end of year (eoy) 1 & 4 reporting

End of Year (EOY) 1 & 4 Reporting

Course Completion, CTE, and Waivers

End of Year Training 1 & 4 v1.02, May 22, 2014

Who’s Supposed to Be Here


Individuals assigned toCALPADS maintenance

Supervisor of staffassigned to CALPADS

2

Training Sequence


Essential 1:Overview & Requirements

Essential 2:Interface & Administration

Essential 3:Data Submission

Fall 1

Fall 2 Data Population

Fall 2 Reporting

and CertificationEnd of

Year 1 & 4

End of

Year 2 & 3

Essential 4: Anomalies

3

Courtesy Guidelines


Mute yourself

HOLDSilence

cellphones

Name & LEA 1conversation

at a time

4

Agenda


Wrap-Up

EOY 1: Course Completion & CTE Status

Overview

EOY 4: Waivers & Exemptions

5

Overview


Acronyms


EOY [ee-oh-why] End of Year

CTE [see-tee-ee] Career Technical Education

CALPASS [kal-pass] California Partnership for Achieving Student Success

ROP/C [ar-oh-pee-see] Regional occupation program or center

AVID [av-idd] Advancement Via IndividualDetermination

IB [eye-bee] International Baccalaureate

7

Acronyms


UC [you-see] University of California

CSU [see-ess-you] California State University

CAHSEE [kay-see] California High School Exit Exam

ELA [ee-ell-ay] English-Language Arts

8

Information Reported in EOY


Count of completed courses and CTE students

EOY1: Course Completion and Career and Technical Education (CTE)

Count of CAHSEE Waivers and Exemptions

EOY4: Student Waivers

9

School Types Which Need to Report


Participants EOY 1 EOY 2 EOY 3 EOY 4

Crs Staff CTE Pgm Disc Waiv

School Type

Traditional (non-educational options schools) Y Y Y Y Y Y(2)

District Level Programs (Independent Study and Home Hospital Programs) P P P P P P(2)

County Community P P Y Y Y Y

District Community Day P P Y Y Y Y(2)

Youth Authority Schools (currently called Division of Juvenile Justice) P P Y Y Y Y(2)

Juvenile Court Schools P P Y Y Y Y(2)

Continuation High Schools P P Y Y Y Y(2)

Opportunity P P Y Y Y Y(2)

Alternative Schools of Choice Y Y Y Y Y Y(2)

State Special Schools Y Y Y Y Y Y(2)

Home and Hospital Schools(7) P P Y Y Y Y(2)

Special Education Consortium P P Y(1) Y Y Y(2)

Special Education P P Y(1) Y Y Y(2)

Non-Public School Group (0000001) (3) N N N P P P

ROP/ROC(5) N N N N N N

Y= Expected to submit dataN= NOT allowed to submit dataP= Permitted but not expected to submit data

(1) Students completing courses in grades 7-12 only(2) Only schools with students in grades 10-12(3) Records for students enrolled at Nonpublic Nonsectarian Certified Schools (NPS) should be submitted using school code 0000001 in the School of Attendance field (1.05) and NOT the individual NPS school codes. The actual NPS school code is submitted in the School of Attendance NPS field (1.06)(5) ROC/Ps will not submit data directly to CALPADS. CALPADS will collect data on student ROC/P course enrollment and completion through the student's primary school course enrollment and completion submission.(7) Home and Hospital schools are assigned a distinct county-district-school code and are not the same as a district-level operated Home and Hospital Program

