CALPADS Information Meeting

October 2014 CIM, Slide 1

CALPADS Information Meeting

October 21, 2014

This presentation may be downloaded from:https://csis.fcmat.org/Pages/October-21,-2014-CALPADS-Information-Meeting-(CIM).aspx

https://csis.fcmat.org/Pages/October-21,-2014-CALPADS%20Information%20Meeting%20(CIM).aspx

https://csis.fcmat.org/Pages/October-21,-2014-CALPADS%20Information%20Meeting%20(CIM).aspx


Agenda Review

Procedures for Asking Questions

CALPADS Update

CALPADS Support Update

CALPADS Q & A

Next Meeting

Agenda


Procedures for Asking Questions To ask a question:

Click on the “Chat” in the upper right-hand section of your screen to open the chat box.

In the “Send to” dropdown, select “Presenter” Type your question in the chat box and press “Send”

We will:

Respond to questions during the meeting as time permits

Send the report to all attendees if the question applies to the entire group; otherwise, we’ll send a response to the person who asked the question

Address unanswered questions via individual responses, an upcoming Flash, or in additions to FAQs


CDE UpdateJessica Barr, Administrator

CALPADS/CBEDS/CDS Operations Office, CDE


CDE UpdateTopics

2014–15 CALPADS Fall 1 and 2

Future Functionality

Local Control Funding Formula

Foster Youth

Assessment and Accountability Update

Final Points


2014–15 Data Collection CalendarCensus

DayPrimary

DataCollection Window

Certification Deadline

AmendmentWindow

Fall 1 October1

• Enrollment• Graduates/ Dropouts• Immigrants• English Learners• Free or Reduced Price

Meal (FRPM) Eligible

October 1to

December 12

December 12 December 13 to

February 13

Fall 2 October1

• Course Enrollment• Teachers• English Learner

Services

October 1to

March 6

March 6 March 7 to

April 2

End of Year 1-4

n/a• Courses• Grades• Career Technical

Education • Program Participation• Discipline• CAHSEE Waivers and

Exemptions

June 1 to

July 31

July 31 August 1to

September 4


CALPADS Fall 1 LEAs that certify CALPADS Fall 1 by the

December 12 certification deadline will receive a preview of:

• Unduplicated Pupil Count (UPC)

• Census day enrollment

LEAs that fail to certify by the end of the amendment window will have no official enrollment counts

High School districts that fail to certify will have no official graduate or dropout counts and will fail Adequate Yearly Progress (AYP)


CALPADS Fall 2

Student course enrollment will be required for ALL schools in 2015–16, including alternative education schools and independent study charter schools

Change requests


Highlights for 2014–15 CALPADS data are critical to funding, accountability,

and assessment Unduplicated count of disadvantaged students for

LCFF Student demographic, enrollment, and program data

from Operational Data Store used to: • Register students for the California Assessment of Student

Performance and Progress (CAASPP) assessments

• Provide data for reporting the California English Language Development Test (CELDT) results

• Determine accountability subgroups


Future Functionality 2014–15

• Redesign Assessment functionality

• Restructure Assessment and Accountability

• Build new CAASPP reports

• Small changes to discipline collection in order to use CALPADS Special Education discipline data for federal reporting instead of CASEMIS

• Cohort Report

2015–16• Snapshot Redesign

• Create View Only module in CALPADS


CALPADS and Local Control Funding Formula LEAs will continue to certify Report 1.17 –

FRPM/English Learner/Foster Youth Count Report has been modified slightly to leverage

weekly foster data• Foster students in an out-of-home placement are

eligible for free meals – so show up under FRPM

• Foster students in family maintenance are not eligible

Foster data in Report 1.17 will “freeze” when LEAs certify report

Foster data will begin showing up in late October/early November

11


CALPADS and Local Control Funding Formula

Change in required household income data collection for Provision 2 and 3 and Community Eligibility Provision (CEP) schools:

• Must collect alternative household income forms every 4 years during a LCFF “base year”

• LCFF base year may be the same as the year used to establish the base for Provision 2/3 – in this case National School Lunch Program application forms may be used

• Must collect alternative income forms for new students transferring to the school within the four years

• Must annually report to CALPADS, students found eligible in LCFF base year

12


CALPADS and Local Control Funding Formula

New County Office of Education (COE) LCFF Count Report

• Certification Report 1.19 COE LCFF- Count will be released in November

• Report will show for each county, the count of students whose funding will remain at the county, and count of students whose funding will be attributed back to the district of geographic residence

• CSIS will conduct specific training for COEs

13


CALPADS and FosterFoster Youth

• CALPADS will have new reports, updated weekly, that show current foster students

• Weekly foster reports are different than most CALPADS reports:

• Do not require certification

• Are not used for state or federal reporting

• Purpose of reports are to assist COEs, districts, and schools to better coordinate services for foster youth

• Reports provide social worker and educational representative name and phone number


CALPADS and Foster

Foster Youth (cont.)• COEs, districts, and schools should establish

business processes for routinely using the information provided in the weekly reports

• Summary data can inform LCAP goals and activities, helping determine need for services and resource allocation at the COE, district, and school levels

• Individual level data should be used to coordinate services for individual foster students


CALPADS and Foster

How are LCFF Foster Youth Identified?• CDSS is the authoritative source for who an LCFF

Foster Student is

• Definition was clarified to include both students who are in out-of-home placements and students who are at home receiving family maintenance services

• In order to be an LCFF Foster student, that youth must be in the CDSS file provided to CALPADS

• CALPADS maintains all Client and Case IDs received from CDSS regardless if the foster youth is matched to CALPADS data


CALPADS and Foster

How are LCFF Foster Youth Identified? (cont.)

• The goal is for the statewide match in CALPADS to eventually be the sole source of identifying foster students, eliminating the need for local matching between LEAs and county welfare departments

• However, until the statewide match has been established, local matches may continue to occur so LEAs/schools may serve foster youth as required by their Local Control and Accountability Plans (LCAPs)

• CDSS will be communicating to county welfare departments the methodology being used to pull students from their system


CALPADS and Foster

How are LCFF Foster Youth Identified? (cont.)

• Recognizing that LEAs may identify foster students through local matches who are not matched at the state level, functionality will be provided (January 2015) for LEAs to “look-up” a student using a Client or Case ID

• If Client or Case ID exists in CALPADS, the student will be tagged in CALPADS as foster and will then show up in reports

• LEAs will not be able to submit a foster status for a student to CALPADS through a program record


CALPADS and Foster

Foster Youth (cont.)

• The California Department of Social Services (CDSS) is finalizing the process for automatically creating the file from their system

• Once the CDE receives a final file, it will be tested and then released – current projection for this release is late October/early November

• For more information refer to the LCFF Foster FAQs posted from the CDE Web page (not CALPADS page)


Assessment Update CALPADS Assessment functionality redesign in

progress

Managing suspense

Data used for multiple assessments

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&docid=1jnewELfKFdjcM&tbnid=Rp63g7f4b5sofM:&ved=0CAcQjRw&url=http://www.mycutegraphics.com/graphics/school/school-kids/student-using-computer.html&ei=kko4VNGaA4ypogSws4KACw&bvm=bv.77161500,d.cGU&psig=AFQjCNHiCbuqyppDrkiAXGwOpiurzwE1wg&ust=1413061662515420


Data Readiness: CALPADS CALPADS is the sole source for student

demographic, enrollment, and program data for the student test registration system known as the Test Operations Management System (TOMS).

