Essential 1: CALPADS Overview V 1.1 Overview of Objectives and Requirements Essential 1

Essential 1: CALPADS Overview V 1.1

Overview of Objectives and Requirements

Essential 1

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Introductions and Ground Rules

Introductions– Trainers

Ground Rules– Mute phones while listening – Do not place your phone on HOLD– Silence cell phones– Introduce yourself (name and local educational

agency (LEA)) when speaking– One conversation at a time



Course Description

This course provides a basic overview of:

• Goals and benefits of CALPADS

• CALPADS Data Requirements and File Specifications

• Key Changes for 2011-2012

• CALPADS Statewide Student Identifier (SSID) and Enrollment Procedures

CALPADS Overview (Essential 1)

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Target Audience and Objectives

The target audience for this course is LEA program, data management staff, and administrators responsible for reporting and certifying data in CALPADS.

Understanding of:– Goals and benefits of CALPADS

– Which data are expected

– Key changes with CALPADS Awareness of:

– The CALPADS SSID and Enrollment Procedures– The calendar of yearly activities


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CALPADS Training Courses

• WebEx and/or Online Self-Paced Trainings:– Essential 2: Features, Code Mapping, and User Access– Essential 3: SSID Requests, Enrollment, and Maintenance– Essential 4 : SSID Anomalies– Fall 1: State Reporting and Certification– Fall 1 Advanced: State Reporting and Certification– Fall 2: Data Population– Fall 2: Reporting and Certification– Spring 1: Reporting and Certification– End-of-Year 1-4: Reporting and Certification

• Q & A Conference Calls:– Fall Error Correction – Fall General


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Agenda

Introduction to CALPADS

Introduction to SSID Enrollment– Data Management Expectations– CALPADS SSID and Enrollment Procedures

State Reporting Calendar

Key Changes for Fall 1


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Agenda (cont.)

Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4

Getting Started

Resources


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Provide LEAs and CDE access to the data necessary to comply with federal NCLB reporting requirements

Provide a better means of evaluating educational progress and investments over time

Provide LEAs information that can be used to improve pupil achievement

Provide an efficient, flexible, and secure means of maintaining longitudinal statewide pupil level data

Goals of CALPADS


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Streamlined data collection and maintenance process

Immediate access to information on new students captured by previous LEAs

Visibility to data to support school performance improvement

Extraction and download of data from CALPADS to conduct analyses using local analysis tools

Benefits of CALPADS



Enrollment Data Responsibilities Ongoing Data Maintenance Ownership of Data Operational Data Store (ODS) Snapshot State Reporting

Key Concepts for CALPADS

Each of the following concepts is key to understanding CALPADS functionality:



Key Concepts for CALPADS

CALPADS is designed for LEAs to submit data throughout the academic year to provide up-to-date information in CALPADS

At specific times during the academic year, CALPADS will take snapshots from the data in the ODS to support state and federal reporting needs



Solution Components


Where LEA’s uploaded data is initially loaded.

Where error reports are produced.

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Agenda






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Introduction to SSID Enrollment

an annual accounting of all students accurate dropout and graduate counts access to current information on transferring students to

facilitate appropriate placement and services high-quality data for local, state and federal use

Data Management Expectations

LEAs need to regularly report enrollments and exits to CALPADS to ensure:


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SSID and Enrollment Procedures Overview

The California Department of Education (CDE) has developed new enrollment procedures as well as updated some existing procedures for CALPADS

These procedures guide and define the algorithms that are employed to process and maintain the data submitted to CALPADS

See link below for the complete listing of the procedures– http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp



Key Procedures

LEAs are expected to access CALPADS to acquire a student’s SSID for enrollment purposes (1.0)

LEAs shall update CALPADS with a student’s school enrollment no later than 14 calendar days after the student’s expected first day of attendance (4.0)

LEAs shall update CALPADS with student exit data no later than 14 calendar days after the date the district exits the student in their local system. The exit date to be used is the date of the last full day of attendance (4.0)

LEAs are not allowed to obtain and maintain student SSIDs in CALPADS for summer or inter-session terms (4.0)




Key Procedures

LEAs may pre-enroll a student in CALPADS up to 6 months prior to the student’s first expected day of attendance (Student School Start Date) (4.1)

While LEAs may pre-enroll students in their local systems, SSID requests to CALPADS should be delayed until a date closer to student’s first expected day of attendance. This practice will reduce the number of “No Shows” and concurrent enrollment anomalies reported to CALPADS.



