calpads fall 1 certification survival · pdf filecalpads fall 1 certification survival guide...

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CALPADS Fall 1 Certification Survival Guide

FIRST EDITION

Revised: October 21st 2012

Table of Contents CALPADS Fall 1 Introduction ........................................................................................... 2

When is the Fall 1 deadline? ........................................................................................... 2 Where to Start? (Creating Mr/Ms CERT) ....................................................................... 2

Login to the CALPADS website..................................................................................... 3

Fall 1 File Submission Process Outline ........................................................................ 10 Fall 1 File Submission Step by Step ................................................................................. 13 STEP I – Obtain SSID numbers for ALL students ........................................................... 13

STEP 2 – Check your Data ............................................................................................... 13 CALPADS - Student Information Check Form ............................................................ 14

CALPADS - Student Program Check Form ................................................................. 14 STEP 3 – Create the Extract Files..................................................................................... 15

(Step 1 – CALPADS) SSID Enrollment ....................................................................... 15

(Step 2 – CALPADS) Student Information .................................................................. 21 (Step 3 – CALPADS) Student Program (Exits Only) ................................................... 22

(Step 3 – CALPADS) Student Program (Fall 1) ........................................................... 24 STEP 4 – Upload and Post the Extract Files..................................................................... 25

Part 1 (Uploading the file) ............................................................................................ 26 Part 2 (Viewing the Results & Posting) ........................................................................ 27

STEP 5 – Wait for your Snapshot to be Created .............................................................. 32

STEP 6 – Review & (PRINT) the Certification Reports .................................................. 33 STEP 7 – Certify your Fall 1 Numbers ............................................................................. 34

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CALPADS Fall 1 Introduction The CALPADS Fall 1 submission includes data for; Enrollment Counts for the new year,

Grads and Drops from the previous year & Immigrant Counts.

The purpose of this documentation is to show you where in

SchoolWise to enter the required data for these categories and how

to create the extract files required for CALPADS. We will also go

over the submission process in detail to help you get certified for

Fall 1.

Essentially, the steps to any CALPADS submission are:

Get all the necessary data accurately entered in SchoolWise

Run the file exports in the SchoolWise Report Explorer

Upload the files to the CALPADS website.

Certify Data on the CALPADS website.

When is the Fall 1 deadline?

As of November 1st 2011 the Fall 1 Certification Deadline December 15

th 2011. Below is

a link to the CALPADS official calendar in case things change.

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

CALPADS Census

Day Primary Data Submitted Official

Submission Window

Certification Deadline

Amendment Window

Fall 1 October 5th, 2011

11-12 Enrollment Counts

October 6th, 2011 to

December 14th, 2011

December 14th, 2011

December 15th, 2011 to

February 22nd, 2012

10-11 Grads and Drops

Immigrant Counts

Where to Start? (Creating Mr/Ms CERT)

Welcome to the wonderful world of CALPADS! To begin this amazing journey of fun

and adventure, a CALAPDS user must be created to handle all of the many tasks that are

required for Fall 1. SchoolWise likes to call this CALPDS Power User: Mr Cert! The

name really doesn’t matter; Captain Calpads or Dread Pirate Roberts would work too, but

let’s keep it simple.

When your LEA first signed up for CALPADS they were issued an ADMIN username

and password. This ADMIN account has the ability to create new users. (But oddly can’t

certify or view snapshots) Please locate this ADMIN account info and login to

CALPADS to proceed.

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

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Login to the CALPADS website

Using an internet browser like: Internet Explorer, Google Chrome or Firefox, please

connect to the Link below:

https://www.calpads.ca.gov/

The main CALPADS login screen will look like the picture below:

1. Enter your username in position 1.

2. Enter your case sensitive (this means that capitol letters and symbols matter)

password in position 2.

3. Click the box in position 3 so you see a checkmark in it.

4. The Login button should be lit up now and available to click on.

5. Click Login and the website should bring you to the next page; you can tell you

are logged in when you see your name and school name in the upper right hand

corner of the screen.

If you can’t login to the website, please call CALPADS and find out what might

be wrong. CALPADS support is the only one that can help with login issues.

CALPADS Operations Office Phone: 916-324-6738.

Once you have logged into the CALPADS website with the ADMIN account, you will

have access to the Admin Menu – User Security selection. Click on this to proceed.

https://www.calpads.ca.gov/

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Once you have clicked on the User Security menu selection you will see the screen

below:

Click on the Create User menu item and then fill in all of the required fields. In the

example below I used Mr Cert and for a UserID MrCertYOURCDSCODE where you

would put your district CDS code after the MrCert name.