TOMS replaces TIDE

Updates to these data must be made in CALPADS. LEAs cannot update student demographic, enrollment, or program data in TOMS

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&docid=kf8waD4-ZJz6NM&tbnid=59Ky21LxLTIryM:&ved=0CAcQjRw&url=http://dundalkstadium.com/team-buildings/&ei=wUs4VPTmAcqqogTC3YHIBw&bvm=bv.77161500,d.cGU&psig=AFQjCNG0zaWu0zWo-8R5-6xlp16fikkMwA&ust=1413061882877691


Data Readiness: CALPADS

Student accommodations and designated supports:

Are not collected in CALPADS.

Cannot be uploaded by the local educational agency (LEA) until CALPADS data is available in TOMS (e.g., new enrollments must be uploaded to TOMS prior to accommodations for the newly enrolled student).


Smarter Balanced

• Interim

• Summative Pre-Identification (non-Smarter Balanced

assessments) Charter schools

• Direct funded: Test independently (per EC Section 60603)

• Locally funded: Test with Authorizer (per CAASPP Regulations)

• NOTE: Independently Testing Charters are NOT the same as Independently Reporting Charters in CALPADS. Some charters may be testing differently than how they report to CALPADS.

Data Readiness: CALPADS

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&docid=glHmG2cpgjKAUM&tbnid=RjkbA_Gik1M-yM:&ved=0CAcQjRw&url=http://faculty.faytechcc.edu/professional_dev/Advising_Modules/Campus_Resources/campus_resources_print.html&ei=ik04VO_OIZK0ogSujYCgAg&bvm=bv.77161500,d.cGU&psig=AFQjCNFskZNu7NJTdpY3I2RYTZuCEao9AQ&ust=1413062387049950


Student Test Registration

Local Educational

Agency

Test Operation Management System

(TOMS)

CALPADS

Student-leveltest registration

Student-levelCALPADS submission

Student-levelaccommodations*

* Reference Smarter Balanced Usability, Accessibility, and Accommodations Guidelines(http://www.cde.ca.gov/292859)


CALPADS to TOMS

25

Update CALPADS

ODS Continuously


2014–15 Timeline

July 1, 2014 June 30, 2015January

July 1, 2014

Begin CALPADS enrollment

Dec 12, 2014

CALPADS Fall 1 certification deadline

Feb 13, 2015

Fall 1 Amendment

Window Deadline

June 1, 2015

CALPADS End-of-Year opens

Operational Data Store (ODS)-CALPADS LEA administrators maintain current enrollment

July - June

March 6, 2015

CALPADS Fall 2 Certification Deadline

April 2, 2015

Fall 2 Amendment Window Deadline

Oct 1, 2014CALPADS

Fall 1And

Fall 2 Open

Sep 17, 2014CALPADS Training

for CAASPP

NovemberTOMS Test Registration

Module Release


CALPADS to TOMS

What is CALPADS sending to TOMS?

• CALPADS sends all open enrollments with enrollment status = 10 (Primary) or 30 (Short term), for grades K-12.

• Concurrent Enrollments (CCEs) – the record with the most recent enrollment will be sent to TOMS.

CDE will provide LEAs a mapping from the TOMS Test Registration expected fields to the CALPADS field element that is used to populate and/or derive the information in the near future.

27


TOMS Test Registration Interface


TOMS Test Registration Interface

Currently under development


Critical Data Points for Testing Section 504 (CALPADS Education Program

Code – 101)

Special Education (CALPADS Education Program Code – 144)

Home/hospital and independent study

Non public schools


CALPADS AYP Reports The CDE has created new CALPADS reports for all

high schools and high school districts that received a 2014 Adequate Yearly Progress (AYP) Report.

The CALPADS AYP reports provides information on all students that took the 2014 California High School Exit Examination (CAHSEE) and the California Alternate Performance Assessment (CAPA).

