REPORTS AND CERTIFICATION ADVANCED Fall 2 Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012

REPORTS AND CERTIFICATIONADVANCED

Fall 2

Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012

Rules

Mute yourself

HOLD

Name & LEAconversation

at a time

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Silencecellphones



Pleasedo not

multitask

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Who’s Supposed to Be Here

Individuals assigned toCALPADS maintenance


Training Sequence


Agenda

60 minutesCommon Problems

New Changes Fall 2 Overview Certification Review

Wrap-Up



Fall - 2 Overview

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DATA COLLECTED Overview

Student Profile Student Enrollment Student Information Student Programs

Staff Demographics Staff Assignments Course Section Student Course Section

Data used to identify English Learners

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DATA SUBMISSION PERIOD

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Information Reported


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.

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What To Submit


Order Online Batch1 Student Enrollment SENR2 *Student Information SINF3 Student Program SPRG4 Staff Demographics SDEM5 Staff Assignments SASS6 Course Section CRSE7 Student Course Section SCSE

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

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Important Dates


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

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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

SINF View and submit demographic 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

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Fall 2 Checklist – Preparation

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FALL CHANGES

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2012-2013 Changes


Implemented Functionality Description

7/01/2012 Code Set Education Program – 181 - Free Meal Program 182 - Reduced Price Meal Program

7/01/2012 Code Set Education Program - modified name and definition162 - Pregnant or Parenting (Formerly Cal-SAFE)

7/01/2012 Code Set Non-Classroom based or Support Assignment – added 6018 - Employee on Leave

7/01/2012 Code Set Education Program – Retired 131 - NCLB Title X Homeless175 - Free or Reduced Price Meal Program

8/13/2012 File Layout Migrant Student ID (SPRG) field 3.20 is now 11 characters

Extract New extract for SSID’s acquired online

Anomalies ERD Anomaly modified to exclude Short Term Enrollment Status (30) from being counted as a Lost Transfer

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2012-2013 Changes



Report Modified 1.5 to include LEA summary enrollment by grade (like old SIF report)

Report New 5.1a - Free or Reduced Price Meal (FRPM) Eligibility (school counts)

Report New 5.3a - Free or Reduced Price Meal (FRPM) Eligibility (student list)

Report Socio-Economically Disadvantage Sub-group - aggregate changed to include Program code 181 and 182

7/01/2012 Validation Rule Modify SPRG0080 – Includes new NSLP Codes 181 and 182 in the Membership validation

8/13/2012 Validation Rule New GERR0008 - Fatal error checks that first two digits of Migrant Student ID is 06 (SPRG field 3.20)

8/21/2012 Validation Rule Disable SINF0166 – Missing Student Initial Ninth Grade Entry Year (SINF field 2.47)

7/01/12 Validation Rule Error GERR002 - Fatal error when 131,175 have dates after 6/30/2012.

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2012-2013 Changes



Validation Rule New SINF0254 – Fatal error to prevent multiple open NSLP Program records

Validation Rule New SINF0255 - Warning to encourage appropriate classification and reclassification of English learners in ELAS Code field 2.41

Validation Rule New SASS0256 - Fatal error to prevent duplicate staff assignment records submission. (fields 8.15 - 8.21)

Validation Rule New SASS0257 - Fatal error when assignment code 6018 is used with any other assignment code (fields 8.15 - 8.21)

Validation Rule Modify SDEM107 - Change severity to fatal and adjust birthdate range


Certification Review

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Certification Requirements


Review allfive aggregate

reports


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)

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Data Certification – Student

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Data Certification – Staff

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Data Certification – Course

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Fall 2 Steps



Common Problems

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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 ISSUESKNOWN ISSUES

Fall 2 Issues

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

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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


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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

* 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

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Resources

Document Description Sections

CALPADS File Specifications (Forms)

File layout and requirements for batch submission

SENR, SINF, SPRG, CRSE & SCSE tabs

CALPADS Error List Detailed error message descriptions

Student Enrollment, Student Information, 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

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System Documentation

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

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Resources

Document Description Sections

CALPADS Code Sets File layout and requirements for batch submission

CALPADS Valid Code Combinations

Detailed error message descriptions

CBEDS Assignment/Course Code Mapping

Detailed requirements


Mapping Guide

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

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Support



Training Evaluation

Please Complete Our Survey

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Questions

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Documents

REPORTS AND CERTIFICATION ADVANCED Fall 2 Fall 2 Adv. Reporting & Certification v1.1, October 23, 2012