When you come to the Autopost Flag it is up to you which choice is best, but SchoolWise

would recommend the setting of Both. When you submit for SSID’s this will Autopost

100% matches for you and save time. Set the User Level to LEA.

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Once the user level has been set to LEA, you will see the following screen show up under

the previous screen. You may have to scroll down to see the Select Roles section as seen

here below:

To select the correct roles for the MrCert user Click on the word ALL as seen above.

Once ALL is highlighted Click the Assign Roles button as seen below:

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Once you have clicked on the Assign Roles button you will see all of the roles move over

to the box on the right. As seen below in the example:

Click on the SAVE button to save these changes. After a few seconds of waiting you will

see the following message display above the form:

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Once the user has been added you will receive an email from CALPADS that looks like

the one show below.

In this email is the temporary password that CALPADS has issued the new user you just

created. Please write this password down and remember that it is case sensitive. Now

that you have written the password down, you are ready to log back into the CALPADS

website and finish the new user setup.

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Login to CALPADS again now using your newly created MrCert username and enter the

temporary password that CALPADS issued you.

https://calpads.ca.gov/

Once you are logged in you will get a screen like the one below asking to reset your

password. Enter the password that CALPADS sent you into the Current Password field,

and then enter your new password into the New and Confirm field.

Make sure to write down your new password before you click the Submit button!

https://calpads.ca.gov/

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Once you click submit you will see the message display: Password Successfully changed.

After it has been changed you can click on the Login to CALPADS button to proceed.

When you login to CALPADS for the first time with the MrCert user you will be asked to

fill out security questions. Please do this and write down the answers along with your

passwords in a safe location.

Now you may use this user to do ALL of your submissions and CERTIFICATIONS in

CALPADS.

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Fall 1 File Submission Process Outline

There are many steps to the CALPADS Fall 1 file submission process. The outline below

will show you an overview of the entire process. You may choose to skip this overview

and go directly to the detailed Step by Step instructions that begin on page #13.

Outline Overview of the Fall 1 Submission

1. The very first step in the process it to make sure all of your students have SSID

numbers. Please download this document if you need help with obtaining SSID’s.

http://www.schoolwise.com/calpads_obtaining_new_ssid_numbers.pdf

2. Next, run each of the following Info Check Forms in the SchoolWise Report

Writer and correct the data. Once each of these reports runs and returns the

message: The query “Results” did not return any data records. No output will be

generated for this report. Then you are ready to move on.

a. CALPADS Student Information Check Form b. CALAPDS Student Program Check Form (For help with resolving

these errors please download this document:

http://www.schoolwise.com/Fixing_Program_Enrollment.pdf

3. In this step we will create the extract files that will be sent to CALAPDS. Below

is a list of each extract and the standard parameters that you need to set.

a. Step 1 - CALPADS SSID Enrollment

i. Choose the Date = (Run with the CBEDS date 10/03/2012)

ii. Data Collection = Fall 1 or Spring

iii. Option 2 = Exclude Non-ADA Students

iv. Option 2 = Exclude Secondary Enrollment Students

v. Current Grade != (PS)

vi. Reporting LEA = (Blank) Unless you are a Charter School

reporting under your district CDS code.

b. Step 2 - CALPADS Student Information

i. Choose the Date = (Run with the CBEDS date 10/03/2012)



iv. Current Grade != (PS)

v. Reporting LEA = (Blank) Unless you are a Charter School


c. Step 3a - CALPADS Student Program (Last Year Exits)

(This step is required for sending up the previous year’s meal program

exits. You must be logged into the previous schoolyear to run this report.

Only exits from the Meal Program are required.)

i. Date Range = (01/01/2012 – 06/30/2012)



iv. Current Grade != (PS)

v. Override = None



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vi. Reporting LEA = (Blank) Unless you are a Charter School


vii. Student Filter * Select All

viii. Program Filter * Select All

d. Step 3b (Step 3 – CALPADS Student Program) For the second time

running this extract you must be logged into the Current school year. This

time use a date range from: the first day of the school year to CBEDS day

10/05/2011) All other parameters are the same as Step 3.

4. Once all of your extract files have been created it’s time to login to the

CALPADS website and begin the process. Sending up each file IN ORDER and

POSTING each file IN ORDER is critical! If files are not sent up and processed

IN ORDER and ONE AT A TIME you will get errors.

