View
216
Download
1
Category
Tags:
Preview:
Citation preview
Fall 2 Reporting & Certification v2.02
Welcome
Introductions
Ground Rules– Mute phones while listening– Do not place your phone on HOLD– Silence cell phones– Hold questions until Q&A periods
2
Fall 2 Reporting & Certification v2.0
Course Description
PREREQUISITE AND AUDIENCE
Target Audience …..• LEA Program and Data Management Staff Responsible for
submitting Course and Staff data to CALPADS• LEA System Administrator(s)
Prerequisites …..• Essential 1- 4 – Complete CALPADS Training series
• Hands-on Experience submitting and verifying SSID Enrollment and Fall 1
• Fall 2 Data Population
3
Fall 2 Reporting & Certification v2.0
This module includes the following: Dates and Deadlines Introduction to Fall 2 Data Submission
– Student– Staff– Course
Data Certification Wrap-Up
Agenda
4
Fall 2 Reporting & Certification v2.0
Course Objectives
Participants will understand …..• What data is expected
Participants will be able to …..• Enter and maintain staff data• Enter and maintain course data• Understand certification process and reports• Understand key certification errors
5
Fall 2 Reporting & Certification v2.06
Dates and Deadlines
2011/2012 School Year– Information Day: 10/5/11*– Certification deadline: 1/18/12– Amendment window: 1/19/12 – 2/17/12
6
* Plus 30 days for year-round schools that are off-track on Information Day
Fall 2 Reporting & Certification v2.0
INTRODUCTION to FALL 2Staff Assignments
HQT Compliance
Course Enrollment
English Learner (EL) Services
7
Fall 2 Reporting & Certification v2.0
Introduction to Fall 2
DATA COLLECTED
Student Profile Student Enrollment Student Information Student Programs
Staff Demographics Staff Assignments Course Section Student Course Section
Data used to identify English Learners
8
Fall 2 Reporting & Certification v2.0
Introduction to Fall 2
KEY POINTS
Fall 2 represents a point in time count of ….– 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
- Students enrolled in classes on Census Day - Course sections occurring on Census Day
Exceptions Tracked schools that are not in session on Census Day -
Course sections that begin no later than 30 calendar days after Census Day (reporting only for students enrolled on Census Day)
A/B Schedules - Report both A and B, not just courses in session on Census Day
9
Fall 2 Reporting & Certification v2.0
Introduction to Fall 2
KEY POINTS
Fall 2 counts course and staff data for the same group of students expected for Fall 1
There is a separate Certification for Fall 2
Fall 1 must be complete before finalizing Fall 2
10
Fall 2 Reporting & Certification v2.0
Introduction to Fall 2
MAIN CATEGORIES OF INFORMATION
• Staff Count and FTE
• Course Section Enrollment
• NCLB HQT Compliance
• By Content Area
• English Learner Services
• Student Count
• Count of Teachers Providing EL Services
11
Fall 2 Reporting & Certification v2.0
Introduction to Fall 2
CHANGES TO STATE CODES
2011/12 Code Set Revisions for Fall 2– Course Group State
– added Exploratory Wheel/Enrichment/Activity Class
– Non-classroom based or support assignment– Added Other Certificated Non-Instructional
Assignment– Four updates to Special Ed support assignments
1212
Fall 2 Reporting & Certification v2.0
Introduction to Fall 2
CHANGES TO STATE CODES
– Code Set Revisions for Fall 2 (cont)– Disability Category
– Changed Mental Retardation/Intellectual Disability– Country
– Retired, added, changed seven codes– English Language Acquisition Status State
– EO name definition updated – English or American Sign Language Only
1313
Fall 2 Reporting & Certification v2.0
Data Submission - Student
STUDENTS INCLUDED IN FALL 2
K-12 students (i.e. grade levels: KN, 01-12, UE, and US)
Open enrollment on Census Day
Enrollment Status Primary Secondary Short Term
1
15
Fall 2 Reporting & Certification v2.0
Data Submission – Student
In addition to Student Enrollment information, a student’s English Language Acquisition Status is key to identifying English Learners (ELs) on Census Day. CALPADS uses Effective Dates to manage this Student Information (SINF) data.
