DATA REVIEW AND RECONCILIATION

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DATA REVIEW AND RECONCILIATION

• CALPADS
• Training 2g

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Contents

• Initial Data Status Review
• Why Review is Necessary
• Responsibility
• Prerequisites
• Data Conversion Summary
• SSID Enrollment
• Student Information
• Student Programs
• Local Code Tables
• Reconciliation of CALPADS Data with Local Data
• Steps for Reconciliation
• Options for Updating Start Dates

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• INITIAL DATA STATUS REVIEW

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Initial Data Status Review
WHY REVIEW IS NECESSARY
The enrollment, student information, program, and
local code data in CALPADS were converted from
SRRTS. Three years of data were loaded. During
the process, the data were put through the full
set of CALPADS input validation business rules,
which produced errors, due to differences in the
ways that CALPADS and SRRTS collect and accept
data. These errors required decisions to be made
about the conversion process that impacted the
data. Some of these decisions related to ..

• Data not collected in SRRTS that are needed by
  CALPADS
• Overlapping student enrollment start and exit
  dates

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Initial Data Status Review
WHY REVIEW IS NECESSARY (cont.)

• Differences in data maintenance methods between
  SRRRTS and CALPADS (e.g. Program effective dates,
  Enrollment start dates, etc.)
• SRRTS data elements that do not relate directly
  to a data element in CALPADS
• SSIDs that could not pass the conversion edits

The results of these decisions produced a data
set that should be validated to ensure that the
data have been captured accurately. Additionally,
missing data should be identified so that it can
be entered, especially data that impacts
scheduled data collections (e.g. student
subgroups).
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Initial Data Status Review
RESPONSIBILITY
The LEA CALPADS Administrator is responsible for
assuring that the appropriate program personnel
have reviewed the data for accuracy.
PREREQUISITES

• An understanding of the data conversion from
  SRRTS is necessary to perform the initial status
  review of CALPADS data.

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• DATA CONVERSION SUMMARY

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Data Conversion Summary
SSID ENROLLMENT
Following is a summary of the data conversion
decisions.

• Enrollments/Withdrawals Converted were the
  enrollments open on 07/01/06 and new
  enrollments/withdrawals up to 9/10/09 (i.e. SRRTS
  cut-off date). Enrollment records with a
  withdrawal date that fell prior to the beginning
  of the 0607 Annual Maintenance (i.e. were not
  included in the 0607 SSID Extract) were not
  converted.
• Enrollment Overlaps. While CALPADS input
  validation rules will not allow overlapping
  enrollments within an LEA, they were relaxed to
  allow the loading of enrollments with overlapping
  start and exit dates from SRRTS, which did allow
  overlaps except for on Census Day. These will
  appear as concurrent enrollment anomalies in
  CALPADS.

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Data Conversion Summary
SSID ENROLLMENT (cont.)

• Withdrawal Reasons for completers - converted to
  the CALPADS data elements of Exit Reason and
  School Completion Status
• Missing Data / Field ..
• Grade level did not convert SSID
• School of Attendance NPS used 8888888
• Expected Receiver School of Attendance used
  8888888
• SSID Failed Edits disallowed reuse in CALPADS
  to prevent erroneous correlation of historical
  data

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Data Conversion Summary
STUDENT INFORMATION
Following is a summary of the data conversion
decisions.

• Demographic Data for each enrollment was
  converted, including the most recent home address
  
• Different Record was created for each change in
  the data in SRRTS, as stored in the CALPADS
  Student Information File (e.g. grade level,
  English proficiency, ELACST and Parent Education
  Level)
• Ethnicity / Race converted to 5 race codes if
  more than 5
• Hispanic Indicator used Race code for Hispanic
  and Hispanic Only
• Race Codes if Hispanic Only, set Race Missing
  Indicator to Y and code fields null
• Multiple AKA names created separate Student
  Information record for each name

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Data Conversion Summary
STUDENT INFORMATION (cont)

• Missing Data / Fields
• Primary Residence Category Code used C
• Interdistrict Transfer Code used C
• District of Geographic Residence used null
• English Language Acquisition Status Start Date
  used data effective date in program participation
  record for all statuses
• Student Ineligible SNOR Indicator used C
• Student Initial US School Enrollment Date used
  null
• Student Expected Graduating Class Year used
  0000
• Enrolled in US School less than Three Cumulative
  Years Indicator used C

Note The C indicates missing converted data
that should be entered into CALPADS when needed
for reporting
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Data Conversion Summary
STUDENT INFORMATION (cont.)

• Missing Data / Fields
• CTE Pathway Code used C
• CTE Pathway Completer Indicator used C
• Guardian Names First and Last used null

Note The C indicates missing converted data
that should be entered into CALPADS when needed
for reporting
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Data Conversion Summary
STUDENT PROGRAMS
Following is a summary of the data conversion
decisions.

• Program Enrollment data were converted using the
  Y indicators in the Program Participation
  table.
• Multiple Records for Student/School
  Year/School/Program created one record per
  student per school year per school per program.
  If multiple records existed that met the criteria
  and one of them was the Annual Maintenance
  record, the record was used that determined the
  students status for the annual maintenance
  certification report.
• Membership Start and End Date used data
  effective date as both for exited enrollments
• Current Enrollments - program information was not
  converted because data effective date did not
  consistently correspond to enrollment dates. New
  program records need to be submitted.

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Data Conversion Summary
STUDENT PROGRAMS (cont.)

