FALL 2 REPORTS AND CERTIFICATION. Rules Mute yourself HOLD Name & LEA conversation at a time 1...

FALL 2

REPORTS AND CERTIFICATION

Rules

Mute yourself

HOLD

Name & LEA

conversationat a time

1

Silencecellphones

2 Fall 2 Reporting & Certification v1.1, January 14, 2014

Pleasedo not

multitask


Who’s Supposed to Be Here

Individuals assigned toCALPADS maintenance

Fall 2 Reporting & Certification v1.1, January 14, 20144

Training Sequence


Essential 1:Overview & Requirements

Essential 2:Interface & Administration

Essential 3:Data Submission

Fall 1

Fall 2 Data Population

Fall 2 Reports and Certification

End of Year 1 & 4

End of Year 2 & 3

Essential 4: Anomalies

Agenda


Overview StaffAssignments

Students (ELs)

Wrap-UpCourseEnrollment

6

Certification Review


Fall 2 – Overview


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

Information Reported in Fall 2


Staff Demographic/ Assignments

Certificated teachers, administrators and pupil service staff

Course Enrollment

Course sections of students enrolled on Census Day

Classroom services provided to English Learners

English Learner (EL) Services

9

What To Submit

Order Online Batch1 Student Enrollment SENR2 *Student Information SINF3 Student Program SPRG4 Staff Demographics SDEM5 Staff Assignments SASS6 Course Section CRSE7 Student Course Section SCSE

* Student Information data is used to identify English Learners for Fall-2.



Record Relationships

11

Course Section ID

SEID

Staff Demographics

Staff Assignments

Course Section

SSID

SSID Enrollment

Student Information

Student Course Section

SSID

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

Student Program

11

Important Dates for Fall 2

Census Day*October 2

Certification deadline Amendment window


* Schools not in session on Census Day should report as of the next day they are in session (up to 30 days past Census Day)

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

Fall 2 Accounts and Roles

Reminders Daily use account LEA Admin cannot certify Have back-up person with certifier role

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

SINF View and submit demographic data

SPRG View and submit program data

SDEM View and submit staff demographic data

SASS View and submit staff assignment data

CRSE View and submit course data


Fall 2 Checklist – Preparation

Review 2013-14 Fall 2 approach and practices

• Identify roles and responsibilities• Establish target dates for submissions and reviews• Review Fall 2 changes

Local student information system (SIS)

• Check with vendor for 2013-14 updates• Verify sites and district on same SIS version• Query SIS to ensure required data are populated


Students (ELs)

Staff

Course Section

EL Education Services


Data Submission

Data Submission – Student

16

A student’s English Language Acquisition Status is used to identify English Learners (ELs) on Census Day. EL Service should be reported for the EL students reported in Fall 1.

CALPADS uses Effective Dates to manage this Student Information (SINF) data.

The Student Information record must be effective on Census Day


Data Submission – Student

17

No special submission of Student Profile data is needed for Fall 2

IFStudent Profile data is maintained in

on an on-going basis


Students (ELs)

Staff

Course Section



Data Submission

Staff Types Reported

Teachers

Administrators

Pupil Service



Obtaining Statewide Educator IDs (SEIDs)

2424

* See Resources slide near the end of the presentation for links to the CIG and the CALPADS Data Guide, which has more information on SEIDs

County Credential Analyst

CTC Credential Information Guide (CIG)

Data Submission - Staff

Staff Demographics (SDEM)

• SEID, employment start dates, total years of service in the education field, and total years of service in the Reporting LEAs

Staff Assignments (SASS)• Job classification for all teachers

and non-classroom based staff • Non-classroom staff assignments

for Administrators, Pupil Services, & Non-certificated

Administrators

25

There are two file types for staff data. The file types must be submitted in a specific order.



27

Itinerant Staff Staff assigned to more than one school site and/or a teacher who provides one-on-one

or small group support or resource instruction by either pulling students out of the classroom, or coming into the classroom to provide the instruction

Can report at District or at all assigned

sites

Reporting student course enrollment is

optional

Report student course enrollments if EL services are being

provided


Data Submission – Staff

28

CALPADS uses the Effective Date in Staff Demographics (SDEM)

Each LEA submits a staff demo record for a specific staff person

Each LEA uses the same Statewide Educator Identifier (SEID) for the staff member’s demo record




CALPADS maintains Staff Assignmentsby School for each Academic Year

Batch Submission

• By default, CALPADS uses replacement processing

• Each submission removes all existing assignment data 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

Transaction

s

• Update/Delete modifies/deletes existing school data for a staff member for an Academic Year

Effective Start Date is used to determine which record to report• must be effective on or after July 1

of reporting year


30

Employment End Date is used to determine which staff to exclude from reporting Populate for employees who are

no longer with LEA Use last day of employment Staff exiting before info day will

not be included

Staff on leave are reported using the staff assignment 6018

LISA

123456789



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.