SSID & Enrollment Procedures AppendicesDocument Appendix Title

Appendix A LEA Responsible for Obtaining SSIDs for Special Education and Adult Students

Appendix B CALPADS Reporting for Special Education Students Being Served through a District-Level Special Education Consortium

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Agenda






Snapshot Collection Windows

Fall 1 Annual Enrollment Graduates and Dropouts Enrollment Subgroups

Fall 2 Course Enrollment Certificated Staff Assignments English Learner (EL) Services

Spring 1 English Language Acquisition Status Title III Eligible Immigrants

End of Year 1 Course Completion Career Technical Education (CTE)

End of Year 2 Program Participation

End of Year 3 Discipline and Truancy

End of Year 4 Waivers

Introduction to State Reporting

Which Data are Expected in 2011-2012?



2010-2011 Snapshots Certification & Amendment CalendarCALPADS Submission

Census Day

Snapshot Collection Window

Certification Deadline

Amendment Window

Fall 1 October 5

Fall 2 October 5

Spring 1 March 1

EOY 1 none

EOY 2 none

EOY 3 none

EOY 4 none

See the CALPADS Submission Calendar for the current dates:

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


Agenda






Data changes by content area:– Student Enrollment– Student Information– Student Programs

Content to be Presented

Key Changes with CALPADS


Data Information:– Students to whom the data applies– CALPADS element number, example: “1.15”

“1.” = CALPADS Data Submission File (see CFS)“.15” = Element number in the CALPADS File

Specifications– Applicable CALPADS SSID and Enrollment Procedure(s)– Applicable CALPADS Code Set– Applicable CALPADS Validation Error– Action needed to prepare for CALPADS submissions

Content to be Presented



Field # Titles1.04 Reporting LEA*1.05 School of Attendance*1.06 School of Attendance NPS1.07 Academic Year ID*1.08 SSID*1.09 Local Student ID*1.10 Student Legal First Name*1.11 Student Legal Middle Name 1.12 Student Legal Last Name*1.13 Student Legal Name Suffix Code1.14 Student Alias First Name1.15 Student Alias Middle Name


Student Enrollment (Applies to All Students)


Field # Titles1.16 Student Alias Last Name1.17 Student Birth Date*1.18 Student Gender Code*1.19 Student Birth City1.20 Student Birth State Province Code1.21 Student Birth Country Code*1.22 Primary Language Code*1.23 Student School Start Date*1.24 Enrollment Status Code*1.25 Grade Level Code*1.26 Student School Exit Date1.27 Student Exit Reason Code




Field # Titles1.28 Student School Completion Status Code1.29 Expected Receiver School of Attendance1.30 Student Met all UC CSU Requirements Indicator




Ensure data entry staff understand the following changes in the SENR validation rules:

SENR0203: Invalid Student School Exit Date for Student School Completion Status Code 108 (CAHSEE Exemption

SENR0204: Student School Exit Date must be between May 15 and August 15 when Student Exit Reason Code = N420 (No Show Same School)




Ensure staff understand how to enroll preschool students 1.24 Enrollment Status Code (Procedure 2.2 , Appendix A)

– Code Set – Enrollment Status– Use Primary Enrollment (10) for special education and non-special

education students– For special education students that also receive services from

another LEA, that LEA is to use Secondary Enrollment (20) – Use Secondary Enrollment (20) for non-special education students

enrolled in a Head Start Program that also are primarily enrolled in the LEA preschool program

Student Enrollment (Applies to Preschool Students)



For preschool students being served through a District-Level Special Education Consortium

1.24 Enrollment Status Code (Procedure 2.2 and Appendix B)

– Request a CDS code for a “District Special Education Consortium School”

– Use Primary Enrollment (10) for special education students at the District Special Education Consortium School

– District of Special Education Accountability cannot have these students enrolled in CALPADS

Student Enrollment (Applies to Preschool Students)



Ensure staff understand how to enroll adult special education students

1.24 Enrollment Status Code– Code Set – Enrollment Status– Use Primary Enrollment (10)

1.25 Grade Level Code– Code Set – Grade Level– Use 12 (Twelfth Grade) or US (Ungraded Secondary)

Student Enrollment (Applies to Adult Special Education Students)



Use only for students who completed the highest grade offered at the school

1.27 Student Exit Reason Code (Procedure 5.3)– Code Set – Student Exit Category

Exit reason should be E230 (completer)

