EOY Submission Overview and Changes for Experienced Users

Transcription

End of Year (EOY) 1-4 Reporting
•
•
•
•
•
Program Participation
Discipline
Course Completion
CTE
Waivers
End of Year Overview & Changes for Experienced Users Training v1.4 May 29, 2015
Who’s Supposed to Be Here
Experienced Individuals
assigned to CALPADS
maintenance
2
Supervisor of staff
assigned to CALPADS
Experienced User







3
Successfully completed EOY reporting on time
Understands data required for each submission
Can easily extract files from SIS
Can upload and post batch files
Knows the difference between ODS and Snapshot
Can reconcile data on reports with local SIS
Knows the difference between Level 1 Certification
and Level 2 Certification
Other Users

Attend EOY 2 and 3
–

Attend EOY 1 and 4
–
–
4
Submissions required for all LEAs
EOY 1 required for schools with grades 7-12
EOY 4 required for schools with grades 10-12
Training Sequence
Essential 1:
Data Coordinator Orientation
Essential 2:
Interface & Administration
Essential 3:
Data Submission
Essential 4: Anomalies
CALPADS 2014-15
System Changes
Fall 1
Fall 2 Data Population
EOY 1 & 4
Fall 2 Reporting and
Certification
EOY 2 & 3
EOY 1-4 Overview & Changes
5
Questions and Courtesy
Mute yourself
HOLD
Please include your
name and LEA
when asking questions
Lync Chat Box
There will be time during the Q & A
segment to read chat answers and
get clarification. Please focus on the
presentation so you do not miss
something important.
Questions may be asked here, but
they may not be answered
immediately.
Lengthy or unrelated questions
may be postponed
until the Q & A segment
of the training.
6
Chat Button
Shows or hides the chat box
Agenda
EOY 1-4 Overview
New Changes
Certification Review
Common Problems
Wrap-Up
60 minutes
7
EOY 1-4 Overview
8
End-of-Year Data Collections
EOY 1
EOY 2
EOY 3
EOY 4
July 1–June 30
July 1–June 30
July 1–June 30
July 1–June 30
3.9 Course Sections
Completed Count by
Content Area for
Departmentalized Courses
7.1 Discipline Incidents
Count by Most Severe
Offense
5.1 Program Participants
Count
7.3 Disciplinary Actions
Count
3.12 Career Technical
Education Participants
Count Disaggregated
6.1 CAHSEE Waivers and
Exemptions Count
7.4 Discipline Actions Count
by Offense
3.14 Career Technical
Education Concentrators
and Completers Count by
Pathway
LEAs with Grades 7-12
9
5.4 Homeless Students
Enrolled Unduplicated
Count by School
7.6 Discipline Actions
Persistently Dangerous
Offense Expulsions
All LEAs
Which Schools to Report
I’m not sure if I
need to report EOY
10
Check the Expected
Schools Report –
1.0a (Reports Snapshot Reports)
Why EOY?
Annual Submission
EOY-1:
Course completion
Career Technical Education (CTE)
concentrators and completers
EOY-2:
Program participation
Homeless enrolled counts
State or
Federal
State
Federal
State
Federal
State
EOY-3:
Student discipline
EOY-4:
Student waivers and exemptions
11
Federal
State
State/Federal Data Usage
LEA Impact if Not
Certified
DataQuest (Course Completion & CTE)
0 counts
Carl Perkins Program (CTE Concentrators and
Completers)
0 counts & grant eligibility
DataQuest (Programs and Homeless)
0 counts
Elementary and Secondary Education Act (ESEA)
Title 1, Part A Neglected
0 counts & grant eligibility
DataQuest (Discipline)
0 counts
NCLB Consolidated State Performance Report
(CSPR)
NCLB Title IX - At Risk/Persistently Dangerous
Schools
ESEA Title IV, Part A, Subpart 3, Section 4141 (e) Firearm Offenses
0 counts
0 counts
0 counts
Individuals with Disabilities Education Act (IDEA)
0 counts
Gun Free Schools Act Annual Survey
0 counts
DataQuest (Waivers and Exemptions)
0 counts
When
2014-15 CALPADS Snapshot Collection Windows
Information Day
First Wed in Oct
Final Deadline
Feb 27, 2015
Initial Deadline
Dec 19, 2014
Fall 1
Submission Window
Oct
Nov
Amendment Window
Dec
Jan
Submission Window
Feb
Mar
Apr
AW
Fall 2
Jun
Jul
Submission Window
Aug
Sep
AW
EOY 1-4
Initial Deadline
Mar 6, 2015
Final Deadline
Apr 2, 2015
12
May
Start of Submission –
Jun 1, 2015
Final Deadline
Sep 4, 2015
Initial Deadline
Jul 31, 2015
When
2014-15 CALPADS EOY Snapshot Window
Summer Break
