This lesson will guide you through the use of a tool for comparing ODS SELA data. You can now quickly update student records on the fly OR do a mass sync with updates! The process is very user friendly.
What is SELA?
The CALPADS Student English Language Acquisition Extract or SELA is used to submit English Language information about a student. It is recommended to be submitted when obtaining a new SSID. After that, only submit this when the student's status changes such as from EL to RFEP or from TBD to EL.
SELA Selection Criteria
Selection criteria to include student into this export:
- Student must have an SSID.
- The export will include only Primary enrolled students.
- Student must have an enrollment that overlaps the report Start Date and End Date.
- If student's English Proficiency currently is EL, TBD, RFEP, ADEL, the LEP Date is required.
- Depending on what the student's current English Proficiency is and whether the corresponding Date is between the report Start Date and End Date. Rules are defined below.
English Only (EO) Student Export Logic
In the event that a student's English Prof. = EO, then we will export the following dates (whichever comes first, and we will use that date to compare).
- State School Entry Date (Language details page)
- US Entry Date (Language details page)
- US School Entry Date (Language details page)
- District Enter Date (demographic details page)
- School Enter Date (demographic details page)
So for example, if you generate a SELA report using the dates of 8/15/2014 - 11/17/2014.
1. Does the student have a State School Entry Date? If blank, the tool moves to the next field. Otherwise if Yes, then does this date fall within the SELA report Start/End dates? If the date falls between, the student exports with the EO status and State School Entry Date as the SELA Effective Start Date. If the date does not fall between, the student is excluded from this export.
2. Does the student have a US Entry Date? If blank, the tool moves to the next field. Otherwise if Yes, then does this date fall within the SELA report Start/End dates? If the date falls between, the student exports with the EO status and US Entry Date as the SELA Effective Start Date. If the date does not fall between, the student is excluded from this export.
3. Does the student have a US School Entry Date? If blank, the tool moves to the next field. Otherwise if Yes, then does this date fall within the SELA report Start/End dates? If the date falls between, the student exports with the EO status and US School Entry Date as the SELA Effective Start Date. If the date does not fall between, the student is excluded from this export.
4. Does the student have a District Enter Date? If blank, the tool moves to the next field. Otherwise if Yes, then does this date fall within the SELA report Start/End dates? If the date falls between, the student exports with the EO status and District Enter Date as the SELA Effective Start Date. If the date does not fall between, the student is excluded from this export.
5. Does the student have a School Enter Date? If blank, the tool moves to the next field. Otherwise if Yes, then does this date fall within the SELA report Start/End dates? If the date falls between, the student exports with the EO status and School Enter Date as the SELA Effective Start Date. If the date does not fall between, the student is excluded from this export.
Concern 1: This will mean that the exports will not include an EO student who has a State School Entry Date of, for example 8/1/2005. This student is new to my district this year and I need to submit the student's EO status.
Basically, if the student truly has a State School Entry Date of 8/1/2005, that first CA district who enrolled that student in 2005, should have added the status for the student. If not and the student somehow never had a status reported, then please ensure that the student has a State School Entry Date populated in Illuminate, that falls within your report date range.
Concern 2: I see within CALPADS, that the student currently has an EO status effective X date that is owned by District 1. But doesn't CALPADS require/need that I add an EO record for my district/LEA, with a new effective date?
CALPADS currently only allows for one EO status, regardless of which LEA owns that EO record in CALPADS. CALPADS will NOT allow you to add a new EO record that is owned by you, if that status already is present. Oddly, CALPADS is a bit buggy too in that you may actually find some student scenarios where there are overlapping same status, from different districts/owners.
Concern 3: So it seems that this logic should only pull new EO students, such as TKs and Kinders?
That's correct. If you think about it for example, a new Kinder student should have a State School Entry Date that is pretty recent. If the student started Kinder with you on 8/25/2014, then most definitely the State School Entry Date should be equal to that (or somewhere within range). Having a State School Entry Date of 8/25/2014 and assuming you generate your report from 8/25/2014 - 11/1/2014, the export will find this student and export.
Concern 4: It seems that the State School Entry Date is the best match. Why do I need to bother with all those other fields (US Entry Date, US School Enter Date, etc)?
If you do have the State School Entry Date populated for all your students, you're definitely correct that you don't have to deal with our logic of looking at those other fields. Those fields were added into the formula as backups, in case you don't have a State School Entry Date populated. We have plans to take away those other fields and making State School Entry Date the only field to compare against the report dates.
