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CALPADS Update FLASH #61

This update FLASH covers: EOY certification updates; more information regarding continuous enrollment determinations.

To:            Local Educational Agency (LEA) Representatives

From:       California Department of Education – CALPADS Project Team

Date:        August 31, 2012

Subject:  CALPADS Update FLASH #61


EOY Certification Updates
CVR 101 Has Been Changed from Fatal to a Warning

CVR 101, Primary Residence Category Code Missing, Invalid, or Not Current Within the LEA Enrollment, attempts to ensure that LEAs update Field 2.33, Primary Residence Category Code, in order to capture students who are and were homeless during the reporting year. A defect related to this CVR is causing it to trigger inappropriately in certain scenarios preventing some LEAs from certifying their EOY submissions. In order to enable LEAs to certify their EOY submissions, CVR 101 has been changed from a fatal error to a warning. LEAs with only CVR 101 errors may now certify their EOY submissions; however, they should review the warning messages and Report 5.4 – Homeless Students Enrolled to ensure that it reflects the LEA’s homeless student count.

Reminder to Certify Level 2

The 2011–12 CALPADS End of Year (EOY) amendment window deadline is Wednesday, September 12, 2012. Please note that all CALPADS data collections require two certification levels.To be considered complete, the final certification status must be “Snapshot Certified – Level 2.”

EOY Certification Status Report Available

You can view your current certification status for all EOY submissions from within CALPADS or, starting Monday, September 3, you may access the CALPADS County-level Certification Report, which will be available on the CDE CALPADS Web page under the 2011–12 CALPADS Certification Report link. This report provides the certification status for all EOY submissions by county. To check the certification status of an LEA or independently reporting charter (IRC) school, navigate to this web site, then select the data submission (EOY) and county from the drop down menus, and press the "Get Report" button. A report will be generated showing the certification status for each LEA and IRC within the selected county. These county-level reports will be updated daily through the end of the amendment window.

More Information on Continuous Enrollment Determinations
On August 15, 2012, the CDE pulled enrollment and exit data from the CALPADS Operational Data Store (ODS) to determine which students were continuously enrolled for purposes of calculating the 2012 Growth API and 2012 AYP. The CDE then made data files available that indicate which students were identified as continuously enrolled for accountability purposes based on the CALPADS enrollment and exit code data. (See the letter to Accountability Coordinators dated August 27, 2012, posted on the Communications link on the CDE CALPADS Web page.)

To determine continuous enrollment, the CDE extracted students with a start date before or equal to June 30, 2012 and with exit dates of null or greater than or equal to July 1, 2010. Within this extracted data:

From these data, the CDE then looked for students that did not have a gap in enrollment of more than 30 consecutive calendar days. A document specifying the business rules used to determine continuously enrolled in further detail is forthcoming.

Questions:   CALPADS/CBEDS/CDS Operations Office | calpads@cde.ca.gov | 916-324-6738
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