This is an accessible alternate version of the CBEDS-ORA Demonstration. This document provides text translation to the CBEDS-ORA Demonstration, which is posted as a flash file. The CBEDS-ORA Demonstration [http://www.cde.ca.gov/ds/dc/cb/orademo12.swf] (non-AAV) flash file should be the version selected by most users.
CBEDS-ORA Demonstration
Presented by Shana Yeary
California Department of Education, Sacramento, CA
September 2012
Table of Contents
- Introduction/Login
- Editing School Information Form (SIF) Data
- Editing County/District Information Form (CDIF) Data
- Features of ORA
Slide 1 – ORA Training
Welcome to the California Basic Educational Data System (CBEDS) – Online Reporting Application training. This training will focus on how to use the CBEDS-ORA for submitting CBEDS School Information Form (SIF) and County/District Information Form (CDIF) data. This training will demonstrate how to use the various features of the CBEDS-ORA and will briefly touch on reporting requirements for each of the elements collected on the SIF and CDIF. For further details on how to report data on the SIF and CDIF, please refer to the CBEDS Administrative Manual [http://www.cde.ca.gov/ds/dc/cb/documents/admin12.doc] (DOC) or the CBEDS Overview Training [http://www.cde.ca.gov/ds/dc/cb/cbedstrng12.swf] (Flash), which are both posted on the CBEDS [http://www.cde.ca.gov/ds/dc/cb/index.asp] Web page.
This demonstration is intended for local educational agencies (LEAs) submitting CBEDS SIF and CDIF data to the California Department of Education (CDE), as well as independently reporting charter schools submitting SIF data to the CDE.
To demonstrate the CBEDS-ORA, we will start on the CBEDS-ORA Logon page. Upon navigating to the CBEDS-ORA, you’ll be taken to the following screen and will be asked to log on using your unique user name and password, which is assigned by the CDE.
Slide 2 – ORA Main Menu
Once you log on, you will be taken to the Main menu, which will allow you to access the features of the application.
We will begin this training by looking at the edit screens and demonstrate how to enter SIF data for a school. To access the edit feature, select the “Edit” option from the Main Menu.
Slide 3 – Select School Drop Down Menu
After choosing the “Edit” option, you’ll be prompted to select a school from a drop down menu. Click on the down arrow to reveal the schools listed in the drop down menu.
Slide 4 – Selecting A School
A list of schools in your LEA that are required to submit CBEDS data are shown. Notice “District Office (CDIF)” is listed amongst your schools. This is used for reporting CDIF data, which will be demonstrated later on in this training. Independently reporting charter schools will not have the District Office (CDIF) listed, as they do not report data on this form. Also note that if you are logged in as a district and your district has independently reporting charter schools, you will be able to see the data they are submitting, but you will not be able to edit their data.
Once you find a school to edit, select the school by clicking on the school’s name.
Slide 5 – Selecting School Selection
The selected school is highlighted. To view this school or begin entering or editing data, click on the “Select” button.
Slide 6 – Viewing SIF Section A
The selected SIF will load displaying section A. To edit this section, click on the “Edit/Update Data Below” button. To view or edit another section of the form, you may click on one of the section tabs. We will continue by clicking on the “Edit/Update Data Below” button to edit section A.
Slide 7 – Editing SIF Data for Section A
The edit screen for section A will open allowing you to enter data for school classified staff. Enter data by selecting the appropriate cells and typing in the data. To move from cell to cell, use the tab key, or select the cells using the mouse. Using the enter key will not advance you to the next cell.
Classified staff data are to be reported by type, gender, racial/ethnic designation, and time base (full-time or part-time). When reporting classified staff on the SIF, only report the staff assigned to that school. Paraprofessionals or office/clerical staff who serve more than one school, are to be reported at the school they serve the most with all of their time reflected at that school. “Other classified” staff who serve more than one school are to be reported on the CDIF. Single school districts are to report all of their classified staff on the SIF.
