REPORTS AND CERTIFICATION ADVANCED

REPORTS AND CERTIFICATIONADVANCED Fall 2

Introductions and Ground Rules Introductions Ground Rules Mute phones while listening Do not place your phone on HOLD Silence cell phones Hold questions until Q&A periods 2 Fall 2 Adv. Reporting & Certification v2.1

Course Description PREREQUISITE AND AUDIENCE • Target Audience ….. • LEA Program and Data Management Staff Responsible for submitting Course and Staff data to CALPADS • LEA System Administrator(s) • Prerequisites ….. • Essential 1- 4 – Complete CALPADS Training series • Hands-on Experience submitting and verifying SSID Enrollment and Fall 1 • Fall 2 Data Population • Fall 2 (Experience) Fall 2 Adv. Reporting & Certification v2.1

Agenda This module includes the following: • Introduction to Fall 2 • Fall 2 Changes for 2011 • Fall 2 Data Submission • Certification Analysis Demo • Common Problems • Known Issues • Wrap-Up Fall 2 Adv. Reporting & Certification v2.1

Course Description COURSE OBJECTIVES • Participants will understand ….. • What data is expected for Fall 2 • Data Changes for Fall 2 2011 • File submission order • How to use documentation • How to generate an ODS download • Which certification reports are required Fall 2 Adv. Reporting & Certification v2.1

INTRODUCTION to FALL 2 Fall 2 Adv. Reporting & Certification v2.1

Introduction to Fall 2 DATA COLLECTED • Student Profile • Student Enrollment • Student Information • Student Programs • Staff Demographics • Staff Assignments • Course Section • Student Course Section Data used to identify English Learners Fall 2 Adv. Reporting & Certification v2.1

Introduction to Fall 2 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 that are not in session on Census Day -Course sections that begin no later than 30 calendar days after Census Day (reporting only for students enrolled on Census Day) • A/B Schedules - Report both A and B, not just courses in session on 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 Day Fall 2 Adv. Reporting & Certification v2.1

Introduction to Fall 2 DATA SUBMISSION DATES CENSUS DAY - October 5, 2011 • CALPADS Calendar: • http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp Fall 2 Adv. Reporting & Certification v2.1

Introduction to Fall 2 DATA SUBMISSION • Fall 2 counts course and staff data for the same group of students expected for Fall 1 • There is a separate Certification for Fall 2 • Student enrollment differences may occur between Fall 1 and Fall 2 Fall 2 Adv. Reporting & Certification v2.1

Introduction to Fall 2 MAIN CATEGORIES OF INFORMATION • Staff Count and FTE • Course Section Enrollment • NCLB HQT Compliance • By Content Area • English Learner Services • Student Count • Count of Teachers Providing EL Services Fall 2 Adv. Reporting & Certification v2.1

FALL 2 CHANGES Fall 2 Adv. Reporting & Certification v2.1

2011/12 Code Set Revisions for Fall 2 • Course Group State • 6024 (Exploratory Wheel/Enrichment/Activity Class) – New Code • 4232 (Preparing to work in therapeutic svcs-emergency) - Name and definition changed • English Language Acquisition Status State • EO (English or American Sign Language Only) – Name and definition changed • Special Ed support assignment • 210 (Mental Retardation) – Name and definition changed Fall 2 Changes CHANGES TO STATE CODES 13 Fall 2 Adv. Reporting & Certification v2.1

Country • AN – Retired, BQ is used instead • ZR – Retired, CD is used instead • BQ – New Code • CW – New Code • SS – New Code • SH – Name Changed • BO – Name Changed Fall 2 Changes CHANGES TO STATE CODES 14 Fall 2 Adv. Reporting & Certification v2.1

Non-classroom based or support assignment • 6020 - Other Certificated Non-Instructional Assignment – New Code • 0226 - DIS, Interpreter – New Code • 0220 - Name and definition changed • 0218 - Name and definition changed • 0215 - Name and definition changed • 0211 - Name and definition changed Fall 2 Changes CHANGES TO STATE CODES 15 Fall 2 Adv. Reporting & Certification v2.1

SINF0213 • English Language Acquisition Status Start Date Greater Than the SINF Effective Start Date • Date cannot be in the future • SINF0216 • Student Primary Language Code cannot equal English (00) or Sign Language (37) when English Language Acquisition Status Code equals EL, RFEP, or IFEP • Sign language added to validation Fall 2 Changes Changes to Input Validation Rules 16 Fall 2 Adv. Reporting & Certification v2.1

