FALL 2

1
FALL 2

• REPORTS AND CERTIFICATION

2
Rules
Silence cellphones
3
Please do not multitask
4
Whos Supposed to Be Here
5
Training Sequence
6
Agenda
7
(No Transcript)
8
DATA SUBMISSION PERIOD
9
Information Reported in Fall 2
10
What To Submit
Order Online Batch
1 Student Enrollment SENR
2 Student Information SINF
3 Student Program SPRG
4 Staff Demographics SDEM
5 Staff Assignments SASS
6 Course Section CRSE
7 Student Course Section SCSE
Student Information data is used to identify
English Learners for Fall-2.
11
Record Relationships
Records above others must be posted before those
below them or you may get rejected records
11
12
Important Dates for Fall 2
13
Schools Which Need To Report
Participants Course Staff EL
Sector  Sector  Sector  Sector 
Public Y Y Y
Non-Public Private N N N
Non-Public Nonsectarian N N N
School Instructional Level  School Instructional Level  School Instructional Level  School Instructional Level 
Pre-Kindergarten N N N
Elementary Y Y Y
Intermediate/Mid/Jr. Y Y Y
High School Y Y Y
K-12 School Y Y Y
Adult Education N N N
Postsecondary N N N
Ungraded N N N
Participants Course Staff EL
School Type  School Type  School Type  School Type 
Traditional (non-educational options schools) Y Y Y
District Level Programs (Independent Study and Home Hospital Programs) P P P
County Community Y Y Y
District Community Day Y Y Y
Division of Juvenile Justice Y Y Y
Juvenile Court Schools Y Y Y
Continuation High Schools Y Y Y
Opportunity Y Y Y
Alternative Schools of Choice Y Y Y
State Special Schools Y Y N
Home and Hospital Y Y Y
Special Education Consortium Y Y Y
Special Education Y Y Y
Non-Public School Group (0000001) N N N
ROP/ROC(3) N N N
P Permitted, but required if student has been
assigned an SSID
See section 2 of the CALPADS File Specifications
mentioned on the Resources slide for the full
table
14
Fall 2 Accounts and Roles
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
Reminders
Daily use account LEA Admin cannot certify
15
 Fall 2 Checklist Preparation
16
(No Transcript)
17
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
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
17
18
2012-2013 Changes
Implemented Functionality Description
Report Modified 1.5 to include LEA summary enrollment by grade (like old SIF report)
Report New 5.1a - Free or Reduced Price Meal (FRPM) Eligibility (school counts)
Report New 5.3a - Free or Reduced Price Meal (FRPM) Eligibility (student list)
Report Socio-Economically Disadvantage Sub-group - aggregate changed to include Program code 181 and 182
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)
8/21/2012 Validation Rule Disable SINF0166 Missing Student Initial Ninth Grade Entry Year (SINF field 2.47)
7/01/12 Validation Rule Error GERR002 - Fatal error when 131,175 have dates after 6/30/2012.
18
19
2012-2013 Changes
Implemented Functionality Description
Validation Rule New SINF0254 Fatal error to prevent multiple open NSLP Program records
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)
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
19
20
2012-2013 Changes
Implemented Functionality Description
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.
20
21
(No Transcript)
22
Data Submission Student
23
Data Submission Student
No special submission of Student data is needed
for Fall 2 IF Student Profile data is maintained
in on an on-going basis
24
(No Transcript)
25
Staff Types Reported
Teachers
Administrators
Pupil Service
26
Staff Required Fields
All Staff
Record Element(s) Values and/or Notes
SDEM Reporting LEA Effective Start Date
SDEM Effective End Date Leave blank
SDEM Academic Year ID
SDEM SEID Staff demographics can not be reported without a valid SEID
SDEM Local Staff ID Staff Legal First Name Staff Legal Last NameStaff Birth Date Staff Gender Code
SDEM Staff Hispanic Ethnicity Indicator Required if Staff Ethnicity Missing Indicator is blank
SDEM Staff Ethnicity Missing Indicator Required if Staff Hispanic Ethnicity Indicator is blank
See the CALPADS File Specifications (Forms) on
the Resources slide near the end of the
presentation for detailed field requirements
27
Staff Required Fields
All Staff
Record Element(s) Values and/or Notes
SDEM Staff Race 1 Code Required if Staff Race Missing Indicator is blank
SDEM Staff Race Missing Indicator Required if Staff Race 1 Code is blank
SDEM Staff Highest Degree Code Staff Employment Status Code Staff Employment Start Date
SDEM Staff Employment End Date Required if staff no longer employed at LEA
SDEM Staff Service Years LEA Staff Service Years Total
SASS Reporting LEA School of Assignment Academic Year ID SEID Local Staff ID Staff Legal First Name Staff Legal Last Name Staff Birth Date Staff Gender Code Staff Job Classification Code Staff Job Classification FTE Percentage
28
Staff Required Fields
All Staff
Record Element(s) Values and/or Notes
SASS Non Classroom Based Job Assignment Code 1 Non Classroom Based Job Assignment Code 2 Non Classroom Based Job Assignment Code 3 Non Classroom Based Job Assignment Code 4 Non Classroom Based Job Assignment Code 5 Non Classroom Based Job Assignment Code 6 Non Classroom Based Job Assignment Code 7 Required if Staff Job Classification Code 10, 11 or 25
29
Staff Required Fields
Teachers
Record Element(s) Values and/or Notes
SASS Staff Job Classification Code 12, 26 or 27
CRSE SEID Must be a valid SEID that matches the SEID in SDEM and SASS records
Administrators
Record Element(s) Values and/or Notes
SASS Non Classroom Based Job Assignment Code 1
SASS Staff Job Classification Code 10 or 25
Pupil Service
Record Element(s) Values and/or Notes
SASS Non Classroom Based Job Assignment Code 1
SASS Staff Job Classification Code 11
30
Obtaining Statewide Educator IDs (SEIDs)
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
30
31
Data Submission - Staff
There are two file types for staff data. The file
types must be submitted in a specific order.
32
Data Submission - Staff
Employed as of Census Day Employed within 30 days
after Census Day for school tracks that are not
in session on Census Day
33
Data Submission - Staff
34
Data Submission Staff
35
Data Submission - Staff
CALPADS maintains Staff Assignments by School for
each Academic Year
36
Data Submission - Staff

