This is an accessible alternate version of the CBEDS DEA software demonstration. This document provides text translation to the CBEDS DEA software demonstration, which is posted as a flash file. The CBEDS DEA software demonstration (non-AAV) flash file should be the version selected by most users.
CBEDS DEA software demonstration
Presented by Mary DeMartin and Shirley Kato
California Department of Education, Sacramento, CA
August 2007
Table of Contents
- School Information Form (SIF) Software Demonstration
- County/District Information Form ( CDIF) Software Demonstration
- SIF/CDIF Software Features
- Professional Assignment Information Form (PAIF) Demonstration
- PAIF Software Features
Slide 1 – School Information Form
Welcome to the CBEDS Data Entry Assistant (DEA) software demonstration. This demonstration will focus on how to use the CBEDS School Information Form (SIF) and County/District Information Form (CDIF) software as well as the Professional Assignment Information Form (PAIF) software to input and submit your district’s CBEDS data.
When installing the SIF/CDIF software follow the instructions on the inside cover of the CD-ROM. We recommend that districts install the software to the default directory which is on the local (C) drive in the Programs folder. If you are installing the software at the school sites or on a network drive, refer to the instructions on the Internet for further assistance. If you have problems installing the software, you may not have administrative rights and you will need to get assistance from your technology department. Once you have installed the software, an icon will be placed on your desktop. To open the software, double click on this icon. If there is not an icon on your desktop, you may open the software by going to the “Start” menu. The software will be listed as one of the items under “Programs.” Since the SIF/CDIF and PAIF are two separate software applications you need to install both of these programs and work on them separately. We will begin this demonstration by double clicking on the CBEDS SIF2007 icon on the desktop and opening the SIF/CDIF DEA software. Please note that once the software is installed, you will not need to use the CD-ROM when opening or using the software.
We will demonstrate the use of the PAIF software later in this training, however, if you wish to skip the SIF/CDIF demonstration and go straight to the PAIF demonstration, click on the “View PAIF Demo” button at the bottom of the screen.
Slide 2 – Opening the SIF/CDIF DEA
When the SIF/CDIF DEA opens for the first time, it will prompt you to select your district. You may either type in the name of your district or scroll through the list of districts. Once you find your district, click on your district’s name to highlight it.
Slide 3 – Create SIFs
Once you have selected your district, click on the “Create SIFs” button. This will create data entry forms for each school in your district.
California School Information Services (CSIS) state reporting districts will have an additional box come up that says, “This is a CSIS state reporting district. This software should only be used for non-participating charter(s). Do you want to load ONLY the non-participating charter schools?” and you will need to select “Yes” or “No” before proceeding to the next screen.
Slide 4 – Message About Nonpublic Nonsectarian Schools (NPS)
After you click on “create SIFs,” another box will appear with an important message about nonpublic, nonsectarian schools (NPS), please read this message before selecting “OK.”
Slide 5 – SIFs Created
Once the school records have been created, a popup box will appear telling you SIFs have been created. You will need to click “OK” to continue.
Slide 6 – Continue Pop-up Box
A box will appear asking if you would like to view the quick guide to SIF, continue, or to check a box indicating not to show this option again. We will select the option to continue.
Slide 7 – Edit Menu
We will now demonstrate how to edit or input SIF data for your schools. To begin entering SIF data, select the “Edit” menu option on the menu bar located on the top of the screen.
Slide 8 – Edit SIF
Then select the “Edit School Information Forms (SIF)” option from the edit menu.
Slide 9 – List of Schools to Edit
A listing of all the schools in your district will appear. Notice that all the schools have errors indicated. This means that no data have been entered for the schools. As you enter data, these error messages will go away. Also notice the NPS school (code “0000001”) has been added to the list of schools. This code should be used for reporting special education students who are sent to nonpublic, nonsectarian schools for special education services. If you do not send students to NPSs, delete this school from the software. If you send students to NPSs you will need to complete the appropriate sections of the form for this school.
Find the school you wish to edit in the list of schools by scrolling through the list of schools or you may search for a school by typing the name of the school in the “Search” box. Once you have found the school you wish to edit, click on the name of the school in the list of schools to highlight it.
Slide 10 – Editing SIFs
Then click on the “Edit SIF” button to edit the form.
Slide 11 – Classified Staff
The SIF edit screen then opens to Tab A – classified staff. Notice the tabs at the top of the screen, which correspond to each section on the form.