FALL 2 DATA SUBMISSION Student Fall 2 Adv. Reporting & Certification v2.1

K-12 students (i.e. grade levels: KN, 01-12, UE, and US) • Open enrollment on Census Day • ELA Status on Census Day • Enrollment Status • Primary • Secondary • Short Term Data Submission - Student STUDENTS INCLUDED IN FALL 2 1 Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Student KEY POINTS • No special submission of Student data for Fall 2 is needed IF Student Profile data is maintained in the ODS on an on-going basis and is submitted in Fall 1 Fall 2 Adv. Reporting & Certification v2.1

FALL 2 DATA SUBMISSION Staff Fall 2 Adv. Reporting & Certification v2.1

Data Submission - Staff STAFF INCLUDED – SEID required • Employed as of Census Day • Employed within 30 days after Census Day for school tracks that are not in session on Census Day • Teachers • Teachers (12) • Itinerant or Pull-out/Push-In Teachers (27) • Charter School Non-certificated Teacher (26) • Non-classroom Based Staff • Administrators (10) • Non-certificated Administrator (25) • Pupil Services (11) STAFF NOT INCLUDED • Classified staff are reported in aggregate in CBEDS-ORA Fall 2 Adv. Reporting & Certification v2.1

Data Submission - Staff DATA EXPECTED Two types of staff data are expected.Each type is submitted separately and may come from different local systems. • Staff Demographics (SDEM) such as SEID, employment start and end dates, total years of service in the education field, and total years of service in the Reporting LEAs • Staff Assignment (SASS) • Job classification information for all teachers and non-classroom based staff • Non-classroom staff assignment information for Job Classifications of Administrator, Pupil Services, & Non-certificated Administrator NOTE: Classroom staff assignment data are submitted with course data Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Staff ORDER OF DATA SUBMISSION • Staff Demographics adds the Statewide Educator Identifier (SEID) to CALPADS. It must be posted before Staff Assignment and Course. • Staff Assignment must be posted before Course files 2 1 3 Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Staff STAFF DEMOGRAPHICS • Each LEA must submit a staff demographic record for each staff member every year – similar to Student Information data • One per LEA • Effective Date must be within Academic Year, on or after 7/1/11 and on or before Information Day* • Staff reported in previous year who are no longer employed must be exited using Employment End Date • Each LEA uses the same Statewide Educator Identifier (SEID) for the staff member’s demo record * Employed within 30 days after Census Day for school tracks that are not in session on Census Day Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Staff STAFF ASSIGNMENT • Batch Submission • By default, CALPADS uses replacement processing for staff assignments • Each submission removes all existing assignment data for the school for an Academic Year 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 Transactions • Update/Delete modifies/deletes existing school data for a staff member for an Academic Year CALPADS maintains one set of assignments by School for each Academic Year Fall 2 Adv. Reporting & Certification v2.1

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. Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Staff KEY POINTS • A Staff Demographic record must exist in CALPADS for a SEID to submit the Staff Assignment record • 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 • Effective Date is used to determine which record will be used • Most recent for the reporting period Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Staff KEY POINTS • Staff Assignment data are submitted each year (for Fall 2 ONLY) to report Job Class, FTE, and assignments for non-teaching staff • By School and Academic Year for Staff Assignments, fully replacing existing data for each Academic Year and School • Staff data are updated in CALPADS • As needed for Staff Demographics as staff enter and leave employment within the LEA • Annually for Staff Assignment data for Fall 2 reporting* • Staff reported last year who are no longer employed will need Employment End Date populated. Otherwise CALPADS will expect a new Staff Demographic record. * Does not need to be updated throughout the year Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Staff KEY POINTS • CALPADS determines which staff to report for the Fall 2 report period by • Identifying the most recent demographic record that is effective during the Report Period • Examining the employment dates on the identified effective demographic record for the Report Period • Teachers in tracked schools are Census Day + 30 days • Admin and Pupil Services staff employed on Census Day • Staff Demographics and Assignments cannot be submitted for non-district employees (ROC/P teachers, contractors) Fall 2 Adv. Reporting & Certification v2.1

