End of Year (EOY) 1 & 4 Reporting Course Completion, CTE, and Waivers End of Year Training 1 & 4...

End of Year (EOY) 1 & 4 Reporting

Course Completion, CTE, and Waivers

End of Year Training 1 & 4 v1.11, June 02, 2015

Who’s Supposed to Be Here


Individuals assigned toCALPADS maintenance

Supervisor of staffassigned to CALPADS

2

Training Sequence


Essential 1:Data Coordinator Orientation

Essential 2:Interface & Administration

Essential 3:Data Submission

Fall 1

Fall 2 Data Population

Fall 2 Reporting

and CertificationEnd of

Year 1 & 4

End of

Year 2 & 3

Essential 4: Anomalies

3

Questions and Courtesy


Please include yourname and LEA

when asking questions

Lengthy or unrelated questions

may be postponeduntil the Q & A segment

of the training.

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.

Lync Chat Box

Chat ButtonShows or hides the chat box

HOLDMute yourself

4

Agenda


Wrap-Up

EOY 1: Course Completion & CTE Status

Overview

EOY 4: Waivers & Exemptions

5

Overview


Acronyms


EOY [ee-oh-why] End of Year

CTE [see-tee-ee] Career Technical Education

CALPASS [kal-pass] California Partnership for Achieving Student Success

ROP/C [ar-oh-pee-see] Regional occupation program or center

AVID [av-idd] Advancement Via IndividualDetermination

IB [eye-bee] International Baccalaureate

7

Acronyms


UC [you-see] University of California

CSU [see-ess-you] California State University

CAHSEE [kay-see] California High School Exit Exam

ELA [ee-ell-ay] English-Language Arts

8

Information Reported in EOY


Count of completed courses and CTE students

EOY1: Course Completion and Career and Technical Education (CTE)

Count of CAHSEE Waivers and Exemptions

EOY4: Student Waivers

9

School Types Which Need to Report


Participants EOY 1 EOY 2 EOY 3 EOY 4

Crs Staff CTE Pgm Disc Waiv

School Type

Traditional (non-educational options schools)

Y Y Y Y Y Y(2)

District Level Programs (Independent Study and Home Hospital Programs)

P P P P P P(2)

County Community P P Y Y Y Y

District Community Day P P Y Y Y Y(2)

Youth Authority Schools (currently called Division of Juvenile Justice)

P P Y Y Y Y(2)

Juvenile Court Schools P P Y Y Y Y(2)

Continuation High Schools P P Y Y Y Y(2)

Opportunity P P Y Y Y Y(2)

Alternative Schools of Choice Y Y Y Y Y Y(2)

State Special Schools Y Y Y Y Y Y(2)

Home and Hospital Schools(7) P P Y Y Y Y(2)

Special Education Consortium P P Y(1) Y Y Y(2)

Special Education P P Y(1) Y Y Y(2)

Non-Public School Group (0000001) (3) N N N P P P

ROP/ROC(5) N N N N N N

Y= Expected to submit dataN= NOT allowed to submit dataP= Permitted but not expected to submit data

(1) Students completing courses in grades 7-12 only(2) Only schools with students in grades 10-12(3) Records for students enrolled at Nonpublic Nonsectarian Certified Schools (NPS) should be submitted using school code 0000001 in the School of Attendance field (1.05) and NOT the individual NPS school codes. The actual NPS school code is submitted in the School of Attendance NPS field (1.06)(5) ROC/Ps will not submit data directly to CALPADS. CALPADS will collect data on student ROC/P course enrollment and completion through the student's primary school course enrollment and completion submission.(7) Home and Hospital schools are assigned a distinct county-district-school code and are not the same as a district-level operated Home and Hospital Program

10

Grades Which Need to Report


Participants EOY 1 EOY 2 EOY 3 EOY 4

Crs Staff CTE Pgm Disc Waiv

School Grade Levels Served

Infants - IN N N N Y(8) N N

Toddlers - TD N N N Y(8) N N

Prekindergarten - PS N N N Y(8) N N

Kindergarten - KN N N N Y Y N

First Grade - 01 N N N Y Y N

Second Grade – 02 N N N Y Y N

Third Grade – 03 N N N Y Y N

Fourth Grade – 04 N N N Y Y N

Fifth Grade – 05 N N N Y Y N

Sixth Grade – 06 N N N Y Y N

Seventh Grade – 07 P P P Y Y N

Eighth Grade – 08 P P P Y Y N

Ninth Grade – 09 Y Y Y Y Y N

Tenth Grade – 10 Y Y Y Y Y Y

Eleventh Grade – 11 Y Y Y Y Y Y

Twelfth Grade – 12 Y Y Y Y Y Y

Ungraded Elementary – UE N N N Y Y N

Ungraded Secondary – US P P P Y Y Y

Adult – AD N N N N N N

(8) Updated SPRG data for Infant, Toddler, and Prekindergarten in EOY 2 are only required for purposes of certifying report 5.4 - Homeless Students Enrolled - Unduplicated Count by School