10

Grades Which Need to Report


Participants EOY 1 EOY 2 EOY 3 EOY 4

Crs Staff CTE Pgm Disc Waiv

School Grade Levels Served

Infants - IN N N N Y(8) N N

Toddlers - TD N N N Y(8) N N

Prekindergarten - PS N N N Y(8) N N

Kindergarten - KN N N N Y Y N

First Grade - 01 N N N Y Y N

Second Grade – 02 N N N Y Y N

Third Grade – 03 N N N Y Y N

Fourth Grade – 04 N N N Y Y N

Fifth Grade – 05 N N N Y Y N

Sixth Grade – 06 N N N Y Y N

Seventh Grade – 07 P P P Y Y N

Eighth Grade – 08 P P P Y Y N

Ninth Grade – 09 Y Y Y Y Y N

Tenth Grade – 10 Y Y Y Y Y Y

Eleventh Grade – 11 Y Y Y Y Y Y

Twelfth Grade – 12 Y Y Y Y Y Y

Ungraded Elementary – UE N N N Y Y N

Ungraded Secondary – US P P P Y Y Y

Adult – AD N N N N N N

(8) Updated SINF data for Infant, Toddler, and Prekindergarten in EOY 2 are only required for purposes of certifying report 5.4 - Homeless Students Enrolled - Unduplicated Count by School

11

How Data Was Reported Before


EOY Data Previous Method1 Course

CompletionNone

1 CTE Secondary section of Carl Perkins CDE 101 E-1

4 Waivers CAHSEE Waiver Data Collection

12

How Data Will Be Used


EOY Data Funding Legislation Used for Parallel1 Course

CompletionNone None DataQuest No

1 CTE Carl Perkinsgrant

None Carl Perkins Program,DataQuest

Yes

4 Waivers None California Code of Regulations, Title 5, Division 1, Chapter 2, Subchapter 6, Article 2, Section 1207.1

DataQuest No

13

Updating CALPADS for End of Year


Update CALPADS with EOY records throughout the Academic Year (AY)

July 1, 2013 – June 30, 2014

Any student enrolled during the Academic Year will be counted

All new and updated records must be posted the day before certifying

to be included in the snapshot

14

What Record Types to Enter or Update


U= UpdateR=Required

Online BatchEnd of Year1 4

SSID Enrollment SENR U UStudent Information SINF U UStudent Program SPRG U UStaff Demographics SDEM UCourse Section Completion CRSC* RStudent Course Section Completion SCSC* R

Student CareerTechnical Education SCTE* R

Student Waivers SWAV* R

* Full replacement files Do not submit SASS. It is not required for EOY and submitting it may wipe out Fall 2 data

15

Record Relationships


Records above others must be posted before those below them or you may get rejected records

Course Section ID

SEID

Staff Demographics

Staff Assignments

Course Section

Completion

SSID

SSID Enrollment

Student Information

Student Course Section Completion

SSID

StudentWaivers

StudentCTE

16

Batch Submission


1

2 3

4

EOY file types are highlighted. Submit updates on other file types as needed to ensure accuracy.

17

End of Year Roles


EOY1 Data collection CertifierSDEMCRSESCTE

End of Year 1

EOY4 Data collection CertifierSWAV

End of Year 4

Superintendent CertifierSENRSINF

All

18

Important Dates for EOY 1-4


Snapshot starts

May 12

Certification deadlineJuly 18 *Amendment window

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

*There is no amendment window for EOY for 2013-2014

19

EOY 1: Course Completion & CTE Status


EOY 1: Purpose


CA Department of Education

Count of departmentalized

courses completed

Count of Career Technical Education

participantsCarl Perkins Program

DataQuest

21

EOY 1: Information Reported


Courses Completed

CTE Participants

Courses completed are not compared to course enrollment reported during Fall 2

22

EOY 1: Terminology


CTE Participants

ConcentratorsOn a pathway

Completed apathway

Completers

Completed a CTE coursebut not on a pathway

Non-concentrator

CTE Pathway

A sequence of courses providing academic knowledge and skills needed to prepare students for further education and careers… and which may lead to proficiency, a credential, a certificate, or a degree in a given career path.

23

EOY 1: Data Included


Course Completion

SSID Enrollment

Student Information

Primary, secondary, or

short term enrollments

Grades 7-12 and US

Course Section

Completion

Staff Demographics

Departmentalized courses including ROP/C (no self-

contained courses)

Teachers of courses

completed

Student Course Section

Completion

Enrollment in departmentalized courses including

ROP/C

Do not submit staff assignments. They are not required for EOY 1 and submitting them may wipe out Fall 2 data

24



Course Completion

Do Not Submit

Before/after school

Student aide

Summer session** Unless the student is already

enrolled in your school during the normal school year, do not submit summer course completion records.

