1. Spring 1 English Language Acquisition and Title III Eligible Immigrants Spring 1 Training v2.0, February 27, 2013

2. Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Supervisor of staff assigned to CALPADS Spring 1 Training v2.0, February 27, 2013 2

3. Training Sequence Essential 1: Overview & Requirements Essential 2: Interface & Administration Essential 3: Data Submission Fall 1Fall 2 End of Year 1-4 Spring 1 Essential 4: Anomalies Spring 1 Training v2.0, February 27, 2013 3

4. Rules Spring 1 Training v2.0, February 27, 2013 Mute yourself HOLD Silence cellphones Name & LEA 1 conversation at a time 4

5. Agenda Spring 1 Training v2.0, February 27, 2013 60 minutes ReportsRolesPurposeData SubmissionWrap-Up 5

6. Purpose Spring 1 Training v2.0, February 27, 2013 6

7. Information Reported in Spring 1 The English fluency status of students whose primary language is a language other than English English Language Acquisition (ELA) Students born outside the country Title III Eligible Immigrants Spring 1 Training v2.0, February 27, 2013 7

8. Acronyms Spring 1 Training v2.0, February 27, 2013 ELA [ee-ell-ay] English language acquisition NCLB [en-cee-ell-bee] No child left behind SNOR [snore] Student National Origin Report EIA [ee-eye-ay] Economic Impact Aid EO [ee-oh] English only EL [ee-ell] English learner IFEP [eye-fep] Initially fluent English proficient RFEP [arr-fep] Reclassified fluent English proficient TBD [tee-bee-dee] To be determined See the CALPADS Code Sets on the Resources slide near the end of the presentation for definitions of the last five terms 8

9. Purpose of English Language Acquisition Reporting CA Department of Education English language acquisition (ELA) status Economic Impact Aid (EIA) Program DataQuest Limited English Proficient (LEP) counts US Department of Education NCLB Title III Limited English Proficiency Program Spring 1 Training v2.0, February 27, 2013 9

10. Purpose of Title III Eligible Immigrant Reporting Spring 1 Training v2.0, February 27, 2013 CA Department of Education Eligible immigrant growth NCLB Title III Immigrant Program (SNOR) Economic Impact Aid (EIA) Program Eligible immigrant counts US Department of Education DataQuest 10

11. Spring 1 Training v2.0, February 27, 2013 Roles 11

12. Spring Roles SSID Enrollment (SENR) Student Information (SINF) Reports>Enrollment/Title III Eligible Immigrants/English Learners Spring 1 Data Collection Certifier (Level 1) Superintendent Certifier (Level 2) Spring 1 Training v2.0, February 27, 2013 12

13. Data Submission Spring 1 Training v2.0, February 27, 2013 13

14. Which Schools Need to Report? ParticipantsIMMELAS Sector PublicYY Non-Public PrivateNN Non-Public NonsectarianNN School Instructional Level Pre-KindergartenON ElementaryYY Intermediate/Mid/Jr YY High School Y Y K-12 SchoolYY Adult Education N N PostsecondaryN N UngradedN N Legend Y = YesN = NoO = Optional ParticipantsIMMELAS School Type Traditional (non-educational options schools)YY County CommunityYY District Community DayYY Division of Juvenile JusticeYY Continuation High SchoolsYY OpportunityYY Alternative Schools of ChoiceYY State Special SchoolsYN Special EducationYY ROP/ROCNN Closed schools are still expected to report English Learners (ELs) who were reclassified after the prior year’s Census Day Spring 1 Training v2.0, February 27, 2013 Independently reporting charters that closed on or after Spring Census Day must complete Spring. If they do not, their Authorizing Agency must do this work. 14

15. Important Dates Census Day March 1 Certification deadline Amendment deadline Spring 1 Training v2.0, February 27, 2013 CALPADS Calendar: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp 15

16. English Language Acquisition * Report period = 3/2 of prior year through Spring Census Day Spring 1 Training v2.0, February 27, 2013 English Language Acquisition Student Enrollment Student Information Primary enrollment on Census Day Grades K-12 Reclassified during report period* 16

17. Title III Eligible Immigrants Spring 1 Training v2.0, February 27, 2013 Title III Eligible Immigrants Student Enrollment Student Information Primary enrollment on Census Day Grades K-12 Pre K (optional) Pre K (optional) Although Pre K reporting is optional, it is generally to the LEAs advantage because it increases their likelihood of eligibility for grants based on the counts. 17

18. How To Submit Data Spring 1 Training v2.0, February 27, 2013 Submitting files out of order may cause GERR005 errors. See CALPADS Error List on the Resources slide for details. OrderOnlineBatch 1Student EnrollmentSENR 2Student InformationSINF 18