11

How Data Was Reported Before


EOY Data Previous Method

1 Course Completion

None

1 CTE Secondary section of Carl Perkins CDE 101 E-1

4 Waivers CAHSEE Waiver Data Collection

12

How Data Will Be Used


EOY Data Funding Legislation Used for Parallel

1 Course Completion

None None DataQuest No

1 CTE Carl Perkinsgrant

None Carl Perkins Program,DataQuest

Yes

4 Waivers None California Code of Regulations, Title 5, Division 1, Chapter 2, Subchapter 6, Article 2, Section 1207.1

DataQuest No

13

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

What Record Types to Enter or Update


U= Update

Online BatchAll

Students

End of Year

1 4SSID Enrollment SENR RStudent Information SINF RStudent Program SPRG RStudent English Language Acquisition SELA RStaff Demographics SDEM UCourse Section Completion CRSC* RStudent Course Section Completion SCSC* R

Student CareerTechnical Education

SCTE* R

Student Waivers SWAV* R

* Full replacement files Do not submit SASS. It is not required for EOY and submitting it may wipe out Fall 2 data

R=Required

15

Record Relationships


Records above others must be posted before those below them or you may get rejected records

16

Course Section ID

SEID

Staff Demographics

Course Section

Completion

Student Enrollment

Student Course Section Completion

SSID

StudentWaivers

StudentCTE

StudentInformation

StudentEnglish

Language Acquisition

Batch Submission


1

2 3

4

EOY file types are highlighted. Submit updates on other file types as needed to ensure accuracy.

17

End of Year Roles


Reminders

Daily use account LEA Admin cannot certify

Role EOY1 EOY4 Allows user to

SSID Enrollment (SENR) X X View & submit enrollment data

Student Information (SINF) X X View & submit student information data

Staff Demographics (SDEM) X View & submit staff demographic data

Course (CRSE) X View & submit student course completion data

Student Career Technical Education (SCTE) X View & submit student CTE data

Student Waivers (SWAV) X View & submit student waiver data

Reports > Course Completion/ CTE X View course completion and CTE reports

Reports > Education Regulatory Exemptions X View student waiver reports

Certification > EOY 1 Data Collection Certifier X View EOY 1 snapshot and level 1 certify

Certification > EOY 4 Data Collection Certifier X View EOY 4 snapshot and level 1 certify

Certification > Superintendent Certifier X X View all EOY snapshots and level 2 certify

18

Important Dates for EOY 1-4


Snapshot starts

June 1st

Certification deadlineJuly 31st

Amendment deadlineSeptember 4th

CALPADS Calendar:http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp

19

EOY 1: Course Completion & CTE Status


EOY 1: Purpose


CA Department of Education

Count of departmentalized

courses completed

Count of Career Technical Education

participants

Carl Perkins Program

DataQuest

College and Career Indicator

21

Reporting Method

EOY 1: Perkins Reporting Changes


2015-16 2016-17 Future2014-15Past 2015-16 2016-17 Future2014-15Past

* PDS will be the official source for Perkins E1 data through 2014-15 and for Perkins E2 data through 2015-16, but it is important that all data be submitted through both systems during those parallel years to ensure consistency.

Perkins paper report

Perkins Data System (PDS)*

CALPADS – EOY 1

Perkins Data System (PDS)*

CALPADS – Fall 3

22

PerkinsE1

PerkinsE2

Perkins paper report

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.

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

New CTEReportsNew CTEReportsNew CTEReports

in 2015-16

23

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

EOY 1: Information Reported


Courses Completed

CTE Participants

Courses completed are not compared to course enrollment reported during Fall 2

24

EOY 1: Terminology


CTE Participants

ConcentratorsOn a pathway

Completed apathway

Completers

Completed a CTE coursebut not on a pathway

Non-concentrator

CTE Pathway

A sequence of courses providing academic knowledge and skills needed to prepare students for further education and careers… and which may lead to proficiency, a credential, a certificate, or a degree in a given career path.