Optional

Study hall

Homeroom

25



Career and Technical Education

SSID Enrollment Student Information

Primary, secondary, or short term enrollments

Grades7-12 and

US

Student CTE(Concentrators or

Completers)

Student Course Section Completion(Non-Concentrators)

Departmentalized CTE courses

26

EOY 1: Required Fields


Record Element(s) Values and/or NotesSENR Enrollment status 10, 20 or 30

SINF Grade Level 07-12, or US

SDEM SEID Matches SEID in one or more CRSC records

CRSC

Reporting LEASchool of Course DeliveryAcademic Year IDCRS-State Course CodeCRS-Local Course IDCRS-Course NameCRS-Course Content CodeCRS-UC CSU Approved IndicatorCourse Section IDAcademic Term Code

SEID Valid SEID or 9999999999

Local Staff ID

See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements

Course Completion or CTE Non-Concentrator

27



Record Element(s) Values and/or Notes

CRSC

Instructional Strategy Code 300 or 700 if applicable

Independent Study Indicator

Distance Learning Indicator Y or N

Education Program Funding Source Code 113 if CA Partnership Academy Course

SCSC

Student Credits AttemptedStudent Credits Earned

9-12 grade students only

Student Course Final Grade

UC/CSU Admission Requirement Code

Marking Period Code (SCSC)

Course Completion or CTE Non-Concentrator continued

28



Record Element(s) Values and/or NotesCRSC CRS-State Course Code 4000-5955 for Non-concentrators

CRSC CRS-CTE Technical Preparation Course Indicator Y

Record Element(s) Values and/or NotesSENR Enrollment status 10, 20, or 30


SCTE CTE Pathway Code <Any valid code>

Record Element(s) Values and/or NotesSENR Enrollment status 10, 20, or 30


SCTE CTE Pathway Completion Academic Year ID <Valid year range>

CTE Non-Concentrator

CTE Concentrator

CTE Completer

29

EOY 1: Online – Adding or Maintaining Course Section Completion Data


43

1

2

7a Click add a new course section

7b

Click edit an existing course section

Make sure the academic year is correct and Submission Type is set to Course Completion

65

30

EOY 1: Online – Adding Course Section Completion Data


Course Instructional Level Code is referred to as Non-Std Instr Level in snapshot reports

Fields not relevant to EOY1 are not required or stored by CALPADS and are greyed out when editing course section records

Required

Conditional

31

EOY 1: Online – Adding Student Course Section Completion Data


via Course Section1

3

2

4

6

Make sure Submission Type is set to Course Completion

5

7

32



via Course Section

8

33



via Course Section

9b

9a

34



Add a record for each marking period that accrues credits for which a grade is given within a single course.

Required if student grade level is 9-12 or US

Required

Conditional

Enter the SSID, then click Lookup.

10

11

via Course Section

35



3

1

2

via Student

4

65

7

36

EOY 1: Online – Adding Student CTE Status


4

5

3

1

2

via Student

37

EOY 1: Online – Adding Student CTE Status


via Student

Required

Conditional

6

7

38

EOY 1: Error Highlights


Error Code Severity Error Message

GERR001 F SCSC: Student Course Final Grade - requiredSCSC: Marking Period – requiredSCTE: CTE Pathway Code - required

SDEM0107 F Invalid Staff Age

SASS0257 F Invalid Assignment Code for Employee on Leave

CRSC0135 F Invalid SEID in Course Section record

CRSC0137 F Invalid Education Program Course Content code or CTE CRS-State Course Code

CRSC0199 F Invalid NPS School of Course Delivery

CRSC0231 F Mismatch of Course (CRS) Attributes

SCSC0140 F Missing Student Credits Attempted

SCSC0141 F Missing Student Credits Earned

SCTE0242 F Invalid CTE Pathway Completion Academic Year ID for Academic Year

Error Code Severity Error Message

CERT054 F Staff Demographics Missing

CERT081 W No Student Course Section Data for a Secondarily or Short Term Enrolled Student

