reports and certification advanced

REPORTS AND CERTIFICATIONADVANCED

Fall 2

Fall 2 Adv. Reporting & Certification v2.12

Introductions and Ground Rules

Introductions

Ground Rules– Mute phones while listening– Do not place your phone on HOLD– Silence cell phones– Hold questions until Q&A periods

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Course Description

PREREQUISITE AND AUDIENCE

Target Audience …..• LEA Program and Data Management Staff Responsible for

submitting Course and Staff data to CALPADS• LEA System Administrator(s)Prerequisites …..• Essential 1- 4 – Complete CALPADS Training series

• Hands-on Experience submitting and verifying SSID Enrollment and Fall 1

• Fall 2 Data Population

• Fall 2 (Experience)

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This module includes the following: Introduction to Fall 2 Fall 2 Changes for 2011 Fall 2 Data Submission Certification Analysis Demo Common Problems Known Issues Wrap-Up

Agenda

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Course Description

COURSE OBJECTIVES

Participants will understand …..• What data is expected for Fall 2• Data Changes for Fall 2 2011• File submission order• How to use documentation• How to generate an ODS download• Which certification reports are required

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INTRODUCTION to FALL 2

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Introduction to Fall 2

DATA COLLECTED

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

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 that are not in session on Census Day -

Course sections that begin no later than 30 calendar days after Census Day (reporting only for students enrolled on Census Day)

A/B Schedules - Report both A and B, not just courses in session on 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 Day

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

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DATA SUBMISSION DATES

CENSUS DAY - October 5, 2011



DATA SUBMISSION

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

There is a separate Certification for Fall 2

Student enrollment differences may occur between Fall 1 and Fall 2

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MAIN CATEGORIES OF INFORMATION

• Staff Count and FTE

• Course Section Enrollment

• NCLB HQT Compliance

• By Content Area

• English Learner Services

• Student Count

• Count of Teachers Providing EL Services

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FALL 2 CHANGES

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Fall 2 Changes

CHANGES TO STATE CODES

2011/12 Code Set Revisions for Fall 2– Course Group State

– 6024 (Exploratory Wheel/Enrichment/Activity Class) – New Code

– 4232 (Preparing to work in therapeutic svcs-emergency) - Name and definition changed

– English Language Acquisition Status State– EO (English or American Sign Language Only) – Name and

definition changed

– Special Ed support assignment– 210 (Mental Retardation) – Name and definition changed

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Fall 2 Changes


– Country– AN – Retired, BQ is used instead– ZR – Retired, CD is used instead– BQ – New Code– CW – New Code– SS – New Code– SH – Name Changed– BO – Name Changed

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Fall 2 Changes


– Non-classroom based or support assignment– 6020 - Other Certificated Non-Instructional Assignment – New

Code– 0226 - DIS, Interpreter – New Code– 0220 - Name and definition changed– 0218 - Name and definition changed– 0215 - Name and definition changed– 0211 - Name and definition changed

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Fall 2 Changes

Changes to Input Validation Rules

– SINF0213– English Language Acquisition Status Start Date

Greater Than the SINF Effective Start Date– Date cannot be in the future

– SINF0216– Student Primary Language Code cannot equal

English (00) or Sign Language (37) when English Language Acquisition Status Code equals EL, RFEP, or IFEP

– Sign language added to validation

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FALL 2 DATA SUBMISSION

Student

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Data Submission - Student

STUDENTS INCLUDED IN FALL 2

K-12 students (i.e. grade levels: KN, 01-12, UE, and US)

Open enrollment on Census Day ELA Status on Census Day

Enrollment Status Primary Secondary Short Term

1

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Data Submission – Student

KEY POINTS

No special submission of Student data for Fall 2 is needed IF Student Profile data is maintained in the ODS on an on-going basis and is submitted in Fall 1

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FALL 2 DATA SUBMISSION

Staff

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Data Submission - Staff

STAFF INCLUDED – SEID requiredTeachers

– Teachers (12) – Itinerant or Pull-out/Push-In Teachers (27) – Charter School Non-certificated Teacher (26)

Non-classroom Based Staff– Administrators (10)

– Non-certificated Administrator (25)

– Pupil Services (11)

STAFF NOT INCLUDED Classified staff are reported in aggregate in CBEDS-ORA

Employed as of Census Day

Employed within 30 days after Census Day for school tracks that are not in session on Census Day

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Data Submission - Staff

DATA EXPECTED

Staff Demographics (SDEM) such as SEID, employment start and end dates, total years of service in the education field, and total years of service in the Reporting LEAs

Staff Assignment (SASS)

– Job classification information for all teachers and non-classroom based staff

– Non-classroom staff assignment information for Job Classifications of Administrator, Pupil Services, & Non-certificated Administrator

Two types of staff data are expected. Each type is submitted separately and may come from different local systems.