25

EOY 1: Data Included


Course Completion

SSID Enrollment

Student Information

Primary, secondary, or

short term enrollments

Grades 7-12 and US

Course Section

Completion

Staff Demographics

Departmentalized courses including ROP/C (no self-

contained courses)

Teachers of courses

completed

Student Course Section

Completion

Enrollment in departmentalized courses including

ROP/C

Do not submit staff assignments. They are not required for EOY 1 and submitting them may wipe out Fall 2 data

26



Course Completion

Do Not Submit

Before/after school

Student aide

Summer session** Unless the student is already

enrolled in your school during the normal school year, do not submit summer course completion records.

Optional

Study hall

Homeroom

27



Career and Technical Education

SSID EnrollmentStudent

Information

Primary, secondary, or short term enrollments

Grades7-12 and

US

Student CTE(Concentrators or

Completers)

Student Course Section Completion(Non-Concentrators)

Departmentalized CTE courses

28

EOY 1: Required Fields


Record Element(s) Values and/or Notes

SENREnrollment status 10, 20 or 30

Grade Level 07-12, or US

SDEM SEID Matches SEID in one or more CRSC records

CRSC

Reporting LEASchool of Course DeliveryAcademic Year IDCRS-State Course CodeCRS-Local Course IDCRS-Course NameCRS-Course Content CodeCRS-UC CSU Approved IndicatorCourse Section IDAcademic Term Code

Course Section Instructional Level Code Will likely be used in upcoming College and Career Indicator

SEID Valid SEID or 9999999999

Local Staff ID

See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements

Course Completion or CTE Non-Concentrator

29




CRSC

Instructional Strategy Code 300 or 700 if applicable

Independent Study Indicator

Distance Learning Indicator Y or N

Education Program Funding Source Code 113 if CA Partnership Academy Course

SCSC

Student Credits AttemptedStudent Credits Earned

9-12 grade students only

Student Course Final Grade

UC/CSU Admission Requirement Code

Marking Period Code (SCSC)

Course Completion or CTE Non-Concentrator continued

30




CRSC CRS-State Course Code 4000-5955 for Non-concentrators

CRSC CRS-CTE Technical Preparation Course Indicator Y


SENREnrollment status 10, 20, or 30


SCTE CTE Pathway Code <Any valid code>


SENREnrollment status 10, 20, or 30


SCTE CTE Pathway Completion Academic Year ID <Valid year range>

CTE Non-Concentrator

CTE Concentrator

CTE Completer

31

EOY 1: Online – Adding or Maintaining Course Section Completion Data


43

1

2

7a Click add a new course section

7b

Click edit an existing course section

Make sure the academic year is correct and Submission Type is set to Course Completion

65

32

EOY 1: Online – Adding Course Section Completion Data


Course Instructional Level Code is referred to as Non-Std Instr Level in snapshot reports

Fields not relevant to EOY1 are not required or updated by CALPADS and are greyed out when editing course section records

Required

Conditional

33

EOY 1: Online – Adding Student Course Section Completion Data


via Course Section1

3

2

4

6

Make sure Submission Type is set to Course Completion

5

7

34



via Course Section

8

35



via Course Section

9b

9a

36



Add a record for each marking period that accrues credits for which a grade is given within a single course.

Required

Conditional

Enter the SSID, then click Lookup.

10

11

via Course Section

Required if student grade level is 9-12 or US

37



3

1

2

via Student

4

65

7

38

EOY 1: Online – Adding Student CTE Status


5

via Student

3

1

2

4

39

EOY 1: Online – Adding Student CTE Status


Required

Conditional

6

7

via Student

40

EOY 1: Online – Viewing Teacher Course Sections


4

32

Click to edit an existing course section

Make sure the academic year is correct and Submission Type is set to Course Completion

65

1

41

EOY 1: Online – Viewing Teacher Course Sections


EOY 1: Error Highlights


Error Code Severity Error Message

GERR001 F SCSC: Student Course Final Grade - requiredSCSC: Marking Period – requiredSCTE: CTE Pathway Code - required

SDEM0107 F Invalid Staff Age

SASS0257 F Invalid Assignment Code for Employee on Leave

CRSC0135 F Invalid SEID in Course Section record

CRSC0137 F Invalid Education Program Course Content code or CTE CRS-State Course Code

CRSC0199 F Invalid NPS School of Course Delivery

CRSC0231 F Mismatch of Course (CRS) Attributes

SCSC0140 F Missing Student Credits Attempted

SCSC0141 F Missing Student Credits Earned

SCTE0242 F Invalid CTE Pathway Completion Academic Year ID for Academic Year

Rejected Records

43



Error Code Severity Error Message

CERT054 F Staff Demographics Missing

CERT081 W No Student Course Section Data for a Secondarily or Short Term Enrolled Student