To save your edits, click on the “Save” button, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 8 – Viewing Key Entry for SIF Section A
If you chose to save your edits, you will now see the data you entered as well as totals. This screen can be used to double check your key entry. It is highly recommended that you verify your key entry to ensure data were reported in the correct rows and columns.
To enter data for the next section, click on the “B” tab.
Slide 9 – Viewing SIF Sections B
The screen showing SIF section B will load. To edit this section, click on the “Edit/Update Data Below” button.
Slide 10 – Editing SIF Data for Section B
The edit screen for section B will open allowing you to enter educational options data by selecting the appropriate cells and typing in the data.
Educational options data are to be reported by type of educational option and for independent study and/or online education by grade range (kindergarten through grade eight or grades nine through twelve). Students are to be reported in each program they participate in. An unduplicated count of students by grade range is also to be reported in the total (unduplicated) rows.
When you are done editing section B, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 11 – Invalid Entry
Note: The CBEDS-ORA is designed to check key entry against built in edit checks. If an error is detected in the key entry, a note will be displayed at the top of the screen. You will not be allowed to save and exit if errors have been detected. You will need to fix the error(s) prior to proceeding, or you can select the “Cancel” button to exit without saving your key entry.
Slide 12 – Save/Exit
Once you have fixed the errors, click on the “Save” button.
Slide 13 – Reviewing Key Entry for SIF Section B
You will now see the data you entered. This screen can be used to double check your key entry. It is highly recommended that you verify your key entry to ensure data were reported in the correct rows and columns.
To enter data for the next section, click on the “C” tab.
Slide 14 – Viewing SIF Section C
The screen showing SIF section C will load. To edit this section, click on the “Edit/Update Data Below” button.
Slide 15 – Editing SIF Data for Section C
The edit screen for section C will open allowing you to enter technology data by selecting the appropriate cells and typing in the data.
Technology data are to be reported for the number of computers the school has that are less than 48 months old and are used for instructionally-related purposes, as well as for the number of instructional settings and the number of instructional settings utilizing a high-speed Internet connection capable of streaming instructional content. In order to be included in this report, instructional settings utilizing a high-speed Internet connection capable of streaming instructional content must have a local area network connection speed of 10 megabits or greater. Dial-up connections are not to be included in this count.
When you are done editing section C, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 16 – Reviewing Key Entry for SIF Section C
You will now see the data you entered. This screen can be used to double check your key entry.
To enter data for the next section, click on the “D” tab.
Slide 17 – Viewing SIF Section D
The screen showing SIF section D will load. To edit this section, click on the “Edit/Update Data Below” button.
Slide 18 – Editing SIF Data for Section D
The edit screen for section D will open allowing you to enter educational calendar data by selecting the appropriate options.
Educational calendar data are to be reported for each school by indicating the type of educational calendar on which the school operates. Check the traditional box if the school operates on a traditional calendar, or if part of the school operates on a traditional calendar. If any part of the school is year-round, select more than one type of calendar. For example, you could select traditional and single-track or you could select traditional and multi-track. Do not report both single-track and multi-track for a school. If the school operates on a single-track or multi-track calendar, also specify which year-round calendar type the school operates under.
When you are done editing section D, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 19 – Reviewing Key Entry for SIF Section D
You will now see the data you entered. This screen can be used to double check your key entry.
To enter data for the next section, click on the “E” tab.
Slide 20 – Viewing SIF Section E
The screen showing SIF section E will load. To edit this section, click on the “Edit/Update Data Below” button.
Slide 21 – Editing SIF Data for Section E
The edit screen for section E will open allowing you to enter parental exception waiver data by selecting the appropriate cells and typing in the data.
Parental exception waivers are waivers from parents of English Learners (ELs) who petition for enrollment in a bilingual education class or other generally recognized alternative course of study. In this section, report the total number of waivers (granted or denied) since last CBEDS Information Day. Also report the number of waivers granted since last CBEDS Information Day.
