STATE REPORTING

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STATE REPORTING

• CALPADS
• Training 4a

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Welcome

• Introductions
• Participants (CDE, CSIS, IBM)
• Ground Rules
• Mute phones while listening (mute or mic button)
• Do not place your phone on hold
• Silence cell phones
• Introduce yourself (name and LEA) when speaking
• One conversation at a time
• Duration

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Course Description
PREREQUISITE AND AUDIENCE

• Target Audience
• LEA Program and Data Management Staff Responsible
  for Overall District Enrollment
• LEA System Administration Staff

• Prerequisites
• TRN1 or TRN 1A Overview of CALPADS Objectives
  and Requirements - Level 1 or Level 2 (Advanced)
• TRN2 CALPADS Key Features, Key Concepts, and
  System Administration
• TRN3 CALPADS SSID Enrollment

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Course Description
COURSE MODULES
This course is modularized to facilitate training
local staff on topics relevant to their duties.
The modules include

• State Reporting
• 4a - Part 1 Overview (p. 5)
• 4a - Part 2 FALL 1 Overview (p. 32)
• Expected data
• 4a - Part 3 FALL 1 Certification (p. 78)
• Review reports and certify

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CALPADS STATE REPORTING - Overview

• CALPADS
• Training 4a Part 1

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Contents

• This module covers
• Purpose of Snapshots Certification
• Introduction
• Snapshot Collection
• Snapshot Certification

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Purpose of Snapshots Certification

• Provide official counts that CDE will use

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INTRODUCTION
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Introduction

• CALPADS is designed to encourage Local
  Educational Agencies (LEAs) to submit data
  throughout the academic year to provide
  up-to-date information in CALPADS
• At specific times during the academic year,
  CALPADS will extract data from the ODS to support
  state and federal reporting needs

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Introduction
STATE REPORTING COMPONENTS
State Reporting The process of providing data to
support state and federal reporting needs
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Introduction
STATE REPORTING COMPONENTS
There are two types of CALPADS components which
support State Reporting processes

• Data Submission Components
• Snapshot Collection Components

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Introduction
DATA SUBMISSION COMPONENTS
Data Submission The process of submitting data to
CALPADS. The data submission components serve
both ongoing reporting and State Reporting.
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Introduction
DATA for ONGOING REPORTING

• Student Enrollments
• School Enrollment
• Transfer
• Graduate
• Drop
• Student Information
• Grade Level (promotions)
• Address
• Residence Category
• English Language Acquisition Status
• Student Program
• Free or Reduced Lunch (yearly eligibility)
• GATE eligibility

• LEAs can
• access up-to-date information on transferring
  students
• analyze local data
• manage anomalies
• prepare for State Reporting

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Introduction
DATA for STATE REPORTING
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SNAPSHOT COLLECTION
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Snapshot Collection
WHAT IS A SNAPSHOT?
Example Individual student data is extracted to
report the enrollment of specific Student
Subgroups
Snapshot A set of data extracted from ODS tables
and moved to the State Reporting Snapshot
Database tables at a particular point-in-time,
based on a set of predefined extraction criteria
and effective date parameters to meet a set of
specific State Reporting requirements
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Snapshot Collection
WHAT IS A SNAPSHOT COLLECTION?
Snapshot Collection The process of collecting
pre-defined data from the ODS on a scheduled
basis and moving it to the State Reporting
Snapshot database for certification by the LEA
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Snapshot Collection
SCHEDULED SNAPSHOTS
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EOY End of Year
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Snapshot Collection
SNAPSHOT EXTRACTION CRITERIA

• The criteria which specify which data to extract
  from the ODS vary by Snapshot Collection. The
  following criteria are defined for each Collection

Schools Included Certain schools are excluded
from the requirement to submit data for a
specific Snapshot Collection or for a particular
data type within a Collection
Students Included The students included will vary
depending on the reporting requirements for the
Snapshot Collection
Data Included The data extracted depends on the
reporting requirements for the Snapshot Collection
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Snapshot Collection
SNAPSHOT EFFECTIVE DATE PARAMETERS