CERT098 W Student Course Section for SSID Not Enrolled during Report Period

CERT099 W No Student Course Section Data for a Primarily Enrolled Student

CERT100 W No Enrollment for Course Section

CERT116 F No Student Course Section records in the pathway reported for a CTE Concentrator or Completer

CERT117 F No student Career Technical Education records submitted for an LEA that received Perkins funding in the current reporting year

Certification Errors

44

EOY 1: Reports


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

3.11 – Course Sections Completed

– Student List for Departmentalized

Courses

3.10 – Course Sections Completed – Count and

Details for Departmentalized Courses

3.9 – Course Sections Completed – Count by

Content Area for Departmentalized

Courses

3.16 – Educational Options Course Completion –

Student Count

45

EOY 1: 3.9 - Course Sections Completed


School Code

School Name Content Area

State Course Code

Local Course ID &

Course Name# CourseSections

# of Students Completing at Least One Section of

Course

Males Females Total5814530 FCMAT

High14-English Language Arts

2101-Comprehensive English

ENG001-Comprehensive English

5 80 70 150

ENG54-English Language & Composition

6 90 91 181

2106-English Literature

PE01-English Literature 1

4 25 100 125

15-Foreign Language

2215-Chinese (Advanced)

MA44-Chinese 4

3 20 20 40

18-Mathematics 2414-Analytic geometry/ pre-calculus

AB76-Advanced Mathematics

7 150 62 212

Course Completion (CRSC) dataStudent Course Section Completion (SCSC) data

Course Completion counts exclude courses that are:- Completed by students in grades K-6- Self-contained (course code=1000)

46

EOY 1: 3.10 - Course Sections Completed - Count and Details for Departmentalized Courses


SchoolCode

SchoolName

ContentArea

State CourseCode

Local Course ID &Course Name

CourseContent

CTE TechPrep

CTE Course

UC/CSUApproved Sec ID

5814530 FCMAT High 14-EnglishLanguage Arts

2101-Comprehensive English

ENG0001-Comprehensive English

0102

2105-American literature

ENG0012-Literature

1112

18-Mathematics 2414-Analytic geometry/ pre-calculus

AB76-AdvancedMathematics

Y 1112

BB76-Geometry 0506

Educational Options# Students Completing

Course Section

TermNon-Std Inst Lvl Inst Strat

CTEProvider

IndStudy

DistLearn

Pgm FundSource AVID IB Course Males Females Total

Q1 650-English Learner Mainstreaming

Y 10 12 22

Q1 21 6 27Q2 18 20 38Q2 23 22 45Q1 113-Cal Part AC Y 35 24 58FY 113-Cal Part AC 12 34 46Q1 10 5 15Q1 7 9 16

Course Section Completion (CRSC) data

Referred to as Course Instructional Level Code (9.19) when editing course section records online

47


Column onReport

AssociatedField

Field #Value(s) counted on

report

Ind Study Independent Study Indicator 9.23 Y

Dist Learn Distance Learning Indicator 9.24 Y

Pgm FundSource

Education Program CodeFunding Source Code

9.26 113 (California Partnership Academy funding source)

AVID State Course Code 9.07 6023 (AVID Course code )

IB Course State Course Code 9.07 International Baccalaureate (IB) course code*

EOY 1: 3.10 - Course Sections Completed - Count and Details for Departmentalized Courses

Selection Criteria for Educational Options

* A list of IB codes can be found on the “Course Group Master Combos” tab in the CALPADS Valid Code Combinations on the Resources slide near the end of the presentation

48

EOY 1: 3.11 - Course Sections Completed - Student List for Departmentalized Courses


SchoolCode

SchoolName Content Area

StateCourseCode

LocalCourse ID& Course

Name Sec ID Term SEID5814530 FCMAT

High14-EnglishLanguage

2101-ComprehensiveEnglish

ENG54-EnglishLanguage & Composition

11 Q1 9716646544

14-EnglishLanguage



11 Q1 9746238455

5814531 CSISMiddle

14-EnglishLanguage



11 Q1 9774465314

Student Course Section Completion (SCSC) data

TeacherName SSID

StudentName Local ID Gender Grade

Ethnicity/Race

MarkingPeriod

CreditsAttempted

CreditsEarned

FinalGrade

UC/CSUAdmission

ReqBlack, Jordan

4254697123Cooper,Michael

789984 M 10 White Q1 4.00 2.00 C B-English

Black, Jordan

4564655419Drew,Janet

840216 F 12 HispanicQ1

3.00 3.00 B B-English

Black, Jordan

3795484215Wilken,James

389118 M 08 MultipleQ1

3.00 3.00 D

Course Completion (CRSC) data

49

EOY 1: 3.16 - Educational Options Course Completion - Student Count


State Program Participant Count

SchoolCode

SchoolName

Total Students(Unduplicated)