LEA and School Summary and Detail

Available late October


Final Points

Recognition Program Data Privacy and Security Collaboration Resources – CDE

CALPADS Web page http://www.cde.ca.gov/ds/sp/cl/

http://www.cde.ca.gov/ds/sp/cl/




CALPADS Support UpdateMartha Friedrich

Client Services Officer, FCMAT/CSIS


CALPADS Support UpdateTopics

EOY Submission Statistics New / Revised Functionality Fall Submission Strategies Recognition Program Support Tips


EOY Submission Statistics• EOY Deadline Met

SubmissionExpected LEAs

Total Certified

Percent Certified

EOY 1 1504 1395 92%EOY 2 1704 1693 99%EOY 3 1704 1686 99%EOY 4 848 837 99%


Impact of Change - SENR• Student Enrollment File (SENR)

• Yearly enrollments updates • Enrollment start date

• Grade Level moved under Student Enrollment

• Grade Level edits for multi-year enrollments

• School Transfer reporting expectations

• New Exit code E150 and E155

• SSID extract includes SELA results


Reconcile Grade Level Counts

37

Grade and Gender columns can be expanded by pressing the box to the left with the “+” sign and collapsed by pressing the “-” sign


Impact of Change - SINF• Student Information File (SINF)

• Reduce upload frequency

• Initial US School Enrollment (CERT113)


Impact of Change - SPRG• Student Program File (SPRG)

• Membership code defaults

• Program exit automated

• No Foster program code

• New code for Homeless & new element for Dwelling Type


Impact of Change - SELA• Student English Language Acquisition

(SELA)• Requires SE role for batch and online

• Retains one status type per SSID

• EO (English Only) Status Date

• 2014-15 Reports will use most recent Effective Date regardless of LEA ownership

• Fatal Errors - SELA GERR005, SELA0283, SELA0285


Reconcile ELAS Counts


Change to Reports

• Reports 1.1, 1.6, 1.9, 1.17, & 2.1 and related supporting reports modified

• Report 1.18 now includes detail foster

• Reports will use data from new data sources


New Validations Rules (IVRs)• CERT110 (Warning) – Checks for invalid Open

or Closed Title I Part C Migrant Record

• CERT112 (Fatal) – Ensures all Students are exited by the end of the school year

• CERT113 (Fatal) – Checks for missing Student Initial US School Enrollment Date

• CERT114 (Fatal) – Checks that a subsequent enrollment is present following an E150 exit


Modified Validations Rules (IVRs)

• CERT014 – Severity changed to Warning – warns when there is a 20% or more difference in number of graduates from last year

• CERT067 – Severity changed to Fatal and validation now modified to trigger when a student enrolled on Census day and has no SELA record


Retired Validations Rules (IVRs)

• CERT101 (Warning) – Warns when primary residence category code is missing, invalid, or not current within the LEA enrollment

• CERT093 (Fatal) – Ensures ELAS Start Date is not blank or after Record Effective Start Date

• CERT094 (Fatal) – Checks for missing required SELA SINF data: ELAS Code, Status Start Date

• CERT003 (Fatal) – Ensures an effective student information record is present for a student


Summary of Changes and Impact

Many fields removed from SINF

• SINF is only needed if information has changed or is new compared to what is in CALPADS

Grade Level field comes from the SENR file (SINF no longer the source)

• No need to submit the SINF file during Fall1 for all students if information is current in CALPADS



English Language Acquisition data now reported through new SELA file instead of SINF file• ELAS data only needs to be reported if no

ELAS data exists in CALPADS or if the status has changed

• LEA Admin must assign SELA role

Primary Language removed from MID detection• Possible increase in MID anomalies for an LEA



No more multiyear enrollments All students must be exited every year

New exit codes E150 and E155 added.

• Mid-year grade changes within a school must be reported with E150

New Program code for Homeless

• Must report program records for homeless students


Summary oF Changes and Impact

Program Membership Code automatically established

• No need to populate the Education Program Membership Code

Program records auto close with SENR exit

• No need to submit exit records for many programs

• Code 181/182 still require exit date.


