REPORTS AND CERTIFICATION Fall 1 CALPADS Fall 1 Reports and Certification v2.0, August 16, 2011

REPORTS AND CERTIFICATION

Fall 1

CALPADS Fall 1 – Reports and Certification v2.0, August 16, 2011


Welcome

Introductions– Participants (FCMAT/CSIS)

Ground Rules– Mute phones while listening (mute or mic button)– Do not place the call on hold– Silence cell phones– Provide your name and LEA when speaking– One conversation at a time

Duration

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Course Description

Target Audience• LEA Program and Data Management Staff Responsible for

Overall District Enrollment• LEA System Administration Staff

Prerequisites• Essential 1 - Overview of Objectives and Requirements • Essential 2 - Features, Code Mappings and User Access• Essential 3 - SSID Enrollment

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Dates and Deadlines – p. 6 Fall 1 Data Collected – p.7 Fall 1 Steps & Checklist – p. 12 Demonstration

– Review certification reports– Correct certification errors

Common Problems and Questions – p. 54 Key Points – p. 66 Resources – p. 69

Agenda

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Course Objectives

The session will enable LEAs to do the following: Assign certification roles (level 1 and 2) Resolve common problems Appropriately use support tools Know how to use key reports Complete the steps for certification

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Dates and Deadlines

2011/2012 School Year– Information Day: 10/5/11– Certification deadline: 12/14/11– Amendment window: 12/15/11 – 1/18/12

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Fall 1 Data Collected

Current Year (active on 10/5/11)– Enrollments

Title III Eligible Immigrants

Previous Year (8/16/10 – 8/15/11)– Completers– Dropouts

Lost Transfers (exits between 8/16/10 and 8/15/11 not re-enrolled by 10/5/11)

No Shows (5/15/10 – 8/15/10)

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High School Graduates and Completers


Exit Reason

Completion Status Description Graduate Completer

E230 100 Graduated and received a standard high school diploma

Yes Yes

E230 250 Left school and obtained high school diploma through Adult Ed

Yes Yes

E230 106 Graduated with CAHSEE waiver No Yes

E230 108 Graduated with CAHSEE exemption

No Yes

E230 330 Left after passing the California High School Proficiency Exam

No Yes

E230 320 Left school and completed GED No Yes

E230 120 Student with an IEP left with a certificate of completion

No Yes

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Exits counted as dropoutsfor grades 7-12 and Ungraded Secondary (US)


Exit Reason Completion Status Description

E140 No known enrollment, identified as truant

E300 Expelled with no known enrollment

E400 Other or unknown

N420 Student completed prior school year but did not return next year

T270 Transfer to Adult Ed and then dropped out

T380 Transfer to a non-academic institution and not in a program to get a HS diploma

T460 Transfer to a home school program not affiliated with a private school or independent study program at a public school

E230 104 Completed HS graduation requirements, but did not pass CAHSEE

E230 360 Completed, but did not complete grad requirements

T160* Transfer to another California school

T165* Disciplinary transfer within California

T167* Non-disciplinary referral to adult alternative or independent study

* Counts as a dropout if not subsequently enrolled at another school as of Census DaySee CALPADS Code Sets for more detailed exit code and completion status descriptions

See CALPADS Data Guide (Section 3.7, pp. 143-151) for detailed dropout definition

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Matriculated No Show Dropout* (Grades 7-12 and US)Students that completed the highest grade level at a school and are expected to matriculate into another K-12 school but do not show up at that school. These students are counted as a dropout at the state level, but do not count as a dropout at either school individually.


Matriculated no show dropouts meet these criteria Student Exit Category = E230 (Completer Exit) School Completion Status = 480 (Promoted – Matriculated) Student Exit Date = 5/15 – 8/15 Student does not re-enroll on or before Census Day (School Start

Date <= Census date)

* Matriculated no show dropouts will not appear on report 1.9 (Completers and Dropouts). These students are not reported as a dropout at the LEA level but are reported as a dropout at the federal level.

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Enrollment, Completer, and Dropout sub-groups (Reports 1.1 and 1.6)

English Learners Title III Eligible Immigrants Gifted and Talented Education Title I Part C Migrant Special Education Program Limited English Proficient (EL + Selected RFEP) Socio-Economically Disadvantaged (NSLP or Parent

Ed Level = 14)Use the Fall 1 – Certification Reports Data Mapping to understandhow counts are derivedhttp://www.csis.k12.ca.us/library/calpads-training/#JA

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Fall 1 Steps

1. Assign Fall 1 roles– Fall 1 Data Collection Certifier– Superintendent Certifier

2. Sucessfully post records required for Fall 1– Student Enrollment (SENR)– Student Information (SINF)– Student Program (SPRG)

