1. No category

REPORTS AND CERTIFICATION
ADVANCED
Fall 1
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Who’s Supposed to Be Here
Individuals assigned to
CALPADS maintenance
2
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Training Sequence
Essential 1:
Data Coordinator Orientation
Essential 2:
Interface & Administration
Essential 3:
Data Submission
CALPADS 2014-15 System
Changes
Essential 4:
Anomalies
Fall 1
Fall 2 Data Population
Fall 2
End of Year 1 & 4
3
End of Year 2 & 3
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Courtesy Guidelines
Mute yourself
HOLD
Silence
Cell phones
1
conversation
at a time
4
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Agenda
Fall-1 Overview Summary of Fall-1 Certification
Review
& Changes
Changes & Impact
Common Problems
5
Wrap-Up
60 minutes
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Fall 1 Overview
& Changes
6
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Important Dates
Census Day
Oct. 1st
Certification
deadline
Amendment
Window
CALPADS Calendar:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
7
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
File Layout Changes – File Formats
Legend
= Field moved
= Field was replaced by a different field with a similar purpose
strikethrough = Field removed
-----------------green = Field new to file
SINF
---------------------------------Grade Level Code (2.32)*
------------------------------------------Interdistrict Transfer Code (2.34)
---------------------------------------------------District of Geographic Residence (2.35)
Ethnicity, Race, Address, and other fields remain
-----------------------------------------------------Primary Residence Category Code (2.33)
SENR
----------------------------------------Primary Language Code (1.22)
Grade Level Code* (1.25)
Student School Transfer Code (1.31)
District of Geographic Residence Code (1.32)
SPRG
Homeless Dwelling Type Code (3.23)
Unaccompanied Youth Indicator (3.24)
Runaway Youth Indicator (3.25)
-------------------------------------------------------------------Student Proficient or Advanced for ELA Code (2.43)
--------------Filler fields
SELA
---------------------------------------Primary Language Code (1.22)
---------------------------------------------------------------English Language Acquisition Status Code (2.41)
---------------------------------------------------------------------English Language Acquisition Status Start Date (2.42)
Primary Language Code (12.15)
English Language Acquisition Status Code (12.13)
English Language Acquisition Status Start Date (12.14)
* Grade level has always been in the SENR file but did not previously update CALPADS. A grade level in the
SENR will now update CALPADS.
See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for
detailed layout and field requirements
8
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
What To File Types Submit
Order
1
2
3
4
Online
Student Enrollment
Student Information
Student ELA
Student Programs
Batch
SENR
SINF*
SELA*
SPRG
• * Only update as needed to report changes from last year.
• Student Enrollment must be posted before submitting other files
or you may receive GERR005 errors. See CALPADS Error List
on the Resources slide for details.
9
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Enrollment Status Reported
Active
Enrollment
Completers
• Census Day
• 8/16 (prior year) - 8/15 (reporting year)
• No-shows: Exited 5/15 (prior year) - 8/15 (prior year)
Dropouts
• Other: Exited 8/16 (prior year) - 8/15 (reporting year)
• Lost transfers: Exited 8/16 (prior year) - 8/15
(reporting year) not re-enrolled by Census day
10
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Student Subgroups Reported
Count Source:
GATE
Student Program
Special Ed
Foster Youth
Student Information
Student ELA
English
Language
Acquisition
Status (ELAS)