When you are done editing section E, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 22 – Viewing Key Entry for SIF Section E
If you chose to save your edits, you will now see the data you entered. This screen can be used to double check your key entry.
To enter data for the next section, click on the “F” tab.
Slide 23 – Viewing SIF Section F
The screen showing SIF section F will load. Section F is a count of bilingual paraprofessionals providing services to English learners (ELs) by language. The count of bilingual aides should only include aides that are fluent in both English and the primary language of the English learners. Bilingual aides should meet district criteria that ensure they are:
- Able to understand, speak, read, and write English and the primary language
- Familiar with the cultural heritage of the ELs
Only report bilingual aides providing primary language support to ELs in English Language Development (ELD), language arts, mathematics, science, and/or social science classes as of Information Day. If aides provide EL services at more than one school, pick a school and report all of their time at one school.
To enter data in this section for the first time, you will need to click on the “Add Language” button.
Slide 24 – Editing SIF Data for Section F
The edit screen for section F will open allowing you to select a language and enter bilingual paraprofessional data. The application defaults to Spanish, so if this is the language you want, simply enter the count of bilingual paraprofessionals in the box to the right of the language. To select a different language, click on the language drop down list and select a language from the list. Then enter the count of bilingual paraprofessionals for that language in the box to the right of the language.
To save your entry, click on the “Save” button. You may also click on the “Cancel” button to return to the Section F page.
Slide 25 – Viewing Key Entry for SIF Section F
If you chose to save the edits, you will now see the data you entered. If you need to edit or delete information, you may do so by clicking on the “Edit” or “Delete” links for the row of data you wish to modify. To add additional languages, click on the Add Language button and repeat the steps you just went through.
To enter data for the next section, click on the “M” tab.
Slide 26 – Viewing SIF Section M
The screen showing SIF section M will load. To edit this section, click on the “Edit/Update Data Below” button.
Slide 27 – Editing SIF Data for Section M
The edit screen for section M will open allowing you to enter truancy data by selecting the appropriate cells and typing in the data.
Truancy counts should reflect the number of students who were truant during the prior school year (July 1 through June 30). A student is considered truant when the student has an unexcused absence of more than 30 minutes on three or more days.
When you are done editing section M, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 28 – Viewing Key Entry for SIF Section M
If you chose to save your edits, you will now see the data you entered. This screen can be used to double check your key entry.
This completes the SIF overview for most schools. However, if the school is an independently reporting charter (IRC) school or a SIG participant, additional section tabs will be shown. IRC schools will have Section G and H tabs to enter estimated teacher hires and graduation requirements specific to the IRC. SIG participants will have a Section I, J, K, L tab to enter increased learning time, school year minutes, advanced coursework/dual class enrollment, and attendance rates.
To skip these additional sections and go directly to the demonstration of the CDIF, click on the Skip to CDIF button on the bottom of the screen. To skip just the sections for IRCs and go the sections for SIG schools, click on the Skip to SIG Sections button on the bottom of the screen. We will continue this training by demonstrating sections G and H, which are only reported by IRCs. Since I am currently logged on as a district, in order to enter data for an IRC, I will need to Log Off and then Log On as an IRC.
Slide 29 – IRC Edit Screens (IRCs Only)
Once logged on as an IRC, navigate to the Edit screens for the IRC by selecting the “Edit” option from the Main menu and selecting the IRC from the select school drop down list. To enter data in section G for the IRC, click on the “G” tab.
Slide 30 – Viewing SIF Data for Section G (IRCs Only)
The screen showing SIF section G will load. To edit this section, click on the “Edit/Update Data Below” button.
Slide 31 – Editing SIF Data for Section G (IRCs Only)
The edit screen for section G will open allowing you to enter estimated teacher hire data specific to the IRC by selecting the appropriate cells and typing in the data.
