Essential 1 CALPADS Data Coordinator Orientation CALPADS and
beyond
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Whos Supposed to Be Here New Data CoordinatorsNew to Education
Essential 1 - CALPADS Data Coordinator Orientation September 23,
2014 2
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Agenda Essential 1 - CALPADS Data Coordinator Orientation
September 23, 2014 Resources Statewide Education Systems Next Steps
Assessments and Accountability Data Management Objectives 3
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Essential 1 - CALPADS Data Coordinator Orientation September
23, 2014 4
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Objectives CALPADS Data Collections and Workflow CBEDS-ORA,
OPUS-CDS, CARS, Carl Perkins Assessments and Accountability How
systems link Statewide Education Systems Key Roles in CALPADS
Reporting Data Management Teams Data Security Introduction to Data
ManagementResources to support reporting and data management
Participants will have an understanding of: Essential 1 - CALPADS
Data Coordinator Orientation September 23, 2014 5
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Statewide Education Systems Essential 1 - CALPADS Data
Coordinator Orientation September 23, 2014 6
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Statewide Systems California Longitudinal Pupil Achievement
Data System CALPADS California Basic Educational Data System Online
Reporting Application CBEDS-ORA Online Public Update for Schools -
County-District-School OPUS-CDS Consolidated Application and
Reporting System CARS Essential 1 - CALPADS Data Coordinator
Orientation September 23, 2014 7
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A Foundation for Student Data Essential 1 - CALPADS Data
Coordinator Orientation September 23, 2014 Smarter Balanced
Accountability Subgroups LCFF 8
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Working with CALPADS Essential 1 - CALPADS Data Coordinator
Orientation September 23, 2014 Web-based Application Username and
Password Required Each LEA has a CALPADS LEA Administrator LEA
Administrator or CALPADS Coordinator submits data 9
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CALPADS California Longitudinal Pupil Achievement Data System
http://www.cde.ca.gov/ds/sp/cl/ http://www.cde.ca.gov/ds/sp/cl/
Collects student enrollment, demographic, program participation,
course enrollment and completion, discipline, certificated staff,
and statewide assessment data Data uploaded from local student
information systems Or from custom systems, Excel templates, online
entry Data are used to track students over time Fulfill state and
federal reporting requirements Provide information about students
and schools to state decision-makers, parents, community and
researchers Essential 1 - CALPADS Data Coordinator Orientation
September 23, 2014 10
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Application Design Essential 1 - CALPADS Data Coordinator
Orientation September 23, 2014 SYSTEM COMPONENTS 11
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Introduction to CALPADS LEAs submit data throughout the year to
keep CALPADS up-to-date Recommend every two weeks for new
enrollments and exits CALPADS data pulled to match with other state
databases, assessment identification, and accountability
calculations CALPADS processing based on identifiers Statewide
Student Identifiers (SSIDs) covered in Essential 3 At specific
times during the year, CALPADS will take snapshots from the data in
the ODS for state and federal reporting requirements Essential 1 -
CALPADS Data Coordinator Orientation September 23, 2014 12
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Data Submission Process Local Student Information System Data
extracted from local SIS Upload files Posted records processed
Overnight Processing Posted records processed Overnight Processing
Passed Records Errors Data Matches Assessments Accountability
Essential 1 - CALPADS Data Coordinator Orientation September 23,
2014 Staging Area Operational Data Store Uploaded files processed
using Input Validation Rules and compared to CALPADS data 13
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Statewide Identifiers Statewide Student Identifier (SSID)
Statewide Educator Identifier (SEID) Requested through CALPADS All
local education agencies are required to assign and maintain SSIDs
for enrolled students Follows student throughout K-12 for more
accurate reporting of enrollment, dropout, graduation rates Issued
by the CCTC Required for all educators working in the K-12 public
schools in a position that requires a credential or authorization
LEAs work with their County Offices of Education to obtain SEIDs
Unique, 10-digit, randomly generated, non-personally-identifiable
number Essential 1 - CALPADS Data Coordinator Orientation September
23, 2014 14
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CALPADS Data Collections Fall 1 As of info day Enrollment as of
Info Day CompletersDropouts FRPM/English Learner/Foster Youth Count
English Learners Students Reclassified Title III Eligible
Immigrants Fall 2 As of info day Course Enrollment as of Info Day
English Learner Services Certificated Staff Assignments NCLB Core
Course Compliance EOY 1 July 1 Jun 30 7-12 Course Completions
Career Tech Ed Participants, Pathways, and Completers EOY 2 July 1
Jun 30 Program Participation Homeless Counts EOY 3 July 1 Jun 30
Discipline Incidents and Actions Persistently Dangerous Offense
Expulsions EOY 4 July 1 Jun 30 CAHSEE Waivers and Exemptions
Essential 1 - CALPADS Data Coordinator Orientation September 23,
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Data Submission/Certification Process Local Student Information
System Data extracted from local SIS Upload files Posted records
processed Overnight Processing Posted records processed Overnight
Processing Certification Errors Passed Records Certification
Reports Errors Report Review and 2-Level Certification Report
Review and 2-Level Certification Staging Area Operational Data
Store Uploaded files processed using Input Validation Rules and
compared to CALPADS data State Reporting Snapshots Essential 1 -
CALPADS Data Coordinator Orientation September 23, 2014 16
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OTHER REQUIRED ANNUAL REPORTING Essential 1 - CALPADS Data
Coordinator Orientation September 23, 2014 17
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CBEDS-ORA Essential 1 - CALPADS Data Coordinator Orientation
September 23, 2014 Web-based Application Username and Password
Required Data Reported as of Information Day 1 st Wednesday in
October California Basic Educational Data System Online Reporting
Application http://www.cde.ca.gov/ds/dc/cb/ Aggregate Data
Reporting including School Calendars Educational Options Students
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OPUS-CDS Essential 1 - CALPADS Data Coordinator Orientation
September 23, 2014 Online Public Update for Schools -
County-District-School http://www.cde.ca.gov/ds/si/ds/opuscds.asp
Web-based Application Username and Password Required Notify CDE of
updates to the Public School Directory throughout the year Contact
information Key personnel Agency name School type Grade span
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CARS Data collected from the CARS are used primarily for:
Meeting federal categorical program reporting to the U.S.