19. Key Fields Spring 1 Training v2.0, February 27, 2013 See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements English Language Acquisition Status 19

20. Key Fields Spring 1 Training v2.0, February 27, 2013 Reclassified Fluent English Proficient 20

21. Key Fields Spring 1 Training v2.0, February 27, 2013 Title III Eligible Immigrant 21

22. Updating Records Online Spring 1 Training v2.0, February 27, 2013 ELA Fields Title III Fields 22

23. English Language Acquisition Fields Online Enter when and only when English Language Acquisition Status Code is RFEP Required Conditional Spring 1 Training v2.0, February 27, 2013 23

24. English Language Acquisition Rules Once a student’s English Language Acquisition Status has been reported, the only changes (other than corrections) allowed are: TBDEL, RFEP, IFEP, EO ELRFEP Violating the above rules will cause a SINF0255 warning to be reported. A student’s initial English Language Acquisition Status cannot be RFEP Spring 1 Training v2.0, February 27, 2013 24

25. Title III Fields Online Required Conditional Required if born outside the US Required if born outside the US or ELA Status = English Learner (EL) Spring 1 Training v2.0, February 27, 2013 25

26. Reports Spring 1 Training v2.0, February 27, 2013 26

27. Reports to Review Spring 1 Training v2.0, February 27, 2013 2.8 English Language Acquisition Status – Count by Primary Language 2.13 – English Language Acquisition Status – Els Reclassified RFEP Student List 2.9 English Language Acquisition Status – Census Comparison 8.1-Student profile list- Spring 1.0a – Expected Schools Information Report 2.10 – English Language Acquisition Status – Census Comparison Student List 2.1 Title III Eligible Immigrants – Count 2.2 – Title III Eligible Immigrants – Count by Birth Country 2.12 English Language Acquisition Status – Els Reclassified RFEP AggregateSupporting 27

28. 2.1 Title III Eligible Immigrants – Count Spring 1 Training v2.0, February 27, 2013 # Title III Eligible Immigrants School CodeSchool NameFallSpring 5814530FCMAT High8280 5814531CSIS Middle4340 1237654Somewhere Elementary214210 Total - Selected Schools339330 CDE will use the higher of the two counts (Fall 1 & Spring) for the SNOR See the Data Mapping Guide For Spring 1 listed on the Resources slide at the end of the presentation for more specific details on which fields and values are used to determine each count on the Spring reports 28

29. 2.8 English Language Acquisition Status – Count by Primary Language Spring 1 Training v2.0, February 27, 2013 English Language Acquisition Status (ELAS) School CodeSchool NamePrimary LanguageGrade# EL# IFEP# RFEP# TBDTotal ELASFEP (IFEP RFEP) 5814530FCMAT High01 - Spanish 09127261060259132 1093271280248155 1182311280241159 1248301230201153 All3501144850949599 03 – Cantonese 11502062 All502062 05 – Filipino (Pilipino or Tagalog) 10311052 All311052 2.41 English Language Acquisition Status Code 29

30. 2.9 English Language Acquisition Status – Census Comparison Spring 1 Training v2.0, February 27, 2013 English Language Acquisition Status Count Previous Academic YearSelected Academic Year School CodeSchool Name# EL# IFEP# RFEP# TBD # FEP (IFEP + RFEP)# EL# IFEP# RFEP# TBD # FEP (IFEP + RFEP) % Change between Selected Academic Year EL’s and Previous Year EL’s 5814530FCMAT High203356225318+10% 5814531CSIS Middle10622896309-10% 1237654 Somewhere Elementary 50101151203-90% 30

31. 2.2 – Title III Eligible Immigrants – Count by Birth Country Spring 1 Training v2.0, February 27, 2013 School CodeSchool NameBirth Country>GenderGender 5814530FCMAT HighMexicoF3 M6 All9 VietnamF4 M7 All11 AllF7 M13 All20 1237654Somewhere ElementaryMexicoF12 M9 All21 Total - Selected SchoolsMexicoF15 M All30 VietnamF4 M7 All11 AllF19 M22 All41 31

