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REPORTS AND CERTIFICATION ADVANCED

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Title: CALPADS Fall 1 Advanced Reporting and Certification v1.0 published 9/17/2012 Author: Manny Aidam Last modified by: sahmed Created Date: 3/30/2009 11:01:33 PM – PowerPoint PPT presentation

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Title: REPORTS AND CERTIFICATION ADVANCED


1
REPORTS AND CERTIFICATION ADVANCED
  • Fall 1

2
Rules
Silence cellphones
3
Please do not multitask
4
Whos Supposed to Be Here
5
Training Sequence
6
Agenda
7
(No Transcript)
8
Important Dates
CALPADS Calendar http//www.cde.ca.gov/ds/sp/cl/
rptcalendar.asp
9
What To Submit
Order Online Batch
1 Student Enrollment SENR
2 Student Information SINF
3 Student Program SPRG
Submitting files out of order may cause GERR005
errors. See CALPADS Error List on the Resources
slide for details.
10
Information Reported
11
Sub-groups Reported
12
Fall 1 Accounts and Roles
Role Allows user to
Fall 1 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
Free Reduced Lunch View and submit lunch program (175, 181, 182) records
Reminders
Daily use account LEA Admin cannot certify
13
 Fall 1 Preparation
14
 Fall 1 Suggested Milestones
Date Range
Activity
15
(No Transcript)
16
2012-2013 Changes
Implemented Functionality Description
7/01/2012 Code Set Education Program added 181 - Free Meal Program 182 - Reduced Price Meal Program
7/01/2012 Code Set Education Program - modified name and definition 162 - Pregnant or Parenting (Formerly Cal-SAFE)
7/01/2012 Code Set Non-Classroom based or Support Assignment added 6018 - Employee on Leave
7/01/2012 Code Set Education Program Retired 131 - NCLB Title X Homeless 175 - Free or Reduced Price Meal Program
8/13/2012 File Layout Migrant Student ID (SPRG) field 3.20 is now 11 characters
Extract New extract for SSIDs acquired online
Anomalies ERD Anomaly modified to exclude Short Term Enrollment Status (30) from being counted as a Lost Transfer
16
17
2012-2013 Changes
Implemented Functionality Description
Report Modified 1.5 report to include LEA summary enrollment by grade (like old SIF report)
Report New 5.1a Free or Reduced Price Meal (FRPM) reports to show school level counts of Free or Reduced Price Meal Eligibility
7/01/2012 Validation Rule Modify SPRG0080 Includes new NSLP Codes 181 and 182 in the Membership validation
8/13/2012 Validation Rule New GERR0008 - Fatal error checks that first two digits of Migrant Student ID is 06 (SPRG field 3.20)
9/5/2012 Validation Rule New CERT101 - Warning if Primary Residence Category Code Missing, Invalid, or Not Current Within the LEA Enrollment
Validation Rule New SINF0255 - Warning to encourage appropriate classification and reclassification of English learners in ELAS Code field 2.41
Validation Rule New SASS0256 - Fatal error to prevent duplicate staff assignment records submission. (fields 8.15 - 8.21)
17
18
2012-2013 Changes
Implemented Functionality Description
Validation Rule New SASS0257 - Fatal error when assignment code 6018 is used with any other assignment code (fields 8.15 - 8.21)
Validation Rule Modify SDEM107 - Change severity to fatal and adjust birthdate range
Validation Rule Modify CERT093 error description to simplify message.
Validation Rule Modify CERT056 Warning to no longer trigger when Program Membership End Date Student School Exit date.
Validation Rule Disable SINF0166 Missing Student Initial Ninth Grade Entry Year (SINF field 2.47)
Validation Rule Error GERR002 - Fatal error when 131,175 have dates after 6/30/2012.
18
19
(No Transcript)
20
Certification Requirements
21
 Review and Verify Reports
  • Establish Report Review Process
  • Data stewards should review reports
  • Have reviewers sign off to verify they have
    reviewed
  • Evaluate Certification Aggregate Reports
  • 1.1 Enrollment Primary Status by Subgroup
  • Filter Grade Levels to KN-12, UE, and US
  • 1.6 Graduates and Dropouts by Subgroup
  • 1.9 Completers and Dropouts Count
  • 4 Year Graduate Dropout Cohort
  • 5.1a Free or Reduced Price Meal Eligibility
    Count - NEW

22
Certification Reports 1.5
More detail in Section 12 of the CALPADS User
Manual
23
Certification Reports 5.1a
24
Anomaly Status Report
Essential 4 training covers anomaly resolution in
detail
Reminder ERD Type B anomalies (dropouts
re-enrolled) will be subtracted from the dropout
count published to DataQuest. ERD Type C
anomalies (lost transfers) will be added to the
dropout count published to DataQuest.
25
Fall 1 Steps
26
Snapshot Generation
Regular Nightly Processing
ODS
Snapshot
Fall 1 Data
After certification
ODS
Snapshot
Fall 1 Data
CALAPDS availability and nightly processing
schedule is available at http//www.cde.ca.gov/ds
/sp/cl/calpadshours.asp
27
Fall 1 After Certification
28
(No Transcript)
29
Common Problems GERR0005
  • Problem
  • GERR0005 Error received online or batch
    submission for SINF or SPRG
  • Student not owned by LEA or School during
    specified effective date period
  • Solution
  • Compare the data in the submission file to the
    current enrollment data in CALPADS to identify
    the error.
  • Correct the enrollment/exit dates in CALPADS or
    correct the date in the submission file.

