CALPADS Reports and Extracts

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CALPADS Reports and Extracts

• CALPADS
• Training 2d

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Contents

• This module includes the following
• Overview of Reports and Extracts
• Reporting Features
• CALPADS Reports
• CALPADS Data Extracts
• Key Points

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• OVERVIEW OF
• REPORTS AND EXTRACTS

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Overview

• Capabilities exist within CALPADS that assist in
  .
• Analyzing data as a supplement to local data
  analysis
• Validating and reconciling CALPADS data

• These capabilities include .
• Reports, configurable by the requestor, that show
  aggregate counts of data as well as detail data
• Extracts of data, configurable by the requestor,
  that are pre-defined to provide key data for
  local analysis

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• REPORTING FEATURES

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Reporting Features
REPORT SECTIONS
Comments can be entered which will appear in the
report footer
1-Filters Make selections to control the data
you see
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3-Data References Displays report title,
timeframes, and entity selections made in Section
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2-Viewing Aids Adjust the view of the report
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4-Report Presents data that results from the
filters
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Reports are divided into 5 sections
5-Footer Displays remainder of the filters
selected in Section 1
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Reporting Features
DATA FILTERS
Report data is filtered by user selection to
control the resulting report data
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Reporting Features
COMMENTS
The user can enter comments that appear in the
footer of the report
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Reporting Features
VIEWING AID - PAGING TOOL
Long reports with multiple pages can be viewed by
using the paging tool
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Reporting Features
VIEWING AID - ZOOM
The report can be increased or reduced in size
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Reporting Features
VIEWING AID - SEARCH FOR DATA
Text in the report can be searched for using
specified criteria
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Reporting Features
VIEWING AID - DATA EXPORT
Data can be extracted in multiple formats
Note Excel and .pdf are generally considered to
be the most useful
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Reporting Features
VIEWING AID - REVEAL
The filter pane can be eliminated from the report
view
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Reporting Features
VIEWING AID - REFRESH
Data can be refreshed when the filter pane is
hidden.
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• CALPADS REPORTS

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Reports
REPORT VIEWS

• Reports are available to view data from ..
• the ODS (current data)
• the Snapshot Database (certification data)

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Reports
LIST OF ODS REPORTS
These reports are available to display current
SSID Enrollment data in the ODS
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Reports
LIST OF SNAPSHOT REPORTS
These reports provide additional data to support
to verification of data displayed on the
Certification Reports
These reports are available to display
certification SSID Enrollment data in the
Snapshot Database for Fall 1
These are the Certification Reports. They are
reviewed and certified as accurate during the
Certification Process
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Reports
REPORTS FOR BOTH DATABASES
----------- ODS Reports ------------
---------------------- Snapshot Reports
---------------
Some reports display data from either
database Note that the Certification Reports
(1.1, 1.6, 1.9) are available for both databases.
You can view the status of the data in the ODS
that will be captured in a Snapshot long before
the Snapshot is due. This allows you to monitor
the data as it is loaded. Therefore, you dont
have to wait until a data collection begins
before you can verify your data.
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Reports
SUMMARY AND DETAIL DATA
Click the link to access the schools detail data
(below). The detail report contains individual
student data. Note that the detail report
indicates the subgroups into which the student
was aggregated on the summary report.
Reports with aggregate data are supported by
reports with detail data as in this example of
Reports 1.1 1.2
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Reports
VARYING VIEWS OF THE SAME DATA
Note that the filters on this report allow the
disaggregation to be viewed for the same
subgroups that were reported on the aggregate
Enrollment Report (1.1)
The aggregate data on many reports can also be
disaggregated as in this example which
disaggregates the enrollment reported on the
Enrollment Report by Subgroup (1.1)
Click this link to show the students for this
report
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Reports
SORTED DATA
Click here for ascending or descending sort

• Additional views of data are available by sorting
  the columns on the report as in this example
  where the default sort is by SSID and the new
  sort is alphabetical

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Reports
USER MANUAL DOCUMENTATION
Each report is documented in the User Manual with
a picture of the report and this information.
View indicates if a report can be viewed in the
ODS, in the Snapshot Database, or in both Type
indicates whether the report is a Certification
Report or a Supporting Report
Links To indicates if the report accesses another
report Links From indicates if the report can be
accessed from another report
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• CALPADS DATA EXTRACTS

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Data Extracts
INVENTORY OF DATA EXTRACTS
Data extracts are used to download data from the
ODS. The following pre-defined data extracts are
available .

