Certification Status – LEA Approval¶
The Certification Status page displays when an authorized user selects the Certification Status link on navigation. This page displays a list of the defined CALPADS Submission(s) in Submission order. The system displays the name of a Submission as a link, and the total count of errors (fatals and warnings) as a link when the count is not zero. The user may select a Submission link to view its details or select the Errors count link to view the system-identified validation errors from defined CALPADS validations and rules processing requirements.
The Certification Status reflects whether the submission is CERTIFIED or UNCERTIFIED. Each Submission has up to four possible Revisions of data available for review or approval. A Submission Status is CERTIFIED when ONE of those revisions is approved by all required levels.
SELPA Approval Requirements
- All submissions require revision approval by the LEA.
- Fall 1 and EOY 1 submissions additionally require approval by all SELPAs associated with the LEA.
The entire Certification interface has the following features:
- View a complete list of Submissions, its Certification Submission status, latest reviewer and review date, record count, error count, and (for Fall 1 submission only) anomaly percent.
- Filterable list of Submissions.
- View Certification details of a specific Submission.
- View the Certification errors of a Submission.
- Ability to Approve Submissions.
- Ability to Enable/Disable/Override Submissions (State Level Only).
Required User Roles¶
Users need to have a LEA level org type and the following roles to access this section of CALPADS.
- Data Collection Certifier (only required to certify)
- EOY1 Reports
- EOY2 Reports
- Fall1 Reports
- Fall2 Reports
Certification Details Interface¶
The Certification Status UI is depicted below, followed by screen element tables describing the available filter and result fields.
Certification Status Filter Table¶
| Screen Label | Validation / Business Rule |
|---|---|
| Reporting LEA | Only orgs associated with the user's account are available. Only State-level users may change the value. |
| Academic Year | Reverse chronological order starting with the current academic year. Since EOY submissions span two AYs, defaults to the active EOY AY (e.g., 2024–2025 if submission ends after July 1, 2025). |
| Submission | Lists all Submission Periods for the academic year. Leaving it blank reveals all available submissions as of the filter date. Note: Prior to AY 2025–2026, EOY 1–4 are available for historical purposes. |
| Search Button | Executes search based on selected filter options. |
Results Details Table¶
| Screen Label | Validation / Business Rule |
|---|---|
| Submission | Hyperlink to the Certification Summary & Details page. A submission is not created or made available when every school in an LEA is assigned an "N" data type in the Expected School table. |
| Reporting LEA | Only orgs associated with the user's account are available. |
| Submission Code | 4-letter code for the submission. Ordered by descending Submission sequence within the Academic Year (e.g., Fall 1 before Fall 2 before EOY 1). |
| Revision Status | Highest-level revision based on Revision Availability business rules. |
| Create Date | Creation date of the revision. |
| Certification Status | Certification status of the overall submission. |
| Last Reviewer | Email of the user who last reviewed the revision. |
| Last Review Date/Time | Last review date and time of the revision. |
| Total Errors / Warnings | Total number of errors and warnings for the revision. Displays as a hyperlink when count is not zero. |
| Fatal Errors | Count of fatal errors for the revision. |
| Warnings | Count of warnings for the revision. |
| Anomalies Percent | Percentage of anomalies for the revision. Column displays for any submission but only populates for Fall 1. Formula: (MID Anomalies / MID Enrollment) × 0.5 + (CCE Anomalies / CCE Enrollment) × 0.5. Does not include DD Anomalies. The anomaly percent refreshes once daily in the morning and is not recalculated continuously. |
Anomaly Percent Refresh
The Anomaly Percent is calculated overnight and does not update in real time during the revision process. The percentage will change for all revision statuses after the nightly process completes.
Certification Details¶
When a user selects the Submission or Total Errors/Warnings hyperlink on the Certification Status page, the system displays the Certification Details page with key details of the selected Submission across the top, including create date, certification status, last review date, and total errors.
There are multiple sections in this UI:
- Revision Summary (Heading)
- Error Filters & Filtered Results
- Certification Reports
- Approval Functionality
- Revision History
The Certification Summary UI is depicted below.
