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REPORTS AND CERTIFICATION

Fall 1 - Reports and Certification v2.0, September 07, 2011. 2. 2. Welcome. IntroductionsParticipants (FCMAT/CSIS)Ground RulesMute phones while listening (mute or mic button)Do not place the call on holdSilence cell phonesProvide your name and LEA when speakingOne conversation at a timeDurat

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REPORTS AND CERTIFICATION

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    1. REPORTS AND CERTIFICATION Fall 1 Fall 1 - Reports and Certification v2.0, September 07, 2011

    2. Fall 1 - Reports and Certification v2.0, September 07, 2011 Welcome Introductions Participants (FCMAT/CSIS) Ground Rules Mute phones while listening (mute or mic button) Do not place the call on hold Silence cell phones Provide your name and LEA when speaking One conversation at a time Duration 2

    3. Fall 1 - Reports and Certification v2.0, September 07, 2011 Course Description 3

    4. Fall 1 - Reports and Certification v2.0, September 07, 2011 Dates and Deadlines – p. 6 Fall 1 Data Collected – p.7 Fall 1 Steps & Checklist – p. 12 Demonstration Review certification reports Correct certification errors Common Problems and Questions – p. 54 Key Points – p. 66 Resources – p. 69 Agenda 4

    5. Fall 1 - Reports and Certification v2.0, September 07, 2011 Course Objectives The session will enable LEAs to do the following: Assign certification roles (level 1 and 2) Resolve common problems Appropriately use support tools Know how to use key reports Complete the steps for certification 5

    6. Fall 1 - Reports and Certification v2.0, September 07, 2011 Dates and Deadlines 2011/2012 School Year Information Day: 10/5/11 Certification deadline: 12/14/11 Amendment window: 12/15/11 – 1/18/12 6

    7. Fall 1 - Reports and Certification v2.0, September 07, 2011 Fall 1 Data Collected Current Year (active on 10/5/11) Enrollments Title III Eligible Immigrants Previous Year (8/16/10 – 8/15/11) Completers Dropouts Lost Transfers (exits between 8/16/10 and 8/15/11 not re-enrolled by 10/5/11) No Shows (5/15/10 – 8/15/10) 7

    8. Fall 1 - Reports and Certification v2.0, September 07, 2011 High School Graduates and Completers 8

    9. Fall 1 - Reports and Certification v2.0, September 07, 2011 Exits counted as dropouts for grades 7-12 and Ungraded Secondary (US) 9

    10. Fall 1 - Reports and Certification v2.0, September 07, 2011 Matriculated No Show Dropout* (Grades 7-12 and US) Students that completed the highest grade level at a school and are expected to matriculate into another K-12 school but do not show up at that school. These students are counted as a dropout at the state level, but do not count as a dropout at either school individually. 10

    11. Fall 1 - Reports and Certification v2.0, September 07, 2011 Fall 1 Data Collected Enrollment, Completer, and Dropout sub-groups (Reports 1.1 and 1.6) English Learners Title III Eligible Immigrants Gifted and Talented Education Title I Part C Migrant Special Education Program Limited English Proficient (EL + Selected RFEP) Socio-Economically Disadvantaged (NSLP or Parent Ed Level = 14) 11

    12. Fall 1 Steps Assign Fall 1 roles Fall 1 Data Collection Certifier Superintendent Certifier Sucessfully post records required for Fall 1 Student Enrollment (SENR) Student Information (SINF) Student Program (SPRG) Review and resolve fatal certification errors Resolve anomalies below 2% Fall 1 - Reports and Certification v2.0, September 07, 2011 12

    13. Fall 1 Steps Review aggregate reports for accuracy Save/print aggregate & supporting reports Review supporting reports, i.e., 8.1c, 2.2 Certify Level 1 (data processor) Certify Level 2 (superintendent) Fall 1 - Reports and Certification v2.0, September 07, 2011 13

    14. Fall 1 Checklist – Accounts and Roles Fall 1 - Reports and Certification v2.0, September 07, 2011 14

    15. Fall 1 - Reports and Certification v2.0, September 07, 2011  Fall 1 Checklist – Data Submissions Student Enrollment (SENR) Submit records for students that entered or exited during the 2010-2011 school year Submit records for new students to get SSIDs Student Demographics (SINF) Submit records for all students enrolled 8/16/10-10/5/11* Student Program (SPRG) Submit records for all students participating in programs Submit records for all students who are eligible or participating in NSLP. Prior year NSLP records must be closed before submitting current year ones. 15