CERT098 W Student Course Section for SSID Not Enrolled during Report Period

CERT099 W No Student Course Section Data for a Primarily Enrolled Student

CERT100 W No Enrollment for Course Section

Rejected Records

Certification Errors

39

EOY 1: Reports


3.12 – Career Technical Education Participants – Count

Disaggregated

3.13 – Career Technical Education Participants –

Student List

3.14 – Career Technical Education Concentrators and

Completers – Count by Pathway

3.15 – Career Technical Education Concentrators

and Completers – Student List

3.11 – Course Sections Completed

– Student List for Departmentalized

Courses

3.10 – Course Sections Completed – Count and

Details for Departmentalized Courses

3.9 – Course Sections Completed – Count by

Content Area for Departmentalized

Courses

3.16 – Educational Options Course Completion –

Student Count

40

EOY 1: 3.9 - Course Sections Completed


School Code

School Name Content Area

State Course Code

Local Course ID &

Course Name# CourseSections

# of Students Completing at Least One Section of

Course

Males Females Total5814530 FCMAT

High14-English Language Arts

2101-Comprehensive English

ENG001-Comprehensive English

5 80 70 150

ENG54-English Language & Composition

6 90 91 181

2106-English Literature

PE01-English Literature 1

4 25 100 125

15-Foreign Language

2215-Chinese (Advanced)

MA44-Chinese 4

3 20 20 40

18-Mathematics 2414-Analytic geometry/ pre-calculus

AB76-Advanced Mathematics

7 150 62 212

Course Completion (CRSC) dataStudent Course Section Completion (SCSC) data

Course Completion counts exclude courses that are:- Completed by students in grades K-6- Self-contained (course code=1000)

41

EOY 1: 3.12 - Career Technical Education Participants


School Code

School Name Gender Ethnicity/Race

# CTE Concentrators(including Completers) *

# CTE Non-Concentrators

Total CTEParticipants

5814530 FCMAT High

F Hispanic 88 14 102White 2 3 5All 90 17 107

M Hispanic 45 5 50Asian 25 5 30Multiple 5 5 10Missing 1 1 2All 76 16 92

All Hispanic 133 19 152White 2 3 5Asian 25 5 30Multiple 5 5 10Missing 1 1 2All 166 33 199

Student CTE(SCTE) data

Includes CTE Pathways and CTE course completion records

Student Course Section Completion (SCSC) data Click to expand the view of the data

46

EOY 1: 3.13 - Career Technical Education Participants - Student List


SchoolCode

SchoolName SSID

StudentName Local ID Gender Grade

Ethnicity/Race

EnrollmentStatus

CTEPathway

5814530 FCMATHigh 4254697123 Cooper,

Michael 789984 M 10 White 01-Primary 102-Agriscience

4254697123 Drew,Janet 840216 F 12 Hispanic 01-Primary

5814531 CSISHigh 4254697123 Wilken,

James 389118 M 06 Multiple 01-Primary 132-Education

Student CTE (SCTE) data

Key IndicatorsCTE

CompleterYear

Title III EligibleImmigrants

Gifted andTalented

EducationTitle I Part C

MigrantSpecial

EducationPregnant orParenting

LEP (EL +Selected RFEP)

Socio-economicallyDisadvantaged

Y

Y Y Y Y

2010-2011 Y Y Y Y

Student Program (SPRG) data

Student Information (SINF) data

Absence of CTE Pathway code indicates courses only

(non-Concentrator)

Absence of CTE Completion Year indicates

that student was not a completer this reporting

year

47

Concentrator Key indicators# Title III Eligible

ImmigrantsPregnant or Parenting

# Gifted andTalented

Education

# Title IPart C

Migrant# SpecialEducation

# LEP (EL +Selected

RFEP)

# Socio-economically

Disadvantaged1 1 0 0 1 Y2 0 0 1 4 Y3 1 0 1 5 N2 1 0 0 1 Y0 0 1 0 2 N2 1 1 0 3 Y3 2 0 0 2 N2 0 1 1 6 N5 2 1 1 8 N

