1. FALL 2 REPORTS AND CERTIFICATION

2. Rules Mute yourself HOLD Name & LEA conversation at a time 1 Silence cellphones 2 Fall 2 Reporting & Certification v1.1, January 14, 2014

3. Please do not multitask 3 Fall 2 Reporting & Certification v1.1, January 14, 2014

4. Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Fall 2 Reporting & Certification v1.1, January 14, 2014 4

5. Training Sequence Fall 2 Reporting & Certification v1.1, January 14, 2014 5 Essential 1: Overview & Requirements Essential 2: Interface & Administration Essential 3: Data Submission Fall 1 Fall 2 Data Population Fall 2 Reports and Certification End of Year 1 & 4 End of Year 2 & 3 Essential 4: Anomalies

6. Agenda Fall 2 Reporting & Certification v1.1, January 14, 2014 Overview Staff Assignments Students (ELs) Wrap-Up Course Enrollment 6 Certification Review

7. Fall 2 Reporting & Certification v1.1, January 14, 2014 7 Fall 2 – Overview

8. Fall 2 Reporting & Certification v1.1, January 14, 2014 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 8

9. Information Reported in Fall 2 Fall 2 Reporting & Certification v1.1, January 14, 2014 Staff Demographic/ Assignments Certificated teachers, administrators and pupil service staff Course Enrollment Course sections of students enrolled on Census Day Classroom services provided to English Learners English Learner (EL) Services 9

10. What To Submit 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. 10 Fall 2 Reporting & Certification v1.1, January 14, 2014

11. Record Relationships 11 Course Section ID SEID Staff Demographics Staff Assignments Course Section SSID SSID Enrollment Student Information Student Course Section SSID Records above others must be posted before those below them or you may get rejected records Student Program 11

12. Important Dates for Fall 2 Census Day* October 2 Certification deadline Amendment window Fall 2 Reporting & Certification v1.1, January 14, 2014 12 * 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: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp

13. Fall 2 Accounts and Roles Reminders Daily use account LEA Admin cannot certify Have back-up person with certifier role 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 SDEMView and submit staff demographic data SASSView and submit staff assignment data CRSEView and submit course data 13 Fall 2 Reporting & Certification v1.1, January 14, 2014

14. Fall 2 Checklist – Preparation Identify roles and responsibilities Establish target dates for submissions and reviews Review Fall 2 changes Review 2013-14 Fall 2 approach and practices Check with vendor for 2013-14 updates Verify sites and district on same SIS version Query SIS to ensure required data are populated Local student information system (SIS) 14 Fall 2 Reporting & Certification v1.1, January 14, 2014

15. Students (ELs) Staff Course Section EL Education Services Fall 2 Reporting & Certification v1.1, January 14, 2014 15 Data Submission

16. Data Submission – Student 16 A student’s English Language Acquisition Status is used to identify English Learners (ELs) on Census Day. EL Service should be reported for the EL students reported in Fall 1. CALPADS uses Effective Dates to manage this Student Information (SINF) data. The Student Information record must be effective on Census Day Fall 2 Reporting & Certification v1.1, January 14, 2014

17. Data Submission – Student 17 No special submission of Student Profile data is needed for Fall 2 IF Student Profile data is maintained in on an on-going basis No special submission of Student Profile data is needed for Fall 2 IF Student Profile data is maintained in on an on-going basis Fall 2 Reporting & Certification v1.1, January 14, 2014

18. Students (ELs) Staff Course Section EL Education Services Fall 2 Reporting & Certification v1.1, January 14, 2014 18 Data Submission

19. Staff Types Reported Teachers Administrators Pupil Service 19 Fall 2 Reporting & Certification v1.1, January 14, 2014

20. Staff Required Fields Fall 2 Reporting & Certification v1.1, January 14, 2014 20 See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements All Staff