• Each Snapshot has effective date parameters which
  identify a specific point in time or a period of
  time that identifies the data to be extracted for
  the Snapshot

Reporting Year The Academic Year in which the
data collection is occurring
Report Period All calendar dates included within
the Report From Date and the Report Through Date,
inclusive
Report Date The As Of Date for the reports
point-in-time data (e.g. Information Day)
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Snapshot Collection
SNAPSHOT COLLECTION WINDOWS
Snapshot Collection Window Period during which a
Snapshot Collection from the ODS occurs
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Snapshot Collection
SNAPSHOT COLLECTION WINDOWS (cont.)
Types of Snapshot Collection Windows

• Certification Window
• Amendment Window

Certification Window The period of time during
which data is collected from the ODS for LEA
certification
A specific Snapshot Collection can have one or
both types of Data Collection Windows. Each
window has a Start Date to indicate when the
window is open and an End Date to indicate when a
window is closed.
Amendment Window The period of time during which
data is collected from the ODS to amend LEA
certified data
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Snapshot Collection
SNAPSHOT PROCESS

• The Snapshot Process is initiated when the
  Snapshot Collection Window opens at its Start
  Date

• Each night while the window is open, CALPADS runs
  a Snapshot Process that
• Collects data from the ODS, based on the
  extraction rules of a specific Snapshot
  Collection
• Validates the data based on specific edit rules
  that must be passed for the data to be certified
• Creates a snapshot of the data in the State
  Reporting Snapshot Data Base for certification by
  the LEA

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Snapshot Collection
SNAPSHOT PROCESS (cont)

• CALPADS notifies the LEA Certifier (i.e. user
  with Data Collection Certifier role) that a
  Snapshot is ready for review
• LEAs continue to submit data to the CALPADS ODS
  until the data meet the expectations of the
  Snapshot Collection

• A snapshot is created in the Snapshot Database
  for an LEA as long as all of the following are
  true
• the current date falls within the Snapshot
  Collection Window
• the LEA has not already certified its Snapshot
• relevant data in the ODS has changed since the
  last Snapshot was created

• The Snapshot Process continues until either the
  data is certified by the LEA or the Snapshot
  Collection Window closes

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Snapshot Collection
SNAPSHOT VALIDATION
The data extracted from the ODS is validated
based on specific edit rules that must be passed
for the data to be certified. Warnings as well as
fatal errors are identified.

• Validation rules fall into several categories
• Trend Data Data appear to be out of the
  expected range when compared to the previous
  years data or compared to general expectations
  for the type of school, such as
• Significant Change in Total Enrollment
• Significant Change in School's Special Education
  Program Participant Count

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Snapshot Collection
SNAPSHOT VALIDATION (cont)

• Missing Data Data expected but not received,
  such as.
• Enrollment Date missing for open school
• Effective Student Information Record Missing for
  a Student
• Title I Part C Migrant Education Program
  Eligibility Data Expected

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Snapshot Collection
SNAPSHOT VALIDATION (cont)

• SSID Anomalies Concurrent Enrollment (CCE),
  Exit Reason Discrepancy (ERD), and Multiple ID
  (MID) anomalies exist, either within an LEAs
  data or across all LEAs data, such as
• Duplicate Open Enrollments

For Snapshots that include enrollment data,
anomaly validations are performed that can
prevent an LEA from certifying its data. If an
LEA is already certified, these results can lead
to decertification, at the option of
CDE. Threshold of MID and CCE anomalies 2 of
enrollment
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SNAPSHOT CERTIFICATION
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CALPADS Snapshot Collection
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Certification
HOW IS DATA CERTIFIED?

• CALPADS provides reports which display data
  aggregates that are to be certified. These
  aggregates are calculated from the detail data.
  Supporting reports are also provided to display
  the detail used to create the aggregates.