Tab A contains counts of classified staff. Enter classified staff data for this school based on gender and type of staff. When you are ready to move to the next section, click on tab B. You may also use the “Previous section” and “Next section” buttons at the bottom of the screen to move from section to section.
If you do not have grades seven through twelve in your district, and wish to skip the slides that pertain only to schools with grades seven through twelve, click on the “Skip to Section F” button on the bottom of the screen.
Slide 12 – Graduates
Tab B contains counts of graduates and graduates meeting University of California (UC)/California State University (CSU) entrance course requirements. Enter graduate data by gender and race/ethnicity. Please note that row 8, graduates meeting UC/CSU requirements, is a subset of row 7, graduates. Therefore, counts in row 8 cannot be greater that row 7. If they are, you will get an error and will have to correct this prior to submitting data. When you are ready to move to the next section, click on Tab C.
Slide 13 – Enrollment in Selected High School Courses
Tab C contains counts of students enrolled in selected high school courses. Enter data by course, gender, and race/ethnicity. When you are ready to move to the next section, click on Tab D.
Slide 14 – Career-Technical Education Enrollment
Tab D contains counts of students enrolled in career-technical education courses. Enter data by gender and race/ethnicity. When you are ready to move to the next section, click on Tab E.
Slide 15 – Dropouts
Tab E contains counts of dropouts. Enter dropout data by grade, gender, and race/ethnicity. When you are ready to move to the next section, click on Tab F.
Slide 16 – Educational Options
Tab F contains counts of students participating in Educational Options. Enter Education Option data by type of program and by grade range. Tab F also contains counts of students who took one or more high school class through independent study and graduated or passed the General Educational Development (GED) exam or California High School Proficiency Exam (CHSPE). Enter this data in row 14. When you are ready to move to the next section, click on Tab G.
Slide 17 – Technology
Tab G contains technology information. Enter the count of computers the school has that are used for instructionally-related purposes in row 1. Enter the count of classrooms that have access to the Internet through at least one computer in row 2. Please note row 2 is a subset of row 1, so it cannot be greater than row 1. When you are ready to move to the next section, click on Tab H.
Slide 18 – Educational Calendar
Tab H contains educational calendar information. For the first question indicate the type of educational calendar on which the school operates. 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 you chose single-track or multi-track, select one of the year-round calendar types in question two. When you are ready to move to the next section, click on Tab I.
Slide 19 – No Child Left Behind Data
Tab I contains dropout and graduate data for No Child Left Behind (NCLB). This section is a subset of sections B and E, therefore, the dropout data reported in this section cannot be greater than the dropouts reported in section E by grade and the graduates reported in this section cannot be greater than the graduates reported in section B. Enter the dropout and graduate data by NCLB subcategories. When you are ready to move to the next section, click on Tab J.
Slide 20 – Contact Person
Tab J is optional and is used for entering the contact information for the person who completed this form at the school-level. Upon submitting data to the California Department of Education (CDE), you will be prompted to enter a contact at the district level, so school-level contact information is not required. Now that we have completed entering data for a school, we will click on the “exit” button and return to the list of schools screen.
Slide 21 – Edit Screen Options
From this screen you may choose to edit another school by repeating the steps we just went through, you may view errors or warnings for a school by selecting the school and clicking on the “Errors SIF” button, you may view or print a form by selecting a school and clicking on the “Print SIF” button, you may rename a school by selecting the school and clicking on the “Rename” button, you may delete a school by selecting the school and clicking on the “Delete” button, and you may add a school by clicking on the “Add” button and completing the information on the add school screen. This concludes the demonstration for the SIF.
Please note that from this screen you may also choose to edit the CDIF, view errors for the CDIF, and print the CDIF. Notice there is a red message above the CDIF section indicating there are errors. Once you enter data into the CDIF, this message will go away. Data may be entered into the CDIF by clicking on the “Edit CDIF” button from this screen or by accessing the form from the edit menu. We will now exit this screen and demonstrate how to access and edit the CDIF from the edit menu. If you wish to skip the CDIF demonstration and view the features of the SIF/CDIF software, click the “Skip to SIF/CDIF Features” button on the bottom of the screen. You may also skip the remainder of the SIF/CDIF demonstration and view the PAIF demonstration by clicking on the “View PAIF Demo” button on the bottom of the screen.