Active Enrollments
Completers
Dropouts
Migrant Ed
Homeless
Title III Eligible
Immigrants
Parent
Level of
Education
11
* Free &
CALPADS Weekly
CDSS Match
* Socio-Economically
Disadvantaged (SED) is
defined as:
1. Free or Reduced
Price Meal (181182) or
2. Parent Level of
Education = 14
Reduced
Meal
Program
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
FRPM Eligible Reported
Count Source:
Student Program
Homeless
Direct Certification
(Nov)
Foster
Placement
Migrant Ed
CALPADS Weekly
CDSS Match
Free or ReducedPrice Meal
(FRPM) Eligible
Direct
Certification
(Nov)
12
Free or
Reduced-price
Meal Program
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
English Language Acquisition Reporting
English Language Acquisition Status now reported
once initially and then only when status changes
TBD
IFEP
EO
EL
RFEP*
* The initial status may be any status except RFEP, but
subsequently only the changes shown above are allowed
13
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
ELAS History Conversion
Records eliminated:
SRRTS
TBD Duplicates
Migration
Keep earliest Start Date per Status per LEA
Most recent record in history always kept
Acquisition
Status
Effective
Acquisition Reporting
Reporting
Proficiency Acquisition
Acquisition
Status
Effective
Status
Effective
LEA
Code
Code
Date
Code
LEA
Level
Code
Date
Start
Date
Date Start
Start
End Date
Date
14
RFEP
CSIS
High
CSIS
YHigh
RFEP
RFEP
9/5/2012
RFEP
9/5/2012
11/5/2012
9/5/2012
11/5/2012
11/5/2012
EL
CSIS
High
CSIS
N
High
EL
EL
9/5/2012
EL
9/5/2010
9/5/2012
10/1/2012
9/5/2012
10/1/2012
10/1/2010
10/1/2012
11/4/2012
EL
CSIS
CSIS
Middle
High
CSIS
High
EL
EL
9/5/2010
EL
9/5/2010
10/1/2011
9/5/2010
10/1/2011
10/1/2010
10/1/2011
9/30/2012
EL
CSIS
High
CSIS
High
EL
9/5/2010
EL
9/5/2010
10/1/2010
9/5/2010
10/1/2010
10/1/2010
9/30/2011
EL
CSIS
Middle
CSIS
Middle
EL
9/5/2010
EL
9/5/2010
10/1/2010
9/5/2010
10/1/2010
10/1/2010
9/30/2011
TBD
CSIS
Middle
CSIS
Middle
TBD
9/5/2010
TBD
9/5/2010
9/5/2010
9/5/2010
9/5/2010
9/30/2010
9/5/2010
IFEP
CSIS
Middle
CSIS
Middle
IFEP
8/5/2008
IFEP
8/5/2008
8/5/2008
8/5/2008
8/5/2008
8/5/2008
8/4/2010
EO
CSIS
Middle
CSIS
Middle
EO
8/5/2007
EO
8/5/2007
8/5/2007
8/5/2007
8/5/2007
8/5/2007
8/4/2008
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
NSLP Data Collection for Provision 2/3 Schools
Income Verification
Using alternative applications
required at least every 4 years
Required for new students
2013 2014 2015 2016
2017 2018 2019 2020
Student Program records
must be submitted annually
181
Free
Meals
15
182
Reduced
Price Meals
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Subgroup Reporting – Foster Youth Identification
for LCFF
Situation
Foster Youth
for LCFF
A child or youth who is the subject of a petition filed under Welfare and Institutions
Code (WIC) Section 300 (meaning a court has taken jurisdiction over a child and
declared the child to be a dependent of the court due to the presence or risk of
abuse or neglect). This includes both children who are living at home while a
dependent of the court as well as children who the court has ordered to be
removed into the care, custody and control of a social worker for placement
outside the home.
Yes
A child or youth who is the subject of a petition filed under WIC Section 602
(meaning a court has taken jurisdiction over a child and declared the child to be a
ward of the court due to the child’s violation of certain criminal laws) and has been
ordered by a court to be removed from home pursuant to WIC Section 727 and
placed in foster care as defined by WIC Section 727.4(d).
Yes
A youth between ages 18 and 21 who is enrolled in high school, is a non-minor
dependent under the placement responsibility of child welfare, probation, or a
tribal organization participating in an agreement pursuant to WIC Section 10553.1,
and is participating in a transitional living case plan.