Questions Staff Data Submission? Fall 2 Adv. Reporting & Certification v2.1

FALL 2 DATA SUBMISSION Course Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Course COURSE SECTIONS INCLUDED • Course sections occurring on Census Day AND • For school tracks that are not in session on Census Day, course sections that begin no later than 30 calendar days after Census Day Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Course COURSE SECTION DATA EXPECTED Two types of information are required: • Course Section • Student Course Section Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Course ORDER OF DATA SUBMISSION • Complete Fall 1 • Submit and post Staff Demographics • Submit and post Staff Assignments • Submit and post Course Section • Submit and post Student Course Section 2 1 3 4 5 Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Course COURSE SECTION DATA INCLUDES These data provide information on the following: • Course Offering - Content, NCLB instructional level, CTE Tech Prep, UC/CSU approval, etc. • Course Delivery - Non-standard instructional level, education services, language of instruction, instructional strategy*, Highly Qualified Teacher (HQT) competency, etc. • Course Enrollment - Students enrolled in classes on Information Day • Teacher Assigned - The unique Statewide Educator Identifier ID (SEID) of the teacher * English Learner Education Services data Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Course COURSE SECTION DATA INCLUDES (cont.) These data provide information on the following: • Number of Unique Classes - The total number of unique Class IDs • Class Size - Number of students in a class allowing multiple course sections to be counted as one class for class size analysis • Courses with Highly Qualified Teachers – Number of course sections being taught by highly qualified teachers per NCLB Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Course DATA EXPECTED – All Schools • Valid SEID in each Course Section record • A “9999999999” can be used as a SEID* on the course section record for the following: • Charter School teacher teaching non-core class as defined by the Charter • Teacher not employed by LEA, such as: • ROC/P Teacher • College Teacher • Distance Learning Teacher • COE Special Ed Teacher • Private contractor • New teacher - SEID not yet provided by CTC * No Staff Demographic or Staff Assignment record is submitted for a course section with 9999999999 as SEID Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Course COURSE SECTION • Batch Submission • By default, CALPADS uses replacement processing for course sections • Each submission removes course sections for the school for an Academic Year and Term and replaces it with the new data for the school for the Academic Year and Term • Delete removes all existing course sections for a school for the Academic Year and Term • Online Transactions • Update/Delete modifies/deletes data for individual existing course data for an Academic Year and Term CALPADS maintains one set of courses by School by Academic Year and Term Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Course STUDENT COURSE SECTION • Batch Submission • By default, CALPADS uses Replacement Processing for student course sections • Each submission removes student course sections for the school for an Academic Year and Term and replaces it with the new data for the school for the Academic Year and Term • Delete removes all existing student course sections for a school for the Academic Year and Term • Online Transactions • Update/Delete modifies/deletes data for individual existing student course section data for an Academic Year and Term CALPADS maintains one set of student course sections by School by Academic Year and Term Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Course Fall 2 Adv. Reporting & Certification v2.1

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 Fall 2 Adv. Reporting & Certification v2.1

Data Submission – Course KEY POINTS • Course-section and student course-section use full replacement processing for batch submissions by Academic Year, School and Term • 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 an existing 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 Fall 2 Adv. Reporting & Certification v2.1

Questions Course Data Submission? Fall 2 Adv. Reporting & Certification v2.1

DATA CERTIFICATION Fall 2 Adv. Reporting & Certification v2.1

Data Certification FALL 2 SNAPSHOT DATA • The Snapshot data represents Census Day (10/05/2011) • Students enrolled on Census Day • Classes occurring on Census Day or first occurring track after Census Day • Staff providing services during the Report Period • Admin and Pupil Services on Census Day • Teachers (Census Day + 30 Calendar Days for tracked schools) Fall 2 Adv. Reporting & Certification v2.1

Data Certification AGGREGATE CERTIFICATION 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) Fall 2 Adv. Reporting & Certification v2.1

Data Certification – Student SUPPORTING REPORT • English Learner - Count by Primary Language (2.6) • Student Information ODS Download EXTRACTS Fall 2 Adv. Reporting & Certification v2.1

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 Fall 2 Adv. Reporting & Certification v2.1

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 Adv. Reporting & Certification v2.1

Certification Analysis DEMONSTRATION Fall 2 • View Certification Status • View Certification Errors • View ODS Download • Review Certification Process Fall 2 Adv. Reporting & Certification v2.1

REPORTS AND CERTIFICATION ADVANCED