Apr
May
Jun
Jul
Aug
Submission Window
Sep
AW
EOY 1-4
Start of
Submission
Jun 1, 2015
Initial
Review
13
Last
Day of
School
Final Deadline
Sep 4, 2015
Report
Review and
Verification
Initial
Deadline
Jul 31, 2015
Updating CALPADS for End of Year
Update CALPADS with EOY records
throughout the Academic Year (AY)
July 1, 2014 – June 30, 2015
Any student enrolled during the
Academic Year will be counted
All new and updated records must
be posted the day before certifying
to be included in the snapshot
14
End-of-Year Files
EOY 1
EOY 2
EOY 3
EOY 4
SPRG – Student
Program
SDIS – Student
Discipline
SWAV – Student
Waivers
*SDEM – Staff
Demographics
CRSC –Course
Section
Completion
SCSC – Student
Course Section
Completion
SCTE – Student
Career Technical
Education
Full Replacement Files
SSID Enrollment (SENR) and Student Information (SINF) Files must be up-to-date
*Do not submit SASS. It is not used in EOY reporting. It may replace Fall 2 data.
15
EOY 2:
Program
Participati
on
EOY 2:
Program Participation
16
Data Collected for EOY 2
Programs should be reported at each school a
student attends except for summer schools
Site Staff
Program staff
Site Administrators
Student System
Support Staff
• Programs
•
•
•
•
•
•
•
122 NCLB Title I Part A Basic Targeted
174 NCLB Title I Part A Neglected
191 Homeless Program (New)
101 504 Accommodation Plan
108 Opportunity Program
113 California Partnership Academy
162 Pregnant or Parenting Programs
• formerly Cal-SAFE
• 180 CAHSEE Intensive Instruction
• 185 Transitional Kindergarten
Federal
State
EOY 2 Data
17
Title 1 Reporting Notes
LEAs must annually report whether schools are operating a schoolwide or targeted
program in the Consolidated Application Reporting System (CARS)
Schools operating targeted programs – should submit Title I Basic Targeted
program records
Schools that are Title I schoolwide - should not report Title I Basic
Targeted program records
Multiple Educational Services – can be reported for a student under Title1
Targeted
CALPADS will accept multiple SPRG records for the same student, in the same
reporting period, with the same Education Program Code, with different Education
Services
18
EOY 2: Reports
5.1– Program
Participants –
Count
5.3 – Program
Participants –
Student List
5.2 - Program Participants
– NCLB Title I Part A Basic
Targeted Education
Services
5.4- Homeless
Students
19
5.5 – Homeless
– Student List
EOY 2: Reminders
20
EOY 3:
Discipline
21
Site Administrators
District Administrators
Student System
Support Staff
Special Ed staff
• Discipline
• Incident
• Offense code
• Most severe offense code
• Action Taken
• Duration
• Supports
• Weapon category code
• Removal to Alternative Setting (New)
EOY 3 Data
22
EOY 3: Information Reported
* Limited to offenses defined in Education Code 48900 or 48915
Offenses* committed by non-special education
students that resulted in a (full day or more)
suspension or expulsion
Offenses* committed by Special Education
students (all offenses regardless of outcome
and any duration of time)
Offenses* that involved a weapon (all offenses
regardless of outcome)
Summer school discipline incidents must be reported in CALPADS
23
EOY 3: How Records Are Related
Student
Offense
Multiple
Students and
Multiple Offenses
Offense
Offense Offense
Incident
Student
&%$#@!
Offense
24
A discipline incident may
involve multiple offenses
and multiple students.
The most severe offense
should be reported.
Refer to section 2.1.4 of
the data guide for
guidelines on reporting
the most severe offense.
14-15 Changes
New field in
the SDIS file
25
When to
submit
4.23 - Removal to
Interim Alternative
Setting Reason Code
2014/2015 - Optional
- Recommended that
you submit for at least
one school in your LEA
Code Set - Removal to
Interim Alternative
Setting Reason
2015-2016 - Required
for all special
education students for
discipline incidents
Removal to Interim Alternative Setting
Federal Definition
Removal based on a hearing officer’s determination
• Instances in which an impartial hearing officer remove
special education students from their current placement to
an appropriate alternative educational setting for not more