1.28 Student School Completion Status– Code Set – Student Completion Status

Enter appropriate school completion status

Student Exits (Applies to Graduates and Completers)



Essential 3 addresses common errors that occur in batch and online submission

Fall Error Corrections Q & A address common errors that occur in batch and online submission

Attend those trainings (WebEx or Self-Paced) or conference calls to learn how to fix the errors

Student Enrollment Submission Errors



Field # Titles2.04 Effective Start Date*2.05 Effective End Date2.06 Reporting LEA*2.07 School of Attendance*2.08 Academic Year ID*2.09 SSID*2.10 Local Student ID*2.11 Student Legal First Name *2.12 Student Legal Middle Name 2.13 Student Legal Last Name*2.14 Student Legal Name Suffix Code


Student Information (Applies to All Students)


Field # Titles2.15 Student Alias First Name2.16 Student Alias Middle Name2.17 Student Alias Last Name2.18 Student Birth Date*2.19 Student Gender Code*2.20 Student Birth City2.21 Student Birth State Province Code2.22 Student Birth Country Code*2.23 Primary Language Code*2.24 Student Hispanic Ethnicity Indicator*2.25 Student Ethnicity Missing Indicator*2.26 Student Race Code*




Field # Titles2.27 Student Race 2 Code2.28 Student Race 3 Code2.29 Student Race 4 Code2.30 Student Race 5 Code2.31 Student Race Missing Indicator*2.32 Grade Level Code*2.33 Primary Residence Category Code*2.34 Interdistrict Transfer Code2.35 District of Geographic Residence2.36 Residential Address Line 1*2.37 Residential Address Line 22.38 Residential Address City Name*




Field # Titles2.39 Residential Address State Province Code*2.40 Residential Address Zip Code*2.41 English Language Acquisition Status Code*2.42 English Language Acquisition Status Start Date*2.43 Student Proficient of Advanced for ELA Code2.44 Student Birth Country Special Circumstances

Indicator2.45 Student Initial US School Enrollment Date2.46 Enrolled in US School less than Three Cumulative

Years Indicator2.47 Student Initial Ninth Grade Entry Year2.48 CTE Pathway Code




Field # Titles2.49 CTE Pathway Completer Indicator2.50 Parent Guardian Highest Education Level Code*2.51 Guardian 1 First Name2.52 Guardian 1 Last Name2.53 Guardian 2 First Name2.54 Guardian 2 Last Name




Ensure data entry staff understand the following changes in the SINF validation rules:

2.45 Student Initial US School Enrollment Date (SINF0058)Required if English Language Acquisition Status = EL

2.42 English Language Acquisition Status Start Date (SINF0164)Required if English Language Acquisition Status Code is not equal to EO

SINF0213: SINF Record Effective Start DateCannot be prior to the English Language Acquisition

Status Start Date

Student Information (Applies to all students)



Ensure data entry staff understand the following changes in the SINF validation rules:

SINF0214: History of prior English Language Acquisition Status being overwritten by this submission (Warning)

SINF0215: English Language Acquisition Status Start Date Greater Than the Current System Date

SINF0216: Student Primary Language Code cannot equal English (00) or Sign Language (37) when English Language Acquisition Status Code equals EL, RFEP, or IFEP

Student Information (Applies to all students)




Attend those conference calls to ask and learn how to fix the errors

http://www.csis.k12.ca.us/e-learning/calpads-registration/

Student Information Submission Errors



Field # Titles3.04 Reporting LEA*3.05 School of Attendance*3.06 Academic Year ID*3.07 SSID*3.08 Local Student ID*3.09 Student Legal First Name *3.10 Student Legal Last Name*3.11 Student Birth Date*3.12 Student Gender Code*3.13 Education Program Code*3.14 Education Program Membership Code*3.15 Education Program Membership Start Date*


Student Program (Applies to All Students)


Field # Titles3.16 Education Program Membership End Date3.17 Education Service Academic Year3.18 Education Service Code3.19 California Partnership Academy ID3.20 Migrant Student ID3.21 Primary Disability Code3.22 District of Special Education Accountability


Student Program (Applies to All Students)


Ensure data entry staff understand the following changes in the SPRG validation rules:

SPRG0070: Open Education Program record exists with different Membership Start Date.

SPRG0149: Invalid California Partnership Academy ID.