For students new to the district but not new to CA, there should only be one initial Home Language Survey. If a new Home Language Survey is collected by the new district and the student is incoming from another CA school district, then the EL status should be verified with the previous district or by looking up the EL status in CALPADS to ensure the data is consistent from district to district.
EL, TBD, IFEP, RFEP, ADEL Student Export Logic
CALPADS expects that Illuminate export only students who have changes in English Proficiency status going forward. Illuminate will search for all students who matches the following logic, using the sample dates of 8/15/2014 - 11/17/2014:
- When the student's English Proficiency = (EL or TBD) and the LEP Date is between 8/15/2014 - 11/17/2014, Illuminate will export the student, the EL/TBD status, and LEP Date as the SELA Effective Start Date.
- When the student's English Proficiency = IFEP and the FEP Date is between 8/15/2014 - 11/17/2014, Illuminate will export the student, the IFEP status, and FEP Date as the SELA Effective Start Date.
- When the student's English Proficiency = RFEP and LEP Date is not blank and the Reclassification Date is between 8/15/2014 - 11/17/2014, Illuminate will export the student, the RFEP status, and Reclassification Date as the SELA Effective Start Date.
- When the student's English Proficiency = ADEL (to be used to identify Adult English Learners who are not considered English Learners for purposes of federal Title III funding or state-level accountability), please contact isisupport@illuminateed.net
For 2020-2021, the following 2 cases will NOT pull into the SELA Extract file:
- Student with EL if the LEP Date is on or after 7/1/2020
- Student with an IFEP Date on or after 7/1/2020
Where to Start
1. Click on the Reports tab.
2. Under Admin, select State Reporting.
3. Once on the State Reporting Tools page, select CALPADS Student English Language Acquisition (SELA) (NEW).
SELA Overview
You will land on the Home page. Note that there is a breakdown of exactly what you can do on this page. Also, if you would like ot view CALPADS Documentation, you can click on the button labelled as such.
Import SELA ODS Data from the State. The data is stored in staging tables that are used for comparison and generating batch submissions (i.e., the data is used to determine how state data needs to be updated).
1. Click on Choose File and select from the files stored on your computer.
2. Press Submit.
View SELA ODS Data: View the raw SELA ODS data based on your last SELA ODS Data Import.
Overview: Get the counts of all Additions, Changes, and No Changes to the SELA data.
1. Select your Site, Academic Year, Start/End Dates, Limits, Error Filter and considerations for 'changed' records.
2. Click Submit.
View Comparison Data: View what records need additions and/or changes as well as which records have not changed (based on most recent ODS Data Import).
1. Select your Site, Academic Year, Start/End Dates, Limits, Error Filter and considerations for 'changed' records.
2. Click Submit.
Sync Data: Copy CALPADS data into Illuminate.
1. Select your Site, Academic Year, Start/End Dates, Limits, Error Filter and considerations for 'changed' records.
2. Click Submit.
You can sync your ODS from CALPADS to update ELA Start Date, ELA Code, and Primary Language Code in Illuminate.
To override these fields in Illuminate with the data in your ODS:
- Go to Sync
- Click Sync Data for the appropriate ODS
- Delete any rows of data you do not want to override the values you already have in Illuminate
- Click Sync Data
When syncing, the *ELAS Start Date* from the ODS record will populate the following field for the student in Illuminate, based on the following conditional logic:
- If ODS EL status is *EO*, The *State School Entry Date* is updated with the ODS "ELAS Start Date".
- If ODS EL status is *EL* or *TBD*, The *LEP Date* is updated with the ODS "ELAS Start Date".
- If ODS EL status is *IFEP*, The *FEP Date* is updated with the ODS "ELAS Start Date".
- If ODS EL status is *RFEP*, The *Reclassification Date* is updated with the ODS "ELAS Start Date".
If you look at it, it really just is the opposite (same rule) as the requirements to include that record in the SELA extract
Made a mistake? You can rollback the sync by clicking Rollback Data
Syncing will take the values in your ODS and replace the fields in Illuminate. Before syncing, verify you are aware of which data is more up-to-date for your students.
Create a SELA submission file. This feature depends on current and accurate data from the state.
1. Select your Site, Academic Year, Start/End Dates, Limits, Error Filter, Considerations for 'changed' records, Include Changed Records, and Include New Records.
2. Click Submit.
3. At this point you can choose to Go to CALPADS to submit.
Next Steps
Now that you have successfully learned how to use and submit SELA, the next submission for Fall 01 is SPRG or Student Programs!