Yes
http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER
16
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Subgroup Reporting – Foster Youth Identification
for LCFF
Foster Youth
for LCFF
Situation
A child or youth who is in a “voluntary placement.” Voluntary
placements are not subject to a petition filed under WIC Section 300.
A child or youth who is living with relatives or friends and who is not a
dependent of the court (i.e. is not subject to a WIC Section 300
petition).
A child or youth who is a ward of the juvenile court pursuant to a
petition filed under WIC Section 602 who is either living at home or has
been ordered to be placed in a corrective or rehabilitative facility but
has not been ordered to be removed from his or her home into a foster
care placement pursuant to WIC Section 727.4(d).
No
No
No
http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER
17
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Foster Youth Status Type Under LCFF
STATUS TYPE
Foster Placement
• CDSS identification of foster students in an out-of-home placement status
Foster Family Maintenance
• CDSS identification of foster students in family maintenance status
http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp#FOSTER
18
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Foster Youth Identification
Weekly Match
Weekly matches are based on key elements:
1. First & Last Name, Exact Match on Date of Birth, and LEA enrollment
2. Student address used when enrollment is missing
Manual Match
•
•
•
New User Interface (will be available in Jan-2015 release)
10-digit Foster Client ID or 19-digit Foster Case ID Required
Matches based on students in CDSS file
Fall – 1 Snapshot Data
Two Snapshot Reports
Report 1.17 – Certification Report*
Report 1.18 – Supporting Report
Ongoing ODS Data
Two new ODS reports
Report 5.6 – ODS Report
Report 5.7 – ODS Report
(Not Certified)
* Includes counts for matched foster students enrolled on census day
19
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Fall 1 Accounts and Roles
Role
Allows user to
Fall 1 Data collection Certifier
View certification status and level 1 certify
Superintendent Certifier
View certification status and level 2 certify
SENR
View and submit enrollment data
SINF
View and submit demographic data
SELA
View and submit ELAS data
SPRG
View and submit program data
Free Reduced Lunch
View and submit NSLP related data including
Foster Youth Counts, FRPM, SED
*Foster Youth
View Foster Youth CDSS matches and reports
Authorizing LEA
View County/Authorizing LEA Reports
County
View County/Authorizing LEA Reports (visible
to COEs only)
Reminders


20
Daily use account
LEA Admin cannot certify
* This role will become
available with one of
the upcoming releases
this fall.
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Fall 1 Preparation
CALPADS Activities
• Identify roles and responsibilities
• Establish target dates for submissions and reviews
• Review upcoming fall changes
Local student information system (SIS)
Activities
• Check with vendor for updates
• Verify sites and district on same SIS version
• Audit SIS records to ensure required data are populated
21
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Fall - 1 Suggested Milestones
22
Now – 10/2
 Complete Fall 1 data population in local SIS
10/2 – 10/24
 Upload Enrollment, ELAS, and Program files Review
validation errors and reconcile as needed
10/25 – 11/3
 Post SENR, SPRG, SINF & SELA files
11/4 – 11/21
 Resolve anomalies, resolve certification errors, review
certification reports and update records if necessary
12/12
 Send reports to site leaders for approval
12/12
 Certify Fall-1 (level 1 & level 2)
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Summary of Fall-1
Changes & Impact
23
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
2014-2015 Changes
Functionality
File Layouts and
Extracts*
Field and Validation
Code*
System*
User Interface*
Description
SENR – Modified – Contains Grade level history and exit status updated end of year
SINF – Modified - Simplified and update needed only as necessary
SELA – New – Report student English Language Acquisition Status
SPRG – Modified - Now contains Homeless program
SSID Extract – Modified – Contains ELAS fields now
SENR – Student School Transfer Code (1.31) – 1 (Modified), 5 and 6 (New)
– Student Exit Reason Code (1.27) – E150 and E155 (New)
SPRG – Education Program Code (3.13) – 191 (New)
– Homeless Dwelling Type Code (3.23) – 100, 120, 130, 110 (new)
SINF – Primary Res. Category (2.3) – Field and Code Values (Deleted)
– Student Prof. or Adv. for ELA Code (2.43) – Field and Code Values (Deleted)
SELA
• ELAS submitted initially for students who have not previously been reported in
CALPADS and subsequently updated only when status changes
• Records migrated from SRRTS, TBD status and duplicates are eliminated
SPRG
• Program Membership Code is determined and set automatically by the system.