Certification Reports Reports that display the
aggregate data that is certified by the LEA
Certification Support Reports Reports that
display detail data in the Snapshot Database that
is used by CALPADS to create the aggregates on
the Certification Reports
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Certification
THE CERTIFICATION PROCESS

• LEAs are required to review the Certification
  Reports. If an LEA determines that a
  Certification Report does not accurately
  represent the LEA, it continues to submit data to
  the ODS. The data is incorporated into the
  Snapshot through the nightly Snapshot Process.
• The LEA certifies a Snapshot when the data pass
  all of the validations and accurately represent
  the LEA in all Certification Reports
• Both the Data Collection Certifier (Level 1) and
  the Superintendent Certifier (Level 2) must
  complete the certification
• When the Level 1 certification is complete, the
  Level 2 is notified

Reminder The Certifier roles can be assigned to
the same person
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Certification
CERTIFICATION PROCESS (cont.)

• Certification freezes the data, thereby
  preventing any further updates
• A certified snapshot can be decertified by an LEA
  as long as the Snapshot Collection Window is open
• Once CALPADS reaches the end of the Snapshot
  Certification Window, the last created snapshot
  remains in the Snapshot Database where it can be
  viewed by both CDE and the LEA

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Certification
AMENDMENT PROCESS
If either the LEA or CDE determines that the
Snapshot data are incomplete/incorrect, the data
can be amended during the Snapshot Amendment
Window

• The Snapshot is decertified by the LEA,
  reactivating the Snapshot Process, which captures
  current ODS data both data submitted
  specifically to rectify the identified problem as
  well as any data updates that have occurred to
  bring the ODS up-to-date
• The snapshot is revalidated by CALPADS,
  recertified by the LEA, and stored in the
  Snapshot database where it can be viewed by both
  CDE and the LEA

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CALPADS STATE REPORTING - FALL 1 Snapshot

• CALPADS
• Training 4a Part 2

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Contents

• This module covers
• Snapshot Window Effective Date Parameters
• Introduction to FALL 1 Snapshot
• Data Expectations for the FALL 1 Snapshot
• Data Submission to the ODS for FALL 1

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SNAPSHOT EXTRACTION CRITERIA EFFECTIVE DATE
PARAMETERS
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Snapshot Criteria Parameters
SNAPSHOT COLLECTION WINDOW for 2009-2010

Certification Window Start Date 10/7/09
Certification Window End Date
1/15/2010 Amendment Window Start Date
1/16/2010 Amendment Window End Date 02/12/10
Data Collection Window Period during which a
Snapshot Collection occurs
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Snapshot Criteria Parameters
EFFECTIVE DATE PARAMETERS for 2009-2010
The FALL 1 reports use the following parameters
to identify the data to be used to represent a
specific point in time or the data to be included
for a period of time
Reporting Year The School Year in which the data
collection is occurring, beginning with July 1
2009-2010
Active Enrollment Count The As Of Date for the
Reports point-in-time data
10/07/2009 (Information Day)
Dropout/Graduate Cycle The time period used to
examine student school exits to determine which
students are reported as dropouts and graduates
08/16/2008 - 08/15/2009
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Snapshot Criteria Parameters
STUDENTS INCLUDED for 2009-2010
Students Included The students to be included in
the Snapshot Collection. The students included
will vary depending on the reporting requirements
for the Snapshot Collection.
Open Enrollment A student school enrollment that
has not been exited as of a specified point in
time. The last possible enrollment date in a
student's enrollment is the date on which the
exit is posted.
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Snapshot Criteria Parameters
DATA INCLUDED for 2009-2010
Data Included The data that will be extracted
from the ODS for a specific Snapshot Collection
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Snapshot Criteria Parameters
EXPECTED SCHOOLS for 2009-2010

• Schools Included
• Certain schools are excluded from the requirement
  to submit data for a specific Snapshot Collection
  or for a particular data type within a Snapshot
  Collection
• See CFS at http//www.cde.ca.gov/ds/sp/cl/systemdo
  cs.asp

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INTRODUCTION to FALL 1 SNAPSHOT
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Snapshot Criteria Parameters
WHAT IS THE FALL 1 SNAPSHOT?
Snapshot A set of data extracted from ODS tables
and moved to the State Reporting Snapshot
Database tables at a particular point-in-time,
based on a set of predefined extraction criteria
and effective date parameters to meet a set of
specific State Reporting requirements

