How do I manage CALPADS EOY 3 data? (Step 2 of 2 – Student Attendance)

EOY 3 is the End of Year CALPADS reports that are focused on Student Discipline and Attendance as of the 2016-2017 school year.  For the purposes of this article, we will cover the Student Absence Summary Records (STAS).

For EOY 3 Discipline information, please refer to the following article: How do I manage CALPADS EOY 3 Data? (Step 1 of 2 – Student Discipline)

Step 1: Attendance Code Management in the SIS

The first step in this data management process is to ensure the absence and discipline attendance codes in the SIS align to the most appropriate state-reportable attendance code categories.  This step really should be completed at the beginning of the school year during SIS setup, however a review at the end of the year is recommended just in case additional attendance codes were created and not aligned to the categories listed below:

  • Out-of-School Suspension (absent)
  • In-School Suspension – All Day (present)
  • Unexcused, Non-suspension (absence)
  • Excused, Non-Suspension (absence)
  • Incomplete Independent Study (absence)

The CDE recommends, in the CALPADS Data Guide v9.2, that:

LEAs should ensure attendance is collected and submitted to their student information systems, or other systems, consistently across their school sites.

To ensure that the required data have been submitted to CALPADS correctly, LEAs should work with their student information system (SIS) vendors to ensure that STAS extracts reflect the CALPADS business rules.

ADA Conversion Data Checks

According to the CDE in the CALPADS Data Guide v9.2, LEAs should report daily attendance using one of three methods depending upon how instruction is structured and attendance is collected for the student. The three methods are:

  1. Daily Attendance – most common.
    • LEAs should use the same rules that apply to calculating ADA
  2. Coursework Completed
    • This method is used primarily for students on full-time independent study.
    • Use the rules that follow the ADA funding purposes.
  3. Hourly Attendance
    • Used primarily by Continuations Schools or other alternative schools
    • Refer to pages 105-106 of the CALPADS Data Guide for more specifics on Hourly Attendance translations to daily attendance.

Although by the end of the school year there have been several opportunities to review attendance data (monthly reviews, P1 and P2 reporting periods), it is recommended that before End of Year (EOY) CALPADS reporting, your attendance team should complete a final check of your ADA Conversions in the SIS to ensure your attendance data meets expectations.

Report Attendance Online only? or No SIS?  No Problem.

For LEAs who report attendance online, or who do not have an SIS, school staff should maintain attendance data throughout the year and submit the attendance data using the Student Absence Records (STAS) Excel template provided by the CDE.  It may be downloaded from here: Student Absence File Template

Step 2: Maintain CALPADS Student Data (on-going)

The CDE suggests that regular updates to CALPADS will benefit the LEA during the EOY certification process.  Updates to enrollments (exits and grade levels), demographics, programs, and ELA statuses should be on-going.  Maintaining these enrollments will ensure that LEAs have access to current student populations and allow LEAs to review and correct overlapping enrollments which will result in more accurate expected days attendance records (chronic absenteeism rates) and hopefully fewer snapshot certification errors in CALPADS.

Step 3: Run the STAS Report to spot-check for calculation or enrollment errors

Although there is no need to run the Student Absence Records and upload them to CALPADS in advance of the end of the year, running the report once in the winter and once in the spring to review for calculation errors could save you time later.

Spot-checking the attendance of a random selection of students; or printing reports from the SIS that may help you determine the accuracy of the following data.  Attendance Counts reports, ADA/ADM reports, perfect attendance reports are just a few that will allow you to compare the data in the SIS to the CALPADS STAS file.

The STAS file contains the following elements (explanations taken from the CALPADS Data Guide v9.2):

  • School of Attendance
  • Academic Year ID
  • SSID
  • Local Student ID/Number
  • Student Legal First Name
  • Student Legal Last Name
  • DOB
  • Gender
  • Student Absence Summary Data Collection Exemption Indicator (Yes/No)
    • Whether or not the student is exempt from the CALPADS absence summary data collection, because attendance is not collected.  Refer to the CALPADS Data Guide for more information.
  • Hourly Attendance School Type Indicator – primarily for continuation schools/alternative schools)
  • Expected Attendance Days – total number of days the student was scheduled to attend during the academic year (whether or not he/she was actually in attendance).
  • Days Attended – Total number of days the student attended school (all or part of the day)
  • Days Absent Out-of-School Suspension – total number of days the student missed due to suspension pursuant to EC 48911. Full Day suspension.
  • Days in Attendance on In-School Suspension – total number of days the student was in attendance, but absent from the regular classroom for the entire school day due to an in-school suspension pursuant to EC 48911.1 or a teacher suspension from a classroom pursuant to EC 48910(c), or combination of both.
  • Days Absent Excused Non-Suspension – number of days the student was absent for an entire school day with a valid excuse per EC 48260(c).
  • Days Absent Unexcused Non-Suspension – number of days the student was absent for an entire school day without a valid excuse.
  • Incomplete Independent Study Days – total number of days the student did not satisfy statutory and regulatory requirements necessary to earn attendance credit.

Step 4:  Error Resolution

If any calculation errors were noted, or any enrollment errors found based upon the initial STAS report validation; correct those errors and run the STAS again.

Step 5: Run STAS and Upload to CALPADS

Since the STAS file is a full-replacement file, and if your CALPADS enrollments are up-to-date, there is little risk in running the STAS report, uploading it to CALPADS and reviewing for both validation errors within the file, and certification errors it may produce after an overnight refresh of the CALPADS data.

Although the different Student Information Systems treat the enrollment reports (SENR) and absence reports (STAS) a bit differently, there is validity in running the report early to look for potential issues before your staff goes on summer vacation.

Step 6: Run the SDIS (Student Discipline Report) and Upload to CALPADS

Because the discipline and attendance records are both part of the EOY 3 process, they validate against each other.  If the attendance (STAS) includes state-reportable suspension codes (see step 1 above), there must be a matching discipline incident record.

The SDIS is also a full-replacement file, therefore there is no harm in either using the discipline reporting system within the SIS to update CALPADS, or keeping CALPADS updated manually using a discipline log/spreadsheet.

Step 7: Review CALPADS EOY 3 Certification errors

Please keep in mind that if you choose not to upload the discipline file (SDIS) in addition to the STAS (attendance report), reviewing the errors could be more time-consuming.  Not impossible, however.

Step 7a: Login to CALPADS

Step 7b: Navigate to the Certification Status screen

Step 7c: View End of Year 3 – Discipline snapshot Fatal Errors and Warnings

Select the Total Errors/Warnings hyperlink to view the error details. Once selected the errors and warnings will be presented like this:

Use the dropdown menu on the left side of the error list to expand it.

Step 7d: Review the certification error types

Select “Show” to view the details. At this level, a list of student SSIDs with the severity, error category name, and detailed message of what that error means will be presented.

Step 7e: Determine next steps to correct the data issues

By doing a bit of research early, the end of year review and certification process should be easier to manage.

*Note that until all students are exited from the school with proper exit codes and dates, you will receive a fatal CERT131 error: Student Enrollment Record in Active AY Not Exited.

Step 8: “Final” STAS report run and upload to CALPADS.

Following data corrections in the SIS from step 7 above and following the last day of school (or end of year rollover process in the SIS), “final” attendance (STAS) and discipline (SDIS) reports should be run and uploaded to CALPADS.

After an overnight refresh of the data, review the certification errors again and resolve as needed.

Updated on January 3, 2019

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