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

LISA

• 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

123456789
37
Data Submission Staff
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.
38
Data Submission Staff
DEMONSTRATION STAFF DEMOGRAPHICS STAFF
ASSIGNMENTS

• Add/Update Staff Demographics for SEID
• Without existing demographics
• With existing demographics for another LEA
• With existing demographics for users LEA

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

39
Fall 2 Tips
40
Fall 2 Tips
41
Questions
Staff Data Submission?
42
(No Transcript)
43
Course Terms
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
43
44
Data Submission - Course
45
Record Relationships
Records above others must be posted before those
below them or you may get rejected records
45
46
Course Section Required Fields
All Course Sections
Record Element(s) Values and/or Notes
CRSE Reporting LEA School of Course Delivery Academic Year ID CRS-State Course Code
CRSE CRS-Local Course ID Unique ID up to 10 characters
CRSE CRS-Course Name CRS-NCLB Core Course Instructional Level Code CRS-UC CSU Approved Indicator
CRSE Course Section ID Unique ID for each course section, usually a combination of local course ID and additional indicator up to 10 characters. Example K-AM-1, 1st-1, Alg1-02
CRSE Academic Term Code
CRSE SEID Staff demographic record for SEID must exist in CALPADS
CRSE Local Staff ID Class ID
47
Course Section Required Fields
All Course Sections
Record Element(s) Values and/or Notes
CRSE Independent Study Indicator Distance Learning Indicator
CRSE CTE Course Section Provider Code Required if Course Content Code 154 or a CTE State Course Code is populated (i.e., 4010-5955)
CRSE HQT Competency Code Indicates if a course section is being taught by a highly qualified teacher. Required if NCLB Core Course Instructional Level Code E (Elementary Core) or S (Secondary Core).
SCSE Reporting LEA School of Course Delivery Academic Year ID SSID Local Student ID Student Legal First Name Student Legal Last Name Student Birth Date Student Gender Code Local Course ID Course Section ID Academic Term Code
No student enrollments (student course section)
required for Pull-out/Itinerant instruction
unless EL services are being offered that the
LEA wants recognized
48
Course Section Required Fields
Self-contained
Record Element(s) Values and/or Notes
CRSE CRS-State Course Code 1000
Departmentalized
Record Element(s) Values and/or Notes
CRSE CRS-State Course Code Anything other than 1000
English Learner Classes
Record Element(s) Values and/or Notes
CRSE Education Service Code
CRSE Instructional Strategy Code 400, 500, 600, or 650
CRSE Language of Instruction Code Required if Education Service Code 1 or Instructional Strategy 600
49
Course Section Required Fields
Career Technical Education (CTE)
Record Element(s) Values and/or Notes
CRSE CRS-State Course Code 4010-5955 required if CRS-Course Content Code does not equal 154
CRSE CRS-Course Content Code Required if CRS-State Course Code does not equal a code within 4010-5955
CRSE CTE Course Section Provider Code Use 2 District if section is not part of a CTE pathway
CRSE CRS-CTE Technical Preparation Course Indicator Must be Y for a CTE Technical Preparation Course
California Partnership Academy
Record Element(s) Values and/or Notes
CRSE Education Program Funding Source Code 113
50
Course Section Required Fields
Team Teaching
Record Element(s) Values and/or Notes
CRSE Multiple Teacher Code 1
CRSE Class ID
Job Sharing
Record Element(s) Values and/or Notes
CRSE Multiple Teacher Code 2
CRSE 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.
51
Data Submission - Course
There are two file types for course data. The
file types must be submitted in a specific order.
52
Courses Taught By A Teacher Without An SEID
Teacher not employed by LEA (e.g. COE Special Ed,
private contractor)
Distance learning teacher
Use SEID of 9999999999
ROC/P Instructor
College professor
New teacher without SEID from CTC
Non-certificated Charter School teacher teaching
non-core class
52
53
Instructional Strategy Hierarchy
Special Ed (700)
Home/Hospital (300)
English Leaner (400-650)
Alternatively, you can submit a different
course section for each instructional strategy
53
54
Course Section Required Fields
Special Ed (e.g., special day class)
Record Element(s) Values and/or Notes
CRSE Instructional Strategy Code 700
Home and Hospital
Record Element(s) Values and/or Notes
CRSE Instructional Strategy Code 300
Independent Study
Record Element(s) Values and/or Notes
CRSE Independent Study Indicator Y
Distance Learning
Record Element(s) Values and/or Notes
CRSE Distance Learning Indicator Y
55
Data Submission Course Sections
CALPADS maintains Course Data and Student Course
Data by School for each Academic Year and Term
56
Data Submission Course
DEMONSTRATION COURSE SECTION STUDENT COURSE
SECTION