    16. Fall 1 - Reports and Certification v2.0, September 07, 2011  Fall 1 Checklist – Verify Reports Establish Report Review Process Data stewards should review reports Have reviewers sign off to verify they have reviewed 16

    17. Fall 1 - Reports and Certification v2.0, September 07, 2011 Fall 1 Checklist – Verify Reports Evaluate Certification Supporting Reports Provide detailed lists of students counted in the aggregate reports Can be filtered by school – for review by site principal Can be filtered by subgroups – for review by program coordinators 2.2 Title III Eligible Immigrants 8.1c – Student Profile Dropouts – State View Use to identify dropouts re-enrolled and lost transfers (also reported in anomaly module as ERDs type B & C respectively) 17

    18. Fall 1 - Reports and Certification v2.0, September 07, 2011  Fall 1 Checklist - Certification Certification Levels Level 1 (Fall 1 Data Collection Certifier) Usually the person who submits and processes the data Level 2 (Superintendent Certifier) Usually an administrator who reviews the reports for accuracy 18

    19. Fall 1 - Reports and Certification v2.0, September 07, 2011  Fall 1 Tip – Certification Certify button will not be enabled until There are zero fatal certification errors (warnings will not prevent certification but should be reviewed) The combined CCE and MID rate must be 2% or less CCE date range: 8/16/10 – 10/5/11 MID date range: last 14 months from processed date The Certification Aggregate Reports are reviewed Review reports for accuracy A reviewed report will have a checkmark in a green circle next to it 19

    20. Fall 1 - Reports and Certification v2.0, September 07, 2011 FALL 1 DEMONSTRATION 20

    21. Fall 1 - Reports and Certification v2.0, September 07, 2011 State Reporting – Certification Status 21

    22. Certification Status Fall 1 - Reports and Certification v2.0, September 07, 2011 22

    23. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Status 23

    24. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Error Summary 24

    25. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Errors – CERT003 25

    26. Fall 1 - Reports and Certification v2.0, September 07, 2011 CALPADS Error List http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp 26

    27. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Errors – CERT003 27

    28. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Errors – CERT003 28

    29. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Errors – CERT003 29

    30. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Errors – CERT003 30

    31. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Errors – CERT003 31

    32. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Errors – CERT003 32

    33. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Errors – CERT003 33

    34. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Errors – CERT004 34

    35. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Errors – CERT004 35

    36. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Errors – CERT004 36

    37. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Errors – CERT004 37

    38. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Errors – CERT004 38

    39. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Status 39

    40. Fall 1 - Reports and Certification v2.0, September 07, 2011 Anomaly Status Report 40

    41. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Status 41

    42. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Reports Review 42

    43. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Reports – 1.1 43

    44. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Reports – 1.1 44

    45. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Reports – 1.2 45

    46. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Reports – 2.2 46

    47. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Reports – 1.5 47

    48. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Reports – 1.5 48

    49. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Reports – 8.1 Student List 49

    50. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Reports – 8.1c Student Profile Dropouts – State View 50

    51. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Reports – 1.6 51

    52. Fall 1 - Reports and Certification v2.0, September 07, 2011 Certification Reports – 1.9 52

    53. Fall 1 – After Certification Fall 1 - Reports and Certification v2.0, September 07, 2011 53

    54. Fall 1 - Reports and Certification v2.0, September 07, 2011  Fall 1 – After Certification Certified Snapshot data will be retained in the snapshot database Data is a copy of the ODS data pertaining to Fall 1 as of the prior night’s processing Nightly snapshots will no longer be generated Certified counts will be reported on DataQuest Decertify will be enabled. If used, decertify will Set the snapshot’s status to decertified Allow nightly snapshots to resume Request a new snapshot to be generated 54

    55. Fall 1 - Reports and Certification v2.0, September 07, 2011 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). 55

    56. Fall 1 - Reports and Certification v2.0, September 07, 2011 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 56

    57. Common Problems - Certification Students must have demographic records that correspond to their enrollment records. Students active on Census Day (10/5) 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. Fall 1 - Reports and Certification v2.0, September 07, 2011 57

