REPORTS AND CERTIFICATIONADVANCED
Fall 2
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Courtesy Guidelines
Mute yourself
HOLD
Name & LEAconversation
at a time
1
Silencecellphones
Fall 2 Adv. Reporting & Certification v1.1, December 18, 20142
Who’s Supposed to Be Here
Individuals assigned toCALPADS maintenance
Fall 2 Adv. Reporting & Certification v1.1, December 18, 20143
Training Sequence
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Essential 1:Data Coordinator Orientation
Essential 2:Interface & Administration
Essential 3:Data Submission
Essential 4: Anomalies
Fall 1
Fall 2 Data Population
Fall 2
Fall 2 Advanced
CALPADS 2014-15 System Changes
4
Agenda
60 minutes
Fall 2 Overview Certification
Wrap-Up
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
New Changes
5
Common Problems
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Fall - 2 Overview
6
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
DATA COLLECTED Overview
1. Student Profile (Fall – 1) Student Enrollment Student English Language Acquisition Student Programs
2. Staff Demographics
3. Staff Assignments
4. Course Section
5. Student Course Section
Data used to identify English Learners
7
12
4
5
3
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
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 not in session on Census Day• Course sections that begin no later than 30 calendar
days after 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 Day8
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Information Reported
• Count and FTEStaff
• NCLB HQT Compliance• By Content Area
Course Section Enrollment
• Student Count• Count of Teachers Providing EL Services
English Learner Services
Fall 2 counts course and staff data for the same group of students expected for Fall 1
Fall 2 counts course and staff data for the same group of students expected for Fall 1.
9
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
What To Submit
Order Online Batch1 Student Enrollment SENR2 *Student Eng. Lang. Acq. SELA3 Student Program SPRG4 Staff Demographics SDEM5 Staff Assignments SASS6 Course Section CRSE7 Student Course Section SCSE
* Student English Language Acquisition data is used to identify English Learners for Fall-2.
10
Important Dates
Census DayOct. 1st Certification Deadline Amendment Window
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
CALPADS Calendar:http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
11
Fall 2 Accounts and Roles
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Reminders Daily use account LEA Admin cannot certify
Role Allows user to
Fall 2 Data collection Certifier View certification status and level 1 certify
Superintendent Certifier View certification status and level 2 certify
SENR View and submit enrollment data
SELA View and submit ELAS data
SPRG View and submit program data
SASS View and submit staff assignment data
SDEM View and submit staff demographic data
CRSE View and submit course data
SCSE View and submit student course data
12
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Fall 2 Checklist – Preparation
Review 2014-15 Fall 2 Activities
• Identify roles and responsibilities• Establish target dates for submissions and reviews• Review upcoming Fall 2 changes
Local student information system (SIS) Activities
• Check with vendor for 2014-15 updates• Verify sites and district on same SIS version• Audit SIS records to ensure required data are populated
13
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Fall - 2 Suggested Milestones
By 11/3 Complete Fall 2 data population in local SIS
Post SDEM, SASS, CRSE, SCSE files12/15 – 1/9
Resolve certification errors, review certification reports and update records if necessary1/12 – 2/20
Certify Fall-2 (level 1 & level 2)3/2 – 3/5
11/3 – 11/28 Upload SDEM, SASS, CRSE, SCSE files. Review
validation errors and reconcile as needed
Send reports to site leaders for approval2/23 - 3/2
14
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
FALL - 2 CHANGES
15
16
2014-2015 Changes
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Functionality Description
File Layouts and Extracts*
• SELA – New – Report student English Language Acquisition Status• SSID Extract – Modified – Contains ELAS fields now
System*• SELA - ELAS submitted initially for students who have not previously been
reported in CALPADS and subsequently updated only when status changes
User Interface* • Online Maintenance – Student profile page reorganized• New Student English Language Acquisition category
Report
• Reports with EL counts - will use data from new data source (SELA Records)
• Fall 2 Snapshot Logic - modified to exclude Staff Demographic with Support Assignment = 6018 (Employee On Leave) on related reports
Validation Rule • CRSE0127 (Invalid NCLB Core Course Instructional Level Code) – now triggers as warning
Validation Rule • CERT063 (EL Student Reported for Whom No Services are Indicated) – now triggers a warning