• Program records are now automatically exited in some instances.
Online Maintenance – Student profile page reorganized
– Grade history moved under Student Enrollment category
– New Student English Language Acquisition category
* Detailed information about these changes is available in the “CP 14-15 System Changes” Training
24
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
2014-2015 Changes
Functionality
Report
25
Description
•
•
•
Reports will use data from new data sources
Report 1.18 now includes detail foster and homeless student counts
Reports 1.1, 1.8, 1.9, 1.17 & 2.1 and related supporting reports modified
Validation Rule
NEW - CERT110 (Warning) – Checks for invalid Open or Closed Title I Part C
Migrant Record
Validation Rule
NEW - CERT111 (Warning) – Warns if no Homeless Program eligible students
were submitted for an LEA that submitted eligible students in the previous year.
Validation Rule
NEW - CERT112 (Fatal) – Ensures all Students are exited by the end of the
school year
Validation Rule
NEW - CERT113 (Fatal) – Checks for missing Student Initial US School
Enrollment Date
Validation Rule
NEW - CERT114 (Fatal) – Checks that a subsequent enrollment is present
following an E150 exit
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
2014-2015 Changes
Functionality
26
Description
Validation Rule
MODIFIED –
- CERT014 – Severity changed to Warning – warns when there is a
20% or more difference in number of graduates from last year
- CERT067 – Severity changed to Fatal and validation now modified
to trigger when a student enrolled on Census day and has no SELA
record
Validation Rule
RETIRED - CERT101 (Warning) – Warns when primary residence
category code is missing, invalid, or not current within the LEA
enrollment
Validation Rule
RETIRED - CERT093 (Fatal) – Ensures ELAS Start Date is not blank
or after Record Effective Start Date
Validation Rule
RETIRED - CERT094 (Fatal) – Checks for missing required SELA
SINF data: ELAS Code, Status Start Date
Validation Rule
RETIRED - CERT003 (Fatal) – Ensures an effective student
information record is present for a student
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Summary of 2014-15 Changes
Change
27
Impact
Many fields removed from SINF
SINF only needed if information has
changed from what is currently in
CALPADS. Need to update SIS extract.
Grade field now comes from
SENR file (SINF no longer
source)
No need to submit SINF during Fall 1 for all
students if information record is current.
English Language Acquisition
data now reported through new
SELA record instead of SINF
ELAS only needs to be reported if no status
exists in CALPADS or status has changed.
Need to update SIS extract. LEA Admin
needs to assign SELA roles.
Student School Transfer Code
being used to attribute students
to the correct school
COEs need to make sure Student School
Transfer Code is reported correctly.
Primary Language removed from
MID detection
Possible Increase in MID detection.
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Summary of 2014-15 Changes
Change
Impact
No more multiyear enrollments.
All enrollments must end each
year. New exit codes E150 and
E155.
All students must be exited every year. Midyear grade changes within a school must be
reported with E150. Need to update SIS
extract because submitting multiyear
enrollments will now cause errors.
Program Membership
automatically established
No need to submit Education Program
Membership Code.
Program records auto close with
SENR exit
No need to submit exit records for many
programs.
New program code for Homeless
Must report program record for Homeless
students.
Foster Youth definition has
changed for LCFF and weekly
match will be added in near future
Most foster youth will be automatically
identified. Unmatched foster students will
need to be reported through a new module*
in CALPADS.