than 45 school days
• Based on the hearing officer’s determination that
maintaining the child’s current placement is substantially
likely to result in injury to the child or others
• The IEP team determines the interim alternative
educational setting
26
Federal Definition (Continues…)
Unilateral removal by school personnel
• Instances in which school personnel (not the IEP team)
remove special education students from their current
placement to an appropriate interim alternative educational
setting for not more than 45 school days
• The IEP team determines the interim alternative
educational setting
• Unilateral removals do not include decisions by the IEP
team to change a student’s placement
27
Required for federal reporting
Currently collected in CASEMIS
CASEMIS uses the following data elements:
•
•
•
•
28
Discipline type
Discipline status
Placement Type
Duration of the disciplinary action
Code Values:
1 Removal by The student was removed by an impartial hearing
Hearing
officer based on a determination that the student's
Officer
current placement may result in injury to the child
or others.
2 Removal by The student was removed by school personnel
School
(other than the IEP team) to an interim alternative
Personnel educational setting for no more than 45 days.
3 No Removal The student was not removed and placed in an
interim alternative educational setting.
29
EOY 3: Reports
7.1 – Discipline Incidents –
Count by Most Severe
Offense
7.3 – Discipline
Actions – Count
7.2 Discipline Incidents –
Student List
7.4 – Discipline
Actions – Count
by Offense
7.5 – Discipline
Offenses –
Student List
7.6 – Discipline Actions –
Persistently Dangerous
Offense Expulsions
30
EOY 3: Reminders
31
EOY 1: Course Completion &
CTE Status
32
Site Staff
Registrars
Program staff
CTE
Site Administrators
Student System
Support Staff
• Teachers
• Course Completion
• A-G Requirements
• Credits
• Grades
• State course codes
• CTE
• Courses
• Pathways and Completers
EOY 1 Data
Courses completed are not compared to course
enrollment reported during Fall 2
33
EOY 1: Perkins Reporting Changes
Reporting Method
Past
2014-15
2015-16
2016-17
2016-17
Future
Perkins paper report
Perkins E1 & E2
Perkins Data System (PDS)*
Perkins E1
CALPADS
EOY 1 - Perkins E1
Perkins Data System (PDS)*
Perkins E2
CALPADS
Fall 3 - Perkins E2
* PDS will be the official source for Perkins E1 data (CTE participants, concentrators, and completers)
through 2015-16 and for Perkins E2 data (CTE completers post-graduation placement information)
through 2016-17. CDE recommends that data be submitted through both systems during the
transition years to verify data consistency.
34
EOY 1: Perkins Reporting Changes
Capstone courses and the non-traditional gender for a course
will be determined automatically based on the course code used.
New CTE
New CTE
Reports
New CTE
Reports
Reports
in 2015-16
See the CALPADS Valid Code Combinations version 6.1 or later for the complete list:
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
35
EOY 1: Reports
3.16 – Educational Options
Course Completion –
Student Count
3.9 – Course Sections
Completed – Count by
Content Area for
Departmentalized
Courses
3.10 – Course Sections
Completed – Count and
Details for
Departmentalized Courses
3.12 – Career
Technical Education
Participants – Count
Disaggregated
3.13 – Career Technical
Education Participants –
Student List
3.14 – Career
Technical Education
Concentrators and
Completers – Count
by Pathway
3.15 – Career Technical
Education Concentrators
and Completers – Student
List
36
3.11 – Course
Sections Completed
– Student List for
Departmentalized
Courses
EOY 1: Reminders
SEIDs submitted in
Course Section
Completion (CRSC)
records are
checked to make
sure a
corresponding Staff
Demographic
(SDEM) record
exists in CALPADS
(unless SEID is
9999999999)
37
Looking Forward
College and Career Indicator
Multiple ways for schools to demonstrate that their students are prepared for college and
career
Career Technical
Education (CTE)
concentrators and
completers
38
Pathway
completers must
have completed a
capstone course
in pathway