32. 2.13 – English Language Acquisition Status – Els Reclassified RFEP Student List Spring 1 Training v2.0, February 27, 2013 School Code School NameSSID*Student NameLocal IDGenderGrade Ethnicity/ Race 5814530FCMAT High3948573932Borne, AlexA001F12White 1234567891Carey, Ronald C.A002M09Hispanic 5814531CSIS Middle9876543218Malory, HarryB003M06Multiple 4152369746Jackson, MarylouB018F07White Primary Language RFEP Status Date Proficient or Advanced for ELA School’s ELAS Count for the Selected Student School Exit Date 01-Spanish09/15/2011RFEP 03-Cantonese10/11/2011EL 01-Spanish05/30/2011IFEP11/2/2011 01-Spanish08/13/2009YRFEP * Includes students who may no longer be enrolled in the school where they were reclassified 32

33. ODS versus Snapshot ODS (Operational Data Store) = All current CALPADS data Spring 1 Training v2.0, February 27, 2013 Snapshot = Only data that pertains to the submission (e.g., Spring) ODS Snapshot 33

34. Wrap-Up Spring 1 Training v2.0, February 27, 2013 34

35. Certification Requirements Zero fatal errors Review all aggregate reports Spring 1 Training v2.0, February 27, 2013 35

36. Spring 1 Steps Submit records Spring 1 Training v2.0, February 27, 2013 SIS Roles 1. Setup Fix rejected records Post records 2. Update the CALPADS ODS 36

37. Suggested Spring Timeline Spring 1 Training v2.0, February 27, 2013 Complete SIS Data Population 3/1 10 days Upload files and correct errors or discrepancies as needed 3/8 6 days Review certification reports, correct errors, and fix discrepancies 3/15 5 days Distribute reports for review and approval 3/26 7 days Certify (level 1 and level 2) 3/27 1 day Reminder: If you plan to decertify, allow adequate time to make corrections and for snapshots to run 37

38. Common Problems Spring 1 Training v2.0, February 27, 2013 English Language Acquisition Status should never be blank. [CERT094] English Language Acquisition Status Start date should not be blank unless English Language Acquisition Status is English Only (EO). [CERT093] 38

39. Common Problems Spring 1 Training v2.0, February 27, 2013 The English Language Acquisition Status Start date should not be later than the Effective Start Date. If the status date is accurate, the Effective Start Date should be changed to be equal to or greater than it. [CERT093] 39

40. Common Problems Spring 1 Training v2.0, February 27, 2013 A student with an ELA status of English Learner (EL), Initially Fluent English Proficient (IFEP), or Reclassified Fluent English Proficient (RFEP) should not have a primary language of English (00). [CERT090] 40

41. 2012-2013 Changes Spring 1 Training v2.0, February 27, 2013 ImplementedFunctionalityDescription 1/19/2013 ExtractNew extract for SSID’s acquired online Validation RuleSINF0214 will ignore changes to English Language Acquisition Status when the ODS field contains TBD 11/16/2012 Validation RuleSINF0255 – Warning to encourage appropriate classification and reclassification of English learners in ELAS Code field 2.41 3/22/2012Validation RuleCERT0037, CERT0038, CERT0039, CERT0042, CERT0044 – Warnings on trend changes on FEP, RFEPS at LEA and site level 6/11/2012 Validation RuleCERT093 – Updated Error Name, Error Description, and Suggested Resolution CertificationAdded Level 1 and Level 2 buttons to the CALPADS Certification Details screen 41

42. 2012-2013 Changes Spring 1 Training v2.0, February 27, 2013 2 3 1 4 Data Processor 12 4 Superintendent or Administrator 13 4 1 2 42

43. Reminders Remember to review all reports before certifying Pre-K students can be submitted for Title III Eligible Immigrants to increase your counts EL or SNOR coordinator should review Title III reports The last day to make changes that will be included in the snapshot is the day before the certification/amendment deadline Spring 1 Training v2.0, February 27, 2013 43

44. System Documentation http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Resources Spring 1 Training v2.0, February 27, 2013 DocumentDescriptionSections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SINF, & SPRG tabs CALPADS Code SetsState defined codes CALPADS Error ListDetailed error message descriptions Student Enrollment, Student Information, Student Programs, and Fall 1 Certification tabs CALPADS Data GuideDetailed requirementsSections 2.1.1, 2.1.2, & 2.1.3 CALPADS Calendar http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp 44

45. Resources Spring 1 Training v2.0, February 27, 2013 English Language Acquisition Status Reporting Policies http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.doc http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.pdf How Certified CALPADS Data are Used (under Quick Links in Other Resources) https://csis.fcmat.org//Pages/Spring-1.aspx Data Mapping Guide For Spring 1 (under Quick Links in Training Resources) https://csis.fcmat.org//Pages/Spring-1.aspx 45

46. Support 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 Spring 1 Training v2.0, February 27, 2013 46

47. Training Evaluation Please complete our survey Spring 1 Training v2.0, February 27, 2013 47