* Module still in development
28
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Certification Review
29
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Certification Requirements
Review all
eight* aggregate
reports
* COEs will have an
additional report for nondisciplinary transfers
30
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Review and Verify Reports

Establish Report Review Process
–
–

Evaluate Certification Aggregate Reports
1.
2.
3.
4.
5.
6.
7.
8.
31
Data stewards should review reports
Have reviewers sign off to verify they
have reviewed
1.1 Enrollment – Primary Status by Subgroup
•
Filter Grade Levels to KN-12, UE, and US
1.6 Graduates and Dropouts by Subgroup
1.9 Completers and Dropouts – Count
1.17 FRPM/English Learner/Foster Youth – Count
2.1 Title III Eligible Immigrants – Count
2.8 English Language Acquisition Status – Count by Primary Language
2.9 English Language Acquisition Status – Census Comparison
2.12 English Language Acquisition Status – Els Reclassified RFEP
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Change to Report Data Sources
Reports will use
data from their
new sources
SPRG
SELA
CDSS
32
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Certification Reports – 1.1
2014-15 Change: LEP (EL + Selected RFEP) column deleted
For a description of how the subgroups are calculated, use the Fall 1 Data
Mapping under the Quick Links at: http://csis.fcmat.org//Pages/Fall-1.aspx
More detail in Section 14 of the CALPADS User Manual
33
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Certification Reports – 1.5 (Support)
Grade and Gender columns can be expanded by
pressing the box to the left with the “+” sign and
collapsed by pressing the “-” sign
More detail in Section 14 of the CALPADS User Manual
34
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Certification Reports – 1.6
This report provides
graduate and dropout
counts in the same subcategories as report 1.1.
2014-15 Change: “LEP (EL + Selected RFEP)” counts are
replaced with “English Learner” counts.
For a description of how the subgroups are calculated, use the Fall 1 Data
Mapping under the Quick Links at: http://csis.fcmat.org//Pages/Fall-1.aspx
More detail in Section 14 of the CALPADS User Manual
35
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Certification Reports – 1.9
2014-15 Change - Columns removed:
• All Graduates
• CHSPE
This report provides completer
and dropout counts broken down
by their associated types.
2014-15 Change: New
columns added
Notice that this report includes completers
that are not necessarily considered high
school graduates
More detail in Section 14 of the CALPADS User Manual
36
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Certification Report – 1.17
2014-15 Change: Column
revised to show counts of
Homeless (Ed Program
Membership Code - 191)
Supplemental funding counts are based on:
1. Being identified as FRPM Eligible or
2. Being classified as English Learners or
3. Being identified as Foster Youth.
More detail in Section 14 of the CALPADS User Manual
37
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Supporting Report – 1.18
2014-15 Change: New Columns show Homeless
(Ed Program Membership Code - 191) and
Foster counts.
Supporting report now shows foster and homeless details
for students in selected school derived from SPRG record.
More detail in Section 14 of the CALPADS User Manual
38
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Certification Reports – 2.1
2014-15 Change – Report content revamped to only show “# Title Eligible
Immigrants” at school level and total for those schools.
More detail in Section 14 of the CALPADS User Manual
39
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
English Language Acquisition Status –
Count by Primary Language - 2.8
More detail in Section 14 of the CALPADS User Manual
40
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Anomaly Status Report
Essential 4 training
covers anomaly
resolution in detail
Reminder:
ERD Type B anomalies (dropouts re-enrolled) will be
subtracted from the dropout count published to DataQuest.
ERD Type C anomalies (lost transfers) will be added to
the dropout count published to DataQuest.
41
Must be below 2%.
Note the Anomaly %
Only includes MIDs
and CCEs. Although,
ERDs should still be
reviewed because
they affect graduate
and dropout counts.