• The Student Information record must be effective on Census Day
STUDENT INFORMATION
16
Fall 2 Reporting & Certification v2.0
Data Submission – Student
ADD STUDENT INFORMATION
• The ELAS Student Information record must be effective on Census Day• The ELAS Start Date on the effective Student Information record
determines whether the student is EL on Census Day
English Language Acquisition Status (ELAS) Code
– Required for all Grade Levels ELAS Start Date
– Required unless status is “English Only” or “TBD”
Student Proficient or Advanced – Required if ELAS Code is
Reclassified FEP (RFEP)
17
Fall 2 Reporting & Certification v2.0
Data Submission – Student
KEY POINTS
No special submission of Student data for Fall 2 since Student Profile data is maintained in the ODS on an on-going basis and is submitted in Fall 1
18
Fall 2 Reporting & Certification v2.0
Data Submission - Staff
STAFF INCLUDED – SEID requiredTeachers
– Teachers (12) – Itinerant or Pull-out/Push-In Teachers (27) – Charter School Non-certificated Teacher (26)
Non-classroom Based Staff– Administrators (10)
– Non-certificated Administrator (25)
– Pupil Services (11)
STAFF NOT INCLUDED Classified staff are reported in aggregate in CBEDS-ORA
Employed as of Census Day
Employed within 30 days after Census Day for school tracks that are not in session on Census Day
20
Fall 2 Reporting & Certification v2.0
Data Submission - Staff
DATA EXPECTED
Staff Demographics (SDEM) such as SEID, employment start and end dates, total years of service in the education field, and total years of service in the Reporting LEAs
Staff Assignment (SASS)
– Job classification information for all teachers and non-classroom based staff
– Non-classroom staff assignment information for Job Classifications of Administrator, Pupil Services, & Non-certificated Administrator
There are two file types for staff data. The file types must be submitted in a specific order.
NOTE: Classroom staff assignment data are submitted with course data21
Fall 2 Reporting & Certification v2.0
Data Submission – Staff
ORDER OF DATA SUBMISSION
Staff Demographics adds the Statewide Educator Identifier (SEID) to CALPADS. It must be posted before Staff Assignment and Course.
Staff Assignment must be posted before Course files
12
3
22
Fall 2 Reporting & Certification v2.0
Data Submission – Staff
STAFF DEMOGRAPHICS
Data is captured by Effective Start Date and Effective End Date -- much like Student Information data
Each LEA submits a staff demo record for a specific staff person -- instead of one record for all LEAs as with Student Information data
Each LEA uses the same Statewide Educator Identifier (SEID) for the staff member’s demo record
CALPADS maintains changes in staff demographics over time by Effective Dates
23
Fall 2 Reporting & Certification v2.0
Data Submission – Staff
STAFF ASSIGNMENT
Batch Submission– By default, CALPADS uses replacement processing for staff
assignments – Each submission removes all existing assignment data for the school
for an Academic Year 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
CALPADS maintains Staff Assignmentsby School for each Academic Year
27
Fall 2 Reporting & Certification v2.0
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.
29
Fall 2 Reporting & Certification v2.0
DEMONSTRATIONDEMONSTRATION
STAFF DEMOGRAPHICS & STAFF DEMOGRAPHICS &
STAFF ASSIGNMENTSSTAFF 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
30
Fall 2 Reporting & Certification v2.0
Data Submission – Staff
KEY POINTS
1. A Staff Demographic record must exist in CALPADS for a SEID to submit the Staff Assignment record
2. Each LEA has its own Staff Demographic record for a specific staff person
3. 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 for the reporting period
31
Fall 2 Reporting & Certification v2.0
Data Submission – Staff
KEY POINTS
4. Staff Assignment data are submitted each year (for Fall 2 ONLY) to report Job Class, FTE, and assignments for non-teaching staff
– By School and Academic Year for Staff Assignments, fully replacing existing data for each Academic Year and School
5. Staff data are updated in CALPADS– As needed for Staff Demographics as staff enter and leave
employment within the LEA– Annually for Staff Assignment data for Fall 2 reporting*– Staff reported last year who are no longer employed will need
Employment End Date populated.