Estimated number of teacher hire data is to be reported for the count of teachers that are projected or estimated to be hired at the IRC in the next school year by subject area. These data are to reflect hiring needs for classroom teaching and specialist positions only. Do not include administrative, guidance, media, library, health services, or noncertificated positions in other specializations. Data in this section are to be reported to one decimal place.
When you are done editing section G, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 32 – Viewing Key Entry for SIF Section G (IRCs Only)
If you chose to save your edits, you will now see the data you entered. This screen can be used to double check your key entry.
To enter data for the next section, click on the “H” tab.
Slide 33 – Viewing SIF Data for Section H (IRCs Only)
The screen showing SIF section H will load. To edit this section, click on the “Edit/Update Data Below” button.
Slide 34 – Editing SIF Data for Section H (IRCs Only)
The edit screen for section H will open allowing you to enter graduation requirement data specific to the IRC by selecting the appropriate cells and typing in the data.
High school graduation requirement data are to be reported for IRCs serving high school students. For IRCs serving high school students, indicate the number of units required for each subject area, as well as the number of units a one-year course is equivalent to. Typically a one-year course is equivalent to 10 units. Data in this section are to be reported to one decimal place.
When you are done editing section H, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 35 – Reviewing SIF Data for Section H (IRCs Only)
If you chose to save your edits, you will now see the data you entered. This screen can be used to double check your key entry.
Next we will demonstrate the School Improvement Grant (SIG) sections. These sections are only to be completed for schools participating in SIG. If you’re not sure if your schools are participating in SIG, you may view the List of Expected Schools report in ORA to see which schools in your district are participating in SIG. If these sections do not apply to you, you may skip this section and go directly to the CDIF demonstration by clicking on the Skip to CDIF button on the bottom of the screen. Since IRCs do not complete a CDIF, to skip the CDIF and go directly to the demonstration on the other features of CBEDS-ORA, click on the Skip to CBEDS-ORA Features button on the bottom of the screen.
Since I am currently logged on as an IRC that is not participating in SIG, in order to see the sections that pertain to SIG schools, I’ll need to logoff and log back on as the district and select a school that is participating in SIG.
Slide 36 – SIG Edit Screens (SIG Schools Only)
Once logged on as the district, navigate to the Edit screens for the SIG school by selecting the “Edit” option from the Main menu and selecting a SIG school from the select school drop down list. To enter data in section I, click on the “I” tab.
Slide 37 – Viewing SIF Data for Section I (SIG Schools Only)
The screen showing SIF section I will load. To edit this section, click on the “Edit/Update Data Below” button.
Slide 38 – Editing SIF Data for Section I (SIG Schools Only)
The edit screen for section I will open allowing you to enter increased learning time data by selecting the appropriate options. Please note all SIG data are to reflect data from the prior school year.
To report data for increased learning time, select all types of increased learning time that were provided. If another method was used, you must provide a brief description of the method used. If the school did not provide increased learning time, select the option indicating “Did not increase learning time”.
When you are done editing section I, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 39 – Reviewing SIF Data for Section I (SIG Schools Only)
If you chose to save your edits, you will now see the data you entered. This screen can be used to double check your key entry.
To enter data for the next section, click on the “J” tab.
Slide 40 – Viewing SIF Data for Section J (SIG Schools Only)
The screen showing SIF section J will load. To edit this section, click on the “Edit/Update Data Below” button.
Slide 41 – Editing SIF Data for Section J (SIG Schools Only)
The edit screen for section J will open allowing you to enter school year minutes data by selecting the appropriate cell and typing in the data.
Section J, school year minutes are to be reported for the number of minutes that all students were required to be at school. Include any minutes added due to the increased learning time. Only include minutes for which all students had the opportunity to participate. For example, exclude minutes if there was a selection process for the activity, like an after school program available only to a subset of students, such as those who are failing a course.