• Add New Course
• Add Course Section(s)
• Add Student Course Section(s)
• Upload Batch Files
• Troubleshoot Submission Errors

57
Data Submission Course Sections
58
Data Submission Course
ADD COURSE SECTION - Input Validations
Source Error List (Examples)
Source Valid Code Combinations (Examples)
http//www.cde.ca.gov/ds/sp/cl/systemdocs.asp
59
Student Course Section Enrollment Data Expected
Enrollment Status Course Enrollment
Primary (10) Required
Secondary (20) Optional
Short-term (30) Optional
Specialized Services (40) Do not submit
Only when school type is not an Educational
Options School or district-level independent
study/home hospital program, or an independent
study school
59
60
Questions
Course Data Submission?
61
DATA CERTIFICATION
62
Certification Requirements
63
 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)

64
Data Certification Student
65
Data Certification Staff
66
Data Certification Course
67
Fall 2 Steps
2. Submit and post data
SDEM SASS CRSE SCSE
68
Data Submission Staff
CERTIFICATION REPORT
Staff Assignments
69
Data Submission Course
CERTIFICATION REPORT
Course Section (NCLB Core Course Instructional
Level HQT Competency Code)
70
Data Submission Course
CERTIFICATION REPORT
Student Information
Course Section Note CTE filtering
71
Data Submission Course
CERTIFICATION REPORT
Student Information
Course Section Student Course Section
72
Data Submission Course
CERTIFICATION REPORT
Staff Demographics
Course Section Student Course Section Student
Information
73
Data Certification
Report Review Required
74
Data Certification
CERTIFICATION ERRORS

• http//www.cde.ca.gov/ds/sp/cl/systemdocs.asp

75
Common Problems

• Lack of internal cooperation
• Reporting HQT Status
• Coordinate EARLY to identify teacher-course-sectio
  n
• 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

76
Fall 2 Issues
KNOWN ISSUES

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

77
Certification Errors - Student

• CERT003
• Error occurs when the student information (SINF)
  record has not been updated with the students
  grade level for the school year
• Solution
• Post student information for the current school
  year (SINF for batch processing)
• Effective Start Date needs to fall within
  7/1/2011 -10/5/2011 for students to be counted

78
Certification Errors - Student

• CERT004
• Error occurs when the student does not have
  race/ethnicity data reported for an enrollment
  that falls within the reporting period,
  8/16/10-10/5/11
• Solution
• Post student information for the current school
  year (SINF for batch processing)
• Effective Start Date needs to align with
  students enrollment
• Verify the dates are aligned with LEA enrollment

79
Certification Errors English Learners

• CERT063
• Error occurs for English Learners for whom no
  Services are reported (Warning)
• Solution
• Verify English Learner services are reported for
  at least one course-section the student is
  enrolled