* Does not need to be updated throughout the year
32
Fall 2 Reporting & Certification v2.0
Data Submission – Staff
KEY POINTS
6. CALPADS determines which staff to report for the Fall 2 report period by
– Identifying the most recent demographic record that is effective during the Report Period
– Examining the employment dates on the identified effective demographic record for the Report Period
Teachers in tracked schools are Census Day + 30 days Admin and Pupil Services staff employed on Census Day
7. Staff Demographics and Assignments cannot be submitted for non-district employees (ROC/P teachers, contractors)
33
Fall 2 Reporting & Certification v2.0
Data Submission – Course
COURSE SECTIONS INCLUDED
Course sections with student enrollment on Census Day
AND
For school tracks that are not in session on Census Day, course sections that begin no later than 30 calendar days after Census Day
36
Fall 2 Reporting & Certification v2.0
Data Submission – Course
COURSE SECTION DATA EXPECTED
Two types of information are required:
Course Section
Student Course Section
37
Fall 2 Reporting & Certification v2.0
Data Submission – Course
ORDER OF DATA SUBMISSION
1.Complete Fall 1
2.Submit and post Staff Demographics
3.Submit and post Staff Assignments
4.Submit and post Course Section
5.Submit and post Student
Course Section12
3
45
38
Fall 2 Reporting & Certification v2.0
Data Submission – Course
COURSE SECTION DATA INCLUDES
These data provide information on the following: Course Offering - Content, NCLB instructional level, CTE Tech
Prep, UC/CSU approval, etc.
Course Delivery - Non-standard instructional level, education services, language of instruction, instructional strategy*, Highly Qualified Teacher (HQT) competency, etc.
Course Enrollment - Students enrolled in classes on Information Day
Teacher Assigned - The unique Statewide Educator Identifier ID (SEID) of the teacher
* English Learner Education Services data
39
Fall 2 Reporting & Certification v2.0
Data Submission – Course
COURSE SECTION DATA INCLUDES (cont.)
These data provide information on the following: Number of Unique Classes - The total number of unique Class
IDs
Class Size - Number of students in a class allowing multiple course sections to be counted as one class for class size analysis
Courses with Highly Qualified Teachers – Number of course sections being taught by highly qualified teachers per NCLB
40
Fall 2 Reporting & Certification v2.0
Data Submission – Course
DATA EXPECTED – All Schools
Valid SEID in each Course Section record– A “9999999999” can be used as a SEID* on the course
section record for the following: Charter School teacher teaching non-core class as defined by the
Charter Teacher not employed by LEA, such as:
ROC/P Teacher College Teacher Distance Learning Teacher COE Special Ed Teacher Private contractor
New teacher - SEID not yet provided by CTC
* No Staff Demographic or Staff Assignment record is submitted for a course section with 9999999999 as SEID
41
Fall 2 Reporting & Certification v2.0
Data Submission – Course
COURSE SECTION
Batch Submission– By default, CALPADS uses replacement processing for course sections – Each submission removes course sections for the school for an
Academic Year and Term and replaces it with the new data for the school for the Academic Year and Term
– Delete removes all existing course sections for a school for the Academic Year and Term
Online Transactions– Update/Delete modifies/deletes data for individual existing course data for
an Academic Year and Term
CALPADS maintains changes in Course databy School by Academic Year and Term
42
Fall 2 Reporting & Certification v2.0
Data Submission – Course
STUDENT COURSE SECTION
Batch Submission– By default, CALPADS uses Replacement Processing for student course
sections – Each submission removes student course sections for the school for an
Academic Year and Term and replaces it with the new data for the school for the Academic Year and Term
– Delete removes all existing student course sections for a school for the Academic Year and Term
Online Transactions– Update/Delete modifies/deletes data for individual existing student course
section data for an Academic Year and Term
CALPADS maintains Student Course Sectionsby School by Academic Year and Term
46
Fall 2 Reporting & Certification v2.0
DEMONSTRATIONDEMONSTRATION
COURSE SECTION & COURSE SECTION &
STUDENT COURSE SECTIONSTUDENT COURSE SECTION
Data Submission – Course
Add New CourseAdd Course Section(s)Add Student Course Section(s)Upload Batch FilesTroubleshoot Submission Errors
48
Fall 2 Reporting & Certification v2.0
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.asp49
Fall 2 Reporting & Certification v2.0
Data Submission – Course
KEY POINTS
1. Course-section and student course-section use full replacement processing for batch submissions by Academic Year, School and Term
2. Course-section data must be submitted and posted before student course-section data
3. All teachers reported in course-sections with a valid SEID must have a valid demographic record
4. Teachers reported with the “9999999999” SEID will not have a staff demographic or assignment record
5. Teachers reported with the “9999999999” SEID cannot be reported as Highly Qualified
50
Fall 2 Reporting & Certification v2.0
Data Certification
FALL 2 SNAPSHOT DATA