EOY 1: 3.14 Career Technical Education Concentrators and Completers – Count by Pathway


CTESchool Code School Name CTE Pathway Gender # Concentrators # Completers

5814530 FCMAT High 100-Agriculture Business F 2 2M 23 15All 25 17

101-Agriculture Mathematics F 0 0M 5 1All 5 1

TOTAL F 2 2M 28 16All 30 18

Student CTE(SCTE) data

Student Programs (SPRG) dataStudent Information (SINF) data

CTE course completion records excluded from this report48

EOY 1: Reminders


Course completion for End of Year 1 is not compared to Course enrollment from Fall 2

Do not submit the SASS file. Staff

Assignment data is not required

for EOY and submitting a file may

wipe out previously submitted

data

Course completion is

only required for

departmentalized

classes in grades 7-12

CTE Non-Concentrators are reported in the CRSC file only while CTE Concentrators are

determined using the SCTE file

SEIDs submitted in Course Section

Completion (CRSC) records are

checked to make sure a

corresponding Staff Demographic

(SDEM) record exists in CALPADS

(unless SEID is 9999999999)

50

Break Time!


5 minute break

Remember that you can attend the CALPADS Q & A sessions on Wednesdays at 3 p.m. if you have additional questions during the submission window. Sign up on the CSIS CALPADS training registration page listed in the Resources section near the end of this presentation.

51

EOY 4: Waivers & Exemptions


EOY 4: Purpose


Waivers and exemptions that

have been granted, denied or

withdrawn

Reporting per California Code of Regulations, Title 5, Section 1207.1

CA Department of Education

DataQuest

53

EOY 4: Information Reported


Waivers

Exemptions

54

EOY 4: Terminology


WaiverAllows a student to pass the CAHSEE

with a modified score and accommodations

ExemptionIndicates that a student is required to take the

CAHSEE, but not required to pass

As of July 1, 2009 students with disabilities (Special Ed or 504 Accommodation Plan) are not required to pass the CAHSEE to graduate

55



Waivers or Exemptions

If student exited, exit date is between

7/1/2013 and 8/15/2014;

completion status is 106 or 108

Program Type = 144 (Special Ed) or 101

(504 Accommodation Plan)

Primary or specialized services

enrollments

Grades10-12, or

US for waivers;

grades 12 or US for

exemptions

Student InformationSSID Enrollment Student Program Waiver or

Exemption

56



See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements


SENREnrollment Status Code 10 or 40

Student School Start Date & Student School Exit Date Enrollment between 7/1/2013 and 8/15/2014

SPRGEducation Program Code 144 (Special Education) or

101 (504 Accommodation Plan)

SWAV

SSIDLocal Student IDStudent Legal First NameStudent Legal Last Name Student Birth DateStudent Gender CodeEducation Regulatory Exemption Outcome Start Date

Waivers and Exemptions

57



Record Element(s) Values and/or NotesSENR Student School Completion Status blank or 106

SINF Grade Level Code 10-12 or US

SWAVEducation Regulatory Exemption 1 (Math waiver), 2 (ELA waiver)

Education Regulatory Exemption Outcome 1 (Granted), 2 (Denied) or 3 (Withdrawn)


SENR Student School Completion Status blank or 108

SINF Grade Level Code 12 or US

SWAVEducation Regulatory Exemption 3 (Exemption)

Education Regulatory Exemption Outcome 1 (Granted)

Waivers

Exemptions

58

EOY 4: Online - Adding Waivers or Exemptions


3

1

2

4

5

6

Search for an existing SSID or choose a list to view

59

EOY 4: Online - Adding Waivers or Exemptions


7b

7a

Add a new waiver records or edit existing waiver records

Required

60

EOY 4: Error Highlights


Error Code Severity Description

SWAV0158 F Duplicate waiver

SWAV0205 F CAHSEE Waiver Start Date is outside the Academic Year Date Range submitted

SWAV0209 F Missing Disabled Student Program Record

SWAV0228 W Potential Invalid Grade Level

SWAV0229 F Third granted Education Regulatory Exemption submitted for a student

Error Code Severity Description

CERT072 W No Waiver Data Submitted for a Student with a 106 or 108 School Completion Status

