Transcript CALPADS Spring Training Presentation v2.0 published 02/27/2013

Spring 1
English Language
Acquisition and Title
III Eligible Immigrants
Spring 1 Training v2.0, February 27, 2013
Who’s Supposed to Be Here
Individuals assigned to
CALPADS maintenance
2
Supervisor of staff
assigned to CALPADS
Spring 1 Training v2.0, February 27, 2013
Training Sequence
Essential 1:
Overview & Requirements
Essential 2:
Interface & Administration
Essential 3:
Data Submission
Fall 1
Fall 2
Essential 4:
Anomalies
Spring 1
End of
Year 1-4
3
Spring 1 Training v2.0, February 27, 2013
Rules
Mute yourself
HOLD
Silence
cellphones
1
conversation
at a time
4
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Agenda
5
Purpose
Roles
Data Submission
Reports
Wrap-Up
60 minutes
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Purpose
6
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Information Reported in Spring 1
English Language Acquisition (ELA)
The English fluency status of students
whose primary language is a language
other than English
Title III Eligible Immigrants
Students born outside the country
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Acronyms
ELA [ee-ell-ay] English language acquisition
NCLB [en-cee-ell-bee] No child left behind
SNOR [snore] Student National Origin Report
EIA [ee-eye-ay] Economic Impact Aid
EO [ee-oh] English only
EL [ee-ell] English learner
IFEP [eye-fep] Initially fluent English proficient
RFEP [arr-fep] Reclassified fluent English proficient
TBD [tee-bee-dee] To be determined
See the CALPADS Code Sets on the Resources
slide near the end of the presentation for
definitions of the last five terms
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Purpose of English Language Acquisition
Reporting
English language
acquisition (ELA)
status
Limited English
Proficient (LEP)
counts
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DataQuest
CA
Department of
Education
US
Department of
Education
Economic
Impact Aid
(EIA) Program
NCLB Title III
Limited English
Proficiency
Program
Spring 1 Training v2.0, February 27, 2013
Purpose of Title III Eligible Immigrant Reporting
Eligible immigrant
growth
CA
Department of
Education
Economic
Impact Aid
(EIA) Program
DataQuest
Eligible immigrant
counts
10
US Department
of Education
NCLB Title III
Immigrant
Program (SNOR)
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Roles
11
Spring 1 Training v2.0, February 27, 2013
Spring Roles
SSID Enrollment (SENR)
Student Information (SINF)
Reports>Enrollment/Title III Eligible Immigrants/English Learners
Spring 1 Data Collection Certifier (Level 1)
Superintendent Certifier (Level 2)
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Data Submission
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Which Schools Need to Report?
Participants
IMM
ELAS
Participants
Sector
IMM
ELAS
School Type
Public
Y
Y
Traditional (non-educational options schools)
Y
Y
Non-Public Private
N
N
County Community
Y
Y
Non-Public Nonsectarian
N
N
District Community Day
Y
Y
Division of Juvenile Justice
Y
Y
School Instructional Level
Pre-Kindergarten
O
N
Continuation High Schools
Y
Y
Elementary
Y
Y
Opportunity
Y
Y
Intermediate/Mid/Jr
Y
Y
Alternative Schools of Choice
Y
Y
High School
Y
Y
State Special Schools
Y
N
K-12 School
Y
Y
Special Education
Y
Y
Adult Education
N
N
ROP/ROC
N
N
Postsecondary
N
N
Ungraded
N
N
Legend
Y = Yes
N = No
O = Optional
Closed schools are still expected to report English Learners (ELs) who were
reclassified after the prior year’s Census Day
Independently reporting charters that closed on or after Spring Census Day must
complete Spring. If they do not, their Authorizing Agency must do this work.