Below you will see the correct order to send and process the files in

CALPADS. Remember… each file must POST and have a status of

(Complete) BEFORE sending the Next file up.

In each file submission there will be records that PASS and records that FAIL, it

is highly recommended in most cases to work on the files one at a time and

correct ALL errors BEFORE moving onto the next file submission. While

SchoolWise support may be able to assist you with some error corrections, you

may need to call CALPADS to get assistance in solving some errors.

In some cases (like the first submission of the Program Exits in Step3a) you may

POST only the records that passed, but it is best practice to correct ALL errors

before moving on.

Follow this sequence:

a. Upload and then POST (when the file shows no errors) “Step 1 -

CALPADS SSID Enrollment” (SDEM) file first. Only when the status of

the transaction says “Complete” move on to step 2. (If you are having

trouble resolving errors in this file, you may need to look at your

Anomalies and correct some of those first.) The Anomaly reports can be

found on the CALPADS website in the SSID Enrollment File Menu –

under SSID Anomaly Reports.

b. Upload and then POST (when the file shows no errors) “Step 2 -

CALPADS Student Information” (SINF) file next. Only when the status

of the transaction says “Complete” move on to step 3.

c. Upload and then POST (Passed Records Only – IGNORE the failed

records here – just POST only the passed records) “Step 3a - CALPADS

Student Program” (Program Exits Extract) file next.


exits. Only exits from the Meal Program are required.)

Only when the status of the transaction says “Complete” move on to the

next step.

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d. Upload and then POST (when the file shows no errors) “Step 3b -

CALPADS SSID Enrollment” (Fall 1 Program Extract) file first. When

the status of the transaction says “Complete” you are done with the file

upload process.

5. Depending on when you complete the file upload process, you will have to wait

overnight for a snapshot to generate on the CALAPDS website. Snapshots are

created automatically every morning. Once you have waited, Login to the

CALPADS website and review the details of the snapshot at the menu below:

State Reporting – Manage Certifications – View Certification Status

6. You have to view each of the three certification reports before the CERTIFY

button will become active.

7. If you are happy with all of your numbers and want to certify, you may no click

the CERTIFY button. Remember that you have to certify TWO TIMES, the first

time that you click the button it will show up as L1 certify, then second time it

will show up as L2. Both certifications must be done for the Fall 1 Certification

Process to be Complete. CERTIFICATION COMPLETE! Now PRINT OUT

THE REPORTS - Pat yourself on the back, high five your co-workers and put in

for some time off, you deserve it!

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Fall 1 File Submission Step by Step The first step to resolving Program enrollment errors before submitting your files to

CALPADS is to print out a list of the errors. To check your data please open the Report

Explorer by clicking on the Reports button on the left side toolbar, then selecting – Open

Report Explorer.

STEP I – Obtain SSID numbers for ALL students The very first step in the process it to make sure all of your students have SSID numbers.

Please Click the link below to download our Help document. This doc contains step by

step instructions for obtaining SSIDs.

How to get SSID Numbers - Step by Step Instructions


STEP 2 – Check your Data The Student Information and Program Information Check forms detailed below will help

you to locate and correct any missing data before you send your files to CALAPDS. Run

each of the following Info Check Forms in the SchoolWise Report Writer and correct the

data. Once each of these reports runs and returns the message: The query “Results” did

not return any data records. No output will be generated for this report. Then you are

ready to move on.



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CALPADS - Student Information Check Form

If you already have your SSID numbers, you should have run this check form and

corrected all of the missing data already. For detailed instructions on how to do that you

will find them located on Page 5 of the Obtaining New SSID Numbers help doc.

Obtaining New SSID Numbers


CALPADS - Student Program Check Form

The Student Program Check Form will give you a list of errors that you can correct

before you send your files to CALPADS. For detailed instructions on running this report

and correcting errors please read the Fixing Program Enrollment help document.

Fixing Program Enrollment


For additional understanding of how programs in SchoolWise work you may want to read

the Using Programs help document below:

Using Programs

http://www.schoolwise.com/Using_Programs.pdf







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STEP 3 – Create the Extract Files In this step we will create the extract files that will be sent to CALAPDS. Below is a list

of each extract and the standard parameters that you need to set for each one. You will

find the extract files in the SchoolWise Report Explorer under the File Exports –

CALPADS folder as seen below:

(Step 1 – CALPADS) SSID Enrollment

The SSID Enrollment report is the first file that we need to send to CALPADS. Below is

an example of the report with the standard parameters set.

