fall 1 - reports and certification advanced v2.0, september 07, 2011 reports and certification...

Fall 1 - Reports and Certification Advanced v2.0, September 07, 2011

REPORTS AND CERTIFICATIONADVANCED

Fall 1


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• Experienced Users

Prerequisites• Essential 1, 2, 3, & 4*• Fall 1 (prior year)

* Formerly called CALPADS 1, 2, 3, & 4

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Course Objectives – p. 5 Dates and Deadlines – p. 6 Fall 1 Data Collected – p. 7 Fall 1 Steps – p. 10 Fall 1 Checklist – p. 12 Common Questions and Problems – p. 23 Reminders – p.35 Upcoming Changes – p. 38 Key Points – p. 42 Submission Strategies – p. 44 Resources – p. 47

Agenda

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Course Objectives

The session will enable LEAs toKnow what data are included in Fall 1Prepare for Fall 1 reportingUnderstand changes for 2011-12Complete the steps for certificationResolve common problems

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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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Matriculated No Show Dropout* (Grades 7-12 and US)Students that are expected to matriculate to 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 for the school that they matriculated to or from.


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)Fall 1 – Certification Reports Data Mapping explains how counts are derived:

http://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– Free Reduced Lunch*

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%


* Now needed to upload SPRG files that contain Special Ed program records

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

Reminder: LEA 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 – Preparation

Review 2010-11 Fall 1 approach and practices– What can be improved in this year’s submission– Identify roles and responsibilities– Establish target dates for submissions and reviews

Local student information system (SIS)– Check with vendor for 2011-12 updates– Verify sites and district on same SIS version– Update SIS with new codes if not provided by vendor– Audit SIS records to ensure required data are populated

Verify data in other systems are complete and available, as needed

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Fall 1 Checklist – Data Submissions

Exit students that were promoted, transferred, graduated or dropped out in 2010-2011 school year

– If needed, update student program information for students enrolled after last Information Day

NSLP Program records must have a program end date for 10/11 school year

Get SSIDs for new students Update student information for all students active on Oct 5, 2011

(Information Day)– Student information must be updated for all enrolled students every year– Effective date must be on or after July 1, 2011 and on or before Oct 5, 2011

Update student programs for students active on Oct 5, 2011– For new students– All students who are eligible or participating in NSLP– Students who have become eligible or have begun participating in NCLB programs

since last information day

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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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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– Report counts reported through the Student National Origin Report

(SNOR) prior to the 2010-11 school year

8.1c – Student Profile Dropouts – State View– Use to identify lost transfers and dropouts re-enrolled (can also be

found using the anomaly module)

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

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Verify Race/Ethnicity Totals using report 1.5– Students with Ethnicity Indicator Missing marked Y AND

Race Missing Indicator marked Y are rolled up to Missing Category

– Students with Ethnicity Indicator Missing marked Y AND at least one Race Code identified are rolled up to the Race Category



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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Anomaly Status Report

Essential 4 training covers anomaly

resolution in detailMust be below 2%.

Note the Anomaly %Only includes MIDs

and CCEs. Although,ERDs should still bereviewed because

they affect graduateand dropout counts.

Reminder:ERD Type B anomalies (dropouts re-enrolled) will be subtracted from the dropout count published to DataQuest.ERD Type C anomalies (lost transfers) will be added to the dropout count published to DataQuest.

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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 1 – After Certification



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 Questions – Exit Codes

What exit code should be used:E450 Student leaving school (any time) - plans to enroll in another CA public

school (applies to K-6 only)

E490 End of the school year – student will be continuing in same school

E230 Student completing highest grade at school, must also submit completion status code

N420 Student no show – previously attended school

N470 Student no show – pre-enrolled, never attended schoolExit Date should be same as Start Date, or 1 day before Start Date

T160Student exiting any time – plans to attend another CA public schoolStudents exiting Alternative Schools must have expected school of attendance

T165 Transfer to another school for disciplinary reason - must have expected school of attendance

T167 Non-disciplinary referral to Alternative School or non-alternative Independent Study Program

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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)

Common Questions – Program Data

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Common 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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Common Problems – GERR0005

Problem• GERR0005 Error received online or batch

submission for SINF or SPRG• “Student not owned by LEA or School during specified effective

date period”

Solution• Compare the data in the submission file to the

current enrollment data in CALPADS to identify the error.