# in IndependentStudy Courses(Unduplicated)

# in DistanceLearningCourses

(Unduplicated)

# in Courseswith CA

PartnershipAcademyFundingSource

(Unduplicated)

# in AVIDCourses

(Unduplicated)

# inInternational

Baccalaureate (IB) Courses

(Unduplicated)

5814530FCMATHigh

157 15 27 49 29 37

5814531CSISMiddle

161 16 37 16 64 28

Total - SelectedSchools

318 31 64 65 93 65


50

EOY 1: 3.12 - Career Technical Education Participants


School Code

School Name Gender Ethnicity/Race

# CTE Concentrators(including Completers) *

# CTE Non-Concentrators

Total CTEParticipants

5814530 FCMAT High

F Hispanic 88 14 102

White 2 3 5

All 90 17 107

M Hispanic 45 5 50

Asian 25 5 30

Multiple 5 5 10

Missing 1 1 2

All 76 16 92

All Hispanic 133 19 152

White 2 3 5

Asian 25 5 30

Multiple 5 5 10

Missing 1 1 2

All 166 33 199

Student CTE(SCTE) data

Includes CTE Pathways and CTE course completion records

Student Course Section Completion (SCSC) data Click to expand the view of the data

51

EOY 1: 3.13 - Career Technical Education Participants - Student List


SchoolCode

SchoolName SSID


Ethnicity/Race

EnrollmentStatus

CTEPathway

5814530 FCMATHigh

4254697123Cooper,Michael

789984 M 10 White 01-Primary102-

Agriscience

4254697123Drew,Janet

840216 F 12 Hispanic 01-Primary

5814531 CSISHigh

4254697123Wilken,James

389118 M 09 Multiple 01-Primary132-

Education

Student CTE (SCTE) data

Key IndicatorsCTE

CompleterYear

Title III EligibleImmigrants

Gifted andTalented

EducationTitle I Part C

MigrantSpecial

EducationPregnant orParenting

LEP (EL +Selected RFEP)

Socio-economicallyDisadvantaged

Y

Y Y Y Y

2010-2011 Y Y Y Y

Student Program (SPRG) data

Student Information (SINF) data

Absence of CTE Pathway code indicates courses only

(non-Concentrator)

Absence of CTE Completion Year indicates

that student was not a completer this reporting

year

52

Concentrator Key indicators# Title III Eligible

ImmigrantsPregnant or Parenting

# Gifted andTalented

Education

# Title IPart C

Migrant# SpecialEducation

# LEP (EL +Selected

RFEP)

# Socio-economically

Disadvantaged1 1 0 0 1 Y2 0 0 1 4 Y3 1 0 1 5 N2 1 0 0 1 Y0 0 1 0 2 N2 1 1 0 3 Y3 2 0 0 2 N2 0 1 1 6 N5 2 1 1 8 N

EOY 1: 3.14 Career Technical Education Concentrators and Completers – Count by Pathway


CTESchool Code School Name CTE Pathway Gender # Concentrators # Completers

5814530 FCMAT High 100-Agriculture Business F 2 2M 23 15All 25 17

101-Agriculture Mathematics F 0 0M 5 1All 5 1

TOTAL F 2 2M 28 16All 30 18

Student CTE(SCTE) data

Student Programs (SPRG) dataStudent Information (SINF) data

CTE course completion records excluded from this report53

EOY 1: 3.15 - Career Technical Education Concentrators and Completers - Student List


SchoolCode

SchoolName SSID


Ethnicity/Race

CTEPathway

CTE Completer

Year5814530 FCMAT

High 4254697123 Cooper,Michael 789984 M 10 White 102-

Agriscience 2010-2011

4254697123 Drew,Janet 840216 F 12 Hispanic 132-

Education 2010-2011

5814531 CSISHigh 4254697123 Wilken,

James 389118 M 06 Multiple 132-Education 2010-2011


Key Indicators

StudentExit Date

StudentExit

Reason

StudentSchool

CompletionStatus

Title III Eligible

Immigrants

Pregnant or

Parenting

Gifted andTalented

Education

Title IPart C Migrant

SpecialEducation

LEP (EL +Selected

RFEP)