Summary oF Changes and Impact

Foster youth definition has changed for LCFF reporting and weekly match will be added

• High percentage foster youth will be automatically identified in CALPADS. New User Interface (UI) will provide mechanism for LEAs to check for additional matches.


NSLP Data Collection for Provision 2/3 Schools

Income VerificationUsing alternative applications required at least every 4 years

Required for new students

Student Program records must be submitted annually

181Free

Meals

182Reduced

Price Meals

2017 2018 2019 2020

2013 2014 2015 2016

51


Foster Youth Identification

Weekly MatchCALPADS will search the CDSS data for matches in two ways:1. First Name, Last Name, Date of Birth, and LEA enrollment2. Student address when enrollment is missing

Manual Match • New User Interface (will be available in Jan-2015 release)• 10-digit Foster Client ID or 19-digit Foster Case ID Required

* Includes counts for matched foster students enrolled on census day

(Not Certified)

Report 1.17 – Certification Report*Report 1.18 – Supporting Report

Two Snapshot Reports Two new ODS reports

Ongoing foster youth data from ODS

Fall – 1 Snapshot Data Ongoing ODS Data

52


LCFF FAQ

http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp




Common Issues

SELA status may change when MID resolved – use Anomaly report 9.2 to view resolved MIDs in Academic Year

EO status date

Must convert the historical continuous enrollment in order to edit in OM

13-14 ODS version of 1.17 (LCFF) report no longer available (use 8.1 student profile if needed)


Known Issues – High Profile

3514 - SPRG - GERR0001 error triggers on not required Education Program Membership Code

3523 - ODS report 8.1 Student Profile List - Duplicate rows for several students exist

3518 - Snapshot 2.9 English Language Acquisition Status - Census Comparison Report displays inflated EL counts

3528 - Snapshot 8.1c report includes dropout entries for students that have a subsequent enrollment (not a dropout)


Future Changes October/November –

• Weekly report, 5.6, 5.7 Foster Youth Enrollment• New COE LCFF report for Disciplinary, Juvenile

Court and Other students, report 1.19 and 1.20

January –• Foster Youth UI that allows LEAs to enter a

Client ID to match against the CDSS foster youth data

• Report 5.8, Former Foster Youth Enrollment Count & 5.9, Student Level Report


Important Dates

Census DayOct. 1st

Certification deadlineDecember 12

Amendment deadlineFebruary 13

57

CALPADS Calendar:http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp


Fall - 1 Suggested MilestonesNow – 10/2 Complete Fall 1 data population in local SIS

Post SENR, SPRG, SELA & optional SINF files10/25 – 11/3

Resolve anomalies, resolve certification errors, review certification reports and update records if necessary11/4 – 11/21

Certify Fall-1 (level 1 & level 2)12/8 – 12/11

10/2 – 10/24

Upload SENR, SELA, and SPRG files. Review validation errors and reconcile as needed (SINF optional)

Send reports to site leaders for approval11/25 – 12/5

58


Submission Strategies Fall Certification Errors and Reports

• Resolve fatal errors first

• Review and reconcile aggregate reports

• Start with 1.1 or 1.5

• Refer to Report Mapping Guide

• Use supporting reports to assist in reconciliation

• Use warnings for trend analysis

• Fix local data and re-upload as needed


Submission Strategies Why meet the Fall 1 deadline?

• Preview DataQuest

• County Office of Education reviews LEA’s Certified Reports

• Avoid CDE letter to Superintendent

• Poised to succeed with Fall 2

• Preliminary Accountability reports

• Be a kind and courteous neighbor


Fall - 2 Suggested MilestonesNow – 11/3 Complete Fall 2 data population in local SIS

Post SDEM, SASS, CRSE, SCSE files12/15/14 – 1/9/15

Resolve certification errors, review certification reports and update records if necessary

