Reports in CalSAAS

CalSAAS reports become available for users to access after an assignment monitoring cycle has concluded and CTC has finalized the resulting data. Further guidance related to CalSAAS reports can be found below.

Report Scope

The reports available to a CalSAAS user are based on the user's role and scope.

Report Scope Options:

  • State Report*: accessible to all CalSAAS users
  • County Report: accessible to County level users only
  • District Report: accessible to all user roles, with the exception of charter users
  • School Report: accessible to users if the school is within the user's scope

*Due to 2019-20 being a nonconsequential year, state level reports do not display county level misassignment data.  This information will be available in future reporting cycles. 

Report Type

The types of reports available in CalSAAS include Summary, Detail, Superintendent, and Exception History Reports. Descriptions of the report types are as follows.

  • Summary Report: contains only aggregate data. Summary reports are available at the State, County, District, and School level. The first page of a Summary Report includes an overview of the total number of assignments and total number of exceptions. It also contains a breakdown of total Appropriate Assignment determinations, Local Assignment Options, TPSL Placements, and Misassignments (including Misassigned, Vacancies, 2019-20 Charter, Corrected MA, and MA Reported Misassignments). These Misassignments are further displayed by Level, Setting, and top 10 Misassignments by Disability Area and General Education Broad Subject.

  • Detail Report: Excel file containing more specific details related to the assignments, such as the setting, subject, determination, school name, charter school indication, educator's name and educator's SEID. Detail reports are available at the District and School level for appropriate user levels.

  • Superintendent Report: contains a letter for the Superintendent which identifies the total number of misassignments for the monitoring cycle, as well as a Summary Report for the district. Superintendent reports are only available at the District level.
  • Exception History Report: intended for record keeping purposes, this Excel file contains details found in the History window of exceptions, capturing the communication between LEA and Monitoring Authority. Report includes details of the exception, the name of the user who modified the record, the date and time it was modified, changes to status and determination, as well as comments and the name of any attachments added. Note, attachments are not included. Any documents uploaded into CalSAAS should be kept on file at the LEA for future reference.
  • Hidden Predetermined Exceptions Report: Excel file containing exceptions that are predetermined as EC 44865, EC 76004, and T5 80005(b), which are not displayed in the CalSAAS user interface. Unlike other reports, this one can be accessed during the monitoring cycle, prior to the Commission's finalization of exceptions. Local education agencies and monitoring authorities may chose to review and audit these predetermined exceptions for accuracy during the monitoring cycle. If misassignments due to inaccurate CALPADS reporting are discovered during such an audit, monitoring authorities may capture these misassignments using the MA Reported Misassignment feature. Note, these Predetermined Local Assignment Options are included in the totals listed within reports at the end of the monitoring cycle.

How to Access Reports

  1. Logged into CalSAAS, from any page, click on the word Reports in the banner on the top of the page. Screenshot of the banners on the Assigned Schools Dashboard in CalSAAS. Arrow pointing to "Reports" in the banner.
  2. When the Reports page opens, make a selection in the Report Scope, Report Type, and Year sections using the dropdown menus. Screenshot of the Reports section of CalSAAS. Arrow pointing to the "Report Scope", "Report Type" and "Year" drop down sections.
  3. After making your selections in all sections listed, click Generate ReportScreenshot of the Reports section of CalSAAS. Displays an example of the following completed selections. "Report Scope": County, "County": Alameda, "Report Type": Summary, "Year": 2018-19. Arrow pointing to the "Generate Report" button.
  4. Based on the type of report selected, either a PDF or Excel file will be generated. Where the downloaded file appears will vary based on your computer's settings, however it may appear as downloaded at the bottom of your screen, as shown below: Screenshot of the Reports section of CalSAAS. Displays an example of completed selections. Arrow pointing to a County Report which downloaded in the bottom left hand corner of the user's screen.
  5. To view or print the report, either click on the document or use the arrow to select how you would like to open the document.

Downloading CSV file or PDF file

Detailed exception data may be accessed anytime during the assignment monitoring cycle by downloading a CSV or PDF file of selected exceptions. The CSV and PDF Export feature is accessible from any Exception screen (AllReviewMA CompletedReturnedUndetermined). After a monitoring cycle has concluded this feature remains accessible to users until data for the next monitoring cycle is produced in CalSAAS. Note, the CSV and PDF files include more granular data than is provided in Reports, including the educator's name and SEID, CDS code, school name, exception status, exception type, exception value, determination, and charter indicator.

How to access the CSV or PDF files:

  1. From any Exception screen, use the filters on the left hand side of the screen to narrow down the selection as needed. In the table, users have the option to further narrow down the selection by selecting the checkmarks next to the exceptions.
  2. To export the filtered data, click either CSV or PDF button. Screenshot of the All Schools Exception Search screen. Filters selected: Assigned Exceptions, Determination: Vacancies, Status: MA Review. Checkmarks selected for exceptions in the table. Arrow pointing to "CSV" button.
  3. The selected file type downloads according to your computer settings. After opening the downloaded file, users have the ability to manipulate the data as needed outside of CalSAAS.

Downloading Exception History

The Exception History Report is an Excel file which includes information found in the History window of exceptions, capturing changes to an exception's status, determination, and communication between LEA and Monitoring Authority. This report can be accessed by following the steps outlined within the How to Access Reports section above, and selecting "Exception History" from the Report Type drop down menu.

Superintendent Reports

The Superintendent report states that Education Code ยง44258.9 requires that misassignments be corrected within 30 calendar days. All misassignments identified during this cycle were corrected by virtue of the school year ending. 

 

We do not expect Local Education Agencies (LEAs) to take any additional action to correct misassignments at this point. However, this information is provided because we do think there is value in knowing what is expected and required.

Downloading Hidden Predetermined Exceptions Report

The Hidden Predetermined Exceptions report is an Excel file containing predetermined Local Assignment Options, which are not displayed within the CalSAAS user interface, including those predetermined as EC 44865, EC 76004, and T5 80005(b). This report can be accessed by following the steps outlined within the How to Access Reports section above, and selecting "Hidden Predetermined Exceptions" from the Report Type drop down menu.

These exceptions were identified in the following ways:

  • T5 80005(b)
    • An assignment reported in a course that the Commission identified as being authorized by T5 80005(b)
    • A course identified as being a facilitated online courses (Online Course Instruction Type 2)
  • EC 44865
    • Any assignment in which the educator does not hold the appropriate credential but meets criteria for Local Assignment Option 44865 via having a full credential and being assigned at alternative school or in an alternative setting (independent study or home hospital)
  • EC 76004
    • Assignments that were reported as being dual or concurrent enrollment

Note: Local Assignment options reported in CALPADS are predetermined but not hidden.     

Updated September 21, 2021