The Snapshot data represents Census Day (10/05/2011) Students enrolled on Census Day Classes occurring on Census Day or first occurring track after
Census Day Staff providing services during the Report Period
Admin and Pupil Services on Census Day Teachers (Census Day + 30 Calendar Days for tracked schools)
53
Fall 2 Reporting & Certification v2.0
Data Certification
AGGREGATE CERTIFICATION 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)
54
Fall 2 Reporting & Certification v2.0
Data Certification – Student
SUPPORTING REPORT
English Learner - Count by Primary Language (2.6)
Student Information ODS Download
EXTRACTS
55
Fall 2 Reporting & Certification v2.0
Data Certification – Staff
SUPPORTING REPORTS
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)
EXTRACTS
Staff Demographics ODS Download Staff Assignment - ODS Download
56
Fall 2 Reporting & Certification v2.0
Data Certification – Course
SUPPORTING REPORTS 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)
EXTRACTS Course Section Enrollment ODS Download Student Course Section Enrollment ODS Download
57
Fall 2 Reporting & Certification v2.0
DEMONSTRATIONDEMONSTRATION
Fall 2 CertificationFall 2 Certification
Data Submission – Staff
Certification Status
Certification Errors
Certification Process
58
Fall 2 Reporting & Certification v2.0
Data Submission – Staff
CERTIFICATION REPORTStaff Assignments
59
Fall 2 Reporting & Certification v2.0
Data Submission – Course
CERTIFICATION REPORT
Course Section(NCLB Core Course Instructional Level &
HQT Competency Code)60
Fall 2 Reporting & Certification v2.0
Data Submission – Course
CERTIFICATION REPORT
Course SectionNote CTE filtering
Student Information
61
Fall 2 Reporting & Certification v2.0
Data Submission – Course
CERTIFICATION REPORT
Student Information
Course Section & Student Course Section62
Fall 2 Reporting & Certification v2.0
Data Submission – Course
CERTIFICATION REPORT
Staff Demographics
Course Section & Student Course Section & Student Information63
Fall 2 Reporting & Certification v2.0
CERTIFICATION ERRORSCERTIFICATION ERRORS
Data Certification
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
65
Fall 2 Reporting & Certification v2.0
KNOWN ISSUESKNOWN ISSUES
Fall 2 Issues
http://www.cde.ca.gov/ds/sp/cl/index.asp
80
Fall 2 Reporting & Certification v2.0
Fall 2 Tips
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)
For classes with more than one instructional strategy, the recommended reporting hierarchy is:
– Special Ed– Home/Hospital– English Learners
81
Fall 2 Reporting & Certification v2.0
Data Certification
KEY POINTS
1. 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
2. Supporting reports provide detail
3. There are five aggregate reports and thirteen supporting reports. Allow plenty of time for review by staff
4. Remember batch submission rules when resolving errors related to staff assignment, course-section and student course-section data.
5. LEA Administrator role does not have access to view certification reports.
82
Fall 2 Reporting & Certification v2.084
Review
ORDER OF SUBMISSION
Upload and post in the following recommended order:
1. Student Profile
2. Staff Demographics
3. Staff Assignment
4. Course Section
5. Student Course Section
Course Section required before Student Course Section
Staff Demo required before Staff Assignment and Course Section
Student Enrollment and Information required before Student Course Section
12
3 4
5
84
85
Understand the submission process rules to avoid issues:
1. Student Profile
2. Staff Demographics
3. Staff Assignment
4. Course Section
5. Student Course Section
Replace or Delete: appliesto ALL records for each school
Add, Update, Replace, orDelete: applies to each record
BATCH SUBMISSION PROCESSES
Review
Fall 2 Reporting & Certification v2.085
Fall 2 Reporting & Certification v2.086
Review
BEST PRACTICES FOR FALL 1 AND FALL 2
1. Maintain and verify student data for Fall 1 – Ensure ELAS record for EL students is effective on Census Day and
that the “EL” Status on that effective record is effective on Census Day
2. Submit and verify staff data− Ensure the Staff Demographic record is effective during the Report
Period and that the employment dates on that effective record are also effective during the Report Period
3. Submit and verify course data− For batch, submit at least an entire term for each school submission
4. When Snapshots begin for Fall 2, reconcile any student related errors that could impact Fall 1 enrollments
5. Complete and certify Fall 1
6. Complete and certify Fall 2
86
Fall 2 Reporting & Certification v2.0
Data Submission Resources
The following are available to provide specifics on the CALPADS System and the procedures that guide your interaction with CALPADS ….. CALPADS File Specifications (CFS) CALPADS Code Sets CALPADS Valid Code Combinations CALPADS Error CBEDS Assignment/Course Code Mapping CALPADS SSID and Enrollment Procedures CALPADS User Manual with Glossary
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
SYSTEM DOCUMENTATION
88
Fall 2 Reporting & Certification v2.0
Data Submission Resources
CALPADS Frequently Asked Questions CALPADS Data Guide
– Section 3.5 on English Learners – Section 3.6 on Highly Qualified Teachers – Section 2.2 on Staff Data – Section 2.3.2 on Class Size
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
SYSTEM DOCUMENTATION (cont.)