Socio-economically

Disadvantaged

5/30/2010 E230-Completer Exit

100-Graduated,StandardHS Diploma

Y

5/30/2010 E230-Completer Exit

100-Graduated,StandardHS Diploma

Y Y Y Y

5/30/2010 E230-Completer Exit Y Y Y Y

Student Program (SPRG) data

Student Information (SINF) data

54

EOY 1: 2014-15 Changes


Functionality Description

Code Sets

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 renamedCourse Group State – 14 codes added, 3 retired, 26 redefined, 9 renamed


Added fatal errors• No Student Course Section records in the pathway reported for a CTE

Concentrator or Completer• No student Career Technical Education records submitted for an LEA

that received Perkins funding in the current reporting year

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

55

EOY 1: Reminders


Course completion for End of Year 1 is not compared to Course enrollment from Fall 2

Do not submit the SASS file. Staff

Assignment data is not required

for EOY and submitting a file may

wipe out previously submitted

data

Course completion is

only required for

departmentalized

classes in grades 7-12

CTE Non-Concentrators are reported in the CRSC file only while CTE Concentrators are

determined using the SCTE file

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)

56

Looking Forward


E2 data will be need to be reported in CALPADS in 2016-17 for graduates

reported as CTE completers in EOY 2015-16

* Determined by Course Non Standard Instructional Level (9.19) – code 16, College

College and Career

Indicator

Perkins

57

Break Time!


5 minute break

Remember that you can attend the CALPADS Q & A sessions on Wednesdays at 3 p.m. if you have additional questions during the submission window. Sign up on the CSIS CALPADS training registration page listed in the Resources section near the end of this presentation.

58

EOY 4: Waivers & Exemptions


EOY 4: Purpose


Waivers and exemptions that

have been granted, denied or

withdrawn

Reporting per California Code of Regulations, Title 5, Section 1207.1

CA Department of Education

DataQuest

60

EOY 4: Information Reported


Waivers

Exemptions

61

EOY 4: Terminology


WaiverAllows a student to pass the CAHSEE

with a modified score and accommodations

ExemptionIndicates that a student is required to take the

CAHSEE, but not required to pass

As of July 1, 2009 students with disabilities (Special Ed or 504 Accommodation Plan) are not required to pass the CAHSEE to graduate

62



Waivers or Exemptions

If student exited, exit date is between

7/1/2014 and 8/15/2015;

completion status is 106 or 108

Program Type = 144 (Special Ed) or 101

(504 Accommodation Plan)

Primary or specialized services

enrollments

Grades10-12, or

US for waivers;

grades 12 or US for

exemptions

Student InformationSSID Enrollment Student Program Waiver or

Exemption

63



See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed field requirements


SENR

Enrollment Status Code 10 or 40

Student School Start Date & Student School Exit Date Enrollment between 7/1/2014 and 8/15/2015

SPRGEducation Program Code 144 (Special Education) or

101 (504 Accommodation Plan)

SWAV

SSIDLocal Student IDStudent Legal First NameStudent Legal Last Name Student Birth DateStudent Gender CodeEducation Regulatory Exemption Outcome Start Date

Waivers and Exemptions

64




SENRStudent School Completion Status blank or 106

Grade Level Code 10-12 or US

SWAVEducation Regulatory Exemption 1 (Math waiver), 2 (ELA waiver)

Education Regulatory Exemption Outcome 1 (Granted), 2 (Denied) or 3 (Withdrawn)


SENRStudent School Completion Status blank or 108

Grade Level Code 12 or US

SWAVEducation Regulatory Exemption 3 (Exemption)

Education Regulatory Exemption Outcome 1 (Granted)

Waivers

Exemptions

65

EOY 4: Online - Adding Waivers or Exemptions


3

1

2

4

Search for an existing SSID or choose a list to view

6

5

66

EOY 4: Online - Adding Waivers or Exemptions


7b

7a

Add a new waiver records or edit existing waiver records

Required

67



Error Code Severity Description

SWAV0158 F Duplicate waiver

SWAV0205 F CAHSEE Waiver Start Date is outside the Academic Year Date Range submitted

SWAV0209 F Missing Disabled Student Program Record

SWAV0228 W Potential Invalid Grade Level

SWAV0229 F Third granted Education Regulatory Exemption submitted for a student

Error Code Severity Description

CERT115 F Invalid Primary Disability Code and Student Age Combination

TBD F Missing SCSC record for CTE Concentrator or Completer

TBD F No SCTE Records submitted for a Carl Perkins Program-funded LEA

CERT072 W No Waiver Data Submitted for a Student with a 106 or 108 School Completion Status

CERT092 F Missing Disabled Student Program Record

Rejected Records


68

EOY 4: Reports


6.3 – CAHSEE Waivers and Exemptions – Student List

6.2 – CAHSEE Waivers and

Exemptions – Count Disaggregated

6.1 – CAHSEE Waivers and

Exemptions - Count

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EOY 4: 6.1 - CAHSEE Waivers and Exemptions - Count


Student must have a Special Ed (144) or a 504 Accommodation Plan (101) record during the reporting period that also overlaps the student’s enrollment in the LEA.