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Fall 1 Steps
1. Setup
Accounts
Roles
2. Submit data
SENR
SPRG
SINF
SELA
3. Review Reports & Resolve Errors
Fix fatal errors
Review warnings
4. Resolve Anomalies (below 2%)
CCEs
MIDs
Level 1 (Data Processor)
Level 2 (Superintendent)
5. Certify
42
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Snapshot Generation
Regular Nightly Processing
ODS
Fall 1 Data
Snapshot
After certification
ODS
Fall 1 Data
Snapshot
CALAPDS availability and nightly processing schedule is available at:
http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp
43
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Fall 1 – After Certification
http://data1.cde.ca.gov/dataquest/
44
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Common Problems
45
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Common Problems – GERR0005
Problem
• GERR0005 Error received online or batch
submission for SINF, SELA or SPRG
•
“LEA does not have ownership of student enrollment to make the
update”
Solution
• Compare the data in the submission file to the
current enrollment data in CALPADS to identify
effective start/end date(s) overlap with enrollment.
• Correct the enrollment/exit dates in CALPADS or
correct the date(s) in the submission file.
46
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Common Problems – GERR0005
SPRG record submitted
for student at a school
where no enrollment
record exists in
CALPADS
180
47
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Common Problems – Validation Errors
Problem
The SELA0283 error occurs when the ELAS Start Date
being submitted is different than the ELAS start date on file
in CALPADS for the same ELAS code.
Solution
The system will maintain a single record per ELA status,
regardless of the LEA where the student is enrolled. Only
the original owner can update the status date. If
CALPADS has the wrong date contact LEA who owns the
record. Otherwise, ignore the error.
48
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Common Problems – Errors
Problem

The SENR027 error occurs when an enrollment record
being submitted overlaps with an existing enrollment
record in CALPADS or another record within the SENR file.
Solution

49
Compare the enrollment records in your extract file to
those in CALPADS and determine if any of them need to
be updated (applicable fields include Student School Start
Date, Enrollment Status Code, Student School Exit Date,
and Student Exit Reason Code).
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Common Problems - Anomalies
Problem
•
Errors when combining SSIDs in MID resolution
•
•
“Combination includes an open enrollment that is not the focus ID”
“The update will create one or more overlapping enrollments”
Solution
•
Exit or delete overlapping or duplicate enrollment records
•
•
•
50
A student can only have one enrollment on any given day among
all SSIDs being combined
Exit duplicates using an exit date equal to the start date
and an exit code of N470
Clean up enrollment history after combine
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Common Problems - Certification
Problem

CERT114 errors occur when most recent enrollment
contains Exit Code E150, but a subsequent Enrollment is
not present.
Solution

Post student enrollment for the current school year
•
•
•
51
Batch processing - submit and post a current SENR file
Updating manually online - enter a current year enrollment record
Effective Start Date must be within 7/1/14 to Information Day
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Common Problems - Certification
Problem

The CERT004 error occurs when the ethnicity or race data
is missing for any enrollments during the reporting period
(8/16/14-Information Day), including those with exit dates
and reasons
Solution

Post student information
•
•
52
Batch processing - submit and post a current SINF file
Updating manually online – make sure race and ethnicity are
entered for all demographic record(s) owned by your LEA
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Common Problems - Certification
Important Details
•
•
•
53
Students must have demographic records that correspond
to their enrollment records.
Students active on Information Day (10/1) must have a
current year Student Enrollment record.
For batch processing, Grade Level is updated by the
Student Enrollment (SENR) record.
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Common Problems - Certification
Problem
• Subgroup counts are too low
Solution
• Post student program records for the current
school year (SPRG for batch processing)
• Review 1.1’s subgroups for accuracy prior to
certifying
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Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Common Problems - Certification
Problem
 The certify button is grayed out
Causes
 Outstanding fatal errors
 Anomaly rate exceeds 2%
 All eight reports have not been reviewed
 LEA Admin cannot certify
 The account does not have the certifier role
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Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
When to Use Exit Codes
Programs
auto-exited
Code
181, 182
When to Use
Student did not exit the school but one or more of these fields have changed:
E150
• Grade Level, greater than 14 days before the end of the school year
• Student School Transfer Code
• District of Geographic Residence
No
A subsequent enrollment record must be submitted with a start date exactly one day after the exit
record when using this code.