30
Common Problems GERR0005
31
Common Questions Exit Codes
  • What exit code should be used

E450 Student leaving school (any time) - plans to enroll in another CA public school (applies to K-6 only)
E490 End of the school year student will be continuing in same school
E230 Student completing highest grade at school, must also submit completion status code
N420 Student no show previously attended school
N470 Student no show pre-enrolled, never attended school Exit Date should be same as Start Date, or 1 day before Start Date
T160 Student exiting any time plans to attend another CA public school Students exiting Alternative Schools must have expected school of attendance
T165 Transfer to another school for disciplinary reason - must have expected school of attendance
T167 Non-disciplinary referral to Alternative School or non-alternative Independent Study Program
32
Common Questions Program Data
  • What membership code should be used for each
    program?

Program Eligible (1) Participating (3) Counted in Report
Gifted and Talented Education (127) Preferred Acceptable Eligible or Participating
Title 1 Part C Migrant (135) Preferred Acceptable Eligible or Participating
Special Education (144) Preferred Acceptable Eligible or Participating
Free Meal Program (181) Preferred Acceptable Eligible or Participating
Reduced-Price Meal Program (182) Preferred Acceptable Eligible or Participating
33
Common Questions Program Data
  • What start date should be used for each program?

Program Eligible (1) Participating (3)
Gifted and Talented Education (127) Date student first identified On or after student enrolled in LEA 
Title 1 Part C Migrant (135) Date student first identified On or after student enrolled in LEA 
Special Education (144) Date student first identified On or after student enrolled in LEA 
Free Meal Program (181) Date student identified for the school year On or after student enrolled in LEA in current school year
Reduced-Price Meal Program (182) Date student identified for the school year On or after student enrolled in LEA in current school year
34
Common Problems Errors
  • Problem
  • The SENR027 error occurs when an enrollement
    record being submitted overlaps with an existing
    enrollment record in CALPADS or another record
    within the SENR file.
  • Solution
  • Compare the enrollment records in your extract
    file to those in CALPADS and determine if any of
    them need to be updated (applicable fields
    include Student School Start Date, Enrollment
    Status Code, Student School Exit Date, and
    Student Exit Reason Code).

35
Common Problems - Anomalies
  • Problem
  • Errors when combining SSIDs in MID resolution
  • Combination includes an open enrollment that is
    not the focus ID
  • The update will create one or more overlapping
    enrollments
  • Solution
  • Exit or delete overlapping or duplicate
    enrollment records
  • A student can only have one enrollment on any
    given day among all SSIDs being combined
  • Exit duplicates using an exit date equal to the
    start date and an exit code of N470
  • Clean up enrollment history after combine

36
Common Problems - Certification
  • Problem
  • CERT003 errors occur when the Student Information
    (SINF) record has not been updated for the school
    year.
  • Solution
  • Post student information for the current school
    year
  • Batch processing - submit and post a current SINF
    file
  • Updating manually online - enter a current year
    grade level record
  • Effective Start Date must be within 7/1/12 to
    10/3/12

37
Common Problems - Certification
  • Problem
  • The CERT004 error occurs when the ethnicity or
    race data is missing for any enrollments during
    the reporting period (8/16/11-10/3/12), including
    those with exit dates and reasons
  • Solution
  • Post student information
  • Batch processing - submit and post a current SINF
    file
  • Updating manually online make sure race and
    ethnicity are entered for all demographic
    record(s) owned by your LEA

38
Common Problems - Certification
  • Important Details
  • Students must have demographic records that
    correspond to their enrollment records.
  • Students active on Census Day (10/3) must have a
    current year grade level record between 7/1 and
    Census Day.
  • For batch processing, Grade Level is updated by
    the Student Information (SINF), not the Student
    Enrollment (SENR).
  • LEA must have an open enrollment record to post a
    student information record.

39
Common Problems - Certification
  • Problem
  • Subgroup counts are too low
  • Solution
  • Post student program records for the current
    school year (SPRG for batch processing)
  • Review 1.1s subgroups for accuracy prior to
    certifying

40
Common Problems - Certification
  • Problem
  • The certify button is grayed out
  • Solution
  • Outstanding fatal errors
  • Anomaly rate exceeds 2
  • All three reports have not been reviewed
  • LEA Admin cannot certify
  • The account does not have the certifier role

41
(No Transcript)
42
Reminders
43
Reminders
Effects On Four-Year Adjusted Cohort Graduation
Rate
Type of Student Part of Cohort Effect on Rate
Graduate Yes Increase
Dropout Yes Decrease
Dropout re-enrolled No None
Lost transfer Yes Decrease
Non-grad Yes Decrease
Regular transfer No None
No-show (never attended) No None
Deceased No None
44
Resources
CALPADS Calendar
http//www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
System Documentation
http//www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Document Description Sections
CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SINF, SPRG tabs
CALPADS Error List Detailed error message descriptions Student Enrollment, Student Information, Student Programs, and Fall 1 Certification tabs
CALPADS Data Guide Detailed requirements Sections 2.1.1, 2.1.2, 2.1.3
Self-paced Trainings
https//csis.fcmat.org/Pages/Self-Paced-Training.aspx
44
45
Support
46
Training Evaluation
Please Complete Our Survey
Questions
46
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