For the 2015–16
Perkins E2
Reporting, the
CDE will use the
follow-up data
that LEAs submit
to PDS on
students reported
as completers
and who
graduated in
2016.
EOY 4: Waivers & Exemptions
LEAs with Grades 10 -12
39
EOY 4: Information Reported
As of July 1, 2009 students
with disabilities (Special Ed or
504 Accommodation Plan)
are not required to pass the
CAHSEE to graduate
Waiver
Allows a student to
pass the CAHSEE
with a modified score
and accommodations
Exemption
Indicates that a student
is required to take the
CAHSEE, but not
required to pass
40
EOY 4: Reports
6.1 – CAHSEE
Waivers and
Exemptions - Count
41
6.2 – CAHSEE
Waivers and
Exemptions – Count
Disaggregated
6.3 – CAHSEE
Waivers and
Exemptions –
Student List
EOY 4: Reminders
42
2014-15 Changes
43
New EOY Validation Changes
Functionality
Description
Validation - SDIS
SDIS0290 (Warning) – New – Checks that if a student has an overlapping ODS record
where Education Program Code = 144 (Special Education) AND Student Offense Code
in ('100', '103', '105', '200', '400', '401', '500',' 503', '505', '600') then Removal to Interim
Alternative Setting Reason Code is populated (will become fatal in 15-16).
Validation - SDIS
SDIS0289 (Fatal) – New – Checks that if a student has an overlapping ODS record
where Education Program Code = 144 (Special Education) AND Removal to Interim
Alternative Setting Reason Code is populated and not equal to "No Removal“, then
Incident Disciplinary Action Duration Days is less than or equal to 45.
Validation - SDIS
SDIS0291 (Fatal) – New – Checks that if a student has an overlapping ODS record
where Education Program Code = 144 (Special Education) and Incident Disciplinary
Action Taken Code = 300 (no suspension or expulsion) then Removal to Interim
Alternative Setting Reason Code is either not be populated or is equal to "No Removal“.
Validation - SDIS
SDIS0292 (Fatal) – New – Ensures that if Incident Disciplinary Action Duration is
greater than 10 days then Student Instructional Support Indicator is populated.
Validation - SPRG
SPRG0288 (Fatal) – New – Checks that if Primary Disability Code is equal to 281 then
Student age is equal to or greater than 3 and less than 6.
44
New EOY Validation Changes
Functionality
Description
SDIS0096 (Fatal) – Modified – Ensures that if Incident Disciplinary Action Taken Code
does not equal 300, then Incident Disciplinary Action Duration Days is populated.
Validation - SDIS
NOTE: With this modification, the IVR will now be effective for all student populations,
not just Special Ed.
Validation - SDIS
SDIS0293 (Fatal) – New – Checks that if Incident Disciplinary Action Duration Days =
0, then Disciplinary Action Modification Category Code must = 100 (Enforcement
Suspended) or 200 (Shortened).
Validation - SDIS
SDIS0097 (Fatal) – Retired – Invalid Incident Disciplinary Action Taken Code
Certification – EOY3
CERT115 (Fatal) – New – Validates on all current students and triggers on any student
who has a reported Primary Disability Code 281 that is not 3, 4 or 5 years of age.
CERT116 (Fatal) – New – Requires that a student has a Student Course Section
Certification – EOY1 Completion (SCSC) record associated with the CTE Pathway identified in the SCTE
file.
CERT117 (Fatal) – New – Warns when no Student Career Technical Education
Certification – EOY1 (SCTE) records were submitted for an LEA that received Carl Perkins Career Technical
Education Program funding in the current reporting year.
45
New EOY Code Set Changes
Functionality
Description
Code Sets (EOY-1)
Career Technical Education Industry Sector – renamed code
• Name for FIN code changed from “Finance and Business” to “Business
and Finance”
Career Technical Education Pathway – 15 codes retired, 4 renamed
Course Group State – 14 codes added, 3 retired, 26 redefined, 9 renamed
Code Sets (EOY-3)
Removal to interim Alternative Setting – required for special ed students
See the CALPADS File Specifications (Forms) and CALPADS Valid Code Combinations
on the Resources slide near the end of the presentation for more detail on changes
46
Common Problems
47
Common Problems
Local Readiness