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Spring 1 Training v2.0, February 27, 2013
Important Dates
Census Day
March 1
Certification
deadline
Amendment
deadline
CALPADS Calendar:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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Spring 1 Training v2.0, February 27, 2013
English Language Acquisition
English Language Acquisition
Student Enrollment
Primary enrollment
on Census Day
Reclassified during
report period*
Student
Information
Grades K-12
* Report period = 3/2 of prior year through Spring Census Day
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Spring 1 Training v2.0, February 27, 2013
Title III Eligible Immigrants
Title III Eligible Immigrants
Student Enrollment
Primary enrollment
on Census Day
Student Information
Pre K
(optional)
Grades K-12
Although Pre K reporting is optional, it is generally to the LEAs advantage
because it increases their likelihood of eligibility for grants based on the counts.
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How To Submit Data
Order
Online
1
Student Enrollment
2
Student Information
Batch
SENR
SINF
Submitting files out of order may cause GERR005 errors.
See CALPADS Error List on the Resources slide for details.
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Key Fields
English Language Acquisition Status
Record
SENR
SINF
Element(s)
Values and/or Notes
Student School Start Date
On or before Census Day
Enrollment Status Code
10
Student School Exit Date
On or after Census Day
Effective Start Date
On or before Census Day
Effective End Date
On or after Census Day
Grade Level Code
KN, 01-12, UE, or US
English Language Acquisition Status Code
EL, IFEP, RFEP, or TBD
English Language Acquisition Status Start Date
On or before Census Day
See the CALPADS File Specifications (Forms) on the Resources slide near
the end of the presentation for detailed field requirements
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Key Fields
Reclassified Fluent English Proficient
Record
Element(s)
Values and/or Notes
Student reported for English Language Acquisition Status who also meets the following criteria
SINF
20
English Language Acquisition Status Code
RFEP
English Language Acquisition Status Start Date
After prior year’s Census Day, but on or
before current Census Day
Spring 1 Training v2.0, February 27, 2013
Key Fields
Title III Eligible Immigrant
Record
SENR
SINF
21
Element(s)
Values and/or Notes
Student School Start Date
On or before Census Day
Enrollment Status Code
10
Student School Exit Date
On or after Census Day
Student Birth Date
Age 3-21 on Census Day based on birth
date
Student Birth Country Code
Not = blank or US
Grade Level Code
Not = AD
Enrolled in US School Less Than Three
Cumulative Years Indicator
Y
Effective Start Date
On or before Census Day
Effective End Date
On or after Census Day
Spring 1 Training v2.0, February 27, 2013
Updating Records Online
Title III Fields
ELA Fields
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English Language Acquisition Fields Online
Required
Conditional
Enter when and only when
English Language Acquisition
Status Code is RFEP
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English Language Acquisition Rules
Once a student’s English Language Acquisition Status
has been reported, the only changes (other than
corrections) allowed are:
TBD
EL
EL, RFEP, IFEP, EO
RFEP
Violating the above rules will cause a SINF0255 warning to be reported.