1/12/15 – 2/20/15

Certify Fall-2 (level 1 & level 2)3/2/15 – 3/5/15

11/3 – 11/28 Upload SDEM, SASS, CRSE, SCSE files. Review

validation errors and reconcile as needed

Send reports to site leaders for approval2/23/15 - 3/2/15

61


Submission Strategies Fall 2 Certification Strategies

1. Complete Fall 1

2. Submit and post Staff Demographics

3. Submit and post Staff Assignments

4. Submit and post Course Section

5. Submit and post

Student Course Section

12

4

5

3


Fall 2 High Profile CRSE0127 - Invalid NCLB Core Course

Instructional Level Code

CERT063 - EL Student Reported for Whom No Services are Indicated

CERT108 - Total FTE to Total Staff ratio is greater than 1.25 or less than .75


Submission Strategies

Set Up Accounts Submit Data

Reconcile

Review/ Certify

County Level

Approval


Submission Strategies

Fall 1

Fall 2

10/2

CensusDay

September

Populatelocaldata

10/24

Uploaddata

11/28

Uploaddata

12/12

Fall 1due

3/6

Fall 2due

Populatelocaldata

CensusDay

2/20

Reviewreports

11/21

Reviewreports

2014 2015


Recognition Program

Training and Data Management Recognition


Recognition Program

Training Recognition Program Goals

• Encourage training registration/participation

• Increase CALPADS proficiency

• Acknowledge individual effort


Recognition ProgramTraining Recognition Criteria

Attend Nine CALPADS Training Courses:

• Essential 1- 4

• Fall 1or Fall 1 Advanced Reporting & Certification

• Fall 2 Data Population

• Fall 2 or Fall 2 Advanced Reporting & Certification

• EOY 2 and 3

• EOY 1 and 4


Recognition Program

Training Recognition Criteria

• Training Registration and Lync log-in

• Attended Webinar session

• OR

• Watched Self-Paced course


Recognition Program

Data Management Recognition Goals

• Adopt data management best practices

• Certify data collection on time

• Acknowledgement of:• LEAs and the data team involved

• LEAs that meet deadline

• LEAs that maintain quality data


Recognition Program

Data Management Recognition Criteria

CALPADS Data Submissions Certified by:• December 19, 2013 – Fall 1

• March 28, 2014 – Fall 2

• July 18, 2014 – EOY1

• July 18, 2014 – EOY2

• July 18, 2014 – EOY3

• July 18, 2014 – EOY4


Support Tips Expedite Support Response Time

• Reference Known Issues

• Advise site users to contact LEA Admin

• Configure Security Questions

• Use email or web form

• Include Job ID, SSID, SEID, Error Number


Support Tips Help Yourself First

• Reference key documents before contacting support:

• Quick Reference Guides (Help function of CALPADS)

• System documentation on CDE website: http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

• Check the Upcoming Events on the main CALPADS portal

• Subscribe to the CALPADS one-way listserv

• Attend Training or Use Self Paced Trainings

• Attend Q & As


http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp


Training Opportunities

• http://csis.fcmat.org/Pages/Trainings.aspx

• http://csis.fcmat.org/Pages/Self-Paced-Training.aspx

• Basic courses

• Advanced courses

• Self-Paced Training Modules

Create a CSIS/FCMAT account to register for training

Support Tips

http://csis.fcmat.org/Pages/Trainings.aspx

http://csis.fcmat.org/Pages/Self-Paced-Training.aspx

http://csis.fcmat.org/Pages/Self-Paced-Training.aspx


Support Tips Resources

• Release Updates and Known Issues

• Error List (now available from “Help”)

• Flash Updates

• Data Guide

• Self-Paced Training Modules

• Glossary (User Guide)

• Job Aides (Report Mapping Guide)

• FAQs

• NEW! Wiki with mini self-paced tutorials


Next Meeting


April 21, 2015from 9:30 – 11:30

Next Meeting

WebEx Meeting from Sacramento

• Accessible via the internet

• No physical locations

Documents

CALPADS Information Meeting