NOTE: Classroom staff assignment data are submitted with course data22


Data Submission – Staff

ORDER OF DATA SUBMISSION

Staff Demographics adds the Statewide Educator Identifier (SEID) to CALPADS. It must be posted before Staff Assignment and Course.

Staff Assignment must be posted before Course files

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STAFF DEMOGRAPHICS

Each LEA must submit a staff demographic record for each staff member every year – similar to Student Information data– One per LEA– Effective Date must be within Academic Year, on or after 7/1/11 and

on or before Information Day*– Staff reported in previous year who are no longer employed must be

exited using Employment End Date Each LEA uses the same Statewide Educator Identifier (SEID) for the

staff member’s demo record

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* Employed within 30 days after Census Day for school tracks that are not in session on Census Day



STAFF ASSIGNMENT

Batch Submission– By default, CALPADS uses replacement processing for staff

assignments – Each submission removes all existing assignment data for the school

for an Academic Year and replaces it with the new data for the school for the Academic Year

– Delete removes all existing assignment data for a school for the Academic Year

Online Transactions– Update/Delete modifies/deletes existing school data for a staff member

for an Academic Year

CALPADS maintains one set of assignments by School for each Academic Year

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STAFF ASSIGNMENTS - Input Validations

Valid Code Combinations

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

*Valid code combinations can still generate certification errors.

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KEY POINTS

1. A Staff Demographic record must exist in CALPADS for a SEID to submit the Staff Assignment record

2. Each LEA has its own Staff Demographic record for a specific staff person

3. Staff Demographic data are submitted each year to update information such as Years of Service

– Effective Date is used to determine which record will be used– Most recent for the reporting period

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KEY POINTS

4. Staff Assignment data are submitted each year (for Fall 2 ONLY) to report Job Class, FTE, and assignments for non-teaching staff

– By School and Academic Year for Staff Assignments, fully replacing existing data for each Academic Year and School

5. Staff data are updated in CALPADS– As needed for Staff Demographics as staff enter and leave

employment within the LEA– Annually for Staff Assignment data for Fall 2 reporting*– Staff reported last year who are no longer employed will need

Employment End Date populated. Otherwise CALPADS will expect a new Staff Demographic record.

* Does not need to be updated throughout the year

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KEY POINTS

6. CALPADS determines which staff to report for the Fall 2 report period by

– Identifying the most recent demographic record that is effective during the Report Period

– Examining the employment dates on the identified effective demographic record for the Report Period

Teachers in tracked schools are Census Day + 30 days Admin and Pupil Services staff employed on Census Day

7. Staff Demographics and Assignments cannot be submitted for non-district employees (ROC/P teachers, contractors)

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Questions

Staff Data Submission?

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FALL 2 DATA SUBMISSION Course

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Data Submission – Course

COURSE SECTIONS INCLUDED

Course sections occurring on Census Day

AND

For school tracks that are not in session on Census Day, course sections that begin no later than 30 calendar days after Census Day

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COURSE SECTION DATA EXPECTED

Two types of information are required:

Course Section

Student Course Section

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ORDER OF DATA SUBMISSION

1.Complete Fall 1

2.Submit and post Staff Demographics

3.Submit and post Staff Assignments

4.Submit and post Course Section

5.Submit and post Student

Course Section12

3

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COURSE SECTION DATA INCLUDES

These data provide information on the following: Course Offering - Content, NCLB instructional level, CTE Tech

Prep, UC/CSU approval, etc.

Course Delivery - Non-standard instructional level, education services, language of instruction, instructional strategy*, Highly Qualified Teacher (HQT) competency, etc.

Course Enrollment - Students enrolled in classes on Information Day

Teacher Assigned - The unique Statewide Educator Identifier ID (SEID) of the teacher

* English Learner Education Services data

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COURSE SECTION DATA INCLUDES (cont.)

These data provide information on the following: Number of Unique Classes - The total number of unique Class

IDs

Class Size - Number of students in a class allowing multiple course sections to be counted as one class for class size analysis

Courses with Highly Qualified Teachers – Number of course sections being taught by highly qualified teachers per NCLB

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DATA EXPECTED – All Schools

Valid SEID in each Course Section record– A “9999999999” can be used as a SEID* on the course

section record for the following: Charter School teacher teaching non-core class as defined by the

Charter Teacher not employed by LEA, such as:

ROC/P Teacher College Teacher Distance Learning Teacher COE Special Ed Teacher Private contractor

New teacher - SEID not yet provided by CTC

* No Staff Demographic or Staff Assignment record is submitted for a course section with 9999999999 as SEID

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COURSE SECTION

Batch Submission– By default, CALPADS uses replacement processing for course sections – Each submission removes course sections for the school for an

Academic Year and Term and replaces it with the new data for the school for the Academic Year and Term

