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REPORTS AND CERTIFICATION

REPORTS AND CERTIFICATION. Fall 1. Who’s Supposed to Be Here. Individuals a ssigned to CALPADS maintenance. Supervisor of staff assigned to CALPADS. Training Sequence. Rules. Mute yourself. HOLD. Silence cellphones. 1. Name & LEA. conversation at a time. Please d o not multitask.

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REPORTS AND CERTIFICATION

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  1. REPORTS AND CERTIFICATION Fall 1 Fall 1 - Reports and Certification v1.3, October 11, 2013

  2. Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance Supervisor of staffassigned to CALPADS Fall 1 - Reports and Certification v1.3, October 11, 2013

  3. Training Sequence Fall 1 - Reports and Certification v1.3, October 11, 2013

  4. Rules Mute yourself HOLD Silence cellphones 1 Name & LEA conversation at a time Fall 1 - Reports and Certification v1.3, October 11, 2013

  5. Please do not multitask Fall 1 - Reports and Certification v1.3, October 11, 2013

  6. Agenda Requirements Certification Reports Data Submission Wrap-Up 2 Hours Fall 1 - Reports and Certification v1.3, October 11, 2013

  7. Fall 1 Accounts and Roles Fall 1 - Reports and Certification v1.3, October 11, 2013

  8. Important Dates CALPADS Calendar: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp Fall 1 - Reports and Certification v1.3, October 11, 2013

  9. What To Submit Fall 1 - Reports and Certification v1.3, October 11, 2013

  10. Record Relationships SSID Enrollment SSID Submitting files out of order may cause GERR005 errors. See CALPADS Error List on the Resources slide for details. Student Information SSID Student Program Fall 1 - Reports and Certification v1.3, October 11, 2013

  11. Information Reported Active Enrollment NCLB Subgroups Completers + Other Subgroups Dropouts Fall 1 - Reports and Certification v1.3, October 11, 2013

  12. Key Fields Active Enrollment Completer See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements Fall 1 - Reports and Certification v1.3, October 11, 2013

  13. Key Fields No-show Dropout Other Dropout Fall 1 - Reports and Certification v1.3, October 11, 2013

  14. Key Fields Lost Transfer* * Only students who meet these criteria and are also not reported as enrolled in a California school by Census day will be counted Fall 1 - Reports and Certification v1.3, October 11, 2013

  15. Sub-groups Reported Reported using: Student Information Student Program * SED definition is: Free or Reduced Price Meal (181-182) Parent Level of Education = 14 Fall 1 - Reports and Certification v1.3, October 11, 2013

  16. Programs Reported For Fall 1 programs the CDE prefers LEAs report eligibility in programs, but allows participation to be reported if necessary. Education Program Membership code indicates whether eligibility or participation is being reported. *New 13/14 program reporting participation not eligibility. Report programs at each school a student attends except for summer school Fall 1 - Reports and Certification v1.3, October 11, 2013

  17. Key Fields Gate Special Ed Migrant Ed Fall 1 - Reports and Certification v1.3, October 11, 2013

  18. Key Fields Socio-economically disadvantaged OR LEP Transitional KN Fall 1 - Reports and Certification v1.3, October 11, 2013

  19. Key Fields Title III Eligible Immigrant Although Pre K reporting is optional, it may be to the LEA's advantage to report Pre K Title III students as doing so may increase their Title III funding. Fall 1 - Reports and Certification v1.3, October 11, 2013

  20. Key Fields English Language Acquisition Status Reclassified Fluent English Proficient See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements Fall 1 - Reports and Certification v1.3, October 11, 2013

  21. English Language Acquisition Rules Once a student’s English Language Acquisition Status has been reported, the only changes (other than corrections) allowed are: TBD EL, RFEP, IFEP, EO EL RFEP Violating the above rules will cause a SINF0255 warning and SINF0267 fatal to be reported. A student’s initial English Language Acquisition Status cannot be RFEP (Invalid ELAS for new enrollment - SINF0266 fatal) ELAS Rules: http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.doc Fall 1 - Reports and Certification v1.3, October 11, 2013

  22. Reports – ODS versus Snapshot ODS (Operational Data Store) = All current CALPADS data Fall 1 - Reports and Certification v1.3, October 11, 2013

  23. Snapshot Generation Regular Nightly Processing ODS Snapshot Fall 1 Data After certification ODS Snapshot Fall 1 Data CALAPDS availability and nightly processing schedule is available at:http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp Fall 1 - Reports and Certification v1.3, October 11, 2013

  24. Certification Requirements Review all eight aggregate reports Zero fatal errors Resolveanomalies at leastbelow 2% Fall 1 - Reports and Certification v1.3, October 11, 2013

  25. FALL 1 DEMONSTRATION 25 Fall 1 - Reports and Certification v1.3, October 11, 2013

  26. State Reporting – Certification Status Fall 1 - Reports and Certification v1.3, October 11, 2013

  27. Certification Status Make sure you are looking at Fall 1 record Note – LEA Admin cannot view and certify certification aggregate reports. 1 2 3 Certification criteria: 1) Review all three certification reports 2) Zero fatal certification errors 3) Anomaly rate 2.0% or less Click links for detail 27 Fall 1 - Reports and Certification v1.3, October 11, 2013