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Use the Parameters as set below:

1. Choose the Date = (Run with the CBEDS date 10/03/2012)

2. Data Collection = Fall 1 or Spring

3. Option 2 = Exclude Non-ADA Students

4. Option 2 = Exclude Secondary Enrollment Students

5. Current Grade != (PS)

6. Reporting LEA = (Blank) Unless you are a Charter School reporting under your

district CDS code.

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Once you Click the Export button to create the file, the following dialog box will pop up.

(#1) The location of the file on your computer. You should save the files in a folder that

you can remember easily. Here you can see that I am in the root SchoolWise folder.

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Rather than put the files there I click on the Create New Folder Icon (See #2) to create a

new folder under the SchoolWise one as seen below:

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Now you may name this folder CALPADS as seen below:

Double click on the new CALPADS folder that you created to go into it.

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(#3) The File Name. SchoolWise puts a default name in for each export, but you can

click on this name to edit it before you click the export button if you choose.

(#4) Export – this will create the file. Once you have clicked on the Export button the

file has been created and you may move on to the next step.

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(Step 2 – CALPADS) Student Information

The next Extract that will be run is the student information extract. Below is an example

of that report.


1. Choose the Date = (Run with the CBEDS date 10/03/2012)





district CDS code.

Once you click the Export button save the file just like in the previous step.

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(Step 3 – CALPADS) Student Program (Exits Only)

The next extract that needs to be created is the Student Program extract for last year’s

Exits from the student Lunch Program or (NSLP). This “Exits Only” extract is created

using the CALPADS Student Program Extract in the report explorer. It is the same

extract used for the next step, but run from the previous year to include all of the exits

from the NSLP program.

Because of the way that the Federal Government requires students to be exited each year

from the Meal Program - this extra step is required. It sends up the previous year’s meal

program exits. You must be logged into the previous schoolyear to run this report. Only

exits from the Meal Program are required.

To run this extract you must be logged into the previous school year in the main toolbar

as seen below:

Now that you are logged into the 2011-2012 school year open the report explorer and

choose make sure the default dates of 01/01/2012 to 06/30/2012 are in the date range

parameter. As seen below:

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1.Date Range = (You must be logged into the previous school year in SchoolWise to run

this extract. Use the date range from 01/01/2012 to 06/30/2012)




5. Override = None


district CDS code.

7. Student Filter * Select All

8. Program Filter * Select All

Click on the Extract button and the following dialog box will appear:

In this step, click on the File Name of this extract and rename it to: Student Program

Exits Only.txt. (This will help you during the file submission later on) Click Export to

create the file. Proceed to the next step.

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(Step 3 – CALPADS) Student Program (Fall 1)

For the last step in the file extract process please log back into the current school year and

run the Student Program extract again but with the following parameters instead:


1.Date Range = (The first day of the school year to CBEDS day 10/03/2012) All other

parameters are the same as Step 3.)




5. Override = None


district CDS code.

7. Student Filter * Select All

8. Program Filter * Select All

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Click on the Extract button and the following dialog box will appear:

In this step, click on the File Name of this extract and rename it to: Student Program Fall

1.txt. (This will help you during the file submission later on) Click Export to create the

file. Proceed to the next step.

STEP 4 – Upload and Post the Extract Files Once all of your extract files have been created it’s time to login to the CALPADS

website and begin the process. Sending up each file IN ORDER and POSTING each

file IN ORDER is critical! If files are not sent up and processed IN ORDER and ONE

AT A TIME you will get errors.

Below you will see the correct order to send and process the files in

CALPADS. Remember… each file must POST and have a status of

(Complete) BEFORE sending the Next file up.

In each file submission there will be records that PASS and records that FAIL, it is highly

recommended in most cases to work on the files one at a time and correct ALL errors

BEFORE moving onto the next file submission. While SchoolWise support may be able

26

to assist you with some error corrections, you may need to call CALPADS to get

assistance in solving some errors.

In some cases (like the first submission of the Program Exits in Step3a) you may POST

only the records that passed, but it is best practice to correct ALL errors before moving

on.

Part 1 (Uploading the file)

Each of the extract files that were created have to be sent up to the CALPADS website.

The steps below will demonstrate how to do this. Once you are successfully logged into

the CALPADS website, you are now ready to upload the file that you created from

SchoolWise.

In the top menu of CALPADS please hover your mouse over the State Reporting menu

– then down to Manage Submissions – then Left click on: Upload Files.

Below you will the File Upload page marked with 4 position indicators.