• Missing Data / Fields
• District of Special Education Accountability (for
  Special Education Program) used 8888888
• Migrant Student ID (for Migrant Program) used C
• Primary Disability Code (for Special Education
  Program) used C

Note The C indicates missing converted data
that should be entered into CALPADS when needed
for reporting
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Data Conversion Summary
LOCAL CODE TABLES

• The SRRTS lookup tables for local codes for the
  most recent school year were converted. Only
  lookup tables for which there is a matching
  CALPADS reference table were included.

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• RECONCILIATION OF CALPADS DATA
• WITH LOCAL DATA

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Reconcile CALPADS Data
STEPS FOR RECONCILIATION
The following steps should be performed to bring
CALPADS data in sync with local data

• Update Enrollment Start Date for students
  identified in CALPADS as currently enrolled
  students, if needed. (See Options for Updating
  Start Dates)
• Bring CALPADS data up to date by entering the
  following information ..
• Enrollments and exits that have occurred since
  SRRTS cut-off date
• Enrollments and exits that should have been
  entered into SRRTS prior to the SRRTS cut-off date

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Reconcile CALPADS Data
STEPS FOR RECONCILIATION (cont)

• Student information for all enrollments and exits
  that have occurred since the SRRTS cut-off date
• Student information for all enrollments and exits
  that should have been entered into SRRTS prior to
  the SRRTS cut-off date
• Program records for all exits that have occurred
  since SRRTS cut-off date
• Program records for all exits that should have
  been entered into SRRTS prior to cut-off date
• Program records for all currently enrolled
  students

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Reconcile CALPADS Data
STEPS FOR RECONCILIATION (cont.)

• Enter data into CALPADS that did not exist in
  SRRTS that is needed for the Fall 1 data
  collection (See the following Information on
  missing data in Data Conversion Summary and
  Training Course 4)
• Validate CALPADS data
• Run CALPADS enrollment reports from the ODS and
  compare with local reports
• Submit updates to CALPADS and re-run reports
  until the local data and CALPADS data are
  consistent
• Clear anomalies in CALPADS

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Reconcile CALPADS Data
OPTIONS FOR UPDATING START DATES

• CALPADS maintains the Student School Start Date
  of each enrollment. SRRTS did not maintain new
  School Start Dates for the same school when a new
  start date was submitted for a currently enrolled
  student (i.e. student for whom no school exit had
  been submitted to SRRTS). Because there was not
  break evident in the students enrollment, only
  the students original Start Date at a school was
  maintained.
• Therefore, for these LEAs that submitted new
  enrollments each year for the same school for
  currently enrolled students (e.g. when an SIS
  exited its students at the end of a year and
  re-enrolled them in the same school at the
  beginning of the next year and sent only the
  new Start Date to SRRTS), the converted Start
  Dates in CALPADS are out of sync with the dates
  in the local SIS.

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Reconcile CALPADS Data
OPTIONS FOR UPDATING START DATES (cont)

• Since updates to enrollments in CALPADS require
  the Student School Start Date as a part of the
  operational key, the School Start Date in CALPADS
  must be known. Therefore, CALPADS School Start
  Dates need to be in sync with locally maintained
  School Start Dates.
• It is recommended that the most recent Student
  School Start Date in CALPADS be determined for
  each student continuing in the same school, and
  if it is not consistent with the local School
  Start Date, the dates should be made the same.
• Following are recommendations for synchronizing
  the dates.

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Reconcile CALPADS Data
OPTIONS FOR UPDATING START DATES (cont)
The steps are ..

• Determine the Most Recent Student School Start
  Date in CALPADS. Options include .
• For individual students, the most recent Start
  Date can be determined by using the online search
  functionality of CALPADS
• For batches of students, the dates can be
  determined by extracting data from CALPADS using
  the ODS SSID Enrollment Download and then using
  local analysis tools to compare the dates

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Reconcile CALPADS Data
OPTIONS FOR UPDATING START DATES (cont)

• Synchronize Local and CALPADS Student School
  Start Dates. Options include ..
• Enter CALPADS Student School Start Date into the
  local SIS. CALPADS files extracted from the local
  SIS will then have the correct School Start Date.
  
• OR
• Using the CALPADS Student School Start Date
  determined in step 1, exit the students current
  enrollment, as of the end of the previous
  academic year (with the Student Exit Category
  code of E490 - Summer or Intersession Exit).
  Then, using the local Student School Start Date,
  enroll the student in CALPADS for the current
  academic year.

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Reconcile CALPADS Data
OPTIONS FOR UPDATING START DATES (cont)

• Options for making the enrollment changes (i.e.,
  exit and re-enrollment) in CALPADS include ..
• For individual students, use the online
  functionality of CALPADS
• For batches of students, exit a students current
  enrollment by submitting an SSID Enrollment
  record to CALPADS with the CALPADS Student School
  Start Date and the Student School Exit Date,
  along with a transaction type of Update. Then,
  using the local Student School Start Date, submit
  an SSID Enrollment record with a transaction type
  of Add that enrolls the student for the current
  academic year in the same school.

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Reconcile CALPADS Data
OPTIONS FOR UPDATING START DATES (cont.)
If an enrollment update is needed in the future
for a student whose Start Date is not
synchronized in this Getting Started process
(e.g. an update for an exited student from the
previous school year), an update transaction will
be rejected by CALPADS if it is attempted with a
School Start Date that does not match the School
Start Date in CALPADS. However, the error message
will provide the students School Start Date in
CALPADS, and either of the options listed
previously can be used at that time to
synchronize the Student School Start Date in
CALPADS with the locally maintained School Start
Date.
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Questions
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Updates
RECORD OF CHANGES