Revision Summary¶
The Revision Summary section reflects relevant information pertinent to the most recent snapshot or revision status selected. The Revision Status dropdown enables the user to select a specific version based on the available snapshot revisions.
| Element | Description |
|---|---|
| (A) Revision Status | Allows the user to toggle between available Revisions. An LEA can have a maximum of 4 different revision statuses at one time (e.g., Revised Uncertified, In Review Uncertified, LEA Approved, and/or SELPA Approved). |
| (B) In Review Checkbox | Checking this box allows the LEA to keep the current certification revision frozen. Additional changes to CALPADS will not alter the reports under this version. Only one revision may be set to In Review at a time. |
| (C) View Certification Error Report | Clicking this link generates the Certification Error Report for the selected submission. Also links to the Certification Error Extract request screen. |
Required SELPA Approvals¶
Visible for Fall 1 and EOY 1 only
For Fall 1 and EOY 1 submissions, this read-only table shows each SELPA required to approve the submission and each SELPA's individual current approval status for the selected Revision. This table is hidden for all other submissions.
| Column | Description |
|---|---|
| SELPA Code | Read-only. Filterable and sortable. |
| SELPA Name | Read-only. Filterable and sortable. |
| SELPA Approval Status | For the selected Revision, the approval status of the individual SELPA. Values: Not Approved, Approved, Disapproved. |
Certification Validations (Errors & Warnings)¶
Filter options allow the user to select and resolve smaller subsets of errors. The filters section is followed by Filtered Results, divided into Fatal and Warning categories. Each certification validation that triggered is listed along with the count of times that error occurred. Clicking the Show button displays the submitted records associated with that error.
| Field | Description |
|---|---|
| School CDS Code | Filter Option. Single-select dropdown. |
| Severity Code | Filter Option. Defaults to All. |
| Message ID | Filter Option. Sorted by ID in ascending order. |
| Message ID (result) | Certification error number. Listed in numeric sequence by error severity. |
| Message | Short description associated with the error. |
| Count | Number of times the error occurred within the selected revision's data. |
| Show (Action) | Displays filtered result detail records associated with the error. |
| Error Category | Describes the type of error: Missing Data, Invalid Data, Cert Anomalies, Cert Other. |
| Severity | Fatal or Warning. |
Fatal Errors
All Fatal Errors must be resolved before the LEA Approve button becomes active.
Certification Reports and Approval¶
Below the Certification Errors section, the system displays the Certification Reports box. The reports box contains mandatory Certification Reports that the LEA must view before the Submission may be approved, as well as additional supporting reports.
| Element | Description |
|---|---|
| (A) Aggregate Reports | Mandatory CALPADS Certification Reports for the specified Revision. Each report must be viewed. Once viewed, the system displays a ✔ (Completed icon) next to the report. |
| (B) Certification Acknowledgement | Checkbox stating: "By reviewing these reports and certifying, you are stipulating that the information contained therein is accurate, correct and complete to the best of your knowledge." Must be checked before the Approve button is enabled (beginning AY 2017–2018). |
| (C) LEA Approve Button | Active only when all fatal errors are resolved, all required Certification Reports have been reviewed, and (if applicable) the Anomaly Percent is below the threshold. See the LEA Approve Button Business Rules table below. |
| Disapprove Button | Enabled only when the current revision is in a Certified state. Reports remain marked as reviewed after disapproval. |
LEA Approve Button – State Based on Collection Windows¶
| Outside Certification Window | Within Certification Window (Default) | Current Revision is Certified | Another Revision is Certified | |
|---|---|---|---|---|
| Approve Submission | Disabled | Enabled | Disabled | Disabled |
| Disapprove | Disabled | Disabled | Enabled | Disabled |
LEA Available Action Button – During Collection Window¶
The following table explains what action an LEA may take on an available Revision, assuming all reports have been reviewed and there are no Fatal Certification Errors.
| If Revision Status is… | And no other available Revisions exist for… | Then Available Action Button is… |
|---|---|---|
| Revised Uncertified | LEA Approved, SELPA Approved | Enabled — "LEA Approve" |
| In Review Uncertified | LEA Approved, SELPA Approved | Enabled — "LEA Approve" |
| LEA Approved | Enabled — "LEA Disapprove" | |
| LEA Disapproved | Enabled — "LEA Approve" | |
| SELPA Approved | Enabled — "LEA Disapprove" | |
| SELPA Disapproved | SELPA Disapproved | Disabled |
Warning
An LEA cannot have multiple "LEA Approved" or "SELPA Approved" revisions at the same time.