3. Review and resolve fatal certification errors4. Resolve anomalies below 2%


Fall 1 Steps

6. Review aggregate reports for accuracy7. Save/print aggregate & supporting reports8. Review supporting reports, i.e., 8.1c, 2.2 9. Certify Level 1 (data processor)10. Certify Level 2 (superintendent)


Fall 1 Checklist – Accounts and Roles


Roles* Certification

– Fall 1 Data Collection Certifier (Level 1)– Superintendent Certifier (Level 2)

Free Reduced Lunch** (NSLP)

Accounts Daily use

ReminderLEA Admin cannot certify

* Certification roles are applied overnight and will be active the next day** Free Reduced Lunch role is now required to upload SPRG files

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Fall 1 Checklist – Data Submissions

Student Enrollment (SENR)– Submit records for students that entered or exited during the 2010-

2011 school year– Submit records for new students to get SSIDs

Student Demographics (SINF)– Submit records for all students enrolled 8/16/10-10/5/11*

Student Program (SPRG)– Submit records for all students participating in programs– Submit records for all students who are eligible or participating in

NSLP. Prior year NSLP records must be closed before submitting current year ones.

* Important to avoid CERT003 and CERT004 errors

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Fall 1 Checklist – Verify Reports

Establish Report Review Process– Data stewards should review reports– Have reviewers sign off to verify they

have reviewed

Evaluate Certification Aggregate Reports– 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

– 4 Year Graduate Dropout Cohort

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Fall 1 Checklist – Verify Reports

Evaluate Certification Supporting Reports– Provide detailed lists of students counted in the aggregate reports– Can be filtered by school – for review by site principal– Can be filtered by subgroups – for review by program coordinators

2.2 Title III Eligible Immigrants 8.1c – Student Profile Dropouts – State View

– Use to identify dropouts re-enrolled and lost transfers (also reported in anomaly module as ERDs type B & C respectively)

Tip: Make sure the Academic Year is set to2011-2012 when reviewing snapshot reports

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Fall 1 Checklist - Certification

Certification Levels– Level 1 (Fall 1 Data Collection Certifier)

Usually the person who submits and processes the data– Level 2 (Superintendent Certifier)

Usually an administrator who reviews the reports for accuracy

Tip: Assign each of the certification roles to at least two people so that another person can certify if one is out of the office

Reminder: The LEA Admin account can not be assigned either certification role

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Fall 1 Tip – Certification

Certify button will not be enabled until– There are zero fatal certification errors (warnings will

not prevent certification but should be reviewed)– The combined CCE and MID rate must be 2% or less

CCE date range: 8/16/10 – 10/5/11 MID date range: last 14 months from processed date

– The Certification Aggregate Reports are reviewed• Review reports for accuracy• A reviewed report will have

a checkmark in a greencircle next to it

Note: You must also log in with an account that has a certifier role

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FALL 1DEMONSTRATION

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Fall 1 – After Certification

Certified Snapshot data will be retained in the snapshot database– Data is a copy of the ODS data pertaining to Fall

1 as of the prior night’s processing– Nightly snapshots will no longer be generated

Certified counts will be reported on DataQuest

Decertify will be enabled. If used, decertify will– Set the snapshot’s status to decertified– Allow nightly snapshots to resume– Request a new snapshot to be generated

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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 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).

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Common Problems - Certification

Problem CERT003 errors occur when the Student Information

(SINF) record has not been updated for the school year.

Solution Post student information for the current school year

– Batch processing - submit and post a current SINF file– Updating manually online - enter a current year grade level record

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Students must have demographic records that correspond to their enrollment records.

Students active on Census Day (10/5) must have a current year grade level record between 7/1 and Census Day.

For batch processing, Grade Level is updated by the Student Information (SINF), not the Student Enrollment (SENR).

LEA must have an open enrollment record to post a student information record.




Problem The CERT004 error occurs when the ethnicity or race

data is missing for any enrollments during the reporting period (8/16/10-10/5/11), including those with exit dates and reasons

Solution Post student information

• 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

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New Certification Error

Problem The CERT089 occurs when a student is reported with a

Student School Exit Category of E490, but was not reported at a subsequent school.

Solution If the student subsequently enrolled within your LEA, add a

new enrollment record to CALPADS. If the student subsequently enrolled in a school at another

LEA, contact the LEA where the student enrolled to have them add a record.

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Questions - Certification

Why is the certify button grayed out?– Certification criteria not met

Outstanding fatal errors Anomaly rate exceeds 2% All three aggregate reports have not been reviewed

– LEA Admin cannot certify– You must sign in with an account with the certifier role

Can I certify with errors?– Only fatal errors will prevent you from certifying– Warnings will not prevent certification, but should be reviewed

because they may identify inaccuracies not caught by errors

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Questions – Program Data

What membership code should be used for each program?