21. Staff Required Fields Fall 2 Reporting & Certification v1.1, January 14, 2014 21 All Staff

22. Staff Required Fields Fall 2 Reporting & Certification v1.1, January 14, 2014 22 All Staff

23. Staff Required Fields Fall 2 Reporting & Certification v1.1, January 14, 2014 23 Teachers Administrators Pupil Service

24. Fall 2 Reporting & Certification v1.1, January 14, 2014 Obtaining Statewide Educator IDs (SEIDs) 24 * See Resources slide near the end of the presentation for links to the CIG and the CALPADS Data Guide, which has more information on SEIDs County Credential Analyst CTC Credential Information Guide (CIG)

25. Data Submission - Staff Staff Demographics (SDEM) SEID, employment start dates, total years of service in the education field, and total years of service in the Reporting LEAs Staff Assignments (SASS) Job classification for all teachers and non-classroom based staff Non-classroom staff assignments for Administrators, Pupil Services, & Non-certificated Administrators 25 There are two file types for staff data. The file types must be submitted in a specific order. Fall 2 Reporting & Certification v1.1, January 14, 2014

26. Data Submission - Staff Staff Included Teachers Itinerant or Pull-out/Push- In Teachers Charter School Non- certificated Teachers Non- classroom Based Staff Administrator s Non- certificated Administrator Pupil Services Staff Not Included Classified staff Classified staff are reported in aggregate in CBEDS-ORA 26 Employed as of Census Day Employed within 30 days after Census Day for school tracks that are not in session on Census Day Fall 2 Reporting & Certification v1.1, January 14, 2014

27. Data Submission - Staff 27 Itinerant Staff 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 Can report at District or at all assigned sites Reporting student course enrollment is optional Report student course enrollments if EL services are being provided Fall 2 Reporting & Certification v1.1, January 14, 2014

28. Data Submission – Staff 28 CALPADS uses the Effective Date in Staff Demographics (SDEM) Each LEA submits a staff demo record for a specific staff person Each LEA uses the same Statewide Educator Identifier (SEID) for the staff member’s demo record Fall 2 Reporting & Certification v1.1, January 14, 2014

29. Data Submission - Staff Fall 2 Reporting & Certification v1.1, January 14, 2014 29 CALPADS maintains Staff Assignments by School for each Academic Year Batch Submission By default, CALPADS uses replacement processing Each submission removes all existing assignment data and replaces it with the new data for the school for the Academic Year Delete removes all existing assignment data for a school for the Academic Year Online Transactions Update/Delete modifies/deletes existing school data for a staff member for an Academic Year

30. Effective Start Date is used to determine which record to report must be effective on or after July 1 of reporting year Data Submission - Staff 30 Employment End Date is used to determine which staff to exclude from reporting Populate for employees who are no longer with LEA Use last day of employment Staff exiting before info day will not be included Staff on leave are reported using the staff assignment 6018 LISA 123456789 Fall 2 Reporting & Certification v1.1, January 14, 2014

31. Data Submission – Staff STAFF ASSIGNMENTS - Input Validations Valid Code Combinations http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp *Valid code combinations can still generate certification errors. 31 Fall 2 Reporting & Certification v1.1, January 14, 2014

32. DEMONSTRATION STAFF DEMOGRAPHICS & STAFF ASSIGNMENTS Data Submission – Staff Add/Update Staff Demographics for SEID – Without existing demographics – With existing demographics for another LEA – With existing demographics for user’s LEA Add/Update Staff Assignments for SEID View List of Existing Staff 32 Fall 2 Reporting & Certification v1.1, January 14, 2014

33. Fall 2 Tips 33 A Staff Demographic record must exist in CALPADS with a SEID to submit the Staff Assignment record Each LEA has its own Staff Demographic record for a specific staff person Staff Demographic data are submitted each year to update information such as Years of Service Effective Date is used to determine which record will be used Most recent record for the reporting period will be used Fall 2 Reporting & Certification v1.1, January 14, 2014