1. Select SSID Enrollment.

2. Type in a Job name for the file you are sending.

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3. Click the Browse button to locate the file that you created from SchoolWise. In

my case mine was in a folder called c:\SchoolWise

4. Click the Submit button to send the file up to CALPADS for processing as seen

below:

5. You should see a blue message on the top of the screen saying File Uploaded.

Part 2 (Viewing the Results & Posting)

Once the file is sent up to CALPADS there is no notification sent back to you - that lets

you know at what process the file is at, you just have to keep checking back with the

website. In our experience between 20 minutes and an hour you should see the status

change to Ready for Review.

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To check the status of your file, login to CALPADS (see red arrow below).

1. When you login to the CALPADS website you should see the most recent file

submissions (jobs) down in the bottom left of the screen (seen above). To review

the file results click on the name of the Job that you want (it looks like a link)

That will bring you to the screen below:

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2. Next, Click on the Passed records number to bring you to the Next Screen.

(Remember, you should only be proceeding with posting of passed records, in

most cases, if there are NO rejected records) Even though in this screenshot

example you can still see a rejected record. If you need help with a specific

error SchoolWise support may be able to assist you, but a support call into

CALPADS might be required for some errors.

3. Now Click on the Enroll Summary total number to view the screen on the next

page.

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4. Click on the POST button to POST the records to CALPADS. This process is the

same for all four file submissions. Make sure to do one at a time and in the

correct Order. As shown Below:

Follow this sequence when Uploading and Posting the files…

a. Upload and then POST (when the file shows no errors) “Step 1 -

CALPADS SSID Enrollment” (SDEM) file first. Only when the status of

the transaction says “Complete” move on to step 2. (If you are having

trouble resolving errors in this file, you may need to look at your

Anomalies and correct some of those first.) The Anomaly reports can be

found on the CALPADS website in the SSID Enrollment File Menu –

under SSID Anomaly Reports.

b. Upload and then POST (when the file shows no errors) “Step 2 -

CALPADS Student Information” (SINF) file next. Only when the status

of the transaction says “Complete” move on to step 3.

c. Upload and then POST (Passed Records Only – IGNORE the failed

records here – just POST only the passed records) “Step 3a - CALPADS

Student Program” (Program Exits Extract) file next.


exits. Only exits from the Meal Program are required.)


next step.

31


next step.

d. Upload and then POST (when the file shows no errors) “Step 3 -

CALPADS SSID Enrollment” (Fall 1 Program Extract) file first. When

the status of the transaction says “Complete” you are done with the file

upload process.

32

STEP 5 – Wait for your Snapshot to be Created Depending on when you complete (Step 4) the file upload process, you will have to wait

24-48 hours for a snapshot to generate on the CALAPDS website. Snapshots are created

automatically every morning. Once you have waited, Login to the CALPADS website

and review the details of the snapshot at the menu below:

State Reporting – Manage Certifications – View Certification Status

It will look something like this:

The Most Important thing to look at is the Fatal Errors Column. If this column has any

number in it but 0 you CANNOT certify. All fatal errors must be corrected and a new

snapshot generated (which takes overnight) showing 0 Fatal Errors before the

button will become active.

To view your Erros Click on the Total Errors/Warnings number to see a summary screen

of the errors. The second item that needs attention is the Anomalies Percent column.

Total Anomalies have to be LESS THAN 2% for the button to become active.

CALPADS offers some very good self-paced training videos on how to correct

Anomalies and other certification errors. You can click on the link below to view these:

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

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

33

STEP 6 – Review & (PRINT) the Certification Reports Once you can see that a snapshot has been created and there are no more Fatal Errors,

Click on the blue Fall 1 Annual Enrollment Update link under the Snapshot menu to

bring up the following screen:

Each of the Aggregate Report links needs to be clicked on and viewed to see the final

numbers Samples are below:

PLEASE TAKE THE TIME TO PRINT OUT EACH OF THE REPORTS! They are

paper evidence of your submitted data! You can type CTRL P to print directly from the

web page. You may also download each of the reports and print them that way. But Be

sure to KEEP A PRINTED COPY for your records!

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STEP 7 – Certify your Fall 1 Numbers Once you have verified the individual reports, and all checks are showing as green, your

Certify Button should become active.

The Certify button looks like this.

If you are happy with all of your numbers and want to certify, you may now click the

CERTIFY button.

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Remember that you have to certify TWO TIMES, the first time that you click the button

it will show up as L1 certify, then second time it will show up as L2. Both certifications

must be done for the Fall 1 Certification Process to be Complete.

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