  28. Certification Status Click Total Errors count to review error summary 28 Fall 1 - Reports and Certification v1.3, October 11, 2013

  29. All fatal errors must be resolved before LEA can certify Click the reveal button to expand or collapse the error summary Click the error count for detail 2 1 Certification Error Summary Fall 1 - Reports and Certification v1.3, October 11, 2013

  30. Students must have an accurate grade level effective for the current school year Continuously enrolled students need a student information (SINF) effective date on or after 7/1/13 and on or before 10/2/13 New students need a student information (SINF) effective date on or after their enrollment date and on or before 10/2/13 Certification Errors – CERT003 Fall 1 - Reports and Certification v1.3, October 11, 2013

  31. Click on tab Fall 1 Certification Error List for error description and suggested resolution CALPADS Error List • Error List link under the “Help” menu in CALPADS • http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Find errors using Error # as reference Fall 1 - Reports and Certification v1.3, October 11, 2013

  32. Certification Errors – CERT003 • Select SSID (click and drag or double-click) • Right click highlighted SSID • Click Copy 1, 2 3 Fall 1 - Reports and Certification v1.3, October 11, 2013

  33. 1, 2 3 • To look up student in the CALPADS ODS: • Point to State Reporting > Online Maintenance > Maintain Student Data • Right click Maintain Student Data • Click Open in New Tab (or Open in New Window if you prefer) • This action will open the Maintain Student Data screen in a new tab Certification Errors – CERT003 Fall 1 - Reports and Certification v1.3, October 11, 2013

  34. 1 • Right click in the SSID box and click Paste. • Click Search 2 Certification Errors – CERT003 Fall 1 - Reports and Certification v1.3, October 11, 2013

  35. Certification Errors – CERT003 Click Grade Fall 1 - Reports and Certification v1.3, October 11, 2013

  36. Note that there is no record with anEffective Start Date between 7/1/13 andCensus Day (10/2/13). Click Add New Record Certification Errors – CERT003 Fall 1 - Reports and Certification v1.3, October 11, 2013

  37. 1. Enter the first day of school the student attended for the current school year for the Effective Start Date Do not enter an End date, the system will provide one when subsequent records are entered 2. Select Grade Level Code Certification Errors – CERT003 9/3/2013 3. Click Validate 4. Click Post Fall 1 - Reports and Certification v1.3, October 11, 2013

  38. Certification Errors – CERT003 9/2/2013 9/3/2013 Grade level for current school year has been updated Fall 1 - Reports and Certification v1.3, October 11, 2013

  39. Certification Errors – CERT004 All students enrolled between 8/16/12 and 10/2/13 must have Ethnicity/Race information or an indicator that the Ethnicity/Race information was missing, regardless if they have exited Fall 1 - Reports and Certification v1.3, October 11, 2013

  40. To review and correct a student’s information, copy the SSID and open new window to find student Certification Errors – CERT004 Fall 1 - Reports and Certification v1.3, October 11, 2013

  41. Click Demographics Certification Errors – CERT004 Fall 1 - Reports and Certification v1.3, October 11, 2013

  42. Make sure you are updating the Record for the correct date Range. If one does not exist, you may need to add one. Certification Errors – CERT004 Note a student may have multiple records. Click on Update to add Ethnicity/Race information Note that when updating the demographics record for a student with a primary language other than English, you must first have a student status record that identifies their Initial US School Enrollment Date. No Ethnicity or Race has been provided for student Fall 1 - Reports and Certification v1.3, October 11, 2013

  43. Certification Errors – CERT004 Add the Hispanic Ethnicity Indicator. If not provided, use the Ethnicity Missing Indicator. Add up to five Race Codes. If none are provided, use the Race Code Missing Indicator. Fall 1 - Reports and Certification v1.3, October 11, 2013

  44. Certification Status Click Anomalies Percent for summary report 44 Fall 1 - Reports and Certification v1.3, October 11, 2013

  45. Must be below 2%. Note the Anomaly % Only includes MIDsand CCEs. Although, ERDs should still be reviewed because they affect graduate and dropout counts. 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. Fall 1 - Reports and Certification v1.3, October 11, 2013

  46. Certification Status Click the Snapshot name to access the Certification reports 46 Fall 1 - Reports and Certification v1.3, October 11, 2013

  47. All eight Aggregate Reports must be reviewed for accuracy A green checkmark will appear next to each report that has been reviewed Certification Reports Review Supporting reports should be used to further verify that data in the snapshot is accurate. Fall 1 - Reports and Certification v1.3, October 11, 2013

  48. Click a school’s name or linked category to get a report with student level detail Certification Reports – 1.1 More detail in Section 14 of the CALPADS User Manual For a description of how the subgroups are calculated, use the Fall 1 Certification Reports Data Mapping under the Quick Links at: http://csis.fcmat.org//Pages/Fall-1.aspx Fall 1 - Reports and Certification v1.3, October 11, 2013

  49. Click the arrows to the right of Student Name to sort alphabetically or reverse the sort Certification Reports – 1.2 (Support) More detail in Section 14 of the CALPADS User Manual Fall 1 - Reports and Certification v1.3, October 11, 2013

  50. Certification Reports – 1.6 This report provides graduate and dropout counts in the same sub-categories as report 1.1. More detail in Section 14 the CALPADS User Manual Fall 1 - Reports and Certification v1.3, October 11, 2013

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