34. Fall 2 Tips 34 Staff Demographics and Assignments cannot be submitted for non-District employees (e.g. ROC/P teachers, contractors or staff without SEID) Before deleting a staff demographic record Delete all related records first (assignments, course- sections) Fall 2 Reporting & Certification v1.1, January 14, 2014

35. Questions Staff Data Submission ? 35 Fall 2 Reporting & Certification v1.1, January 14, 2014

36. 36 Data Submission Students (ELs) Staff Course Section EL Education Services

37. 37 COURSE SECTION A unique instance of a course taught by one or more teachers, in a specific location, at a particular time COURSE SECTION A unique instance of a course taught by one or more teachers, in a specific location, at a particular time STUDENT COURSE SECTION Record indicating a student is enrolled in a specific course section STUDENT COURSE SECTION Record indicating a student is enrolled in a specific course section Course Terms 37 Fall 2 Reporting & Certification v1.1, January 14, 2014

38. Data Submission - Course Course Sections Included Course sections with student enrollment on Census Day For year-round schools not in session on Census Day, course sections that begin no later than 30 calendar days after Census Day 38 Fall 2 Reporting & Certification v1.1, January 14, 2014

39. Record Relationships 39 SEID Staff Demographics Staff Assignments Course Section SSID Student Enrollment Student Information Student Course Section SSIDCourse Section ID Records above others must be posted before those below them or you may get rejected records Fall 2 Reporting & Certification v1.1, January 14, 2014

40. Course Section Required Fields Fall 2 Reporting & Certification v1.1, January 14, 2014 40 All Course Sections

41. Course Section Required Fields Fall 2 Reporting & Certification v1.1, January 14, 2014 41 All Course Sections * No student enrollments (student course section) required for Pull- out/Itinerant instruction – unless EL services are being offered that the LEA wants recognized

42. Highly Qualified Required Fields Fall 2 Reporting & Certification v1.1, January 14, 2014 NCLB Core Course Sections 42 Make sure to review your passed CRSE records for CRSE0127 warnings. These warnings highlight courses reported with a CRS-NCLB Core Course Instructional Level Code that the state expects to be used for an NCLB core course, but have been reported as non-core. The CRS-NCLB Core Course Instructional Level Code values are critical for accurate HQT reporting. See report 3.4 for core course counts. The Course Group Master Combos tab of the CALPADS Valid Code Combinations document listed on the Resources slide can tell you whether a course is expected to be NCLB core. Make sure to review your passed CRSE records for CRSE0127 warnings. These warnings highlight courses reported with a CRS-NCLB Core Course Instructional Level Code that the state expects to be used for an NCLB core course, but have been reported as non-core. The CRS-NCLB Core Course Instructional Level Code values are critical for accurate HQT reporting. See report 3.4 for core course counts. The Course Group Master Combos tab of the CALPADS Valid Code Combinations document listed on the Resources slide can tell you whether a course is expected to be NCLB core.

43. Course Section Required Fields 43 Self-contained Departmentalized English Learner Classes Fall 2 Reporting & Certification v1.1, January 14, 2014

44. Course Section Required Fields 44 Career Technical Education (CTE) Fall 2 Reporting & Certification v1.1, January 14, 2014 California Partnership Academy

45. Course Section Required Fields Fall 2 Reporting & Certification v1.1, January 14, 2014 45 Team Teaching* Job Sharing* * 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.

