removed. Click the Resolve button to view the enrollment history & update your record’s Exit Reason or Completion Status if necessary. If earliest record in the history does not match your student’s actual enrollment, your student may have the wrong SSID. Click the Resolve button to view the enrollment history & update your record’s Exit Reason or Completion Status if necessary. If earliest record in the history does not match your student’s actual enrollment, your student may have the wrong SSID. If the other LEA’s record appears to be inaccurate, contact that LEA to discuss the anomaly. Click the School Contact link to get contact information for that LEA. Student left on 06/7/2013 as a high school graduate (Completion Status = 100), but then entered another school on 07/11/2013. Completer Re-enrolled 44

45. Essential 4 - Anomalies v1.12, June 09, 2014 ERD – Analysis of Warning Type B Determine whether the Exit Reason is accurate. If the student did not drop out, the Exit Reason should be changed to a T160 or other code that accurately reflects why the student left. Click the Resolve button to view the enrollment history & update your record’s Exit Reason or Completion Status if necessary. If earliest record in the history does not match your student’s actual enrollment, your student may have the wrong SSID. Click the Resolve button to view the enrollment history & update your record’s Exit Reason or Completion Status if necessary. If earliest record in the history does not match your student’s actual enrollment, your student may have the wrong SSID. If the other LEA’s record appears to be inaccurate, contact that LEA to discuss the anomaly. Click the School Contact link to get contact information for that LEA. Student was exited on 06/30/2012 as a no-show dropout (Exit Reason = E420), but then entered another school on 08/23/2012. Dropout Re-enrolled 45

46. Essential 4 - Anomalies v1.12, June 09, 2014 ERD – Analysis of Warning Type C Determine whether the Exit Reason is accurate. If the student did not transfer to another CA public school, the Exit Reason needs to be updated to a code that accurately reflects why the student left. If your LEA has no record of the student transferring to another CA public school, click Resolve, then update the enrollment record with a more accurate Exit Reason (e.g., dropout or moved out of state). If earliest record in the history does not match your student’s actual enrollment, your student may have the wrong SSID. If your LEA has no record of the student transferring to another CA public school, click Resolve, then update the enrollment record with a more accurate Exit Reason (e.g., dropout or moved out of state). If earliest record in the history does not match your student’s actual enrollment, your student may have the wrong SSID. Student was exited on 07/19/2012 (Exit Reason = T160), and has no subsequent enrollment records in CALPADS. Potential Dropout If your student did transfer to another CA public school, that school needs to enroll the student in CALPADS using the same SSID. 46

47. Essential 4 - Anomalies v1.12, June 09, 2014 ERD - Mark Anomaly As Resolved If the anomaly was resolved correctly it will not appear in your list after the Anomaly detection process runs again. Then click this button 2 For an anomaly that you resolve and do not want to show in your list, check the box on the left. 1 47

48. Multiple Identifier Essential 4 - Anomalies v1.12, June 09, 2014 CCE ERD MID 48

49. MID Definition Two or more SSIDs have very similar or identical demographics, indicating that a student may have multiple SSIDs Essential 4 - Anomalies v1.12, June 09, 2014 49

50. MID Example Student 1Student 2 SSID4265874932359875167 Name*Ann SmithAnnie Smith Alias Name* GenderFF Birth Date7/6/2000 Primary Language00 Birth State**US-CA Birth Country**US Essential 4 - Anomalies v1.12, June 09, 2014 * Soundex is used to match similar names and match can be made against either alias or regular name ** Only used for MID matching if provided for both students involved in MID match 50

51. MID Ownership Essential 4 - Anomalies v1.12, June 09, 2014 LEA with most recent enrollment of all SSIDs involved Enrollments within 14 months prior to Census Day 51

52. Essential 4 - Anomalies v1.12, June 09, 2014 Common Causes of MIDs Real Life CauseSolution A student has been assigned two or more SSIDs Look up each SSID and review their enrollment history. Make sure that among the two SSIDs there is only one open enrollment record (a record without an exit date and reason). Select the comb (combine) option and post the selection. Look up each of the SSIDs that was combined. For the one that is still active (i.e., not retired), update the enrollment records to match the student’s actual enrollment history. Two similar but different students have been detected Select the diff (different) option and post the selection. 52

