REPORTS AND CERTIFICATION ADVANCED Fall 2 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

REPORTS AND CERTIFICATIONADVANCED

Fall 2

Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014

Courtesy Guidelines

Mute yourself

HOLD

Name & LEAconversation

at a time

1

Silencecellphones


Who’s Supposed to Be Here

Individuals assigned toCALPADS maintenance


Training Sequence


Essential 1:Data Coordinator Orientation

Essential 2:Interface & Administration

Essential 3:Data Submission

Essential 4: Anomalies

Fall 1

Fall 2 Data Population

Fall 2

Fall 2 Advanced

CALPADS 2014-15 System Changes

4

Agenda

60 minutes

Fall 2 Overview Certification

Wrap-Up


New Changes

5

Common Problems


Fall - 2 Overview

6


DATA COLLECTED Overview

1. Student Profile (Fall – 1) Student Enrollment Student English Language Acquisition Student Programs

2. Staff Demographics

3. Staff Assignments

4. Course Section

5. Student Course Section

Data used to identify English Learners

7

12

4

5

3


DATA SUBMISSION PERIOD

Fall 2 represents a point in time count of ….

• Students enrolled in classes on Census Day • Course sections occurring on Census Day

• Exceptions:• Tracked schools not in session on Census Day• Course sections that begin no later than 30 calendar

days after Census Day• 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 Day8


Information Reported

• Count and FTEStaff

• NCLB HQT Compliance• By Content Area

Course Section Enrollment

• Student Count• Count of Teachers Providing EL Services

English Learner Services

Fall 2 counts course and staff data for the same group of students expected for Fall 1

Fall 2 counts course and staff data for the same group of students expected for Fall 1.

9


What To Submit

Order Online Batch1 Student Enrollment SENR2 *Student Eng. Lang. Acq. SELA3 Student Program SPRG4 Staff Demographics SDEM5 Staff Assignments SASS6 Course Section CRSE7 Student Course Section SCSE

* Student English Language Acquisition data is used to identify English Learners for Fall-2.

10

Important Dates

Census DayOct. 1st Certification Deadline Amendment Window


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

11

Fall 2 Accounts and Roles


Reminders Daily use account LEA Admin cannot certify

Role Allows user to

Fall 2 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

SELA View and submit ELAS data

SPRG View and submit program data

SASS View and submit staff assignment data

SDEM View and submit staff demographic data

CRSE View and submit course data

SCSE View and submit student course data

12


Fall 2 Checklist – Preparation

Review 2014-15 Fall 2 Activities

• Identify roles and responsibilities• Establish target dates for submissions and reviews• Review upcoming Fall 2 changes

Local student information system (SIS) Activities

• Check with vendor for 2014-15 updates• Verify sites and district on same SIS version• Audit SIS records to ensure required data are populated

13


Fall - 2 Suggested Milestones

By 11/3 Complete Fall 2 data population in local SIS

Post SDEM, SASS, CRSE, SCSE files12/15 – 1/9

Resolve certification errors, review certification reports and update records if necessary1/12 – 2/20

Certify Fall-2 (level 1 & level 2)3/2 – 3/5

11/3 – 11/28 Upload SDEM, SASS, CRSE, SCSE files. Review

validation errors and reconcile as needed

Send reports to site leaders for approval2/23 - 3/2

14


FALL - 2 CHANGES

15

16

2014-2015 Changes


Functionality Description

File Layouts and Extracts*

• SELA – New – Report student English Language Acquisition Status• SSID Extract – Modified – Contains ELAS fields now

System*• SELA - ELAS submitted initially for students who have not previously been

reported in CALPADS and subsequently updated only when status changes

User Interface* • Online Maintenance – Student profile page reorganized• New Student English Language Acquisition category

Report

• Reports with EL counts - will use data from new data source (SELA Records)

• Fall 2 Snapshot Logic - modified to exclude Staff Demographic with Support Assignment = 6018 (Employee On Leave) on related reports