• The Fall 1 Snapshot provides an LEAs
• Active enrollment count
• Enrollment count for specific subgroups
• ( Title III Eligible Immigrants, GATE, NSLP,
  Title I Part C Migrant eligible, Sp Ed, LEP, EL,
  and Socio-economically Disadvantaged)
• Graduated, Completer, Dropout Counts for prior
  academic year

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Introduction
FOCUS OF THE SNAPSHOT
FALL 1 Summary counts as of Information Day
certified by each LEA for the following data
groups

• Enrollment - Current School Year
• Graduates and Dropouts - Previous School Year
• Successful High School Completers - Previous
  School Year

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Introduction
FOCUS OF THE SNAPSHOT (cont)
The Previous School Year (for counting dropouts
and graduates) is defined as the Dropout/Graduate
Reporting Cycle. It provides the timeframe for
the identification of

• Students who graduated during the prior school
  year
• Students who completed the prior school year
  without graduating
• Students who exited as dropouts from the prior
  school year

Dropout/Graduate Reporting Cycle The time
period used to examine student school exits to
determine which students are reported as dropouts
and graduates
Cycle August 16 of Year 1 to August 15 of
Year 2 (i.e., the school year in which the count
is being reported)
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Introduction
FOCUS OF THE SNAPSHOT (cont)

• The ENROLLMENT data group is certified with the
  following report which includes student subgroups
  of

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Introduction
FOCUS OF THE SNAPSHOT (cont)
The GRADUATE AND DROPOUT data group is certified
with the following report which includes the same
student subgroups
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Introduction
FOCUS OF THE SNAPSHOT (cont)
The SUCCESSFUL HIGH SCHOOL COMPLETERS data group
is certified with the following report which
includes these subgroups

• Completers
• All Graduates
• Graduates Met UC/CSU Requirements
• Passed CHSPE
• Completed GED
• Special Educ Certificate of Completion

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Introduction
FOCUS OF THE SNAPSHOT (cont)
All of the summary data group counts presented
are certified at each of the following levels

• Total by LEA
• Total by Grade
• Total by Gender
• Total by Ethnicity/Race

Note that the Certification Reports use these as
data filters
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DATA EXPECTATIONS of the FALL 1 SNAPSHOT
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Data Expectations
STUDENT PROFILE DATA

• The data needed to create the Fall 1
  Certification Reports is captured in the ODS as a
  part of a students Profile.

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Data Expectations
DATA ELEMENTS EXPECTED

• SSID Enrollment (SENR)
• SSID
• School of Attendance
• School of Attendance NPS
• Student School Start Date
• Enrollment Status
• Student School Exit Date
• School Completion Status
• Graduates Met UC/CSU Requirements
• Student Programs (SPRG)
• Education Program
• Education Program Membership Code
• Education Program Membership Start Date
• Education Program Membership End Data

• Student Information (SINF)
• Student Name
• Birth Date
• Primary Language Code
• Grade Level
• Ethnicity/Race
• Gender
• English Language Acquisition Status
• Parent Guardian Highest Education Level
• Student Proficient or Advanced for ELA Code
• Enrolled in US School Less Than Three Cumulative
  Years Indicator Y
• Student Birth Country Code not US
• Graduating Class Year
• Primary Residence Category
• Interdistrict Transfer Code
• District of Geographic Residence

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Not certified / Certification Support Reports
only
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Data Expectations
COUNTS BY STUDENT GROUP

• Many of the subgroups require multiple data
  elements from the Student Profile

• Part of Fall 1 is to certify subgroup count for
  active enrollment, dropout, and graduate

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Data Expectations
ENROLLMENT / GRADUATE / DROPOUT DATA

• English Learners

• English Language Acquisition Status EL

Title III Eligible Immigrants

• Enrolled in US School Less Than Three Cumulative
  Years Indicator Y
• Student Birth Country Code not United States
• Enrollment Status Code 10 (Primary)
• Student Age 3-21 (inclusive)
• Grade Level Code Not AD

Gifted and Talented Education

• Education Program Gifted and Talented Education

Title I Part C Migrant

• Education Program Title I Part C Migrant

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Data Expectations
ENROLLMENT / GRADUATE / DROPOUT DATA
Special Education