89
Fall 2 Reporting & Certification v2.0
Data Submission Resources
The following are available to provide guidance on how to complete the certification process…..
Fall 2 Certification Reports Data Mapping
http://www.csis.k12.ca.us/library/calpads-training/
SUPPORT DOCUMENTATION
9090
Fall 2 Reporting & Certification v2.0
Data Submission Resources
SEID INFORMATION
The Commission on Teacher Credentialing (CTC) is responsible for assigning and maintaining SEIDs
SEIDS can be obtained by – contacting your County Credential Analyst
– accessing the CTC Credential Information Guide (CIG) at https://info.ctc.ca.gov/fmi/xsl/SEIDLookup/lookup.xsl *
For more information on SEIDs, see the CALPADS Data Guide
* Restricted to CIG users. Obtain the login information by contacting the Commission at HDESK@ctc.ca.gov
* Restricted to CIG users. Obtain the login information by contacting the Commission at HDESK@ctc.ca.gov
91
Fall 2 Reporting & Certification v2.0
Training Evaluation
Please Complete Our Survey
92
Questions
http://www.csis.k12.ca.us/survey/calpads-training/
92
Fall 2 Reporting & Certification v2.0
Data Submission – Course
StaffDemographics
StaffAssignments
Course Section
StudentProfile
Student Course Section
Course Section ID
SEID
SSID
93
Fall 2 Reporting & Certification v2.0
Data Submission – Course
CERTIFICATION REPORT – Business Rules
NCLB Compliant Course Section - An NCLB compliant course section is a course section designated as an NCLB core course that is being taught by a highly qualified teacher. A course section is compliant if NCLB Core Course Indicator = E (Elementary Core) or S (Secondary Core) and HQT Competency Code not = N (Not Highly Qualified).
English Learner Education Services - An English Learner Education Service is an education service provided to an English Learner that is delivered through a course section. A student is receiving an EL Education Service if the student has a Student Course Section record associated with (i.e. same Course Section ID as) a Course Section record where Education Service Code is not null.
– If a student is receiving multiple EL Services at a school, the student is counted in only one service If a student is receiving "Primary Language Instruction” (Code = 1) and any other EL Service, the student is
counted as 1 If a student is receiving “ELD Instruction and SDAIE Instruction But Not Primary Language Instruction” (Code =
4)” and one or both of 2 and 3 (and not 1), the student is counted as 4 If a student is receiving "ELD Instruction Only” (Code = 2) in a course section and "SDAIE Instruction Only”
(Code = 3) in another course section without 1 or 4 in a course section, the student is counted as 4
– If a student is receiving only one EL Service at a school, the student is counted in that service– If a student is not receiving an EL Service at a school, the student is included in “No Service” count
Source: User Manual Glossary (Examples)
94
Fall 2 Reporting & Certification v2.0
Data Submission – Course
KEY POINTS
1. Course Section must be posted before Student Course Section
2. A Course Section ID is an identifier for a Course Section assigned by a local educational agency. This is not a course section “number.” Generally it will be a combination of the local course name and course section number. This ID ties a specific student to a specific course section and it ties all of the information about that course section to the student. The Course Section ID must be unique by Academic Term, except when Multiple Teacher Code field is populated for a Course Section.
12
3
45
95
Fall 2 Reporting & Certification v2.0
Data Submission – Course
KEY POINTS3. A Class is defined as a specific instance of a course where one
or more Course Sections are delivered to one or more students by one or more teachers. In most cases, a Class would represent a specific teacher teaching a specific Course Section to a set of students at a specific time at a specific location. In another scenario, a class could represent one teacher teaching multiple Course Sections to groups of students at the same time in the same location. For this scenario, the CALPADS Class ID identifies the Course Sections that are occurring together.
4. A Class ID allows multiple course sections to be counted as one class for class size analysis and enrollment reporting. It is a unique identifier, assigned by the LEA or school submitting the data, that represents a unique class within the submission.
It must be unique within a school for the Academic Year. 96
Recommended