Program Eligible (1) Participating (3)Counted in

Report

Gifted and Talented Education (127)

Preferred Acceptable Eligible or Participating

Title 1 Part C Migrant (135)

Special Education (144)

Free or Reduced Price Meals/NSLP (175)

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Questions – Program Data

What start date should be used for each program?

Program Eligible (1) Participating (3)

Gifted and Talented Education (127)

Date student first identified

On or after student enrolled in LEA Title 1 Part C Migrant (135)

Special Education (144)

Free or Reduced Price Meals/NSLP (175)

Date student identified for the school year

On or after student enrolled in LEA in current

school year

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Questions – Reports

Why don’t the counts match on the ODS and snapshot versions of report 1.1 (Enrollment Primary Status by Subgroup)?

Report Option Date EffectiveEnrollment

Status Notes

Certification Status -> Aggregate Report

As of Information Day for current

school yearPrimary

Enrollment (10)

Active SENR and active SINF for the school year

(from 7/1 through Information Day)

Reports -> Snapshot Report

As of Information Day for user-

specified school year

Reports-> ODS Reports

As of user-specified date

Active SENR for the specified date

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Reminders

Create new accounts for LEA staff Reset passwords for LEA staff Update roles for LEA staff Review security report regularly*

– Update permissions for users whose duties have changed– Revoke accounts for users that have left the LEA

Submit CALPADS support requests on behalf of the LEA Provide CALPADS training and support for LEA staff


LEA Administrator Responsibilities

* See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports

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Reminders

ODS SnapshotFall 1 Data

ODS SnapshotFall 1 Data

Regular Nightly Processing

After certification

Nightly processing schedule is available at:http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp

Snapshot Generation


Reminders


Effects On Four-Year Adjusted Cohort Graduation Rate

Type of Student 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

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Upcoming Changes

Change Request #

Functionality Description

302 File Upload Passed records will display in list format with filter options

178 Valid Code Combinations

Valid Code Combinations and related errors will be updated to include valid combinations of completion code and grade level

284 Fall 1 Reports Dropouts that re-enroll with a short-term enrollment status (30) will still count as dropouts on Snapshot report 1.14

334 Fall 1 Reports New supporting report will be added for English Learners, similar to Spring report 2.8

344 Fall 1 Reports Certification report 1.9 will be adjusted to count dropouts the same way as DataQuest

288 Certification List of certification errors will more clearly distinguish errors and warnings

Primary Residence Category Code will be important for homeless data that the CDE is planning to collect

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Key Points

The Snapshot– Is a subset of the ODS records that apply to Fall 1– Is updated at night for any data posted prior to cutoff– Reflects data posted by the previous night

Reports– Filters affect what you see

Have data stewards review and verify reports– Four Year Graduation Cohort

Use resources to evaluate errors Check known issues before contacting the help

deskCALPADS Fall 1 – Reports and Certification v2.0, August 16, 201168

Key Points

To certify you must have– An Anomaly rate less than 2%– Zero Fatal Errors– Reviewed and verified all three aggregate reports (1.1,

1.6, 1.9) Two levels of certification are required Fall 1 Certifier (Level 1) Superintendent Certifier (Level 2) Print final certification reports or save as PDFs for

reference



Important Links

Certification deadline and amendment dates– http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp

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http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp


RESOURCES

http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

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RESOURCES

CALPADS ERROR LIST

Provides descriptions for rejected record or certification error messages

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RESOURCES

CALPADS CODE SETS

Provides code names and definitions

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RESOURCES

CALPADS DATA GUIDE

Provides data requirements for reported groups

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Reminders


OTHER RESOURCES Fall 1 Certification Reports Data Mapping

http://www.csis.k12.ca.us/library/calpads-training/Fall-1-Certification-Reports-Data-Mapping-20100405.pdf

Self-Paced Trainings http://www.csis.k12.ca.us/e-learning/sp-training/CALPADS/sp-traini

ng.asp

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http://www.csis.k12.ca.us/e-learning/sp-training/CALPADS/sp-training.asp

http://www.csis.k12.ca.us/e-learning/sp-training/CALPADS/sp-training.asp

Support

CALPADS URL– https://www.calpads.ca.gov/

CALPADS Support– CALPADS Service Desk Request Form (preferred

contact method) http://www2.cde.ca.gov/calpadshelp/default.aspx

– 916-325-9210– [email protected]

CALPADS-LEA Listserv (one-way)– http://www.cde.ca.gov/ds/sp/cl/listservs.asp


Support Information

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https://www.calpads.ca.gov/


Training Evaluation

http://www.csis.k12.ca.us/survey/calpads-training/

Please complete our survey

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Documents

REPORTS AND CERTIFICATION Fall 1 CALPADS Fall 1 Reports and Certification v2.0, August 16, 2011