• Education Program Special Education

Limited English Proficient

• English Language Acquisition Status EL or RFEP
• AND
• Student Proficient or Advanced for ELA Code No

Socio-Economically Disadvantaged

• Parent/Guardian Highest Education Level 14 (Not
  a High School Graduate)
• OR
• Education Program Free or Reduced Price Meal
  Program

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Data Expectations
SUCCESSFUL HS COMPLETER DATA
All Graduates

• Student Exit Reason Code E230 (CompleterExit)
  and Completion Status Code 100 (Graduated,
  Standard HS Diploma)
• Student Exit Reason Code E230 (CompleterExit)
  and Completion Status Code 250 (Adult Ed High
  School Diploma)

Graduates That Met UC/CSU Requirements

• Student Included in All Graduates count
• AND
• Student Met all UC CSU Requirements Indicator
  Yes in Student Enrollment record

CHSPE

• Student Exit Reason Code E230 (CompleterExit)
  and Completion Status Code 330 Passed CHSPE
  (and no standard HS diploma)

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Data Expectations
SUCCESSFUL HS COMPLETER DATA
GED

• Student Exit Reason Code E230 (CompleterExit)
  and Completion Status Code 320 Completed GED
  (and no standard HS diploma)

Special Education Certificate of Completion

• Student Exit Reason Code E230 (CompleterExit)
  and Completion Status Code 120 Special
  Education certificate of completion

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Data Expectations
DROPOUT DATA

• Exited as follows during the Dropout Reporting
  Cycle for the Reporting Year
• Enrollment Status Code Primary
• Grade 7, 8, 9, 10, 11, 12 or US
• Student Exit Category E140, E300, E400, N420,
  T270, T380, T460 or E230 with School Completion
  Status 104 or 360
• Student School Exit Date a date included in the
  Dropout Reporting Cycle
• Did not re-enroll during the Dropout Reporting
  Cycle
• Any subsequent Student School Start Date is gt
  last date in the Dropout Reporting Cycle (Note
  Students who re-enrolled after the Cycle end date
  and withdrew before Information Day will be
  considered as dropouts in the next Reporting
  Year)
• Are not enrolled on Information Day
• The enrollment period of any subsequent
  enrollment does not include the Information Date
  during the Reporting Year

Dropout
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Data Expectations
DROPOUT DATA

• Students who successfully completed the previous
  school year and did not begin attending the next
  grade in the current school
• Student Exit Category N420 (No Show Same School)

Dropout Same School No Show
Dropout Other

• Students who meet the definition of a dropout and
  who do not meet the definition of Dropout Same
  School No Show
• The following are not counted as LEA dropouts .
• Pre-enrolled students who never attended the
  school and do not fit the criteria of Exit Reason
  Code N420
• Student Exit Category N470
• Student School Exit Date Student School Start
  Date or Student School Exit Date is one day prior
  to Student School Start Date

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Data Expectations
DROPOUT DATA for STATE COUNT
The state count of dropouts includes

• Matriculated No Shows counted as State level
  dropouts if CALPADS does not identify a
  subsequent enrollment
• Student Exit Category E230 (Completer Exit)
• School Completion Status 480 (Promoted-matricula
  ted)

• LEA Reported Dropouts adjusted as follows

• Re-Enrolled Dropout removed - Any student
  reported as a dropout by a school district will
  not be counted as a dropout if a subsequent
  enrollment in another school is found in the
  statewide FALL 1 data
• Lost Transfers added - An LEA reported that the
  student transferred to another California (CA)
  public school with Exit Category
• T160 Transferred to another CA public school.
• T165 Transferred to another CA public school due
  to disciplinary reasons
• and no subsequent enrollment record was found
  prior to the Information date of the reporting
  year

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Data Expectations
REPORTING DATA
All reports filter data by one or more of these
elements
This data is not certified in FALL 1. It is
included in Certification Support Reports for
validation support.
All summary data group counts on Certification
Reports are certified at each of these levels.
Graduating Class Year
Grade
Interdistrict Transfer Code
Ethnicity/Race
Primary Residence Category
Gender
District of Geographic Residence
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DATA SUBMISSION to the ODS for FALL 1
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Data Submission FALL 1
CONFIRMATION OF ENROLLMENT