When you are done editing section J, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 42 – Reviewing SIF Data for Section J (SIG Schools Only)
If you chose to save your edits, you will now see the data you entered. This screen can be used to double check your key entry.
To enter data for the next section, click on the “K” tab.
Slide 43 – Viewing SIF Data for Section K (SIG Schools Only)
The screen showing SIF section K will load. To edit this section, click on the “Edit/Update Data Below” button.
Slide 44 – Editing SIF Data for Section K (SIG Schools Only)
The edit screen for section K will open allowing you to enter advanced coursework/dual enrollment data by selecting the appropriate cells and typing in the data.
Section K, advanced coursework/dual enrollment data are to be reported for students in grades 9-12 who completed advanced coursework and/or courses at a postsecondary institution. For Advanced Coursework, report the number of students who completed advanced coursework, such as, Advanced Placement (AP), International Baccalaureate (IB), and Advanced Mathematics courses.
- For Dual Enrollment Classes, report the number of students who completed at least one class in a postsecondary institution.
- For Advanced Coursework & Dual Enrollment Classes, report the number of students who completed advance coursework AND completed at least one class in a postsecondary institution.
- Only report students once in each category, even if they completed more than one course.
When you are done editing section K, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 45 – Reviewing SIF Data for Section K (SIG Schools Only)
If you chose to save your edits, you will now see the data you entered. This screen can be used to double check your key entry.
To enter data for the next section, click on the “L” tab.
Slide 46 – Viewing SIF Data for Section L (SIG Schools Only)
The screen showing SIF section L will load. To edit this section, click on the “Edit/Update Data Below” button.
Slide 47 – Editing SIF Data for Section L (SIG Schools Only)
The edit screen for section L will open allowing you to enter attendance rate data by selecting the appropriate cells and typing in the data.
Section L, attendance rate data are to be reported for students and teachers. The student attendance rate is calculate by summing the number days students attended school and dividing by the sum of the number of days students were enrolled. The teacher attendance rate is calculated by summing the total number of Full-time Equivalent (FTE) days teachers worked and dividing by the maximum number of FTE-teacher working days. Part-time teachers are to be included in the calculation.
Report rates as a decimal to the fourth digit. For example, 100 percent would be reported as 1.0000 and 90 percent would be reported as 0.9000.
When you are done editing section L, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 48 – Reviewing SIF Data for Section L
If you chose to save your edits, you will now see the data you entered. This screen can be used to double check your key entry.
This completes the demonstration for viewing, editing, and entering data for the SIF. Next we will demonstrate how to enter data for the CDIF. As noted earlier, independently reporting charter schools do not report data on the CDIF, so this next section will not apply to them. If you wish to skip this section and jump to the section on the features of the CBEDS-ORA, click on the “Skip to CBEDS-ORA Features” button on the bottom of the screen.
We will continue with the training by clicking on the “Main Menu” link to return to the Main menu.
Slide 49 – Main Menu – Edit CDIF
To access the CDIF edit screens from the Main menu, select the “Edit” option.
Slide 50 – Select School Drop Down
You will then be prompted to select a school or district. Click on the down arrow to reveal the drop down menu selection items.
Slide 51 – Selecting The CDIF
To report LEA data on the CDIF, select the “District Office (CDIF)” from the list in the drop down menu.
Slide 52 – Selecting CDIF Selection
The District Office (CDIF) option is highlighted. To view this form or begin entering or editing data, click on the “Select” button.
Slide 53 – Viewing CDIF Section A
The CDIF will load displaying section A. To edit this section, click on the “Edit/Update Data Below” button. To view or edit another section of the form, you may click on the ”B” or “C” tabs. We will continue by clicking on the “Edit/Update Data Below” button to edit section A.
Note: Single school districts do not report classified staff data on the CDIF, therefore they will not have access to this section and will need to select one of the section B or C tabs to enter data.