CAHSEE Math Waiver (1)SchoolCode

SchoolName

TotalRequested # Granted # Denied # Withdrawn

5814530 FCMAT High 63 10 5 6

5814531 CSIS High 58 5 5 2

1234567 123 High 64 20 2 6

TOTAL – Selected Schools 118 35 12 12

Student Waiver (SWAV) data

CAHSEE ELA Waiver (2) CAHSEE Exemption (3)# Granted # Denied # Withdrawn # Granted # Denied # Withdrawn

20 4 4 8 0 3

20 7 5 5 0 4

3 2 8 16 0 5

43 13 17 29 0 12

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EOY 4: 6.2 - CAHSEE Waivers and Exemptions - Count Disaggregated


OutcomeSchoolCode

SchoolName

RegulatoryExemption Gender

Ethnicity/Race

TotalRequested

# Granted(1)

# Denied(2)

# Withdrawn(3)

5814530 FCMAT High 1-CAHSEE Math Waiver

F Hispanic 12 4 7 1White 9 2 5 2All 21 6 12 3

M Hispanic 14 7 6 1White 11 8 3 0All 25 15 9 1

All Hispanic 26 11 13 2White 20 10 8 2All 46 21 21 4

2-CAHSEE ELA Waiver

F Hispanic 10 4 6 0All 10 4 6 0

All Hispanic 10 4 6 0All 10 4 6 0

All F Hispanic 22 8 13 1White 9 2 5 2All 31 10 18 3

M Hispanic 14 7 6 1White 11 8 3 0All 25 15 9 1

All Hispanic 36 15 19 2White 20 10 8 2All 56 25 27 4

Student Waiver (SWAV) data Click to expand the view of the data

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EOY 4: 6.3 - CAHSEE Waivers and Exemptions - Student List


SchoolCode

SchoolName SSID

StudentName Local ID

Gender Grade

Ethnicity/Race

RegulatoryExemption

Code

RegulatoryExemptionOutcome

OutcomeStartDate

DisabilityCategory

5814530 FCMATHigh 4254697123 Cooper,

Michael 789984 M 11 White 1-CAHSEEMath Waiver 1-Granted 3/4/2010 220-Hard of hearing

(HH)

7458123468 Drew,Janet 840216 F 12 Hispanic 2-CAHSEE

ELA Waiver 2-Denied 5/12/2009240-Speech or

language impairment (SLI)

5814531 CSISHigh 6452868745 Wilken,

James 389118 M 11 Multiple1-CAHSEE

Math Waiver 1-Granted 6/5/2008

1483772994 Craig,Janice 456412 F 12 Missing

1-CAHSEEMath Waiver 2-Denied 7/12/2009 220-Hard of hearing

(HH)

6942812645 Parish,Sandra 561565 F 11 White 2-CAHSEE

ELA Waiver 3-Withdrawn 3/2/2008 220-Hard of hearing (HH)

Student Waiver (SWAV) data

Disability Category based on most recent SPRG record for program 144 (Special Education). A blank indicates student has record for program 101 (504 Accommodation Plan).

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EOY 4: Reminders


Students with 106 (waiver) or 108 (exemption) completion codes are expected to report waiver or exemption records

Waivers and exemptions

are granted through a

local governing board

As of 7/1/09 Special Ed

students or those with a 504

Accommodation Plan are

exempt from having to pass

the CAHSEE per Ed Code

60852.3(a)

A student may not have more than two waiver

(SWAV) records

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Wrap Up


Full Replacement Files


EOY Rec Type Operational Key Fields

1

CRSCSchool of Course DeliveryAcademic Year IDAcademic Term Code

SCSC

School of Course DeliveryAcademic Year IDAcademic Term CodeMarking Period Code

SCTESchool of AttendanceAcademic Year ID

4 SWAV

Academic Year IDReporting LEA SSIDEducation Regulatory Exemption Code

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Programs Used for Report Sub-Groups


Value Used In

F Filters

R Report

N/A Not applicable

Legend

These programs are used in reports (R) or report filtering (F) on SSIDs that have met the criteria for inclusion in one or more of the EOY submissions. If displayed in reports, LEAs are expected to assess their accuracy.