Slide 22 – County District Information Form
This is the screen you will see when the SIF/CDIF software opens. To begin entering CDIF data, select the “Edit” menu option on the menu bar located on the top of the screen.
Slide 23 – Editing CDIF
Then select the “Edit County/District Information Form (CDIF)” option from the edit menu.
Slide 24 – Classified Staff
The CDIF edit screen then opens to Tab A – classified staff. Notice the tabs at the top of the screen, which correspond to each section on the form.
Tab A contains counts of classified staff. Enter the counts of district or county office classified staff data by gender and type of staff. For single school school districts this section will be grayed out, as you are to report all of the classified staff on the SIF. When you are ready to move to the next section, click on Tab B. You may also use the “previous section” and “next section” buttons at the bottom of the screen to move from section to section.
Slide 25 – Gifted and Talented Education Enrollment
Tab B contains counts of students identified as gifted and talented. Gifted and Talented Education (GATE) counts are to be reported by gender and race/ethnicity. Include all students who have been identified as gifted and talented regardless of whether or not they are participating in the GATE program. When you are ready to move to the next section, click on Tab C.
Slide 26 – Estimated Number of Teacher Hires
Tab C contains counts of estimated teacher hires. Enter the projected or estimated number of teacher hires for the next school year by subject area. These counts are to be reported for classroom teaching and specialist positions only. When you are ready to move to the next section, click on Tab D.
Slide 27 – Graduation Requirements
Tab D contains information on high school graduation requirements. If you are an elementary school district and do not serve high school students, you do not need to complete this section, even if your district authorized a charter high school.
For districts serving high school students, enter the number of units required for each of the subject areas in rows 1-13. In row 14, indicate the number of units a one-year course is equivalent to. Typically a one-year course is equivalent to 10 units. If your district requires additional math and science requirements, enter those units in rows 15-19. When you are ready to move to the next section, click on Tab E.
Slide 28 – Interdistrict Transfers
Tab E contains the count of interdistrict transfers. Districts receiving interdistrict transfers, report the number of transfers as of information day in this section. Do not report students transferred to another district. When you are ready to move to the next section, click on Tab F.
Slide 29 – Contact Information
Tab F is optional and is used for entering the contact information for the person who completed the CDIF. Upon submitting data to the CDE, you will be prompted to enter a contact at the district level, so this contact information is not required. Now that we have completed entering data for the CDIF, we will click on the “Save/Exit” button and review some of the features of the SIF/CDIF software.
Slide 30 – SIF/CDIF Software Features
First we will review the report features and look at one of the reports. Click on the “Report/Print” option on the menu bar to view the available reports.
Slide 31 – Features of the Reports Menu
- The “Remaining Errors/Warnings” report allows you to view or print a listing of all the errors and warnings for the schools in your district.
- The “Explanation of Errors/Warnings” report allows you to view or print a description of all the errors or warnings the software checks against.
- The “County/District Information Form (CDIF)” report allows you to view or print the CDIF.
- The “School Information Form (SIF)” report allows you to view or print SIFs.
- The “District Summary of SIFs” report allows you to view or print a district summary of the SIF data for all the schools in your district after you have entered data. This report looks just like SIF; however, data are aggregate sums from all the schools in the district.
The following additional reports are also available for your information. These reports are helpful when reviewing the data prior to certification.
- Report “1 SIF/CDIF – Classified Staff”
- Report “4 SIF – Selected Courses”
- Report “5 SIF – Technology”
- Report “6 SIF – Dropouts”
- Report “7 SIF – Graduates”
- Report “8 SIF – Changes from last year by section”
Now we are going to take a look at the Remaining Errors/Warnings report. Select the “Remaining Errors/Warnings” option from the report menu.
Slide 32 – Viewing a Sample Report
If you want a paper version of the report, click on the “Print” button. We are going to click on the “Preview” button.
Slide 33 – Remaining Errors/Warnings Report
The report is displayed. This report shows the specific errors and warnings for each school in the district. Errors must be corrected prior to submitting your data. Review all warnings and make corrections as needed. Close the report by clicking on the “Close Preview” button.
Slide 34 – Exiting Report Preview
Click on the “Exit” button to exit out of the “Process Report” screen and return to the main screen.
Slide 35 – Utility Menu
We will now explore some of the features in the utilities menu. Select the “Utility” option on the menu bar.