Contact SIS vendor to get updated file formats and
code sets implemented prior to uploads
Meet with internal staff early to plan
–
–
–
Obtain required data before summer break
Check vacation schedules for staff who will verify report
counts
Report Verification & Certification


48
Ensure someone with certifier role is available to certify reports
Audit discipline data now to check for missing
elements
EOY 2: Error Highlights
Input Validation Errors
Error Code Severity
Rule
SPRG0250
F
Duplicate SPRG Record within File for NCLB Title 1 Part A Basic Targeted
SPRG0276
F
Missing Dwelling Type Code*
SPRG0277
F
Missing Runaway Indicator*
SPRG0278
F
SPRG0279
F
Missing Unaccompanied Youth Indicator
*
Invalid Unaccompanied Youth Indicator*
Certification Errors
Error Code Severity
CERT097
F
Rule
Missing Title I Targeted Assistance Program Records (122)
*Required if Homeless program reported
49
Error Code Severity
SDIS0069
SDIS0072
SDIS0090
SDIS0091
SDIS0094
SDIS0096
SDIS0251
SDIS0289
F
F
F
F
F
F
F
F
SDIS0293
F
SDIS0290
W
Rule
Mismatch of SSID Demographics
Retired SSID -- Mismatch of SSID Demographics
Invalid Disciplinary Incident Occurrence Date - Academic Year combination
Invalid Student Offense Code and Weapon Category Combination
Mismatch of Disciplinary Incident Attributes
Missing Incident Disciplinary Action Duration Days
Mismatch of Student's Disciplinary Attributes
Invalid Removal to Interim Alternative Setting Reason Code and Incident
Disciplinary Action Duration Days combination
Invalid Incident Disciplinary Action Duration Days and Disciplinary Action
Modification Category Code Combination
Missing Removal to Interim Alternative Setting Reason Code
Error Code Severity
Rule
CERT071
No Discipline Data Submitted for a School
W
50
Error Code Severity Error Message
CRSC0231
F
Mismatch of Course (CRS) Attributes
Error Code
51
Severity
Error Message
CERT069
W
No CTE Completers
CERT099
W
No Student Course Section Data for a Primarily Enrolled
Student
CERT100
W
No Enrollment for Course Section
CERT102
W
Missing SCSC record for CTE Concentrator
CERT117
F
No SCTE Records submitted for a Carl Perkins Programfunded LEA
CERT116
F
Missing SCSC record for CTE Concentrator
Error Code
Severity Description
SPRG0288
F
Invalid Primary Disability Code and Student Age Combination
SWAV0229
F
Third granted Education Regulatory Exemption submitted for a student
Error Code Severity Description
CERT092
52
F
Missing Disabled Student Program Record
Certification Review
53
Who’s Involved in EOY Reporting
Data Entry
and
Corrections
• Site staff
• Program staff
• Administrators
• Student
system
support
• Data
coordinator
54
Verifying
Data
Sanity
Checks
Final
Certification
• Data Stewards
• Program staff
• Site
administrators
• Data stewards
• Site
administrators
• Data
coordinator
• District/County
Office staff
• Charter School
Administrators
• Site
administrators
• Program staff
Certification Details
4
2
1
3
55
1
Data Processor
1
2
4
2
Superintendent
or Administrator
1
3
4
Certification Reminders
56
Wrap Up
Wrap-Up
57
Suggested Timeline
12
days
Complete SIS Data Population
5/31
10
days
Upload files and correct errors or
discrepancies as needed
6/15
25
days
Review certification reports, correct
errors, and fix discrepancies
7/20
4
days
Distribute reports for review and
approval
7/24*
7
days
Certify (level 1 and level 2)
7/31
Reminder: If you plan to decertify, allow adequate time to make corrections and for
snapshots to run
* Make sure to adjust dates if your LEA closes earlier for summer
58
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
59
Document
Description
Sections
CALPADS File
Specifications (Forms)
File layout and
requirements for batch
submission
SENR, SINF, SPRG, SDIS,
SWAV, SDEM, CSRC, SCSC,
& SCTE tabs
CALPADS Code Sets
Detailed state code lists
CALPADS Valid Code
Combinations
Matches up related
codes
CALPADS Error List
Detailed error message
descriptions
SENR, SINF, SPRG, SDIS,
SWAV, SDEM, CSRC, SCSC,
SCTE, EOY 1-4 tabs
CALPADS Data Guide
Detailed requirements
EOY 2 1.3 & EOY 3 2.1.4
Resources
Career Technical Education documents
http://www.cde.ca.gov/re/pn/fd/documents/cteframework.pdf
http://pubs.cde.ca.gov/CTE/index.aspx
http://www.cde.ca.gov/ci/ct/rp/basics.asp
Perkins reporting changes
http://www.cde.ca.gov/ds/sp/cl/perkinsreporting.asp
Administrator Recommendation of Expulsion Matrix
http://www.cde.ca.gov/ls/ss/se/expulsionrecomm.asp
CALPADS Training Registration
https://www.calpads.ca.gov/Training/
CALPADS Frequently Asked Questions (FAQ)
http://www.cde.ca.gov/ds/sp/cl/faq.asp
CALPADS Report Data Mapping Guides
https://csis.fcmat.org//Pages/EOY-2-and-3.aspx
60
Support
Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: 916-325-9210
E-mail: calpads-support@cde.ca.gov
Listserv: http://www.cde.ca.gov/ds/sp/cl/listservs.asp#listservs
61
Quick Check