Slide 54 – Editing CDIF Section A
The edit screen for section A will open allowing you to enter LEA classified staff by selecting the appropriate cells and typing in the data. As with the SIF application, if an error is detected in the CDIF key entry, a note will be displayed at the top of the screen and you will not be allowed to save and exit. You will need to fix the error(s) prior to proceeding, or you can select the “Cancel” button to exit without saving your key entry.
Classified staff data are to be reported by type, gender, racial/ethnic designation, and time base (full-time or part-time). When reporting classified staff on the CDIF, only report the staff assigned to the county or district office. Do not report the sum of classified staff from the SIFs for each of your schools. “Other classified” staff who serve more than one school are to be included on the CDIF, not on the SIFs for the schools they serve. Single school districts are to report all of their classified staff on the SIF, not the CDIF.
When you are done editing section A, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 55 – Viewing Key Entry for CDIF Section A
If you chose to save the edits, you will now see the data you entered as well as summary totals. It is highly recommended that you use this screen to double check your key entry and verify data were reported in the correct rows and columns.
To enter data for next section, click on the ”B” tab.
Slide 56 – Viewing CDIF Section B
The screen showing section B will load. To edit this section, click on the “Edit/Update Data Below” button.
Slide 57 – Editing CDIF Data for Section B
The edit screen for section B will open allowing you to enter data for estimated number of teacher hires by selecting the appropriate cells and typing in the data.
Estimated number of teacher hire data is to be reported for the count of teachers that are projected or estimated to be hired in the next school year by subject area. This data are to reflect hiring needs for classroom teaching and specialist positions only. Do not include administrative, guidance, media, library, health services, or noncertificated positions in other specializations. Data in this section are to be reported to one decimal place.
Note: Independently reporting charter schools are to report their estimated teacher hires on their school form, so authorizing agencies should not include teacher hires from their independently reporting charter schools on the CDIF.
When you are done editing section B, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 58 – Reviewing CDIF Data for Section B
If you chose to save your edits, you will now see the data you entered. This screen can be used to double check your key entry.
To enter data for the next section, click on the “C” tab.
Slide 59 – Viewing CDIF Data for Section C
The screen showing CDIF section C will load. To edit this section, click on the “Edit/Update Data Below” button.
Slide 60 – Editing CDIF Data for Section C
The edit screen for section C will open allowing you to enter high school graduation requirement data by selecting the appropriate cells and typing in the data.
High school graduation requirement data are to be reported for districts serving high school students. Elementary school districts that do not serve high school students do not need to complete this section, even if your district authorized a charter high school. For districts serving high school students, graduation requirements are to be reported by indicating the number of units required for each subject area, as well as the number of units a one-year course is equivalent to. Typically a one-year course is equivalent to 10 units. Data in this section are to be reported to one decimal place.
When you are done editing section B, click on the “Save” button, to save your edits, otherwise, click on the “Cancel” button to exit this screen without saving any changes.
Slide 61 – Reviewing Key Entry for CDIF Section C
If you chose to save your edits, you will now see the data you entered. This screen can be used to double check your key entry.
To exit out of the CDIF and return to the Main Menu, click on the “Main Menu” link.
Slide 62 – Other Features of CBEDS-ORA
We have completed the demonstration of editing data on the SIF and CDIF. Now we are going to demonstrate the other features of the CBEDS-ORA. As indicated from the Main menu, in addition to keying and editing data, the application also has features that allow users to view a List of Expected Schools report, update your user information, view reports, submit/certify data, and import or export data, which are advanced features. We will now demonstrate these additional features, starting with the List of Expected Schools report. To view this report, select the “CBEDS-ORA List of Expected Schools” option from the Main menu.
Slide 63 – List of Expected Schools
The List of Expected Schools report is displayed. This report lists all the schools that are operating under your jurisdiction that are required to submit CBEDS data through the CBEDS-ORA. The list also identifies any SIG participating schools or independently reporting charter schools that your district may have.