– Delete removes all existing course sections for a school for the Academic Year and Term

Online Transactions– Update/Delete modifies/deletes data for individual existing course data for

an Academic Year and Term

CALPADS maintains one set of coursesby School by Academic Year and Term

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STUDENT COURSE SECTION

Batch Submission– By default, CALPADS uses Replacement Processing for student course

sections – Each submission removes student course sections for the school for an

Academic Year and Term and replaces it with the new data for the school for the Academic Year and Term

– Delete removes all existing student course sections for a school for the Academic Year and Term

Online Transactions– Update/Delete modifies/deletes data for individual existing student course

section data for an Academic Year and Term

CALPADS maintains one set of student course sections

by School by Academic Year and Term

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Source: Valid Code Combinations (Examples)


ADD COURSE SECTION - Input Validations

Source: Error List (Examples)

http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp41



KEY POINTS

1. Course-section and student course-section use full replacement processing for batch submissions by Academic Year, School and Term

2. Course-section data must be submitted and posted before student course-section data

3. All teachers reported in course-sections with a valid SEID must have an existing demographic record

4. Teachers reported with the “9999999999” SEID will not have a staff demographic or assignment record

5. Teachers reported with the “9999999999” SEID cannot be reported as Highly Qualified

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Questions

Course Data Submission?

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DATA CERTIFICATION

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Data Certification

FALL 2 SNAPSHOT DATA

The Snapshot data represents Census Day (10/05/2011) Students enrolled on Census Day Classes occurring on Census Day or first occurring track after

Census Day Staff providing services during the Report Period

Admin and Pupil Services on Census Day Teachers (Census Day + 30 Calendar Days for tracked schools)

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Data Certification

AGGREGATE CERTIFICATION 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

SUPPORTING REPORT

English Learner - Count by Primary Language (2.6)

Student Information ODS Download

EXTRACTS

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Data Certification – Staff

SUPPORTING REPORTS

Staff – Count and FTE by Job Classification Disaggregated (4.2)

Staff Profile – List (4.4) Staff - Non Classroom Based or Support

Assignment – Detail (4.5)

EXTRACTS

Staff Demographics ODS Download Staff Assignment - ODS Download

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Data Certification – Course

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) Staff Teaching Assignments – Detail (4.3) 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

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Certification Analysis

DEMONSTRATIONDEMONSTRATION

Fall 2Fall 2

View Certification Status

View Certification Errors

View ODS Download

Review Certification Process

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Data Certification

CERTIFICATION ERRORSCERTIFICATION ERRORS


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Data Certification

COMMON PROBLEMSCOMMON PROBLEMS

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Common Problems

Data Population– Reporting Itinerant Teachers

Use Job Class 27 Use Course Code that corresponds to assignment Reporting Student Course Section data is optional

– Reporting Resource Assignments Use Job Class 27 and assignment 6017 Use Course Code 3020 Reporting Student Course Section data is optional

– Reporting NCLB Core – Middle School/Junior High Based on Content of the Course, not on grade level


Common Problems

Data Population (cont)– Middle School Using CTE Course Codes

Okay to use Must report Provider Code – 2 - District


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



Fall 2 Issues

KNOWN ISSUESKNOWN ISSUES

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

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Fall 2 Tips

Staff Demographics and Assignments cannot be submitted for staff without SEIDs

Staff Demographics and Assignments cannot be submitted for non-District employees (e.g. ROC/P teachers, contractors)

Before deleting a staff demographic record– Delete all related records first (assignments, course-sections)

For classes with more than one instructional strategy, the recommended reporting hierarchy is:

– Special Ed– Home/Hospital– English Learners

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Data Certification

KEY POINTS

1. All aggregate reports must be reviewed and verified for accuracy

– Best Practice is to print reports for review and verification, have staff sign and date that the information is accurate

2. Supporting reports and ODS downloads provide detail

3. There are five aggregate reports and thirteen supporting reports. Allow plenty of time for review by staff

4. Remember batch submission rules when resolving errors related to staff assignment, course-section and student course-section data.

5. LEA Administrator role does not have access to view certification reports.

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REVIEW

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Review

ORDER OF SUBMISSION

Upload and post in the following recommended order:

1. Student Profile

2. Staff Demographics

3. Staff Assignment

4. Course Section

5. Student Course Section

Course Section required before Student Course Section

Staff Demo required before Staff Assignment and Course Section

Student Enrollment and Information required before Student Course Section

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3 4

5

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Understand the submission process rules to avoid issues:

1. Student Profile

2. Staff Demographics

3. Staff Assignment

4. Course Section

5. Student Course Section

Replace or Delete: appliesto ALL records for each school

Add, Update, Replace, orDelete: applies to each record

BATCH SUBMISSION PROCESSES

Review



Review

BEST PRACTICES FOR FALL 1 AND FALL 2

1. Maintain and verify student data for Fall 1 – Ensure ELAS record for EL students is effective on Census Day and

that the “EL” Status on that effective record is effective on Census Day

2. Submit and verify staff data− Ensure the Staff Demographic record is effective during the Report

Period and that the employment dates on that effective record are also effective during the Report Period

3. Submit and verify course data− For batch, submit at least an entire term for each school submission

4. When Snapshots begin for Fall 2, reconcile any student related errors that could impact Fall 1 enrollments

5. Complete and certify Fall 1

6. Complete and certify Fall 2

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WRAP-UP

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Data Submission Resources

The following are available to provide specifics on the CALPADS System and the procedures that guide your interaction with CALPADS ….. CALPADS File Specifications (CFS) CALPADS Code Sets CALPADS Valid Code Combinations CALPADS Error CBEDS Assignment/Course Code Mapping CALPADS SSID and Enrollment Procedures CALPADS User Manual with Glossary


SYSTEM DOCUMENTATION

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CALPADS Frequently Asked Questions CALPADS Data Guide

– Section 3.5 on English Learners – Section 3.6 on Highly Qualified Teachers – Section 2.2 on Staff Data – Section 2.3.2 on Class Size


SYSTEM DOCUMENTATION (cont.)

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The following are available to provide guidance on how to complete the certification process…..

Fall 2 Certification Reports Data Mapping

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

SUPPORT DOCUMENTATION

7878



SEID INFORMATION

The Commission on Teacher Credentialing (CTC) is responsible for assigning and maintaining SEIDs

SEIDS can be obtained by – contacting your County Credential Analyst

– accessing the CTC Credential Information Guide (CIG) at https://info.ctc.ca.gov/fmi/xsl/SEIDLookup/lookup.xsl *

For more information on SEIDs, see the CALPADS Data Guide

* Restricted to CIG users. Obtain the login information by contacting the Commission at [email protected]

* Restricted to CIG users. Obtain the login information by contacting the Commission at [email protected]

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Training Evaluation

Please Complete Our Survey

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Questions

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

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StaffDemographics

StaffAssignments

Course Section

StudentProfile

Student Course Section

Course Section ID

SEID

SSID

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CERTIFICATION REPORT – Business Rules

NCLB Compliant Course Section - An NCLB compliant course section is a course section designated as an NCLB core course that is being taught by a highly qualified teacher. A course section is compliant if NCLB Core Course Indicator = E (Elementary Core) or S (Secondary Core) and HQT Competency Code not = N (Not Highly Qualified).

English Learner Education Services - An English Learner Education Service is an education service provided to an English Learner that is delivered through a course section. A student is receiving an EL Education Service if the student has a Student Course Section record associated with (i.e. same Course Section ID as) a Course Section record where Education Service Code is not null.

– If a student is receiving multiple EL Services at a school, the student is counted in only one service If a student is receiving "Primary Language Instruction” (Code = 1) and any other EL Service, the student is

counted as 1 If a student is receiving “ELD Instruction and SDAIE Instruction But Not Primary Language Instruction” (Code =

4)” and one or both of 2 and 3 (and not 1), the student is counted as 4 If a student is receiving "ELD Instruction Only” (Code = 2) in a course section and "SDAIE Instruction Only”

(Code = 3) in another course section without 1 or 4 in a course section, the student is counted as 4

– If a student is receiving only one EL Service at a school, the student is counted in that service– If a student is not receiving an EL Service at a school, the student is included in “No Service” count

Source: User Manual Glossary (Examples)

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KEY POINTS

1. Course Section must be posted before Student Course Section

2. A Course Section ID is an identifier for a Course Section assigned by a local educational agency. This is not a course section “number.” Generally it will be a combination of the local course name and course section number. This ID ties a specific student to a specific course section and it ties all of the information about that course section to the student. The Course Section ID must be unique by Academic Term, except when Multiple Teacher Code field is populated for a Course Section.

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KEY POINTS3. A Class is defined as a specific instance of a course where one

or more Course Sections are delivered to one or more students by one or more teachers. In most cases, a Class would represent a specific teacher teaching a specific Course Section to a set of students at a specific time at a specific location. In another scenario, a class could represent one teacher teaching multiple Course Sections to groups of students at the same time in the same location. For this scenario, the CALPADS Class ID identifies the Course Sections that are occurring together.

4. A Class ID allows multiple course sections to be counted as one class for class size analysis and enrollment reporting. It is a unique identifier, assigned by the LEA or school submitting the data, that represents a unique class within the submission.

It must be unique within a school for the Academic Year. 84

reports and certification advanced

Documents

reporting certification

census day reporting

separate certification

staff data

census day course sections

census day course sections

data changes

data submissionfall