• FALL 1 requires up-to-date Student Profile data
  in the ODS
• It does not require a re-submission of Student
  Enrollment (SENR) for continuing student
• FALL 1 does require a re-submission of Student
  Information (SINF) data to update a currently
  enrolled students grade level for each school
  year (Positive Enrollment)

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Data Submission FALL 1
CONFIRMATION OF ENROLLMENT (cont.)
Positive Enrollment Confirmation Active
Enrollment record and Student Information grade
level with effective start date between July 1st
of reporting year and Fall info day
Note For students whose grade levels are not
changing, LEAs should submit to the ODS student
information records that reflect each students
same grade, but a different school year.
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Data Submission Fall 1
STUDENT INFORMATION UPDATES
When current year enrollment is being confirmed
by and LEA with the Student Information record,
other data can be updated to reflect any changes
that will be needed to report the SSID accurately
for the FALL 1 Snapshot. The data in the Student
Information input file that is needed for
Certification Reports is identified below, along
with the required file data. While all of an
SSIDs data should be checked for changes, the
data that is likely to change yearly is indicated
also.
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Data Submission Fall 1
STUDENT INFORMATION UPDATES (cont)
CConditional on another field
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Data Submission Fall 1
STUDENT INFORMATION UPDATES (cont.)
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Yearly Changes Likely
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Data Submission Fall 1
DATA SUBMISSION CONTENT
Students Who are Currently Enrolled on
Information Day If not previously reported to
CALPADS, submit the following to the ODS for each
student who is enrolled and receiving instruction
/ services as of Information Day

• SSID Enrollment record with enrollment period
  that includes Information Day
• Student Information record with effective dates
  that include Information Day and with an
  Effective Start Date for grade level between July
  1 of the Reporting Year and the Fall Information
  Date, inclusive (i.e. a positive confirmation of
  current year enrollment)

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Data Submission Fall 1
DATA SUBMISSION CONTENT (cont.)
Students Who are Currently Enrolled on
Information Day (cont.) If not previously
reported to CALPADS, submit the following for
each student who is enrolled and receiving
instruction / services as of Information Day

• Student Program records that have a program
  membership period which includes Information Day
  for
• Title I Part C Migrant eligibility
• Gifted and Talented Education eligibility
• Special Education eligibility
• Free or Reduced Lunch Program eligibility with
  start date on or after July 1, 2009 (i.e.
  Reporting Year)

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Data Submission Fall 1
DATA SUBMISSION CONTENT (cont.)
Students Who Exited During the Report Period
(First Day of Dropout/Reporting Cycle through
Information Day) If not previously reported to
the ODS, submit the following for each exited
student

• All SSID Enrollment records that were effective
  during the Report Period
• All Student Information records that were
  effective during the Report Period
• All Student Program records that were effective
  during the Report Period

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Data Submission Fall 1
FALL 1 PREPARATION
Traditional Method

• CALPADS will accept SSID Enrollment records
  submitted in batch to the ODS for all students
  expected for FALL 1, along with the required
  Student Information and Student Program records.

CALPADS Method
FALL 1 expects up-to-date Student Profile data in
the ODS for each SSID. It does not require a
re-submission of the Student Profile data that
has been maintained on an on-going basis. Only
records that contain data that are different from
the data already in the ODS are needed.
Therefore, if there are no changes to report,
there is no need to submit records.
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Data Submission Fall 1
FALL 1 PREPARATION (cont.)

• The method for meeting the requirements for the
  FALL 1 Snapshot is an LEAs choice

• For an LEA with a local Student Information
  Management System (SIS), the choice may be
  determined by the way the SIS produces the
  CALPADS input files. A system that is able to
  determine what has been submitted to CALPADS
  already may choose to submit only updates. A
  system that is not able to (or chooses not to)
  determine what has been submitted already may
  choose to submit all required data, including
  data that has already been submitted.
• For other LEAs, the choice may be to use only an
  on-going data management method, which eliminates
  the need to manually prepare large quantities of
  data for the FALL 1 Snapshot.