DEMONSTRATION

STAFF DEMOGRAPHICS &

STAFF ASSIGNMENTS


Add/Update Staff Demographics for SEID – Without existing demographics– With existing demographics for another LEA– With existing demographics for user’s LEA

Add/Update Staff Assignments for SEID View List of Existing Staff


Fall 2 Tips

33

A Staff Demographic record must exist in CALPADS with a SEID to submit the Staff Assignment record

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

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

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


Fall 2 Tips

34

Staff Demographics and Assignments cannot be submitted for non-District employees (e.g. ROC/P teachers, contractors or staff without SEID)

• Delete all related records first (assignments, course-sections)

Before deleting a staff demographic record


Questions

Staff Data Submission?



Data Submission

Students (ELs)

Staff

Course Section


37

COURSE SECTION

A unique instance of a course taught by one or

more teachers, in a specific location, at a particular time

STUDENT COURSE SECTION

Record indicating a student is enrolled in a specific course section

Course Terms


Data Submission - Course

Course Sections Included

• Course sections with student enrollment on Census Day

• For year-round schools not in session on Census Day, course sections that begin no later than 30 calendar days after Census Day


Record Relationships

3939

SEID

Staff Demographics

Staff Assignments

Course Section

SSID

Student Enrollment

Student Information

Student Course Section

SSID

Course Section ID

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


Highly Qualified Required Fields


NCLB Core Course SectionsRecord Element(s) Values and/or Notes

CRSE

CRS-NCLB Core Course Instructional Level Code

Indicates whether the course is considered NCLB core.

HQT Competency Code Indicates if a course section is being taught by a highly qualified teacher. Required for NCLB course courses (NCLB Core Course Instructional Level Code = E or S).

42

Make sure to review your passed CRSE records for CRSE0127 warnings. These warnings highlight courses reported with a CRS-NCLB Core Course Instructional Level Code that the state expects to be used for an NCLB core course, but have been reported as non-core. The CRS-NCLB Core Course Instructional Level Code values are critical for accurate HQT reporting. See report 3.4 for core course counts.

The Course Group Master Combos tab of the CALPADS Valid Code Combinations document listed on the Resources slide can tell you whether a course is expected to be NCLB core.

Course Section Required Fields

Record Element(s) Values and/or Notes

CRSE CRS-State Course Code 1000

43

Self-contained

DepartmentalizedRecord Element(s) Values and/or Notes

CRSE CRS-State Course Code Anything other than 1000

English Learner ClassesRecord Element(s) Values and/or Notes

CRSE

Education Service Code 1,2,3,4,5,6

Instructional Strategy Code 400, 500, 600, or 650

Language of Instruction Code

Required if Education Service Code = 1 or Instructional Strategy = 600




CRSE

CRS-State Course Code 4010-5955: required if CRS-Course Content Code does not equal 154

CRS-Course Content Code Required if CRS-State Course Code does not equal a code within 4010-5955

CTE Course Section Provider Code Use 2 – District if section is not part of a CTE pathway

CRS-CTE Technical Preparation Course Indicator Must be Y for a CTE Technical Preparation Course

44

Career Technical Education (CTE)


California Partnership Academy


CRSE Education Program Funding Source Code 113




CRSEMultiple Teacher Code 1

Class ID

45

Team Teaching*

Job Sharing*Record Element(s) Values and/or Notes

CRSEMultiple Teacher Code 2

Class ID

* There should be a course section record for each teacher. The Multiple Teacher Code should each be the same in both records. Likewise for Class ID.

Data Submission - Course

Course Section (CRSE)• Course Offering• Course Delivery• Course Enrollment• Teacher Assigned• Number of Unique Classes• Class Size• Courses with Highly Qualified

Teachers

Student Course Section (SCSE)

• Students enrolled in course section

46

There are two file types for course data. The file types must be submitted in a specific order.



Courses Taught By A Teacher Without An SEID

47

Non-certificated Charter School teacher teaching non-core class

Use SEID of “9999999999”

ROC/P Instructor

College professor

Distance learning teacher

New teacher without SEID from CTC

Teacher not employed by LEA (e.g. COE Special Ed, private contractor)


Instructional Strategy Hierarchy

48

Special Ed (700)

Home/Hospital (300)

English Leaner (400-650)

* Alternatively, you can submit a different course section for each instructional strategy



CRSE Instructional Strategy Code 700

49

Special Ed (e.g., special day class)

Home and HospitalRecord Element(s) Values and/or Notes

CRSE Instructional Strategy Code 300

Independent StudyRecord Element(s) Values and/or Notes

CRSE Independent Study Indicator Y

Distance LearningRecord Element(s) Values and/or Notes

CRSE Distance Learning Indicator Y


Data Submission – Course Sections


CALPADS maintains Course Data and Student Course Databy School for each Academic Year and Term

Batch Submis

sion

• CALPADS uses replacement processing for course sections/ student course sections

• Each submission removes course sections/student course sections and replaces it with the new data for the school and Academic Year and Term

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

Online Transac

tions

• Update/Delete modifies/deletes data for individual existing course section data for an Academic Year and Term

Students (ELs)