80
Certification Errors - Staff

• CERT049
• Error occurs when a staff assignment is reported
  for a SEID for which there is no staff
  demographic record reported
• Solution
• Post staff demographic record for the teacher
• Verify the staff hire date is on or before
  information day

81
Certification Errors - Staff

• CERT054
• Error occurs when a course section is reported
  for a teacher (SEID) for which there is no staff
  demographic record reported
• Solution
• Post staff demographic record for the staff
  member (SEID)
• Verify the staff hire date is on or before
  information day

82
Certification Errors - Staff

• CERT064
• Error occurs when staff demographic record is
  reported for a SEID which has no staff assignment
  record reported
• Solution
• Post staff assignment record for the SEID
• Verify the effective date is within the reporting
  period

83
Certification Errors - Staff

• CERT047
• Error occurs when course section is reported for
  a SEID which has no teaching assignment
  reported(does not apply to course section with
  SEID that is 9999999999)
• Solution
• Post staff assignment record with the appropriate
  teaching job classification (12, 26, or 27) for
  the SEID
• Verify the effective date is within the reporting
  period

84
Certification Errors Course Section

• CERT082
• Error occurs when only one course section is
  reported with a multiple teacher code
• Solution
• Post another course section record with the other
  teachers SEID and the same Class ID

85
Certification Errors Course Section

• CERT083
• Error occurs when a student course section is
  reported and the course section does not exist in
  the CALPADS
• Solution
• Verify that the student course section is correct
  (i.e. Local Course ID, Course Section ID,
  Academic Term)
• Post the course section record

86
Certification Errors Course Section

• CERT048
• Error occurs when no course section is reported
  for a job classification of teacher (12/26/27)
• Solution
• Verify that the teacher has a teaching assignment
• Submit the course section for the teacher
• If no teaching assignment
• Submit a course-section record with the 3020
  (Support/Consultation) course code

87
Certification Errors Staff Demo

• CERT075
• Error occurs when the teachers staff employment
  start date or end date does not fall within the
  reporting period, 10/3/12-11/8/12
• or
• Record effective start date not between 7/1/12
  and 11/8/12
• Solution
• Verify that the employment dates are correct
• If yes, submit a service request to have the
  record deleted
• If no, submit the correct employment dates

88
Certification Errors Staff Demo

• CERT076
• Error occurs when the admin or support staffs
  staff employment start date or end date does fall
  on census day
• or
• Record effective start date not between 7/1/12
  and 10/3/12
• Solution
• Verify that the employment dates are correct.
• If yes, submit a service request to have the
  record deleted
• If no, submit the correct employment dates

89
Certification Errors Course Section

• CERT077
• Error occurs when no student course section
  records are reported for a student whose
  enrollment status on Census Day is Primarily
  Enrollment (10)
• Solution
• Verify the students enrollment status on Census
  Day
• If correct, submit the student course section
  records (SCSE) for the student
• If not correct, submit updated student enrollment
  records (SENR)
• Error does not apply to Educational Options
  schools, Charter schools, and courses delivered
  at the district level

90
Certification Errors Staff Assign

• CERT084
• Error occurs when no staff assignment data was
  submitted for staff with staff demographics data
• Solution
• Verify that the staff demographics are correct
• If yes, submit staff assignment record(s)
• If no, submit a service request to have the
  record deleted

91
(No Transcript)
92
Wrap Up Fall 2 Preparation

• Download and review the CALPADS system
  documentation located on the CDE CALPADS web-site
  (http//www.cde.ca.gov/ds/sp/cl/systemdocs.asp).
• Download and review the Preparing to Submit
  Course Data documents on the CSIS CALPADS
  Documents web-site, Other Transition Planning
  Tools section(http//www.csis.k12.ca.us/library/c
  alpads/).
• Meet with key staff to plan for the Fall 2 data
  submission
• Human Resources
• Curriculum
• School Site Staff
• English Learner support

92
93
Fall 2 Tips
94
Data Certification
95
Snapshot Generation
Regular Nightly Processing
ODS
Snapshot
Fall 2 Data
After certification
ODS
Snapshot
Fall 2 Data
CALAPDS availability and nightly processing
schedule is available athttp//www.cde.ca.gov/ds
/sp/cl/calpadshours.asp
96
Batch Submission Order and Processes

• Understand the order and submission process rules
  to avoid issues

96
97
Reminders
98
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, 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
98
99
Resources
System Documentation
http//www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Document Description Sections
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
Self-paced Trainings
https//csis.fcmat.org/Pages/Self-Paced-Training.aspx
Mapping Guide
https//csis.fcmat.org/Pages/Fall-2-Advanced.aspx
99
100
Support
101
Training Evaluation
Please Complete Our Survey
Questions
101