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DATA SUBMISSION GUIDES
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Data Submission Guides
QUICK GUIDES

• Task oriented guides are being produced that will
  capture the steps taught in training for
  completing CALPADS tasks, such as .
• Enroll New Student
• Transfer a Student to a New School
• Exit a Student
• Delete Incorrect Data

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Data Submission Guides
DATA RECONCILIATION GUIDE
Additional information will be available to
assist in the initial reconciliation of local
data with CALPADS data. Differences may exist due
to

• Data Conversion
• SRRTS Start Date Processing vs. SIS Start Date
  Processing
• New enrollments since SRRTS stopped issuing SSIDs
• Student data changes not made in SRRTS

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Data Submission Guides
SYSTEM DOCUMENTATION

• 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 SSID and Enrollment Procedures
• CALPADS Data Guide
• http//www.cde.ca.gov/ds/sp/cl/systemdocs.asp

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STATE REPORTING FALL 1 Certification

• CALPADS
• Training 4a Part 3

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Contents

• This module includes the following
• Certification Management LEA
• FALL 1 Reports
• Key Points

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• CERTIFICATION MANAGEMENT - LEA

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Certification Management - LEA
CERTIFICATION STATUS

• Snapshots are managed through the State Reporting
  menu Manage Certifications

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Certification Management - LEA
CERTIFICATION STATUS
Use the Lookup link and Dropdown Lists to
make the appropriate selections and then Apply
Filters
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Certification Management - LEA

• Three Criteria to enable Certification
• Anomalies Percent lt 2
• No Fatal Errors
• Review all 3 Aggregate Report

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Certification Management - LEA
CERTIFICATION STATUS
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Certification Management - LEA
EDIT RESULTS
Error totals are displayed by Category Missing
Data, Invalid Data and Anomalies
Errors can be filtered by School
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Certification Management - LEA
EDIT RESULTS
Click on the Reveal icon to reveal totals for
each Error Category
Click on each total to reveal the specific data
in error
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Certification Management - LEA
EDIT RESULTS
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Certification Management - LEA
EDIT RESULTS
Click on drop down list to see examples of other
Certification Edits
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Certification Management - LEA
CERTIFICATION
Click on Snapshot for the Certification Details
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Certification Management - LEA
CERTIFICATION
The steps for certification are performed from
this screen
The history of snapshot actions is also
maintained on the screen
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Certification Management - LEA
CERTIFICATION
The data that is certified is represented on the
aggregate reports. A review of the aggregate
reports is required to certify. The review is
tracked with red and green icons. Supporting
reports are available for different views of the
data.
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Certification Management - LEA
CERTIFICATION
The actions that the user takes related to the
Snapshot are maintained in the Snapshot History.
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Certification Management - LEA
CERTIFICATION
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Certification Management - LEA
CERTIFICATION
Other options include the capability to reduce
the report size to better fit the screen, to
download the report, and to hide the request
screen to provide more space for the resulting
report
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Certification Management - LEA
CERTIFICATION
Note that when all the Aggregate Reports have
been viewed, the Certify button is available.
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Certification Management - LEA
CERTIFICATION
After clicking the Certify Button, the action
is recorded in the Snapshot History log
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Certification Management - LEA
CERTIFICATION
Once the second reviewer completes the same
actions, the Level 2 Certification is recorded in
the Snapshot History log
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Certification Management - LEA
CERTIFICATION STATUS
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Certification Management - LEA
ANOMALY STATUS
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Certification Management - LEA
DECERTIFICATION
Click on Snapshot for the Certification Details
A Snapshot can be decertified as long as the Data
Certification/Amendment Window is still open. The
process to decertify begins on the Certification
Status screen. Note the Certification Status is
Snapshot Certified Level 2.
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Certification Management - LEA
DECERTIFICATION
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Certification Management - LEA
DECERTIFICATION
Also note that the Certify button is now
available
Once the Decertify button is clicked, the
Decertification and a New Snapshot Requested
are recorded in the Snapshot History
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Certification Management - LEA
RE-CERTIFICATION
The re-certification can begin when a new
snapshot is available.
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• FALL 1 REPORTS