Slide 36 – Features of the Utility Menu
- One feature of the utilities menu is the option to “Reindex.” Use this when your data is displayed out of order and it appears the program is not functioning correctly. Reindexing files will put everything back in order and allow the program to function more efficiently.
- Another feature of the utilities menu is to select another district. This feature is used if you are responsible for reporting data for more than one district. The “Select New District” option under the utilities menu allows you to easily work on more than one district at a time without losing any data previously entered.
- Another feature of the utilities menu is the option to “Rerun Error Checks.” This option will rerun the edit checks that the software performs and will refresh any errors or warnings that schools may have. This action should be performed after you have entered all your data and before you submit your data. Once you rerun error checks, return to the edit screen to see if there are any errors or warnings for your schools. You may also view the errors or warnings by viewing the error report in the reports menu.
- The last feature of the utilities menu is the option to “Restore from backup.” This feature is used when you have created a backup file of your data and would like to restore your data using that backup file.
Slide 37 – Help Menu
We will now explore the features in the “Help” menu. Select the help option on the menu bar.
Slide 38 – Features of the Help Menu
- The “About” option tells you about the software including the version number and date. This is helpful when there has been a software update or patch posted on our Web site and you are unsure if you have the most recent version of the software.
- The “Topics” option brings up the help system which offers assistance on reporting CBEDS data. You can either search through the “index,” which lists all the topics that are available in the help system, or you can search using the find feature by typing in key words.
- The “Phone numbers” option provides the number to call for technical assistance with the software.
- The “www Educational Demographics” option links directly to the CBEDS Instructional Materials Web page where you can find useful coordinator information, such as key dates, forms, and other instructional materials.
- The “www CBEDS Software” option links directly to the CBEDS Software News Web page which includes software instructional materials, descriptions of software problems, and software updates as they become available.
Note: when you select one of the options to link to our Web site, your Internet browser will automatically open to our Web site. On some computers it may open in the background and appear in the task bar on the bottom of your screen as an open application. In order to open and view the Web page, you will have to click on the application in the task bar or minimize the software application.
Slide 39 – File Menu
We will now explore the features in the file menu. Select the “File” option on the menu bar.
Slide 40 – Features of the File Menu
The file menu is where you submit your data via the Internet, import or export data, or exit the software system.
- When you are ready to submit your data and all of your warnings have been verified and your errors have been fixed, click on the “file” menu and select the option to “Submit data (via Internet).” Follow the prompts on the screen. Once your data have been submitted successfully, you will get a message telling you that the data were submitted successfully. Please note that since the SIF/CDIF and PAIF programs are separate, you must go into each of the software programs and submit the data separately.
- If you have a data file that matches our file structure, you may use the “Import SIF data” option under the file menu to load your data file, rather than having to key enter the data.
- If you would like to create a file that contains all the data that you have entered into the software, use the “Export SIF data” option in the file menu to create the data file. This option is often used in districts that have each school key their data and then send the file to the district coordinator, who then imports each school’s data file into the software. For further instruction on this feature, refer to the instructions on our Web site for using the software at multiple sites or on the network. This data file may also be imported into another software application.
When you are finished editing your data and would like to exit the software, select the “Quit” option under the file menu.
Slide 41 – Exit/Backup
An “Exit/Backup” window will appear when you exit the software. This window gives you the option to either backup your data or exit the software. We highly recommend backing up your data when you are finished entering all of your data. We also recommend that you back up your data to a location other than your local drive, just in case you have a computer hard drive failure. At this time we will exit the software and conclude the demonstration of the SIF/CDIF software. Next we will demonstrate the use of the PAIF software.
Slide 42 – Professional Assignment Information Form
When installing the PAIF software follow the instructions on the inside cover of the CD-Rom. We recommend that districts install the software to the default directory which is on the local (C) drive in the Programs folder. If you are installing the software at the school sites or on a network drive, refer to the instructions on the Internet for further assistance. If you have problems installing the software, you may not have administrative rights and you will need to get assistance from your technology department. Once you have installed the software, an icon will be placed on your desktop. To open the software, double click on this icon. If there is not an icon on your desktop, you may open the software by going to the “Start” menu. The software will be listed as one of the items under “Programs.” Since the SIF/CDIF and PAIF are two separate software applications you need to install both of these programs and work on them separately. We will begin this demonstration by double clicking on the CBEDS-PAIF2007 icon on the desktop and opening the PAIF software program. Please note that once the software is installed and you have selected your district, you will not need to use the CD-Rom when opening or using the software.