• SSID Extract
• Rejected Records
• Candidate List
• Replacement SSIDs
• ODS Extracts

File formats are included in the CALPADS File
Specifications

• SSID Enrollment
• Student Information
• Student Program
• Student Discipline
• Student Health

• Student Waivers
• Staff Demographics
• Staff Assignment
• Course Section
• Student Course Section

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Data Extracts
INVENTORY OF DATA EXTRACTS
Data extracts requested as follows
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Data Extracts
SSID EXTRACT
A Statewide Student Identifier (SSID) file can be
created by an authorized user to download from
CALPADS the students assigned new SSIDs. The
SSIDs in the file (along with limited
demographics) may be imported into a local
student information system and/or used locally in
the users local analysis tools system. CALPADS
will create the file according to the users
specified selections .

• Grade Level
• Transaction Date Range
• New vs. Replacement SSIDs
• New/Replacement SSIDs Never Downloaded vs. All
  New/Replacement SSIDs

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Data Extracts
REJECTED RECORDS
The Rejected Records for the batch submission can
be downloaded. An LEA may filter the list of
rejected records displayed in the view as well as
the list included in the generated file. The
fields below can be selected to filter the
content of the data included in the file .

• School
• Error Code
• Error Severity
• SSID
• Local ID

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Data Extracts
CANDIDATE LIST

• A file of the Candidate List records for a
  specific batch submission can be downloaded. The
  data can be used locally for analysis and
  confirmation of candidates. Additionally,
  specific LEAs have authorization from CDE to
  resolve the candidate list outside of CALPADS and
  upload a file of resolved candidates to CALPADS.

• There are no filter options available for the
  Candidate List download file

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Data Extracts
REPLACEMENT SSIDs
A Statewide Student Identifier (SSID) file can be
created by an authorized user to download from
CALPADS the replacement SSIDs that were assigned
through the MID process. The SSIDs in the file
(along with limited demographics) may be imported
into a local student information system and/or
used locally in the users local analysis tools
system.
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Data Extracts
ODS EXTRACTS
An LEA may request an extract of the current data
contained in the ODS for each record type
submitted to CALPADS. The file may be used to
provide data for local data analysis as well as
to compare CALPADS data with local data in order
to identify the data in the local Student
Information system that needs to be submitted to
CALPADS.
The ODS Download is structured like the input
file with the addition of a field at the end of
each record indicating the upload date and the
last date updated. The file cannot be used to
upload data to CALPADS.
Note that the vendor for the local SIS may have
provided the capability to use this file to
determine what needs to be submitted to CALPADS.
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Data Extracts
ODS DOWNLOADS (cont)

• The LEA will receive an email notification when
  the file is available for download. The file is
  retrieved from CALPADS. It is not transmitted via
  email.
• The selection criteria used to generate the ODS
  Download extract files follow on the next page.

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Data Extracts
ODS DOWNLOADS (cont)
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Data Extracts
ODS DOWNLOADS (cont)
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Data Extracts
ODS DOWNLOADS (cont.)
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• KEY POINTS

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Key Points

• Reporting flexibility allows the user to
  configure the reported data into views that are
  useful for local data analysis as well as
  confirming the datas accuracy during
  Certifications
• Data extracts are useful for comparing CALPADS
  data with local data to verify that the data in
  CALPADS reflects the LEAs data accurately
• Some reports can display data from either the ODS
  or the Snapshot database. The ODS data is current
  data the Snapshot data is certification data.
• Data to be certified can be viewed in the ODS
  long before the certification process begins

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Questions
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Updates
RECORD OF CHANGES