A student’s initial English Language Acquisition Status cannot be RFEP
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Title III Fields Online
Required
Conditional
Required if born outside the US
25
Required if born outside the US or
ELA Status = English Learner (EL)
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Reports
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Spring 1 Training v2.0, February 27, 2013
Reports to Review
Aggregate
2.1
Title III Eligible
Immigrants – Count
Supporting
2.2 – Title III Eligible
Immigrants – Count by
Birth Country
2.8
English Language
Acquisition Status –
Count by Primary
Language
2.9
English Language
Acquisition Status –
Census Comparison
2.10 – English Language
Acquisition Status –
Census Comparison
Student List
2.12
English Language
Acquisition Status –
Els Reclassified RFEP
2.13 – English Language
Acquisition Status – Els
Reclassified RFEP Student
List
27
8.1-Student profile listSpring
1.0a – Expected
Schools Information
Report
Spring 1 Training v2.0, February 27, 2013
2.1 Title III Eligible Immigrants – Count
# Title III Eligible Immigrants
School Code
School Name
Fall
Spring
5814530
FCMAT High
82
80
5814531
CSIS Middle
43
40
1237654
Somewhere Elementary
214
210
Total - Selected Schools
339
330
CDE will use the higher of the two counts (Fall 1 & Spring) for the SNOR
See the Data Mapping Guide For Spring 1 listed on the Resources slide
at the end of the presentation for more specific details on which fields and
values are used to determine each count on the Spring reports
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Spring 1 Training v2.0, February 27, 2013
2.8 English Language Acquisition Status –
Count by Primary Language
2.41 English Language Acquisition Status Code
English Language Acquisition
Status (ELAS)
School Code
School Name
Primary Language
5814530
FCMAT High
01 - Spanish
03 – Cantonese
05 – Filipino
(Pilipino or Tagalog)
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Grade
# EL
# IFEP
# RFEP
# TBD
Total ELAS
FEP (IFEP RFEP)
09
127
26
106
0
259
132
10
93
27
128
0
248
155
11
82
31
128
0
241
159
12
48
30
123
0
201
153
All
350
114
485
0
949
599
11
5
0
2
0
6
2
All
5
0
2
0
6
2
10
3
1
1
0
5
2
All
3
1
1
0
5
2
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2.9 English Language Acquisition Status –
Census Comparison
English Language Acquisition Status Count
Previous Academic Year
Selected Academic Year
School
Code
School Name
# EL
# IFEP
# RFEP
# TBD
5814530
FCMAT High
20
3
3
5
6
22
5
3
1
8
+10%
5814531
CSIS Middle
10
6
2
2
8
9
6
3
0
9
-10%
1237654
Somewhere
Elementary
50
1
0
1
1
5
1
2
0
3
-90%
30
# EL
# IFEP
# RFEP
# TBD
# FEP
(IFEP +
RFEP)
% Change between
Selected Academic
Year EL’s and
Previous Year EL’s
# FEP
(IFEP +
RFEP)
Spring 1 Training v2.0, February 27, 2013
2.2 – Title III Eligible Immigrants – Count by
Birth Country
School Code
5814530
School Name
FCMAT High
Birth Country
Mexico
Vietnam
All
1237654
Somewhere Elementary
Total - Selected Schools
Mexico
Mexico
Vietnam
All
31
>Gender
Gender
F
3
M
6
All
9
F
4
M
7
All
11
F
7
M
13
All
20
F
12
M
9
All
21
F
15
M
15
All
30
F
4
M
7
All
11
F
19
M
22
All
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Spring 1 Training v2.0, February 27, 2013