• Correct the enrollment/exit dates in CALPADS or correct the date in the submission file.

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Common Problems – GERR0005

SPRG record submitted for student at a school where for which no enrollment record exists in CALPADS



Common Problems – Errors

Problem The SENR027 error occurs when an enrollement 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 - Anomalies

Problem• Errors when combining SSIDs in MID resolution

• “Combination includes an open enrollment that is not the focus ID”• “The update will create one or more overlapping enrollments”

Solution• Exit or delete overlapping or duplicate enrollment records

• A student can only have one enrollment on any given day among all SSIDs being combined

• Exit duplicates using an exit date equal to the start date and an exit code of N470

• Clean up enrollment history after combine

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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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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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Important Details• 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.

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Problem• Subgroup counts are too low

Solution• Post student program records for the current

school year (SPRG for batch processing)

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Problem The certify button is grayed out

Solution Outstanding fatal errors Anomaly rate exceeds 2% All three reports have not been reviewed LEA Admin cannot certify The account does not have the certifier role*

* Certifier roles are not active until the day after they are assigned34

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

CALAPDS availability and 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

95 Anomalies ERDs and the ERD report will be able to be filtered by warning type

129 Anomalies Promoted completers (Student School Completion Status = 120) will be excluded from generating ERDs

137 Anomalies Some completers will be excluded from generating ERDs (Student School Completion Status = 120, 320, or 330)

186 Anomalies Middle name will no longer be used in MID anomaly matching

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

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

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Upcoming Changes

Change Request #


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

338 Fall 1 Reports EL reports, associated rules, and associated filters will be made the same for both Fall and Spring

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

127 File Status A new status will be added, "Partial Post“, to inidicate that jobs have posted for some schools in the file but not all

131 File Status Job ID and LEA Name will be added to the filter list for the View Submission Status, all Reports, and all Extracts

170 File Status A new status will be added “Post Requested”, to indicate Jobs that have been submitted for posting but have not started posting

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Upcoming Changes

Change Request #


188 File Upload The Local Student ID will be included on rejected records extracts and downloads

197 File Upload The SSID and Local Student ID will be added as filters on the Passed Records Screen

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

232 File Upload The Local Record ID field will be added to the rejected records extracts for all record types

142 IVR Validation will no longer allow duplicate Local IDs without SSIDs in the same SENR batch file

274 ODS Extract The ODS SINF extract will allow extracted SINF records to only include those owned by the LEA/school

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Upcoming Changes

Change Request #


107 SSID Request The Candidate List will be made available as a Report with the standard report output formats (PDF, CSV, Excel, HTML,TIFF, XML) and filters

176 Valid Code Combination

A new validation will be added to detect and invalid student age or grade level for students leaving for adult ed or a GED program (Student Exit Reason Code = T260, T270 or Student School Completion Status = 250, 320)


Validation will be modified to detect an invalid age or grade level for students who passed CHSPE but didn’t receive a high school diploma (Student School Completion Status = 330)


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

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

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Upcoming Changes

Change Request #


Code Set Country International Standards OrganizationAN - Retired code per ISO standardsZR - Retired code per ISO StandardsBO - Changed name per the ISO standardsSH - Changed name per the ISO standardsSS - Added code per ISO standardsBQ - Added code per ISO standardsCW - Added code per ISO standards

Code Set Education ProgramAdded new code 101, 504 Accommodation PlanCode Definition: An indication that a student has a 504 Accommodation Plan for a temporary disability.

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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 that day• 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

desk

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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

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Submission Strategies

Fall 1 Suggested Milestones• 10/31 – Complete SIS Data Population

• Ensure Initial 9th Grade Entry Year • Determine No Show exits for grade 7 to 12

• 10/10-11/18 – Upload SENR, SINF and SPRG• Review validation errors, reconcile as needed

• 11/21-12/13 - Review reports & Reconcile as needed• 12/14 – Certify


Submission Strategies

Fall 1 Certification Strategy• Obtain SSIDs before October• Update enrollments for October• Determine No Show exits for grade 7 to 12• Submit SINF and SPRG for all students enrolled

on information day• Allow several weeks to evaluate certification

(snapshot) reports and revise data• Know your local data



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

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

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


OTHER RESOURCES

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

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/

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

mailto:[email protected]

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


Training Evaluation

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

Please complete our survey

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


Questions

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fall 1 - reports and certification advanced v2.0, september 07, 2011 reports and certification...

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