Department of Educations (ED) EDFacts System; Providing data to
state program staff; Providing supporting documentation during
federal audits and on-site reviews; and Responding to Public
Records Act (PRA) requests Essential 1 - CALPADS Data Coordinator
Orientation September 23, 2014 Consolidated Application and
Reporting System http://www.cde.ca.gov/fg/aa/co/cars.asp 20
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Assessments and Accountability Essential 1 - CALPADS Data
Coordinator Orientation September 23, 2014 21
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Smarter Balanced Essential 1 - CALPADS Data Coordinator
Orientation September 23, 2014 Smarter Balanced Assessment
Consortium (SBAC) Multistate consortium developing student
assessment system aligned with a common core Designed to measure
student progress toward college and career readiness Demographic
data from CALPADS Digital Assessments 22
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Assessment Programs Essential 1 - CALPADS Data Coordinator
Orientation September 23, 2014 California Assessment of Student
Performance and Progress (CAASPP) Standardized assessments
undergoing transformation to align with Common Core Smarter
BalancedSmarter Balanced system of assessments for mathematics and
Englishlanguage arts CAPA: California Alternate Performance
Assessment English language arts and mathematics, in grades 3 8
*CMA: California Modified Assessment English language arts and
mathematics, in grade 11 *CST: California Standards Test Science
for CST*, CMA*, CAPA*, in grades 5, 8, and 10 23
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Assessment Programs California English Language Development
Test (CELDT) Initial assessment for new students with home language
other than English to determine English fluency Annual assessment
for English Learners California High School Exit Exam (CAHSEE) CA
high school students must pass CAHSEE to earn a high school diploma
Some students with disabilities do not have to pass Administered to
students in Grade 10 Students have multiple opportunities to pass
Essential 1 - CALPADS Data Coordinator Orientation September 23,
2014 24
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Accountability Academic Performance Index (API) Measures the
academic performance and growth of schools on a variety of academic
measures Adequate Yearly Progress (AYP) Statewide accountability
system mandated by the No Child Left Behind (NCLB) which requires
each state to ensure that all schools and districts make Adequate
Yearly Progress Essential 1 - CALPADS Data Coordinator Orientation
September 23, 2014 25
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CALPADS OPUS-CDS Student Information Systems Statewide
Assessments Accountability Systems CBEDS- ORA CASEMIS CARS
Statewide System Linkages Essential 1 - CALPADS Data Coordinator
Orientation September 23, 2014 26
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Introduction to Data Management Essential 1 - CALPADS Data
Coordinator Orientation September 23, 2014 27
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Key Roles in CALPADS Reporting Manage User Accounts Assign
userids and roles Reset passwords Revoke accounts Train Local Staff
All staff assigned User IDs should be trained Contact Support on
behalf of LEA Users Verify/map codes CALPADS LEA Administrator
Essential 1 - CALPADS Data Coordinator Orientation September 23,
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Key Roles in CALPADS Reporting Understand requirements and
timelines Coordinate local data collection Verify all required data
is reported Recommend local practices to improve data quality Keep
staff apprised of changes Audit data periodically LEA CALPADS
Coordinator Essential 1 - CALPADS Data Coordinator Orientation
September 23, 2014 29
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Essential 1 - CALPADS Data Coordinator Orientation September
23, 2014 IDENTIFY SYSTEM OF RECORD STUDENT SYSTEM Student Name
Address Gender - Ethnicity Birth date Parent Info Disability Codes
IEP Info Services Student Name Gender Ethnicity Birth date SPECIAL
EDUCATION TEACHER INFO NAME EXPERIENCE CREDENTIALS HUMAN RESOURCES
FOOD SERVICES FREE/REDUCED INFO STUDENT NAME ADDRESS PARENT INFO
Special Ed Staff HR Staff Food Service Staff School Site Staff
DESIGNATE DATA STEWARDS 30 Information Systems
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Data Management Team Members CALPADS LEA Administrator LEA
CALPADS Coordinator Data Stewards Data entry staff Technical staff
Assessment/Accountability staff Pupil records staff Leadership
staff Essential 1 - CALPADS Data Coordinator Orientation September
23, 2014 31
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Essential 1 - CALPADS Data Coordinator Orientation September
23, 2014 Family Educational Rights and Privacy Act (FERPA)