Revision History¶
The Revision History section (located at the bottom of the screen) provides an event log of activities against revisions within the selected Submission during the Submission Collection window. Activity includes revision creation, revision status changes, and Enable/Disable events. Activity is only visible from the Collection Window Start Date to the Amendment Window End Date.
| Column | Description |
|---|---|
| Activity Date | Date/timestamp the action (revision status change) was initiated. |
| Revision Create Date | Date/timestamp the revision was created. Sortable ascending/descending. |
| Revision ID | Unique revision identification number. |
| SELPA Action | Blank unless a SELPA takes action. Displays SELPA Name–Code Approved or Disapproved. |
| Revision Status | Current workflow status of the revision. |
| Certification Status | Overall submission certification status. |
| User | User ID of the person who initiated the action. |
| Total Records | Total enrollment records (open and exited) for the revision. |
| Total Errors | Total errors and warnings for the revision. |
Note
Revisions are created continuously as ODS changes occur regardless of the reporting window, but only activity occurring within the reporting window is displayed in the Revision History table.
LEA Certification Process¶
There are two varying certification processes that LEAs will encounter depending on the submission.
This is a brief illustration of the certification process that LEAs and SELPAs will follow for Fall 1 and EOY 1 submissions.
This is a brief illustration of the certification process for LEAs. Fall 2 and EOY 2 submissions do not involve SELPA approval.
See the Certification Process page for detailed status change tables and decertification steps.
Hierarchy of Available Revisions¶
LEAs are presented one or more revision statuses depending on the prior actions of the data certifier. A hierarchy of available revisions is employed by CALPADS to determine what the default revision is displayed. This impacts the Certification Status in the main Certification Status – LEA Approval page, the Revision Status inside the Certification Detail – LEA page, and the resulting LEA Status on the SELPA level.
| Scenario 1 | Scenario 2 | Scenario 3 | Scenario 4 | Scenario 5 | Scenario 6 | Scenario 7 |
|---|---|---|---|---|---|---|
| Revised Uncertified | In Review Uncertified | In Review Uncertified | In Review Uncertified | In Review Uncertified | In Review Uncertified | In Review Uncertified |
| Revised Uncertified | Revised Uncertified | Revised Uncertified | Revised Uncertified | Revised Uncertified | Revised Uncertified | |
| LEA Approved | SELPA Approved | LEA Disapproved | SELPA Disapproved | LEA Disapproved | ||
| SELPA Disapproved |
Note
The primary (top) status in the hierarchy for each scenario is the only revision status SELPA Approvers will see on their side of CALPADS certification, regardless of multiple revision versions available from the Revision Status dropdown.
Hierarchy Sample Scenario¶
The following illustrations show how the hierarchy rules impact the revision status that SELPAs see from their end.
Additional Resources¶
CALPADS Snapshot and Revision Video¶
This video clip covers the details of the CALPADS Snapshot Revision statuses and functionality through a live demo.
CALPADS Certification Process Playlist Video¶
This playlist provides an in-depth discussion and demonstration of the CALPADS Submission Certification process.
Certification Status - LEA Approval¶
The Certification Status page displays when an authorized user selects the Certification Status link on navigation. This page displays a list of the defined CALPADS Submission(s), in Submission order. The system displays the name of a Submission in the list as a link and the total count of errors - fatals and warnings - as a link, when the count is not zero. The user may select a Submission link to view the details of a Submission or select the Errors count link to view the system-identified validation errors of a Submission from the defined CALPADS validations and rules processing requirements.
The Certification Status reflects whether the submission is CERTIFIED or UNCERTIFIED. Each Submission has up to four possible Revisions of data available for review or approval. A Submission Status is CERTIFIED when ONE of those revisions is approved by all required levels
All submissions require the revision to be approved by the LEA; Fall 1, EOY 3, and EOY 4 submissions require the additional approval by all of the SELPAs associated with the LEA.
The entire Certification interface has the following features:
- View a complete list of Submissions, its Certification Submission status, latest reviewer and review date, record count, error count and, for Fall 1 submission only, anomaly percent.