Validation Rule • CRSE0127 (Invalid NCLB Core Course Instructional Level Code) – now triggers as warning

Validation Rule • CERT063 (EL Student Reported for Whom No Services are Indicated) – now triggers a warning

* Detailed information about these changes is available in the “CP 14-15 System Changes” Training

16


Certification Review

17


Certification Requirements

18

Review allfive aggregate

reportsZerofatal

errors


Fall 2 Certification Reports

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

have reviewed

Evaluate Certification Aggregate 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)

19

Change to Report Data Sources


SENR

Reports will usedata from theirnew sources

ELAS

English Language

Acquisition Status

Grade

20


Data Certification – Student

21

SUPPORTING REPORT

• English Learner - Count by Primary Language (2.6)

EXTRACTS

• Student English Language Acquisition Status ODS Download


Data Certification – Staff

22

SUPPORTING REPORTS

• Staff – Count and FTE by Job Classification Disaggregated (4.2)• Staff – Teaching Assignments – Detail (4.3)• Staff Profile – List (4.4)• Staff - Non Classroom Based or Support Assignment – Detail (4.5)

EXTRACTS

• Staff Demographics ODS Download• Staff Assignment - ODS Download


Data Certification – Course

23

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)• 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


Fall 2 Steps

24


Common Problems

Common Problems

Lack of internal cooperation – Reporting HQT Status

Coordinate EARLY to identify teacher-course-section– State Course Code Assignment

Request signoff of current assignments– Report Verification

Request signoff of certification and supporting reports

Competing Priorities– Collect data throughout the year– Perform regular enrollment updates– Check ODS reports periodically



KNOWN ISSUES

Fall 2 Issues

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

40

Wrap-Up



Snapshot Generation

ODS SnapshotFall 2 Data

ODS SnapshotFall 2 Data

Regular Nightly Processing

After certification

CALAPDS availability and nightly processing schedule is available at:http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp

42

43

1 - Student ProfileAdd, Update, Replace, or Delete:

applies to each record

2 - Staff DemographicsAdd, Update, Replace, or Delete:

applies to each record

3 - Staff AssignmentReplace or Delete: applies to ALL

records for each school

4 - Course SectionReplace or Delete: applies to ALL


5 - Student Course SectionReplace or Delete: applies to ALL


Understand the order and submission process rules to avoid issues:

Batch Submission Order and Processes


Reminders


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

Create/revoke accountsReset passwordsUpdate rolesReview security reports

Manage accounts

Answer questionsProvide training

Support local users

Submit CALPADS support requests on behalf of the LEA

Act as liaison

System Documentation

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

45

Resources

Document Description Sections

CALPADS File Specifications (Forms)

File layout and requirements for batch submission

SENR, SELA, SPRG, CRSE & SCSE tabs

CALPADS Error List Detailed error message descriptions

Student Enrollment, Student English Language Acquisition, Student Programs, Course Section, Student Course Section and Fall 2 Certification tabs

CALPADS Data Guide Detailed requirements Sections 3.5, 3.6, 2.2 & 2.3.2

CALPADS Calendar

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


Self-paced Trainings

https://csis.fcmat.org/Pages/Self-Paced-Training.aspx

45


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


System Documentation


46

Resources

Document Description Sections

CALPADS Code Sets Detailed list and description of code values

CALPADS Valid Code Combinations

Detailed valid code combination list

CBEDS Assignment/Course Code Mapping

Mapping of old CBEDS assignments to new state course codes


Mapping Guide

https://csis.fcmat.org/Pages/Fall-2-Advanced.aspx

46



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#listservs


http://www2.cde.ca.gov/calpadshelp/default.aspx


Training Evaluation

Please Complete Our Surveyhttp://bit.ly/1n1yKOD

48

Questions

48

http://bit.ly/1n1yKOD

http://bit.ly/1n1yKOD

Documents

REPORTS AND CERTIFICATION ADVANCED Fall 2 Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014