Slide 43 – Opening the PAIF DEA
When the software opens for the first time, you will be prompted to select a drive. Choose the drive the CD-Rom is in and click on “Next.”
Slide 44 – Selecting a District
Find your district by either typing the name in the search on district box or by scrolling through the list of districts. Once you find your district, make sure it is highlighted, then type in your password. Before creating PAIFs, select one of the options to either “load all assignments from previous year” or “do not load assignments from previous year.” If your staff keep assignments from year to year, it would be helpful to load the assignments from the previous year. This is the default option. We will now click on the “Create PAIFs” button.
Slide 45 – Message About District Assigned Staff Identification Numbers
A box then pops up with a message about district assigned staff identification numbers. After you read this box, click on the “OK” button.
Slide 46 – Loading PAIFs
The software will then load the PAIFs from the previous year. This may take a few minutes. Once the PAIFs have been loaded, a box will appear indicating the number of PAIFs that were successfully loaded. Click on “OK” to continue.
Slide 47 – Continue Pop-up Box
A box will appear asking if you would like to view quick guide to PAIF, continue, or you can check a box indicating not to show this option again. We will select the option to continue.
Slide 48 – Edit Menu
We will now demonstrate how to edit or input PAIF data for your certificated staff. To begin entering PAIF data, select the “Edit” menu option on the menu bar located on the top of the screen.
Slide 49 – Edit PAIFs
Then select the “Edit PAIFs” option from the edit menu.
Slide 50 – List of Staff
A listing of all the certificated staff in your district will appear. Notice that all the staff have errors indicated. This means that no data have been entered for them. As you enter data, these errors will go away.
Find the staff member you wish to edit in the list by scrolling through the list of names or you may search for a name by typing the name in the “Search on name” box. You may also change the sort order of the list by clicking on the column heading. For example, if you click on the heading for Staff I.D., it will sort the list by Staff I.D. Once you have found the staff member you wish to edit, click on their name to highlight it.
Slide 51 – Editing PAIFs
Then click on the “Edit” button to edit the form.
Slide 52 – Biographical Section
The PAIF edit screen will then open. Notice the tabs at the top of the screen, which correspond to each section on the form. Also at the top of the screen are the staff member’s name, I.D., and school in which they are assigned. If you need to change any of this information, you can change it on this screen. For example, if you need to reassign the staff to another school, just click on the school drop down box and select the appropriate school.
The “Biographical” tab allows you to enter the following data by either typing in the box or selecting options from drop down menus.
- Name on last California teacher credential obtained (if different than above name).
- Highest educational level.
- Employment status.
- Time Base.
- California Commission on Teacher Credentialing (CCTC) credential/document number.
- Racial/Ethnic designation.
- Gender.
- Birth year.
When you are ready to move to the next section, click on the “Teaching Credentials/Years Svc” tab.
Slide 53 – Teaching Credentials/Years of Service Section
The “Teaching Credentials/Years Svc” tab allows you to enter the following data:
- Type of teaching credential(s).
- Total years of educational service.
- Total years of educational service in this district.
When you are ready to move to the next section, click on the “Authorized Teaching Areas” tab.
Slide 54 – Authorized Teaching Areas Section
The “Authorized Teaching Areas” tab allows you to select the areas the staff member is authorized to teach in. After you have chosen all the appropriate authorized teaching areas and are ready to move to the next section, click on the “Assignments” tab.
Slide 55 – Assignments Section
The “Assignments” tab allows you to enter information about each of the staff member’s assignments. If you chose to have the assignments from last year loaded, you will see the assignments from last year and may begin entering the percent, male and female enrollment, grade level, UC/CSU status, and whether or not the course is NCLB core or the teacher NCLB compliant.
Not all of the columns in the assignment section need to be completed. For a list of which assignments need to complete which columns, please refer to the Quick Look at the PAIF in the CBEDS Administrative Manual.
If you did not choose to load assignments from last year, or if you need to add additional assignments, you will need to enter the assignment code prior to entering any other information in this section. This can be done by typing in the 4-digit code, or by right clicking in the assignment code field and selecting an assignment from a list. If you need to add more that eight codes, click on the “More Assignments” button.
Please note that the percent must add up to 100%, unless you indicated that the staff works over 100%. If any of the information is reported incorrectly in this section, the software will give you an error or a warning, which should be verified and fixed (if it is an error) prior to submission of data to the CDE.