Directory information (non- confidential data elements) may be
disclosed without consent Schools must notify parents and eligible
students of their right to opt out of data release Means of
notification at the discretion of the school Flag students in SIS
whose parents have opted out Schools with grades 11 and 12 must
establish procedures to release data to military Records can be
shared without consent under specific circumstances 32
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Data Confidentiality Form to be reviewed and signed each year
Staff Agreements Set guidelines for establishing passwords and
change frequency Passwords Legitimate access but outside scope of
responsibilities Snooping Techniques used to trick people into
disclosing confidential info Social Engineering Establish written
policies, maintain careful records Data release procedure/protocols
Board can set appropriate access, samples available Board Policies
Put procedures in place to safeguard confidential information
Faxing Best practice is to avoid using with personally identifiable
information E-mail Essential 1 - CALPADS Data Coordinator
Orientation September 23, 2014 33
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Resources Essential 1 - CALPADS Data Coordinator Orientation
September 23, 2014 34
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35 Resources Essential 1 - CALPADS Data Coordinator Orientation
September 23, 2014 Self-paced Training
https://csis.fcmat.org/Pages/Self-Paced-Training.aspx FAQs CALPADS
-
http://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.asphttp://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.asp
Race and Ethnicity -
http://www.cde.ca.gov/ds/dc/es/refaq.asphttp://www.cde.ca.gov/ds/dc/es/refaq.asp
LCFF -
http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asphttp://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp
Free and Reduced-Price Meal (FRPM) Income Eligibility Under the
LCFF Unduplicated Pupils at Schools with Provision 2 and 3 or
Community Eligibility Provision (CEP) Status English Learners Under
the LCFF Foster Youth Under the LCFF County Office of Education
Schools and Alternative Education CALPADS Q & A Sessions Every
Wednesday Enrollment -
http://csis.fcmat.org/Pages/Trainings.aspxhttp://csis.fcmat.org/Pages/Trainings.aspx
35 Web-based Training
http://csis.fcmat.org/Pages/Trainings.aspx
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Resources System Documentation (versions 6.0 or later,
Effective July 1, 2014)
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
DocumentDescriptionSections CALPADS File Specifications (Forms)
File layout and requirements for batch submission SENR, SINF, SPRG,
& SELA tabs CALPADS Code SetsDetailed state code lists CALPADS
Valid Code Combinations Matches up related codes CALPADS Error
ListDetailed error message descriptions SENR, SINF, SPRG, SELA,
& Fall 1 tabs CALPADS Data GuideDetailed requirements CALPADS
Calendar http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp Essential 1
- CALPADS Data Coordinator Orientation September 23, 2014 CBEDS-ORA
http://www.cde.ca.gov/ds/sd/cb/ 36
Whats Next Student Information System Get to know your system
Get documentation Find out about user groups/listervs CALPADS
Complete Essential 2-3 Training Self-paced versions available All
training requires an account Attend Fall 1 Training Local Planning
Establish local calendar for reporting Coordinate with key staff
Essential 1 - CALPADS Data Coordinator Orientation September 23,
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Summary CALPADS is the foundation of Californias statewide
education systems Data is updated throughout the year as students
enroll and exit Additional data reported to meet state and federal
reporting requirements CBEDS-ORA, and OPUS-CDS, and CARS are used
to report additional information about LEAs There are three
assessment programs in California Assessment results and CALPADS
data are used to calculate accountability measures The CALPADS LEA
administrator and the data coordinator have key responsibilities in
ensuring timely and accurate reporting FERPA guides student data
privacy Training and support are available to help with reporting
and data management Essential 1 - CALPADS Data Coordinator
Orientation September 23, 2014 39
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Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: 916-325-9210 E-mail: [email protected] Listserv:
http://www.cde.ca.gov/ds/sp/cl/listservs.asp Essential 1 - CALPADS
Data Coordinator Orientation September 23, 2014 40
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Questions Essential 1 - CALPADS Data Coordinator Orientation
September 23, 2014 41
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Training Evaluation Essential 1 - CALPADS Data Coordinator
Orientation September 23, 2014 Please complete our survey
http://bit.ly/1n1yKOD 42