- Filterable list of Submissions
- View Certification details of a specific Submission
- View the Certification errors of a Submission
- Ability to Approve Submissions
- Ability to Enable/Disable/Override Submissions (State Level Only)
Required User Roles¶
Users need to have and LEA level org type and the following roles to access this section of CALPADS.
- Data Collection Certifier (Only required to certify)
- EOY1 Reports
- EOY2 Reports
- EOY3 Reports
- EOY4 Reports
- Fall1 Reports
- Fall2 Reports
Certification Details Interface¶
The Certification Status UI is depicted immediately below followed by a screen elements table, a user interaction section, and a system operations section with the available system functions, requirements and possible processes that may occur through this interface.
Certification Status Filter Table
| Screen Label | Validation/Business Rule |
|---|---|
| Reporting LEA | Only Orgs associated with user’s account are available. |
| Academic Year | Reverse chronological order starting with current academic year |
| Submission | List all Submission Period during the academic year. Leaving it blank will reveal all available submissions as of the date of filtering. |
| Search Button | Clicking on it executes search based on selected filter options. |
Results Details Table
| Screen Label | Validation/Business Rule |
|---|---|
| Submission | Hyperlink to Certification Summary & Details page. |
| Reporting LEA | Only Orgs associated with user’s account are available. |
| Submission Code | Reverse chronological order starting with current academic year |
| Revision Status | List all Submission Period during the academic year. Leaving it blank will reveal all available submissions as of the date of filtering. |
| Create date | Creation date of the revision |
| Certification Status | Certification status of the over all submission |
| Last Reviewer | Email of the user last reviewed the revision |
| Last Review Date/Time | Last review date/time of the revision |
| Total Errors/ Warnings | Total # of Errors/Warning for the revision |
| Fatal Errors | Warnings for the revision |
| Warnings | Fatal errors for the revision |
| Anomalies | Percentage of Anomalies for the revision. |
| Note: The Anomaly Percent calculates for each LEA overnight and is not calculated during the revision process. The percentage will change for all revision statuses after the nightly process completes. |
Certification Details¶
When a user selects the Snapshot or Total Errors/Warnings hyperlink on the Certification Status page, the system will display the Certification Summary page with the key details of the selected snapshot displayed across the top of the page, including create date, certification status, last review date, and total errors. There are multiple sections to this UI:
- Snapshot Revision Summary
- Error Filters
- Filtered Results
- Reports
- Certification Buttons
- Snapshot History
This interface has the following functionalities for a selected snapshot:
- Filter the Errors for the Revision
- View the identified Validation Error(s) of each Error Category
- View the aggregate count for each Validation Error by Category
- View the individual records associated with the specific validation error
- View the Aggregate and Supporting Reports related to the Snapshot
- Certify or Disapprove/Decertify the Snapshot
- View the history of the Snapshot
The Certification Summary UIs are depicted immediately below, followed by a screen elements table, a user interaction section, and a system operations section with the available system functions, requirements, and possible processes that may occur through this interface.
Snapshot Revision Summary¶
The Certification Summary section reflect relevant information pertinent to the mos t recent snapshot or revision status selected. The Revision status enable the user to select a specific version based on eth available snapshot revisions.
Revision Status
Allow the user to toggle between available Revisions. LEA can have a maximum of 3 different revision status at one time. (e.g. Revised Uncertified, In Review Uncertified, LEA Approved and/or SELPA Approved)
In Review box
Checking this box allows LEA to keep the current certification revision. Additional changes to CALPADS will not alter the reports under this version.
View Certification Error Report
Clicking on the link generates the Certification Error report for the selected submission.
Required SELPA Approval¶
For select submissions (Fall 1, EOY 3, and EOY 4), this read-only table shows each SELPA required to approve submission and each individual current approval status for the selected Revision. For other submissions, this table is hidden.
Certification Filters and Results¶
Filter options are presented to allow the user to select and resolve smaller subsets of errors. The filters section is followed by Filtered Results, constrained by the selected filters, and divided into Fatal and Warnings categories. Each certification validation that triggered is listed along with the number of times that error was triggered. Clicking the “Show” button will display the submitted records associated with that error.