CERT092 F Missing Disabled Student Program Record

Rejected Records

Certification Errors

61

EOY 4: Reports


6.3 – CAHSEE Waivers and Exemptions – Student List

6.2 – CAHSEE Waivers and

Exemptions – Count Disaggregated

6.1 – CAHSEE Waivers and

Exemptions - Count

62

EOY 4: 6.1 - CAHSEE Waivers and Exemptions - Count


Student must have a Special Ed (144) or a 504 Accommodation Plan (101) record during the reporting period that also overlaps the student’s enrollment in the LEA.

CAHSEE Math Waiver (1)SchoolCode

SchoolName

TotalRequested # Granted # Denied # Withdrawn

5814530 FCMAT High 63 10 5 65814531 CSIS High 58 5 5 21234567 123 High 64 20 2 6

TOTAL – Selected Schools 118 35 12 12

Student Waiver (SWAV) data

CAHSEE ELA Waiver (2) CAHSEE Exemption (3)# Granted # Denied # Withdrawn # Granted # Denied # Withdrawn

20 4 4 8 0 320 7 5 5 0 43 2 8 16 0 5

43 13 17 29 0 12

63

EOY 4: 6.2 - CAHSEE Waivers and Exemptions - Count Disaggregated


OutcomeSchoolCode

SchoolName

RegulatoryExemption Gender

Ethnicity/Race

TotalRequested

# Granted(1)

# Denied(2)

# Withdrawn(3)

5814530 FCMAT High 1-CAHSEE Math Waiver

F Hispanic 12 4 7 1White 9 2 5 2All 21 6 12 3

M Hispanic 14 7 6 1White 11 8 3 0All 25 15 9 1

All Hispanic 26 11 13 2White 20 10 8 2All 46 21 21 4

2-CAHSEE ELA Waiver

F Hispanic 10 4 6 0All 10 4 6 0

All Hispanic 10 4 6 0All 10 4 6 0

All F Hispanic 22 8 13 1White 9 2 5 2All 31 10 18 3

M Hispanic 14 7 6 1White 11 8 3 0All 25 15 9 1

All Hispanic 36 15 19 2White 20 10 8 2All 56 25 27 4

Student Waiver (SWAV) data Click to expand the view of the data

64

EOY 4: 6.3 - CAHSEE Waivers and Exemptions - Student List


SchoolCode

SchoolName SSID

StudentName Local ID

Gender Grade

Ethnicity/Race

RegulatoryExemption

Code

RegulatoryExemptionOutcome

OutcomeStartDate

DisabilityCategory

5814530 FCMATHigh 4254697123 Cooper,

Michael 789984 M 11 White 1-CAHSEEMath Waiver 1-Granted 3/4/2010 220-Hard of hearing

(HH)

7458123468 Drew,Janet 840216 F 12 Hispanic 2-CAHSEE

ELA Waiver 2-Denied 5/12/2009240-Speech or

language impairment (SLI)

5814531 CSISHigh 6452868745 Wilken,

James 389118 M 11 Multiple1-CAHSEE

Math Waiver 1-Granted 6/5/2008

1483772994 Craig,Janice 456412 F 12 Missing

1-CAHSEEMath Waiver 2-Denied 7/12/2009 220-Hard of hearing

(HH)

6942812645 Parish,Sandra 561565 F 11 White 2-CAHSEE

ELA Waiver 3-Withdrawn 3/2/2008 220-Hard of hearing (HH)

Student Waiver (SWAV) data

Disability Category based on most recent SPRG record for program 144 (Special Education). A blank indicates student has record for program 101 (504 Accommodation Plan).