53. MID Resolution Options Essential 4 - Anomalies v1.12, June 09, 2014 Combine SSIDs Mark SSIDs as different 53

54. Essential 4 - Anomalies v1.12, June 09, 2014 MID – Anomaly Report 1 54

55. Essential 4 - Anomalies v1.12, June 09, 2014 MID - Interface 12 Click reveal button to view conflicting enrollment Set MID Ownership to “Reporting LEA-2” to see the MID anomalies your LEA is responsible for and able to resolve. 55

56. Essential 4 - Anomalies v1.12, June 09, 2014 MID – Analysis If your LEA’s student did not attend this school, then this enrollment record belongs to a different student and the Diff option should be selected. Click the student name to view the student profile associated with the SSID to the left. The other LEA’s record The None option can be selected if you have already selected Comb or Diff, but still need more time to decide if that is the right decision. Your LEA’s record Review the enrollment history records in the student profile. Conflicts between the records make it more likely that they represent two different students. Fields such as Birth City and parent names can be used to distinguish similar students. 56

57. Essential 4 - Anomalies v1.12, June 09, 2014 MID - Resolution If the anomaly was resolved correctly it will not appear in your list after the Anomaly detection process runs again. 1 Select an Combine, Different, or None Click Save Selected 2 Click Post Selected 3 57

58. Essential 4 - Anomalies v1.12, June 09, 2014 MID - Resolving Undetected MIDs 1 Click Resolve MID Not on Report 58

59. Essential 4 - Anomalies v1.12, June 09, 2014 Resolving Undetected MIDs Click Validate 2 Enter the two SSIDs that belong to the same student 1 59

60. Essential 4 - Anomalies v1.12, June 09, 2014 Resolving Undetected MIDs CALPADS will determine which SSID to keep Click Combine SSIDs 1 60

61. Essential 4 - Anomalies v1.12, June 09, 2014 Replacement SSID Retrieval From the Reports menu, click Extracts 1 2 3 Request replacement SSID extract here Retrieve replacement SSID extract here 61

62. MID Resolution Effects Essential 4 - Anomalies v1.12, June 09, 2014 CombinedMarked Different The SSID with the earliest enrollment record is kept and the other SSID is retired. Enrollment, demographic, and program records of the two SSIDs are combined. Retirement of SSIDs is permanent and irreversible. The SSIDs are permanently marked different and will not be detected as MIDs ever again. 62

63. Anomaly Reports Essential 4 - Anomalies v1.12, June 09, 2014 63

64. Essential 4 - Anomalies v1.12, June 09, 2014 Anomaly Status Report Above threshold Below threshold To certify Fall 1 an LEA must have 2% or fewer anomalies, of MIDs and CCEs 64

65. Common Problems Essential 4 - Anomalies v1.12, June 09, 2014 Overlapping enrollment not allowed when combining MID anomalies Focus ID’s current enrollment record is closed 65

66. Reminders Essential 4 - Anomalies v1.12, June 09, 2014 Anomalies are detected nightly throughout the year Unresolved lost transfers (ERD type C) count as dropouts Replacement SSIDs should be downloaded regularly MIDs found outside MID anomaly report can be resolved using “Resolve MID Not On Report” button 66

67. Essential 4 - Anomalies v1.12, June 09, 2014 Resources Detailed descriptions of anomalies and how to resolve them CALPADS SSID and Enrollment Procedures, Chapter 4 MID resolution errors CALPADS Error List, MID Errors tab All available at: http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp List of exit, completer, and other codes CALPADS Code Sets, School Completion Status & Student Exit Category code set names Exit reason and completion status descriptions CALPADS Data Guide, Appendix D 67

68. Support Essential 4 - Anomalies v1.12, June 09, 2014 Web: http://www2.cde.ca.gov/calpadshelp/default.aspx Phone: 916-325-9210 E-mail: Calpads-support@cde.ca.gov Listserv: http://www.cde.ca.gov/ds/sp/cl/listservs.asp 68

69. Essential 4 - Anomalies v1.12, June 09, 2014 Training Evaluation Please complete our survey 69