46. Data Submission - Course Course Section (CRSE) Course Offering Course Delivery Course Enrollment Teacher Assigned Number of Unique Classes Class Size Courses with Highly Qualified Teachers Student Course Section (SCSE) Students enrolled in course section 46 There are two file types for course data. The file types must be submitted in a specific order. Fall 2 Reporting & Certification v1.1, January 14, 2014

47. 47 Courses Taught By A Teacher Without An SEID 47 Non-certificated Charter School teacher teaching non-core class Use SEID of “9999999999” ROC/P Instructor College professor Distance learning teacher New teacher without SEID from CTC Teacher not employed by LEA (e.g. COE Special Ed, private contractor)

48. Fall 2 Reporting & Certification v1.1, January 14, 2014 48 Instructional Strategy Hierarchy 48 Special Ed (700) Home/Hospital (300) English Leaner (400-650) * Alternatively, you can submit a different course section for each instructional strategy

49. Course Section Required Fields 49 Special Ed (e.g., special day class) Home and Hospital Independent Study Distance Learning Fall 2 Reporting & Certification v1.1, January 14, 2014

50. Data Submission – Course Sections Fall 2 Reporting & Certification v1.1, January 14, 2014 50 CALPADS maintains Course Data and Student Course Data by School for each Academic Year and Term Batch Submission CALPADS uses replacement processing for course sections/ student course sections Each submission removes course sections/student course sections and replaces it with the new data for the school and Academic Year and Term Delete removes all existing course sections/student course sections for a school for the Academic Year and Term Online Transactions Update/Delete modifies/deletes data for individual existing course section data for an Academic Year and Term

51. Students (ELs) Staff Course EL Education Services Fall 2 Reporting & Certification v1.1, January 14, 2014 51 Data Submission

52. English Learners English Learner Education Services Fall 2 Reporting & Certification v1.1, January 14, 2014 52 Code Value NameCode Value Primary Language Instruction and ELD Instruction and/or SDAIE Instruction 1 ELD Instruction Only2 SDAIE Instruction Only3 ELD Instruction and SDAIE Instruction But Not Primary Language Instruction 4 Other English Learner Service6

53. English Learner Education Services EL Education Services Business Rules: Fall 2 Reporting & Certification v1.1, January 14, 2014 53 Primary Language Instruction and ELD Instruction and/or SDAIE Instruction ELD Instruction Only SDAIE Instruction Only ELD Instruction and SDAIE Instruction But Not Primary Language Instruction Rule XAny combination9.20 = 1 XXX9.20 = 4 Any combination9.20 = 4

54. DEMONSTRATION COURSE SECTION & STUDENT COURSE SECTION Data Submission – Course Add New Course Add Course Section(s) Add Student Course Section(s) Upload Batch Files Troubleshoot Submission Errors 54 Fall 2 Reporting & Certification v1.1, January 14, 2014

55. Data Submission – Course Sections 55 Course-section and student course-section use full replacement processing for batch submissions by Academic Year, School and Term When submitting a file, records will be replaced for all CDS numbers in the file Course-section data must be submitted and posted before student course-section data All teachers reported in course-sections with a valid SEID must have a valid demographic record Teachers reported with the “9999999999” SEID will not have a staff demographic or assignment record Teachers reported with the “9999999999” SEID cannot be reported as Highly Qualified Fall 2 Reporting & Certification v1.1, January 14, 2014

56. Source: Valid Code Combinations (Examples) Data Submission – Course ADD COURSE SECTION - Input Validations Source: Error List (Examples) http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp 56 Fall 2 Reporting & Certification v1.1, January 14, 2014

57. Student Course Section Enrollment Data Expected 57 *Only when school type is not an Educational Options School or district-level independent study/home hospital program, or an independent study school 57 Fall 2 Reporting & Certification v1.1, January 14, 2014 Enrollment StatusCourse Enrollment Primary (10)*Required Secondary (20)Optional Short-term (30)Optional Specialized Services (40)Do not submit

58. Questions Course Data Submission ? 58 Fall 2 Reporting & Certification v1.1, January 14, 2014

59. DATA CERTIFICATION 59 Fall 2 Reporting & Certification v1.1, January 14, 2014

60. Certification Requirements Fall 2 Reporting & Certification v1.1, January 14, 2014 60 Review all five aggregate reports Zero fatal errors

61. 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) 61 Fall 2 Reporting & Certification v1.1, January 14, 2014