* Detailed information about these changes is available in the “CP 14-15 System Changes” Training
16
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Certification Review
17
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Certification Requirements
18
Review allfive aggregate
reportsZerofatal
errors
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Fall 2 Certification Reports
Establish Report Review Process– Data stewards should review reports– Have reviewers sign off to verify they
have reviewed
Evaluate Certification Aggregate Reports English Learner Education Services –
Student Count (2.4) Count of Teachers Providing EL Services (2.5)
NCLB Core Course Section Compliance (3.4) Course Section Enrollment by Content Area (3.6) Staff Count and FTE by Job Classification (4.1)
19
Change to Report Data Sources
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
SENR
Reports will usedata from theirnew sources
ELAS
English Language
Acquisition Status
Grade
20
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Data Certification – Student
21
SUPPORTING REPORT
• English Learner - Count by Primary Language (2.6)
EXTRACTS
• Student English Language Acquisition Status ODS Download
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Data Certification – Staff
22
SUPPORTING REPORTS
• Staff – Count and FTE by Job Classification Disaggregated (4.2)• Staff – Teaching Assignments – Detail (4.3)• Staff Profile – List (4.4)• Staff - Non Classroom Based or Support Assignment – Detail (4.5)
EXTRACTS
• Staff Demographics ODS Download• Staff Assignment - ODS Download
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Data Certification – Course
23
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)• 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
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Fall 2 Steps
24
Fall 2 Adv. Reporting & Certification v1.1, December 18, 201425
Common Problems
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 Adv. Reporting & Certification v1.1, December 18, 201439
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
KNOWN ISSUES
Fall 2 Issues
http://www.cde.ca.gov/ds/sp/cl/knownissues.asp
40
Wrap-Up
Fall 2 Adv. Reporting & Certification v1.1, December 18, 201441
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Snapshot Generation
ODS SnapshotFall 2 Data
ODS SnapshotFall 2 Data
Regular Nightly Processing
After certification
CALAPDS availability and nightly processing schedule is available at:http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp
42
43
1 - Student ProfileAdd, Update, Replace, or Delete:
applies to each record
2 - Staff DemographicsAdd, Update, Replace, or Delete:
applies to each record
3 - Staff AssignmentReplace or Delete: applies to ALL
records for each school
4 - Course SectionReplace or Delete: applies to ALL
records for each school
5 - Student Course SectionReplace or Delete: applies to ALL
records for each school
Understand the order and submission process rules to avoid issues:
Batch Submission Order and Processes
Fall 2 Adv. Reporting & Certification v1.1, December 18, 201443
Reminders
Fall 2 Adv. Reporting & Certification v1.1, December 18, 201444
* See Essential 2 training slide on Administrator Responsibility (p. 73) for detailed steps on reviewing the security reports
Create/revoke accountsReset passwordsUpdate rolesReview security reports
Manage accounts
Answer questionsProvide training
Support local users
Submit CALPADS support requests on behalf of the LEA
Act as liaison
System Documentation
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
45
Resources
Document Description Sections
CALPADS File Specifications (Forms)
File layout and requirements for batch submission
SENR, SELA, SPRG, CRSE & SCSE tabs
CALPADS Error List Detailed error message descriptions
Student Enrollment, Student English Language Acquisition, Student Programs, Course Section, Student Course Section and Fall 2 Certification tabs
CALPADS Data Guide Detailed requirements Sections 3.5, 3.6, 2.2 & 2.3.2
CALPADS Calendar
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Self-paced Trainings
https://csis.fcmat.org/Pages/Self-Paced-Training.aspx
45
System Documentation
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
46
Resources
Document Description Sections
CALPADS Code Sets Detailed list and description of code values
CALPADS Valid Code Combinations
Detailed valid code combination list
CBEDS Assignment/Course Code Mapping
Mapping of old CBEDS assignments to new state course codes
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Mapping Guide
https://csis.fcmat.org/Pages/Fall-2-Advanced.aspx
46
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#listservs
Fall 2 Adv. Reporting & Certification v1.1, December 18, 201447
Fall 2 Adv. Reporting & Certification v1.1, December 18, 2014
Training Evaluation
Please Complete Our Surveyhttp://bit.ly/1n1yKOD
48
Questions
48