SPRG0151: Invalid Education Program Code and California Partnership Academy ID combination.

SPRG0193: Invalid District of Special Education Accountability

Student Programs (Applies to All Students)



Essential 3 addresses common errors that occur in batch and online submission


Attend those trainings (WebEx or Self-Paced) or conference calls to learn how to fix the errors

Student Program Submission Errors



Agenda (cont.)


Getting Started

Resources


Fall 2, Spring, and EOY 1- 4 Training


Submission Data Submitted Training Name

Fall 2

Course Enrollment Certificated Staff Assignments English Learner (EL) Services

•Data Population•Reporting & Certification

Spring 1

English Language Acquisition Status Title III Eligible Immigrants

•Reporting & Certification

End of Year 1

Course Completion Career Technical Education (CTE)

•To be announced

End of Year 2 Program Participation •To be announced

End of Year 3 Discipline and Truancy •To be announced

End of Year 4 Waivers •To be announced


Agenda (cont.)


Getting Started

Resources


Getting Started

Preparing for Essential 2 Training

Target AudienceLEA program and data management staff responsible for overall district enrollment, and LEA system administration staff

Topics Include: • System components• Home Page functionality• System navigation• System security set-up• Administration of access rights for users at the local level• Management of user contacts• Mapping of local codes• Reports and extracts• Data processing and management

Register for CALPADS Essential 2CALPADS Features, Key Concepts, and System Administration


Getting Started

Checklist Items To Complete

1. Download and review the CALPADS system documentation located on the CDE CALPADS web-site (http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp).

2. Schedule installation of student information system (SIS) updates (if applicable) to support CALPADS File Specifications.

3. Confirm client workstations used to access CALPADS meet the CDE’s minimum web browser requirements located on the CDE web-site (http://www.cde.ca.gov/re/di/ws/minbrowser.asp).

4. Plan staff time to attend the CALPADS training sessions(http://www.csis.k12.ca.us/e-learning/calpads-registration/).

5. Ensure the appropriate LEA staff have subscribed to the CALPADS-LEA listserv (http://www.cde.ca.gov/ds/sp/cl/listservs.asp).


Agenda (cont.)


Key Changes for Fall 2, Spring, & End-of-Year 1-4

Getting Started

Resources


Resources

CDE CALPADS:– http://www.cde.ca.gov/calpads

CALPADS File Specifications, Code Sets, Data Guide, & Enrollment Procedures :– http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

Sign up for CALPADS listserv:– http://www.cde.ca.gov/ds/sp/cl/listservs.asp

CSIS CALPADS:– http://www.csis.k12.ca.us/library/calpads/

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Resources

CALPADS File Upload Templates– https://www.calpads.ca.gov– Login, then click on the Help menu

CALPADS User Manual– https://www.calpads.ca.gov– Login, then click on the ? Menu

CALPADS Update FLASH– http://www.cde.ca.gov/ds/sp/cl/communications.asp

CALPADS Known Issues updates– http://www.cde.ca.gov/ds/sp/cl/knownissues.asp

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Resources

CALPADS Support:– http://www2.cde.ca.gov/CALPADSHELP/DEFAULT.ASPX

CALPADS Training Registration page:– http://www.csis.k12.ca.us/e-learning/calpads-registration/

CALPADS Self-Paced Training:– http://www.csis.k12.ca.us/e-learning/sp-training/CALPADS

/sp-training.asp

CALPADS FAQs:– http://www.cde.ca.gov/ds/sp/cl/faq.asp

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Resources

File

Fall Spring End of Year

1-Annual Enrollment Update/ Title III Eligible Immigrants

2-Course Enrollment/ Staff Assignment/ EL Services

1-English Language Acquisition/ Title III Eligible Immigrants

1- Course Completion/ Career Technical Education

2 -Program Participation

3- Discipline/ Truancy 4-Waivers

SSID/Enrollment R(1) U U U U U U

Student Information R(2) U R U U U U

Student Program R(3) U U U R

Student Health (4)

Course Section R R

Student Course Section R R

Staff Demographics R U

Staff Assignments R

Student Waivers R

Student Discipline R

CALPADS Data Collection Periods, Windows, and Required File Formats


Training Evaluation

http://www.csis.k12.ca.us/survey/calpads-training/

Please complete our survey


Questions

Documents

Essential 1: CALPADS Overview V 1.1 Overview of Objectives and Requirements Essential 1