If the list is incorrect, please follow the instructions on the report to make corrections.
Next we are going to explain the use of the “Update User Information” feature of CBEDS-ORA. First, click on “Main Menu” link to return to the Main Menu.
Slide 64 – Update User Information
To update the CBEDS coordinator information for your LEA, select the “Update User Information” option from the Main menu.
Slide 65 – Editing User Information
This screen allows you make necessary updates to the CBEDS coordinator’s contact information. To make updates, click on the “Edit” button, make the changes, and then click on the “Submit” button. When finished, return to the Main menu by clicking on the “Main Menu” link at the top of the screen.
Slide 66 – Reports Features
Next we are going to demonstrate the reports feature of the CBEDS-ORA. Click on the “Reports” option from the Main menu.
Slide 67 – Reports
The reports feature allows you to view a variety of reports available in the CBEDS-ORA. It is highly recommended that LEAs review summary reports prior to certifying and submitting their data to the CDE.
The following reports are available through the CBEDS-ORA.
- The import file submissions report allows users to view reports pertaining to file import status. This report pertains to LEAs importing their data, rather than key entering the data.
- The blank CDIF and SIF forms allow users to print blank copies of these forms.
- The completed CDIF and SIF forms allow users to print copies of completed forms. This is helpful in verifying key entry, and can also be used as a final file copy of your data.
- The district summary allows users to view a summary of the data reported on all SIFs.
- The SIF summary of current and last year report allows users to view data reported for last year and compare it to data reported this year.
- The summary total reports for each section by school allow users to see what data were reported for that section for each of the schools.
- The errors and warnings report allows users to obtain a report of the errors or warnings that triggered for their schools. Errors must be resolved before data may be submitted and certified. Warnings, however, will not prevent data submission.
- The explanation of errors and warnings report allows users to get a detailed description of all the edit checks that are run against the CBEDS data.
- The certification receipt allows users to view or print a receipt of their data submission, showing the date and time of submission and a brief summary of the submission. Please note, this report will only be displayed if your data has been submitted.
Now we are going to display the district summary by clicking on the “District Summary” report.
Slide 68 – Sample Report - District Summary
The district summary is a report that summarizes all the data that were reported on all SIFs for the LEA. Please note: If your district has a charter school reporting independently of the district, you have the option of excluding the independently reporting charter school’s data from the report by clicking on the “Exclude Independently Reporting Charter Schools” check box at the top of the report.
To view the entire report, you will need to scroll down on the page. When printing this report, you will need to set your printer preferences to print in landscape, so all the classified staff information prints on the page. This report will print on multiple pages.
Next we are going to demonstrate how to submit/certify data through the CBEDS-ORA. From this page, click on the “Submit/Certify Data” link. You may also get to this option from the Main menu.
Slide 69 – Submit/Certify Submission
The “Submit/Certify Data” option allows you to certify and submit your CDIF and SIF data to the CDE. Please note, all data must be submitted to the CDE on or before October 31, 2012, so that CDE staff may begin analyzing the data. Data may be modified and resubmitted through the CBEDS-ORA if corrections need to be made.
To begin the submission/certification process, click on the "Submit/Certify Submission" button.
Slide 70 – Certification Process
Once you’ve selected to submit/certify your data, the CBEDS-ORA will check your data against final edit checks and a report of the results of this data analysis will appear on screen. If your data contains errors, a report listing the specific errors and/or warnings will appear with a message at the top that reads, “Submission failed.” You will need to fix the errors prior to successfully certifying and submitting your data to the CDE. Warnings should be reviewed and verified, but will not prevent data submission.
Slide 71 – Certification Summary
If your LEA's data are complete and free of fatal errors, the report will display a summary count of the schools you are submitting for and any warnings you may have. If you are satisfied with the results of this report, click on the Submit/Certify button to submit your data.