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Overview
FALL 1 aggregate Certification Reports and their
Supporting Reports are available from both the
ODS and the State Reporting Snapshot database

• If run from the ODS, reports display data
  representing current SSID enrollment information
• If run from the State Reporting Snapshot
  database, reports display certification data

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Reports
REPORTS AVAILABLE IN BOTH DATABASES
----------- ODS Reports ------------
---------------------- Snapshot Reports
---------------
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CALPADS Reports - Enrollment
Description Reports the count of students with
Enrollment Status Code of Primary by student
subgroups at the school level Views/Type ODS and
Snapshot / Certification Links To Report 1.2
Enrollment - Primary Status Student List Report
2.2 Title III Eligible Immigrants by Birth
Country Links From None
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CALPADS Reports - Enrollment
Description Reports the student subgroup(s) in
which students with Enrollment Status Code of
Primary are counted Views/Type ODS and
Snapshot / Certification Support Links To
Report 8.1 Student Profile - List Links
From Report 1.1 Enrollment Primary Status by
Subgroup
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CALPADS Reports - Enrollment
Description Reports the count of students with
Enrollment Status Code of Primary,
disaggregated by grade, gender, and
Ethnicity/Race Views/Type ODS and Snapshot /
Certification Support Links To Report 8.1
Student Profile - List Links From None
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CALPADS Reports - Enrollment
Description Reports the count of students
enrolled by Enrollment Status Code, disaggregated
by grade, gender, and Ethnicity/Race Views/Type O
DS and Snapshot / Certification Support Links To
Report 8.1 Student Profile - List Links
From None
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CALPADS Reports - Exits
Description Reports the count of Graduates and
Dropouts by student subgroups Views/Type ODS and
Snapshot / Certification Links To Report 1.7
Graduates by Subgroup Student List Links
From None
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CALPADS Reports - Exits
Certification Support Report
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CALPADS Reports - Exits
Certification Support Report
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CALPADS Reports - Exits
Certification Report
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CALPADS Reports - Exits
Certification Support Report
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CALPADS Reports - Exits
Certification Support Report
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CALPADS Reports - Exits
Certification Support Report
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CALPADS Reports - Exits
Certification Support Report
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CALPADS Reports - Student
Certification Support Report
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CALPADS Reports - Student
Certification Support Report
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• KEY POINTS

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Key Points

• The ODS data is current data (can be view long
  before certification)
• The Snapshot data is certification data
• Three Criteria for Certification
• Anomalies gt 2
• Zero Fatal Errors
• All 3 aggregate report reviewed
• Two levels of certification are required
• Fall 1 Certifier
• Superintendent Certifier
• Snapshot is updated nightly (if there are
  changes)
• Certified by 1/15/10
• Data can be decertified
• 2/12/10 is the last day to amend data

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Where to get more information

• The following are available to provide specifics
  on the CALPADS System and the procedures that
  guide your interaction with CALPADS
• Release Update
• CALPADS Errors List
• CALPADS File Specifications (CFS)
• CALPADS Code Sets
• CALPADS Valid Code Combinations
• CALPADS SSID and Enrollment Procedures
• CALPADS Data Guide
• http//www.cde.ca.gov/ds/sp/cl/systemdocs.asp

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Support
Support Information

• CALPADS URL
• https//www.calpads.ca.gov/
• CALPADS Support
• 916-325-9210
• CALPADS Service Desk Request Form (preferred
  contact method)
• HTTP//WWW2.CDE.CA.GOV/CALPADSHELP/DEFAULT.ASPX
• calpads-support_at_cde.ca.gov
• CALPADS Operations Office (Admin. Account
  Support)
• 916-324-6738
• calpadsaccess_at_cde.ca.gov
• CALPADS-LEA Listserv (one-way)
• http//www.cde.ca.gov/ds/sp/cl/listservs.asp

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Training Feedback
CALPADS Training Evaluation Form

• Please complete CALPADS Training Evaluation Form
  available from
• http//www.csis.k12.ca.us/library/calpads-training
  /

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Questions
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