EOY Report Migrant Ed (135)

Socio-Economically

Disadvantaged Special Ed (144)GATE (127)

1-4 1.0a N/A N/A N/A N/A 1 3.12 F F F F1 3.14 F, R F, R F, R F, R1 3.10 F 1 3.11 1 3.9 1 3.13 F, R F, R F, R F, R1 3.15 F, R F, R F, R F, R1 3.16 2 5.1 2 5.4 F F F2 5.2 F F F F2 5.3 F F F F2 5.5 F, R F, R F3 7.1 3 7.3 3 7.4 3 7.6 3 7.2 F, R F, R F, R F, R3 7.5 F F F F4 6.1 4 6.2 F F F F4 6.3 F F F, R F

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End of Year Steps


Submit records

Review and fix certification errors, review warnings

Review reports

3. Review Snapshot

Level 1 (EOY 1-4 Data Collection Certifier) Level 2 (Superintendent Certifier)

4. Certify

SIS Roles

1. Setup

Fix rejected records

Post records

2. Update the CALPADS ODS

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Certification Status


Each EOY snapshot must be individually certified at Level-1 and then at Level-2

Resolve fatal errors and review warnings

Review reports and certify (Level 1 & 2)

3

1

2

45

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Certification Details


2

3

1

4

Data Processor 1 2 4

Superintendent or Administrator

1 3 4

1

2

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Suggested EOY 1 & 4 Timeline


Complete SIS Data Population 6/187days

Upload files and correct errors or discrepancies as needed 6/2810

days

Review certification reports, correct errors, and fix discrepancies

7/1315days

Distribute reports for review and approval 7/25*12

days

Certify (level 1 and level 2) 7/316days

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 summer80

Certification Reminders


The last day to make changes that will be included in the snapshot is the day before the certification/ amendment deadline

Remember to review all reports

before certifying

Make sure your snapshot is

certified at Level 2. If you don’t

certify at Level 2, none of your

work counts.

If you are certified and then decertify, you must recertify on or before the deadline date for your data to be pulled.

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Did you get it?


EOY 1 EOY 4

What data are reported? Course Completion and CTE data

CAHSEE Waivers

What schools are reported? Schools with departmentalized or CTE courses in grades 7-12

Schools with grades 10-12

Which files are submitted? CRSC, SCSC, SCTE SWAV

Are there any files that should not be submitted?

SASS no

Do they need to be submitted in any special order?

SENR first,CRSC before SCSC

SENR before SWAV

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Question Answer

What is a full replacement file? File which replaces all records with a matching key. For example, submitting one or more course section records will replace all course sections which have the same school, year, and term

How can you find out what schools to report for your LEA?

Review the 2013-14 EOY or current ODS reports

How can you find out what data to report for your LEA?

Check the Expected Schools report

What if you have nothing to report?

You still need to certify to confirm that the zeroes on the reports are accurate

Did you get it?


Start the conversations locally


Question Answer

Where is the data entered in my student system?

Who needs to review the reports?

What are the EOY certification and deadline dates?

When is the last day of school?When are final grades available?Who is out of the office and when?What are your internal deadlines?

What are three things you can do right now to prepare for EOY reporting?

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System Documentation


Resources


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

CALPADS Calendar

http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp

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http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp

Resources


Career Technical Education documents

http://www.cde.ca.gov/re/pn/fd/documents/cteframework.pdfhttp://pubs.cde.ca.gov/CTE/index.aspxhttp://www.cde.ca.gov/ci/ct/rp/basics.asp

Perkins reporting changes

http://www.cde.ca.gov/ds/sp/cl/perkinsreporting.asp

CALPADS Training Registration

https://www.calpads.ca.gov/Training/

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http://www.cde.ca.gov/re/pn/fd/documents/cteframework.pdf



http://www.cde.ca.gov/ds/sp/cl/perkinsreporting.asp


Support


Web: http://www2.cde.ca.gov/calpadshelp/default.aspx

Phone: 916-325-9210

E-mail: [email protected]

Listserv: http://www.cde.ca.gov/ds/sp/cl/listservs.asp

87

Training Evaluation


Please complete our surveyhttp://bit.ly/1n1yKOD

88

http://bit.ly/1n1yKOD

End of Year (EOY) 1 & 4 Reporting Course Completion, CTE, and Waivers End of Year Training 1 & 4...

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Transcript of End of Year (EOY) 1 & 4 Reporting Course Completion, CTE, and Waivers End of Year Training 1 & 4...