Once you have entered all the information for this staff, you may click on the “Previous PAIF” or “Next PAIF” buttons to edit the another PAIF. You may also click on the “Save/Exit” button and return to the staff list screen, which is what we will do now.
Slide 56 – Edit Screen Options
From this screen you may select additional staff to edit or you can perform the additional tasks listed below:
- View errors for specific staff by selecting the staff and clicking on the “View Errors” button.
- View or print a PAIF by selecting the staff and clicking on the “Print” button.
- Reassign a PAIF by selecting the staff and clicking on the “Reassign” button.
- Delete staff by selecting the staff and clicking on the “Delete” button.
- Add staff by clicking on the “Add” button and completing the blank PAIF.
We also enter data for distance learning or nonpublic, nonsectarian school (NPS) assignments. This section is used for reporting assignment information for courses where instruction is not provided by a district or county office of education teacher. To report assignment information for distance learning and NPS courses, click on the “Distance Lrn or Non Pub Sch” button.
Slide 57 – Distance Learning and NPS
After selecting the “Distance Lrn or Non Pub Sch” button, you will notice that the buttons on the bottom of the screen change. You now have the option to choose “Distance Learning” or “Nonpublic Nonsectarian School Srvcs.” Distance learning courses are courses taught at a school site through a televised broadcast or the Internet, for which the teacher providing the instruction is not employed by the district or county. NPS services are services NPS schools provide to special education students that the district or county cannot provide.
To enter data for distance learning assignments, click on the “Distance Learning” button.
Slide 58 – Editing Distance Learning
A box will come up asking you to select the school with distance learning. Choose the school from the drop down menu and click on the “Edit” button.
Slide 59 – Saving Distance Learning
Enter the distance learning assignment information. Note that you do not need to complete any other sections of the PAIF for distance learning. You only need to provide the assignment code, enrollment, grade level, and UC/CSU status. For more information on distance learning, please refer to page 32 of the CBEDS Administrative Manual. When you are done entering information, click on the “Save/Exit” button.
Slide 60 – Exiting Distance Learning
If you have additional schools to enter information for, select the schools and enter the data, otherwise, click on the “Exit” button.
Slide 61 – Editing NPS
Select the “Nonpublic Nonsectarian School Srvcs” button to enter data for NPS assignments.
Slide 62 – Saving NPS
Enter the NPS assignment information. Please note, you only need to provide the assignment code, enrollment, grade level, and UC/CSU status. If you send students to more than one NPS, combine all the NPS data and enter all assignment information on this one screen. There will not be a separate screen for each NPS. For more information on NPS schools, please refer to page 32 of the CBEDS Administrative Manual. Once you’ve entered all the NPS data, click on the “Save/Exit” button.
Slide 63 – Exiting Edit Screen
You may either click on the “Return to Main” button to continue editing PAIFs, or click on the “Exit” button. We are going to click on the “Exit” button and explore some of the other features in the PAIF software.
Slide 64 – PAIF Software Features
First we will review the report features and look at one of the reports. Click on the “Report/Print” option on the menu bar to view the available reports.
Slide 65 – Features of the Reports Menu
- The “Errors/Warnings” report allows you to view or print a listing of all the errors and warnings for all the PAIFs in your district.
- The “Explanation of Errors” documentation allows you to view or print a description of all the errors or warnings the software checks against.
- The “Selected PAIF(s)” form allows you to view or print the PAIFs for all of your selected staff.
- The “Selected Schools’ PAIFs” form allows you to view or print PAIFs for all of your selected schools.
- The “Blank PAIF” form allows you to view or print a blank PAIF.
The following additional reports are also available for your information. These reports are helpful when reviewing the data for certification.
- Report: All PAIFs in selected schools
- Report: All PAIFs in district
- Report: Assignments
- Report: Credential
- Report: Stats for API
- Report: Change by Type
- Report: Staff Summary
- Report: Course code summary
- Documentation: Assignment Codes
- Report: Summary NCLB
- Report: NCLB Course
Now we are going to take a look at the Errors/Warnings report. Select the “Errors/Warnings” report option from the report menu.
Slide 66 – Viewing a Sample Report
If you want a paper version of the report, click on the “Print” button. We are going to click on the “Preview” button.