65

EOY 4: Reminders


Students with 106 (waiver) or 108 (exemption) completion codes are expected to report waiver or exemption records

Waivers and exemptions

are granted through a

local governing board

As of 7/1/09 Special Ed

students or those with a 504

Accommodation Plan are

exempt from having to pass

the CAHSEE per Ed Code

60852.3(a)

A student may not have more than two waiver (SWAV) records

66

Wrap Up


Full Replacement Files


EOY Rec Type Operational Key Fields

1

CRSCSchool of Course DeliveryAcademic Year IDAcademic Term Code

SCSC

School of Course DeliveryAcademic Year IDAcademic Term CodeMarking Period Code

SCTE School of AttendanceAcademic Year ID

4 SWAV

Academic Year IDReporting LEA SSIDEducation Regulatory Exemption Code

68

Programs Used for Report Sub-Groups


Value Used In

F Filters

R Report

N/A Not applicable

Legend

These programs are used in reports (R) or report filtering (F) on SSIDs that have met the criteria for inclusion in one or more of the EOY submissions. If displayed in reports, LEAs are expected to assess their accuracy.

EOY Report Migrant Ed (135)

Socio-Economically

Disadvantaged Special Ed (144)GATE (127)

1-4 1.0a N/A N/A N/A N/A 1 3.12 F F F F1 3.14 F, R F, R F, R F, R1 3.10 F 1 3.11 1 3.9 1 3.13 F, R F, R F, R F, R1 3.15 F, R F, R F, R F, R1 3.16 2 5.1 2 5.4 F F F2 5.2 F F F F2 5.3 F F F F2 5.5 F, R F, R F3 7.1 3 7.3 3 7.4 3 7.6 3 7.2 F, R F, R F, R F, R3 7.5 F F F F4 6.1 4 6.2 F F F F4 6.3 F F F, R F

69

End of Year Steps


Submit records

Review and fix certification errors, review warnings Review reports

3. Review Snapshot

Level 1 (EOY 1-4 Data Collection Certifier) Level 2 (Superintendent Certifier)

4. Certify

SIS Roles

1. Setup

Fix rejected records Post records

2. Update the CALPADS ODS

70

Certification Status


Each EOY snapshot must be individually certified at Level-1 and then at Level-2

71

Certification Details


2

3

1

4

Data Processor 1 2 4

Superintendent or Administrator

1 3 4

1

2

72

Suggested Timeline


Complete SIS Data Population 6/2010days

Upload files and correct errors or discrepancies as needed 6/275

days

Review certification reports, correct errors, and fix discrepancies

7/23days

Distribute reports for review and approval 7/10*6

days

Certify (level 1 and level 2) 7/181day

Reminder: If you plan to decertify, allow adequate time to make corrections and for snapshots to run

* Make sure to adjust dates if your school year ends earlier or your office closes earlier for summer

73

Certification Reminders


The last day to make changes that will be included in the snapshot is the day before the certification/ amendment deadline

Remember to review all reports

before certifying

Make sure your snapshot is

certified at Level 2. If you don’t

certify at Level 2, none of your

work counts.

If you are certified and then decertify, you must recertify on or before the deadline date for your data to be pulled.

74

System Documentation

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

Resources


Document Description SectionsCALPADS File Specifications (Forms)

File layout and requirements for batch submission

SENR, SINF, SPRG, SDIS, SWAV, SDEM, CSRC, SCSC, & SCTE tabs

CALPADS Code Sets Detailed state code lists

CALPADS Valid Code Combinations

Matches up related codes

CALPADS Error List Detailed error message descriptions

SENR, SINF, SPRG, SDIS, SWAV, SDEM, CSRC, SCSC, SCTE, EOY 1-4 tabs

CALPADS Data Guide Detailed requirements

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

75


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

Resources


Career Technical Education documentshttp://www.cde.ca.gov/re/pn/fd/documents/cteframework.pdfhttp://pubs.cde.ca.gov/CTE/index.aspxhttp://www.cde.ca.gov/ci/ct/rp/basics.asp

CALPADS Training Registrationhttps://www.calpads.ca.gov/Training/

76

http://www.cde.ca.gov/re/pn/fd/documents/cteframework.pdf




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

77

Training Evaluation


Please complete our surveyhttp://bit.ly/1n1yKOD

78

http://bit.ly/1n1yKOD

end of year (eoy) 1 & 4 reporting

Documents

end of year eoy

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