62. Data Certification – Student English Learner - Count by Primary Language (2.6) SUPPORTING REPORT Student Information ODS Download EXTRACTS 62 Fall 2 Reporting & Certification v1.1, January 14, 2014

63. Data Certification – Staff 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 63 Fall 2 Reporting & Certification v1.1, January 14, 2014

64. Data Certification – Course 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 64 Fall 2 Reporting & Certification v1.1, January 14, 2014

65. Fall 2 Steps SDEM | SASS | CRSE | SCSE | 2. Submit and post data SIS Roles 1. Setup 65 Fall 2 Reporting & Certification v1.1, January 14, 2014

66. Data Submission – Course CERTIFICATION REPORT Student Information Course Section & Student Course Section 66 Fall 2 Reporting & Certification v1.1, January 14, 2014

67. Data Submission – Course CERTIFICATION REPORT Staff Demographics Course Section & Student Course Section & Student Information 67 Fall 2 Reporting & Certification v1.1, January 14, 2014

68. Data Submission – Course CERTIFICATION REPORT Course Section (NCLB Core Course Instructional Level & HQT Competency Code) 68 Fall 2 Reporting & Certification v1.1, January 14, 2014

69. Data Submission – Course CERTIFICATION REPORT Course Section Note CTE filtering Student Information 69 Fall 2 Reporting & Certification v1.1, January 14, 2014

70. Data Submission – Staff CERTIFICATION REPORT Staff Assignments 70 Fall 2 Reporting & Certification v1.1, January 14, 2014

71. Data Certification Report Review Required 71 Fall 2 Reporting & Certification v1.1, January 14, 2014

72. CERTIFICATION ERRORS Data Certification http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp 72 Fall 2 Reporting & Certification v1.1, January 14, 2014

73. Common Problems CRSE0127 - Warning – Make sure to review your passed CRSE records for CRSE0127 warnings. These warnings highlight courses indicated as likely to be core, but have been reported as non-core. – The CRS-NCLB Core Course Instructional Level Code values are critical for accurate HQT reporting. See report 3.4 for core course counts. – The Course Group Master Combos tab of the CALPADS Valid Code Combinations document listed on the Resources slide can tell you whether a course is expected to be NCLB core. EL Services must be reported for all EL Students 73 Fall 2 Reporting & Certification v1.1, January 14, 2014 Failure to correctly submit NCLB Core Course and EL Services data will trigger state audits.

74. Common Problems Lack of internal cooperation – Reporting HQT Status Coordinate EARLY to identify teacher-course-section Inaccurate Years of Service reported 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 74 Fall 2 Reporting & Certification v1.1, January 14, 2014

75. KNOWN ISSUES Fall 2 Issues http://www.cde.ca.gov/ds/sp/cl/knownissues.asp 75 Fall 2 Reporting & Certification v1.1, January 14, 2014

76. Certification Errors - Student CERT003 Error occurs when the student information (SINF) record has not been updated with the student’s grade level for the school year Solution Post student information for the current school year (SINF for batch processing) Effective Start Date needs to fall within 7/1/2013 - 10/2/2013 for students to be counted 76 Fall 2 Reporting & Certification v1.1, January 14, 2014

77. Certification Errors - Student CERT004 Error occurs when the student does not have race/ethnicity data reported for an enrollment that falls within the reporting period, 8/16/13-10/2/13 Solution Post student information for the current school year (SINF for batch processing) Effective Start Date needs to align with student’s enrollment Verify the dates are aligned with LEA enrollment 77 Fall 2 Reporting & Certification v1.1, January 14, 2014

78. 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 78 Fall 2 Reporting & Certification v1.1, January 14, 2014

79. 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 79 Fall 2 Reporting & Certification v1.1, January 14, 2014

80. 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 80 Fall 2 Reporting & Certification v1.1, January 14, 2014

81. 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 81 Fall 2 Reporting & Certification v1.1, January 14, 2014