When are snapshot reports updated?

What are the EOY certification and deadline
dates?
–
–
–
–

62
When is the last day of school?
When are final grades available?
What about vacation schedules?
What are your deadlines?
What are three things you can do right now to
prepare for EOY reporting?
Training Evaluation
Questions
Please Complete Our Survey
http://1drv.ms/1OllQtv
63
EOY Checklist
Complete Due Date Description
Is student profile data (SENR, SINF, SELA) updated in CALPADS?
Check with your vendor for any system updates and processing
recommendations.
Identify who will update and verify EOY submission data:
Program Counts
Discipline Data
Course Completion/CTE Courses
Waivers
Create a schedule for data submission, reviews and certification.
(Remember to account for staff vacations)
Attend EOY training
• EOY 2 and 3
• EOY 1 and 4
• EOY for Experienced Users
Verify Title 1 status for schools in CARS
• Targeted or Schoolwide
Coordinate with school sites to update discipline and program data
Run audits of data to check for all required elements
64
EOY Checklist
Complete
Due Date
Description
Update CALPADS with program participation for:
Code 108 – Opportunity Program
Code 113 – California Partnership Academy
Code 162 – Pregnant or Parenting Programs
Code 180 – CAHSEE Intensive Instruction
Code 185 – Transitional Kindergarten
Code 101 – 504 Accommodation Plan
Code 122 – NCLB Title I Part A Basic Targeted
Code 174 – NCLB Title I Part A Neglected
Code 191 - Homeless
Run ODS reports 5.1 review initial counts
Update CALPADS with discipline data
Run ODS reports 7.1 to review initial counts
Update CALPADS with course completion data for grades 7-12
Update CALPADS with CTE data
Update CALPADS with CAHSEE waivers (high school only)
Review certification reports (once the submission window opens)
Have key staff review reports to verify accuracy
Certify Level 1 and 2
65

EOY Submission Overview and Changes for Experienced Users

Transcription

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