56
E155
Student completed the school year and is expected to return next year, includes returning seniors.
May be used up to 14 days prior to the last day of school (i.e., “close enough”). Year round schools
can treat June 30th as the last day of the school year.
Yes
T160
Student left and is known to be going to another CA public school. Can also be used when a student
has a gap in their enrollment at a single school.
Yes
E230
Student completed the highest grade level at the school. Use completion codes to further detail how
the student left and/or where they are going.
Yes
E450
Use for any K-6 exit where the student is not known to be returning.
Yes
N420
Retired as of 6/30/2014. Use N470 instead for no shows after 6/30/2014.
N/A
N470
Student did not return after summer or intersession break or never showed up after pre-enrolling.
Yes
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Program Reporting
Education Program Membership Code is
now determined and set automatically*
Eligibility (1)
Participation (2)
127 - Gifted and Talented Education (GATE)
135 - Title I Part C Migrant
144 - Special Education
181 - Free Meal Program
182 - Reduced-Price Meal Program
191 - Homeless Program
* Education Membership Code no longer required. Value will be based on the list on the
“Education Prog – Membership Cat” tab of the CALPADS Valid Code Combinations.
Link can be found on the Resources slide near the end of this presentation
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Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Wrap-Up
58
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
LEA Administrator Responsibilities
Manage accounts
Create/revoke accounts
Reset passwords
Update roles
Review security reports
Support local users
Act as liaison
Submit CALPADS support
requests on behalf of the LEA
Answer questions
Provide training
* See Essential 2 training slide
on Administrator Responsibility
(p. 73) for detailed steps on
reviewing the security reports
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Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Reminders
Effects On Four-Year Adjusted Cohort Graduation Rate
Type of Student
60
Part of Cohort
Effect on Rate
Graduate
Yes
Increase
Dropout
Yes
Decrease
Dropout re-enrolled
No
None
Lost transfer
Yes
Decrease
Non-grad
Yes
Decrease
Regular transfer
No
None
No-show (never attended)
No
None
Deceased
No
None
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Resources
CALPADS Calendar
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
LCFF Information
http://www.cde.ca.gov/fg/aa/lc/lcffoverview.asp
System Documentation
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
61
Document
Description
Sections
CALPADS File
Specifications (Forms)
File layout and
requirements for
batch submission
SENR, SINF, SELA & SPRG
tabs
CALPADS Error List
Detailed error
message descriptions
Student Enrollment, Student
Information, Student English
Lang Stat, Student Programs,
and Fall 1 Certification tabs
CALPADS Data Guide
Detailed requirements Sections 2.1.1, 2.1.2, 2.1.3 &
3.1.2 – 3.1.9
Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Resources
Self-paced Trainings
https://csis.fcmat.org/Pages/Self-Paced-Training.aspx
CALPADS Q & A Sessions – Every Wednesday
Enrollment - http://csis.fcmat.org/Pages/Trainings.aspx
FAQs
CALPADS - http://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.asp
Race and Ethnicity - http://www.cde.ca.gov/ds/dc/es/refaq.asp
LCFF - http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp
•
•
•
•
•
Free and Reduced-Price Meal (FRPM) Income Eligibility Under the LCFF
Unduplicated Pupils at Schools with Provision 2 and 3 or Community Eligibility Provision (CEP) Status
English Learners Under the LCFF
Foster Youth Under the LCFF
County Office of Education Schools and Alternative Education
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
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Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Support
Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: 916-325-9210
E-mail: [email protected]
Listserv: http://www.cde.ca.gov/ds/sp/cl/listservs.asp
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Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014
Training Evaluation
Questions
Please Complete Our Survey
http://bit.ly/1n1yKOD
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Fall 1 - Advanced Reports and Certification v1.4, October 22, 2014