    58. Fall 1 - Reports and Certification v2.0, September 07, 2011 Common Problems - Certification Problem The CERT004 error occurs when the ethnicity or race data is missing for any enrollments during the reporting period (8/16/10-10/5/11), 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 58

    59. Fall 1 - Reports and Certification v2.0, September 07, 2011 New Certification Error Problem The CERT089 occurs when a student is reported with a Student School Exit Category of E490, but was not reported at a subsequent school. Solution If the student subsequently enrolled within your LEA, add a new enrollment record to CALPADS. If the student subsequently enrolled in a school at another LEA, contact the LEA where the student enrolled to have them add a record. 59

    60. Fall 1 - Reports and Certification v2.0, September 07, 2011 Questions - Certification Why is the certify button grayed out? Certification criteria not met Outstanding fatal errors Anomaly rate exceeds 2% All three aggregate reports have not been reviewed LEA Admin cannot certify You must sign in with an account with the certifier role Can I certify with errors? Only fatal errors will prevent you from certifying Warnings will not prevent certification, but should be reviewed because they may identify inaccuracies not caught by errors 60

    61. Fall 1 - Reports and Certification v2.0, September 07, 2011 Questions – Program Data What membership code should be used for each program? 61

    62. Fall 1 - Reports and Certification v2.0, September 07, 2011 Questions – Program Data What start date should be used for each program? 62

    63. Fall 1 - Reports and Certification v2.0, September 07, 2011 Questions – Reports Why don’t the counts match on the ODS and snapshot versions of report 1.1 (Enrollment Primary Status by Subgroup)? 63

    64. Reminders Create new accounts for LEA staff Reset passwords for LEA staff Update roles for LEA staff Review security report regularly* Update permissions for users whose duties have changed Revoke accounts for users that have left the LEA Submit CALPADS support requests on behalf of the LEA Provide CALPADS training and support for LEA staff Fall 1 - Reports and Certification v2.0, September 07, 2011 64

    65. Reminders Fall 1 - Reports and Certification v2.0, September 07, 2011 65

    66. Reminders Fall 1 - Reports and Certification v2.0, September 07, 2011 66

    67. Fall 1 - Reports and Certification v2.0, September 07, 2011 Upcoming Changes 67

    68. Key Points The Snapshot Is a subset of the ODS records that apply to Fall 1 Is updated at night for any data posted prior to cutoff Reflects data posted by the previous night Reports Filters affect what you see Have data stewards review and verify reports Four Year Graduation Cohort Use resources to evaluate errors Check known issues before contacting the help desk Fall 1 - Reports and Certification v2.0, September 07, 2011 68

    69. Key Points To certify you must have An Anomaly rate less than 2% Zero Fatal Errors Reviewed and verified all three aggregate reports (1.1, 1.6, 1.9) Two levels of certification are required Fall 1 Certifier (Level 1) Superintendent Certifier (Level 2) Print final certification reports or save as PDFs for reference Fall 1 - Reports and Certification v2.0, September 07, 2011 69

    70. Fall 1 - Reports and Certification v2.0, September 07, 2011 Important Links Certification deadline and amendment dates http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp 70

    71. Fall 1 - Reports and Certification v2.0, September 07, 2011 RESOURCES 71

    72. Fall 1 - Reports and Certification v2.0, September 07, 2011 RESOURCES 72

    73. Fall 1 - Reports and Certification v2.0, September 07, 2011 RESOURCES 73

    74. Fall 1 - Reports and Certification v2.0, September 07, 2011 RESOURCES 74

    75. Reminders Fall 1 - Reports and Certification v2.0, September 07, 2011 75

    76. Support CALPADS URL https://www.calpads.ca.gov/ CALPADS Support CALPADS Service Desk Request Form (preferred contact method) http://www2.cde.ca.gov/calpadshelp/default.aspx 916-325-9210 Calpads-support@cde.ca.gov CALPADS-LEA Listserv (one-way) http://www.cde.ca.gov/ds/sp/cl/listservs.asp Fall 1 - Reports and Certification v2.0, September 07, 2011 76

    77. Fall 1 - Reports and Certification v2.0, September 07, 2011 Training Evaluation http://www.csis.k12.ca.us/survey/calpads-training/ 77

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