Certification Reports and Approval Button¶
Below the Certification Reporting sections, the system will display the Certification Reports box. The reports box will contain CALPADS Certification Report(s) of the LEA submitted State Reporting data that must be viewed before the snapshot may be certified. The reports box will also contain additional supporting report(s) to assist the user with determining if the State Reporting data is ready for certification.
Aggregate Reports Section
Contains the defined mandatory and additional supporting CALPADS Certification Reports for the specified Revision of the State Reporting Submission data collectionA user has to review each Certification Report for the selected snapshot. Once a report is viewed, the system will display the Completed icon (a check mark) for each report.
Certification Acknowledgement box
When the reports are ready for approval, the user will be presented with a statement that the data in the reports is true and accurate to the best of their knowledge, along with a Approve Submission button. The Certification Acknowledgement box must be checked before the Approve button is enabled.
LEA Approve button
The button will only be active when there are zero certification fatal errors AND after a user has viewed each required Certification report and associated supporting reports (as needed) for the selected Submission during the specified State Reporting data collection window.
Snapshot History¶
The Snapshot History section of the Certification Details UI (located on bottom of screen) is intended to provide an “event log” of various activities against revisions within the selected snapshot, during the Snapshot Collection window. Revision activity will be logged within the snapshot such as creation of a revision, change of a revision status, change of a revision’s certification status. Revision activity will only be visible until the Snapshot Collection window closes (i.e., from the Collection Window Start Date to the Amendment Window End Date.) The Snapshot History table is only intended to provide activities of the revisions as they relate to the selected snapshot.
Revisions are created continuously as ODS changes occur regardless of the reporting windows, but the reporting windows drive the ability to view and certify a revision. For purposes of when activity should display in the Snapshot History table in the UI, only the activity occurring within the reporting window should be displayed.
For example, if a Revision is created within the Fall 1 Reporting window, it should appear in the Fall 1 Snapshot History table. If the Revision is created outside of the Fall 1 Reporting window, no entry should be visible in the Fall 1 Snapshot History table.
LEA Certification Process¶
There are two varying certification process that LEAs will encounter depending on the submission.
Fall 1, EOY 3 and EOY 4¶
This is a brief illustration of the certification process that LEAs and SELPAS will doing for the indicated submissions.
Fall 2, EOY 1, and EOY 2¶
This is a brief illustration of the certification process for LEAs. Fall 2, EOY 2 and 3 submissions do not involve SELPA approval.
Hierarchy of Available Revisions¶
LEAs are presented one or more revision statuses depending on the prior actions of the data certifier. Since the revision status is limited to showing one status, a hierarchy of available revisions is employed by CALPADS to determine what the default revision is reflected. This impacts both the certification status in the main Certification Status - LEA Approval page as well as the revision status inside the Certification Detail - LEA page . More importantly, it impacts the resulting LEA Status on the SELPA level.
Allowable Available Combinations of Revisions
with order of Priority (Top to Bottom)
|
Scenario 1 |
Scenario 2 |
Scenario 3 |
Scenario 4 |
Scenario 5 |
Scenario 6 |
Scenario 7 |
|
|
||||||
|
1. Revised Uncertified |
1. In Review Uncertified |
1. LEA Approved |
1. SELPA Approved |
1. LEA Disapproved |
1. SELPA Disapproved |
1. LEA Approved |
|
|
|
|
|
|
|
|
|
|
2. Revised Uncertified |
2. In Review Uncertified |
2. In Review Uncertified |
2. In Review Uncertified |
2. In Review Uncertified |
2. SELPA Disapproved |
|
|
|
3. Revised Uncertified |
3. Revised Uncertified |
3. Revised Uncertified |
3. Revised Uncertified |
3. In Review Uncertified |
|
|
|
|
|
|
|
4. Revised Uncertified |
Note: The primary status in the hierarchy of each scenario is the ONLY revision status SELPA Approvers will see on their side of the CALPADS certification, regardless of multiple revision versions available from the revision status drop down.
Hierarchy of Available Revisions Sample Scenario¶
Here is an illustration of how the hierarchy rules impact the revision status that SELPAs see from their end.
Additional Resources¶
CALPADS Snapshot and Revision Video¶
This video clip covers the details of the CALPADS Snapshot Revision statuses and functionality through a live demo.
CALPADS Snapshot and Revision Video¶
This playlist provides an in-depth discussion and demonstration of the CALPADS Submission Certification process.