Slide 67 – Errors/Warnings Report
The report is displayed. This report shows the specific errors and warnings for each school in the district. Errors must be corrected prior to submitting your data. Review all warnings and make corrections as needed. Close the report by clicking on the “Close Preview” button.
Slide 68 – Exiting Report Preview
Click on the “Exit” button to exit out of the “Process Report” screen and return to the main screen.
Slide 69 – Utility Menu
We will now explore some of the features in the utilities menu. Select the “Utility” option on the menu bar.
Slide 70 – Features of the Utility Menu
- One feature of the utilities menu is the option to “Reindex.” Use this when your data is displayed out of order and it appears the program is not functioning correctly. Reindexing files will put everything back in order and allow the program to function more efficiently.
- Another feature of the utilities menu is to select another district. This feature is used if you are responsible for reporting data for more than one district. The “Select New District” option under the utilities menu allows you to easily work on more than one district at a time without losing any data previously entered.
- Another feature of the utilities menu is the option to “Rerun Error Checks.” This option will rerun the edit checks that the software performs and will refresh any errors or warnings that schools may have. This action should be performed after you have entered all your data and before you submit your data. Once you rerun error checks, return to the edit screen to see if there are any errors or warnings for your schools. You may also view the errors or warnings by viewing the error report in the reports menu.
- The last feature of the utilities menu is the option to “Restore from Backup.” This feature is used when you have created a backup file of your data and would like to restore your data using that backup file.
Slide 71 – Help Menu
We will now explore the features in the “Help” menu. Select the help option on the menu bar.
Slide 72 – Features of the Help Menu
- The “About” option tells you about the software including the version number and date. This is helpful when there has been a software update or patch posted on our Web site and you are unsure if you have the most recent version of the software.
- The “Topics” option brings up the help system which offers assistance on reporting CBEDS data. You can either search through the “index,” which lists all the topics that are available in the help system, or you can search using the find feature by typing in key words.
- The “Phone numbers” option provides the number to call for technical assistance with the software.
- The “www CBEDS Materials” option links directly to the CBEDS Instructional Materials Web page where you can find useful coordinator information, such as key dates, forms, and other instructional materials.
- The “www CBEDS Software” option links directly to the CBEDS Software News Web page which includes software instructional materials, descriptions of software problems, and software updates as they become available.
Note, when you select one of the options to link to our Web site, your Internet browser will automatically open to our Web site. On some computers it may open in the background and appear in the task bar on the bottom of your screen as an open application. In order to open and view the Web page, you will have to click on the application in the task bar or minimize the software application.
Slide 73 – File Menu
We will now explore the features in the file menu. Select the “File” option on the menu bar.
Slide 74 – Features of the File Menu
The file menu is where you submit your data via the Internet, import or export data, or exit the software system.
- When you are ready to submit your data and all of your warnings have been verified and your errors have been fixed, click on the ”File” menu and select the option to “Submit data (via Internet).” Follow the prompts on the screen. Once your data have been submitted successfully, you will get a message telling you that the data were submitted successfully. Please note that since the SIF/CDIF and PAIF programs are separate, you must go into each of the software programs and submit the data separately.
- If you have a data file that matches our file structure, you may use the “Import PAIF data” option under the file menu to load your data file, rather than having to key enter the data.
- If you would like to create a file that contains all the data that you have entered into the software, use the “Export PAIF data” option in the file menu to create the data file. This option is often used in districts that have each school key their data and then send the file to the district coordinator, who then imports each school’s data file into the software. For further instruction on this feature, refer to the instructions on our Web site for using the software at multiple sites or on the network. This data file may also be imported into another software application.
When you are finished editing your data and would like to exit the software, select the “Quit” option under the file menu.
Slide 75 – Exit/Backup
An “Exit/Backup” window will appear when you exit the software. This window gives you the option to either backup your data or exit the software. We highly recommend backing up your data when you are finished entering all of your data. We also recommend that you back up your data to a location other than your local drive, just in case you have a computer hard drive failure. At this time we will exit the software and conclude the demonstration of the CBEDS software.
Thank you for taking the time to complete this demonstration. Since we are asking all districts to submit their data electronically, we hope this demonstration is helpful in showing you the basics of using the software, what features the software has, and how user friendly it is. We also hope to ease some of your concerns about using the software to submit your data.
If you require further assistance with the CBEDS software, please feel free to contact the Educational Demographics Office at 916-327-0219.