Staff

Course



Data Submission

English Learners

English Learner Education Services


Code Value Name Code Value

Primary Language Instruction and ELD Instruction and/or SDAIE Instruction

1

ELD Instruction Only 2

SDAIE Instruction Only 3

ELD Instruction and SDAIE Instruction But Not Primary Language Instruction

4

Other English Learner Service 6

English Learner Education Services

EL Education Services Business Rules:


Primary Language Instruction and ELD Instruction and/or SDAIE

Instruction

ELD Instruction Only

SDAIE Instruction Only

ELD Instruction and SDAIE

Instruction But Not Primary Language

Instruction

Rule

X Any combination 9.20 = 1

X X X 9.20 = 4

Any combination 9.20 = 4

DEMONSTRATION

COURSE SECTION &

STUDENT COURSE SECTION

Data Submission – Course

Add New CourseAdd Course Section(s)Add Student Course Section(s)Upload Batch FilesTroubleshoot Submission Errors


Data Submission – Course Sections

55

Course-section and student course-section use full replacement processing for batch submissions by Academic Year, School and Term• When submitting a file, records will be replaced for all CDS numbers in the file

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

All teachers reported in course-sections with a valid SEID must have a valid demographic record

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

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


Source: Valid Code Combinations (Examples)


ADD COURSE SECTION - Input Validations

Source: Error List (Examples)

http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp56 Fall 2 Reporting & Certification v1.1, January 14, 2014

Student Course Section Enrollment Data Expected

57

*Only when school type is not an Educational Options School or district-level independent study/home hospital program, or an

independent study school


Enrollment Status Course EnrollmentPrimary (10)* RequiredSecondary (20) OptionalShort-term (30) OptionalSpecialized Services (40) Do not submit

Questions

Course Data Submission?


DATA CERTIFICATION


Certification Requirements


Review allfive aggregate

reportsZerofatal

errors

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)


Data Certification – Student

SUPPORTING REPORT

• English Learner - Count by Primary Language (2.6)

EXTRACTS

• Student Information ODS Download


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


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


Fall 2 Steps

SDEM | SASS | CRSE | SCSE |

2. Submit and post data

Fix fatal errors Review warnings

3. Resolve errors and review reports

Level 1 (Data Collection Certifier)Level 2 (Superintendent Certifier)

4. Certify

SIS Roles

1. Setup



CERTIFICATION REPORT

Student Information

Course Section & Student Course Section




Staff Demographics

Course Section & Student Course Section & Student Information67 Fall 2 Reporting & Certification v1.1, January 14, 2014



Course Section(NCLB Core Course Instructional Level &

HQT Competency Code)68 Fall 2 Reporting & Certification v1.1, January 14, 2014



Course SectionNote CTE filtering

Student Information



CERTIFICATION REPORTStaff Assignments


CERTIFICATION ERRORS

Data Certification




Common Problems

CRSE0127 - Warning – Make sure to review your passed CRSE records for CRSE0127

warnings. These warnings highlight courses indicated as likely to be core, but have been reported as non-core.

– The CRS-NCLB Core Course Instructional Level Code values are critical for accurate HQT reporting. See report 3.4 for core course counts.

– The Course Group Master Combos tab of the CALPADS Valid Code Combinations document listed on the Resources slide can tell you whether a course is expected to be NCLB core.

EL Services must be reported for all EL Students


Failure to correctly submit NCLB Core Course and EL Services data will trigger state audits.

Common Problems

Lack of internal cooperation – Reporting HQT Status

Coordinate EARLY to identify teacher-course-section Inaccurate Years of Service reported 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


KNOWN ISSUES

Fall 2 Issues

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


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

Wrap-Up


91

Wrap Up – Fall 2 Preparation

1. Download and review the CALPADS system documentation located on the CDE CALPADS web-site (http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp).

2. Meet with key staff to plan for the Fall 2 data submission1. Human Resources2. Curriculum3. School Site Staff4. English Learner support



Fall 2 Tips

92

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)


Delete all related records first (assignments, course-sections)

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)


Delete all related records first (assignments, course-sections)


Data Certification

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

Supporting reports provide detail

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

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

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


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


95

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


5 - Student Course SectionReplace or Delete: applies to ALL


Understand the order and submission process rules to avoid issues:

Batch Submission Order and Processes


Reminders


* 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

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System Documentation


97

Resources

Document Description Sections

CALPADS File Specifications (Forms)

File layout and requirements for batch submission

SENR, SINF, SPRG, CRSE & SCSE tabs

CALPADS Error List Detailed error message descriptions

Student Enrollment, Student Information, 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



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

System Documentation


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Resources

Document Description

CALPADS Code Sets File layout and requirements for batch submission

CALPADS Valid Code Combinations Detailed error message descriptions

CBEDS Assignment/Course Code Mapping

Detailed requirements


Mapping Guide

https://csis.fcmat.org/Pages/Fall-2-Advanced.aspx

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Self-paced Trainings

https://csis.fcmat.org/Pages/Self-Paced-Training.aspx




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


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

Training Evaluation

Please Complete Our Survey

100

Questions


FALL 2 REPORTS AND CERTIFICATION. Rules Mute yourself HOLD Name & LEA conversation at a time 1...

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