2.13 – English Language Acquisition Status –
Els Reclassified RFEP Student List
School Code
5814530
School
Name
SSID*
Student Name
FCMAT High 3948573932 Borne, Alex
1234567891 Carey, Ronald C.
5814531
CSIS Middle 9876543218 Malory, Harry
4152369746 Jackson, Marylou
Primary
Language
Local ID Gender Grade
Ethnicity/
Race
A001
F
12
White
A002
M
09
Hispanic
B003
M
06
Multiple
B018
F
07
White
Proficient or School’s ELAS Student
RFEP Status Advanced for Count for the
School
Date
ELA
Selected
Exit Date
01-Spanish
09/15/2011
RFEP
03-Cantonese
10/11/2011
EL
01-Spanish
05/30/2011
IFEP
01-Spanish
08/13/2009
Y
11/2/2011
RFEP
* Includes students who may no longer be enrolled in the school where they were reclassified
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Spring 1 Training v2.0, February 27, 2013
ODS versus Snapshot
ODS
Snapshot
33
ODS
(Operational Data Store) =
All current CALPADS data
Snapshot =
Only data that pertains
to the submission
(e.g., Spring)
Spring 1 Training v2.0, February 27, 2013
Wrap-Up
34
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Certification Requirements
Zero fatal
errors
Review all
aggregate
reports
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Spring 1 Steps
1. Setup
SIS
Roles
2. Update the CALPADS ODS
Submit
records
Fix rejected
records
Post records
3. Review Snapshot
Review and fix certification
errors, review warnings
Review reports
4. Certify
Level 1 (Spring 1 Data Collection Certifier)
36
Level 2 (Superintendent Certifier)
Spring 1 Training v2.0, February 27, 2013
Suggested Spring Timeline
10
days
Complete SIS Data Population
6
days
Upload files and correct errors or
discrepancies as needed
5
days
Review certification reports, correct
errors, and fix discrepancies
3/15
7
days
Distribute reports for review and
approval
3/26
1
day
Certify (level 1 and level 2)
3/27
3/1
3/8
Reminder: If you plan to decertify, allow adequate time to
make corrections and for snapshots to run
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Spring 1 Training v2.0, February 27, 2013
Common Problems
English Language
Acquisition Status
should never be
blank. [CERT094]
38
English Language
Acquisition Status
Start date should
not be blank unless
English Language
Acquisition Status
is English Only
(EO). [CERT093]
Spring 1 Training v2.0, February 27, 2013
Common Problems
The English Language Acquisition
Status Start date should not be later
than the Effective Start Date. If the
status date is accurate, the Effective
Start Date should be changed to be
equal to or greater than it. [CERT093]
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Spring 1 Training v2.0, February 27, 2013
Common Problems
A student with an ELA status of
English Learner (EL), Initially Fluent
English Proficient (IFEP), or
Reclassified Fluent English Proficient
(RFEP) should not have a primary
language of English (00). [CERT090]
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Spring 1 Training v2.0, February 27, 2013
2012-2013 Changes
Implemented
Functionality
1/19/2013
Extract
Description
New extract for SSID’s acquired online
Validation Rule
SINF0214 will ignore changes to English Language
Acquisition Status when the ODS field contains TBD
11/16/2012
Validation Rule
SINF0255 – Warning to encourage appropriate
classification and reclassification of English learners in
ELAS Code field 2.41
3/22/2012
Validation Rule
CERT0037, CERT0038, CERT0039, CERT0042,
CERT0044 – Warnings on trend changes on FEP, RFEPS
at LEA and site level
6/11/2012
Validation Rule
CERT093 – Updated Error Name, Error Description, and
Suggested Resolution
Certification
41
Added Level 1 and Level 2 buttons to the CALPADS
Certification Details screen
Spring 1 Training v2.0, February 27, 2013
2012-2013 Changes
4
2
1
3
42
1
Data Processor
1
2
4
2
Superintendent
or Administrator
1
3
4
Spring 1 Training v2.0, February 27, 2013
Reminders
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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
44
Document
Description
Sections
CALPADS File
Specifications (Forms)
File layout and
requirements for
batch submission
SENR, SINF, & SPRG tabs
CALPADS Code Sets
State defined codes
CALPADS Error List
Detailed error
message descriptions
CALPADS Data Guide
Detailed requirements Sections 2.1.1, 2.1.2, & 2.1.3
Student Enrollment, Student
Information, Student Programs,
and Fall 1 Certification tabs
Spring 1 Training v2.0, February 27, 2013
Resources
Data Mapping Guide For Spring 1
(under Quick Links in Training Resources)
https://csis.fcmat.org//Pages/Spring-1.aspx
English Language Acquisition Status Reporting Policies
http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.doc
http://www.cde.ca.gov/ds/sp/cl/documents/elas121411.pdf
How Certified CALPADS Data are Used
(under Quick Links in Other Resources)
https://csis.fcmat.org//Pages/Spring-1.aspx
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Spring 1 Training v2.0, February 27, 2013
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
46
Spring 1 Training v2.0, February 27, 2013
Training Evaluation
Please complete our survey
47
Spring 1 Training v2.0, February 27, 2013