Slide 72 – Certification Receipt
Once your data have been successfully submitted, a certification receipt will appear containing the date and time of your submission. You may print this report for your records.
This completes the general demonstration of the CBEDS-ORA. As mentioned earlier, there are a few advanced features of the CBEDS-ORA. These features include importing and exporting data. If you do not plan to use these advanced features, you may skip this section by clicking on the Skip to End button at the bottom of the screen.
We will continue this demonstration by going over the advanced features of the CBEDS-ORA. First we will navigate back to the Main menu by clicking on the “Main Menu” link.
Slide 73 – Main Menu
To access the advanced features of the CBEDS-ORA, click on the “Advanced Features” option from the Main menu.
Slide 74 – Advanced Features – Import
The advanced features menu will appear. First we will demonstrate the import feature, so select the “Import” option.
Slide 75 – Importing Data
Importing is an optional way to load data into the CBEDS-ORA. To bypass having to key enter data for all schools in your LEA, you have the option to import a data file that contains the CDIF and/or SIF data for your LEA. This file must match the file import specifications for CDIF and SIF in order to be imported into the CBEDS-ORA.
For your convenience, the file format specifications are linked to in the Instructions section of this screen.
To import a data file that meets our specifications, enter the path where your file is located, or click on the “Browse” button to navigate to the file on your computer. Then click on the “Upload File” button to import the file.
Slide 76 – Upload Successful
Once your file has been successfully uploaded, the import file submissions report will appear. This report shows information about your uploaded file(s) and whether or not the file(s) passed our data formatting checks and our data validation checks. If the file did not pass either of these checks, it will not be processed. Please review the format checker report by selecting the “Select” link for the corresponding file.
Slide 77 – Import Status
The report will appear displaying the status of your import and any errors that were found in the file. You will need to fix the errors in your file and reload the file in order for the data to be processed.
To exit the report, click on one of the “Main Menu” option links on the top of the screen. We are going to exit the report and demonstrate the export feature of the CBEDS-ORA by clicking on the “Advanced Features” link.
Slide 78 – Export
To begin the export process, click on the “Export” link.
Slide 79 – Exporting Data
Exporting allows users to obtain a tab-delimited text file of the CDIF and SIF data that is currently in the CBEDS-ORA. One use of this feature is to create a backup file of the CDIF and SIF data in the CBEDS-ORA that can be saved to your computer or to a disk.
When viewing the exported file it may be helpful to refer to the file layout. For your convenience we have included a link to the file layout at the bottom of this screen.
Please note: If your district has a charter school reporting independently of the district, you have the option of excluding the independently reporting charter school’s data from the data file.
To export the data, click on the “Export Data” button.
Slide 80 – File Download Window
When the “File Download” window appears, select the option to “Save” the file.
Slide 81 – Save As Window
When the “Save As” window appears, choose a location to save the file in and type in a file name. You will need to save the file as a .TXT file, so remember to put this in as the extension after you name your file. Once you have chosen a location and named your file, click on the “Save” button.
Slide 82 – Download Complete
Once your file has completely downloaded, a “Download Complete” window will appear. Click on the “Close” button to close this window. This completes the process of exporting a data file. The file is now saved on your computer and may be viewed at your leisure.
Slide 83 – Conclusion
When you are finished using the application, please Logoff by clicking on the “Logoff” link, which can be found from most pages in the application.
This concludes the demonstration of the CBEDS-ORA. Thank you for taking the time to complete this demonstration. We hope this demonstration was helpful in showing you the basics of the CBEDS-ORA, what features the application offers, and how user friendly it is. We also hope to have eased some of your concerns about using this application to submit your CBEDS CDIF and SIF data, as all LEAs and independently reporting charter schools are required to use this application to submit their data.
If you require further assistance with the CBEDS-ORA, please feel free to contact the CALPADS/CBEDS/CDS Operations Office at 916-324-6738 or by e-mail at cbeds@cde.ca.gov.