82. 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, 25, 26, or 27) for the SEID Verify the effective date is within the reporting period 82 Fall 2 Reporting & Certification v1.1, January 14, 2014

83. 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 83 Fall 2 Reporting & Certification v1.1, January 14, 2014

84. 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 84 Fall 2 Reporting & Certification v1.1, January 14, 2014

85. Certification Errors – Course Section CERT048 Error occurs when no course section is reported for a job classification of teacher (12,25,26 or 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 85 Fall 2 Reporting & Certification v1.1, January 14, 2014

86. Certification Errors – Staff Demo CERT075 Error occurs when the teacher’s staff employment start date or end date does not fall within the reporting period, 10/2/12-11/8/13 or Record effective start date not between 7/1/13 and 11/8/13 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 86 Fall 2 Reporting & Certification v1.1, January 14, 2014

87. 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 7/1/13 and 10/2/13 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 87 Fall 2 Reporting & Certification v1.1, January 14, 2014

88. 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 88 Fall 2 Reporting & Certification v1.1, January 14, 2014

89. 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 89 Fall 2 Reporting & Certification v1.1, January 14, 2014

90. Wrap-Up 90 Fall 2 Reporting & Certification v1.1, January 14, 2014

91. 91 Wrap Up – Fall 2 Preparation 1.Download and review the CALPADS system documentation located on the CDE CALPADS web-site (http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp).http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp 2.Meet with key staff to plan for the Fall 2 data submission 1.Human Resources 2.Curriculum 3.School Site Staff 4.English Learner support 91 Fall 2 Reporting & Certification v1.1, January 14, 2014

92. Fall 2 Tips 92 Staff Demographics and Assignments cannot be submitted for staff without SEIDs Staff Demographics and Assignments cannot be submitted for non-District employees (e.g. ROC/P teachers, contractors) Before deleting a staff demographic record Delete all related records first (assignments, course-sections) Staff Demographics and Assignments cannot be submitted for staff without SEIDs Staff Demographics and Assignments cannot be submitted for non-District employees (e.g. ROC/P teachers, contractors) Before deleting a staff demographic record Delete all related records first (assignments, course-sections) Fall 2 Reporting & Certification v1.1, January 14, 2014

93. Data Certification All aggregate reports must be reviewed and verified for accuracy Best Practice is to print reports for review and verification, have staff sign and date that the information is accurate Supporting reports provide detail There are five aggregate reports and thirteen supporting reports. Allow plenty of time for review by staff Remember batch submission rules when resolving errors related to staff assignment, course-section and student course-section data. LEA Administrator role does not have access to view certification reports. 93 Fall 2 Reporting & Certification v1.1, January 14, 2014

94. 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 94 Fall 2 Reporting & Certification v1.1, January 14, 2014

95. 95 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 95 Fall 2 Reporting & Certification v1.1, January 14, 2014

96. Reminders Fall 2 Reporting & Certification v1.1, January 14, 2014 * 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 96

97. System Documentation http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp 97 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 Reporting & Certification v1.1, January 14, 2014 97

98. System Documentation http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp 98 Resources DocumentDescription CALPADS Code SetsFile layout and requirements for batch submission CALPADS Valid Code CombinationsDetailed error message descriptions CBEDS Assignment/Course Code Mapping Detailed requirements Fall 2 Reporting & Certification v1.1, January 14, 2014 Mapping Guide https://csis.fcmat.org/Pages/Fall-2-Advanced.aspx 98 Self-paced Trainings https://csis.fcmat.org/Pages/Self-Paced-Training.aspx

99. 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: http://www.cde.ca.gov/ds/sp/cl/listservs.asp#listservs 99 Fall 2 Reporting & Certification v1.1, January 14, 2014

100. Training Evaluation Please Complete Our Survey 100 Questions 100 Fall 2 Reporting & Certification v1.1, January 14, 2014