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Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011
Overview of Objectives and Requirements
Essential 1
2
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
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 20112
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 20113
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)
3
4
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
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 20114
5
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
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 20115
6
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment– Data Management Expectations– CALPADS SSID and Enrollment Procedures
State Reporting Calendar
Key Changes for Fall 1
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 20116
7
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 20117
8
Introduction to CALPADS
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
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 20118
9
Introduction to CALPADS
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
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 20119
Introduction to 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:
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201110
Introduction to CALPADS
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
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201111
Introduction to CALPADS
Solution Components
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011
Where LEA’s uploaded data is initially loaded.
Where error reports are produced.
12
13
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment– Data Management Expectations– CALPADS SSID and Enrollment Procedures
State Reporting Calendar
Key Changes for Fall 1
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201113
14
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:
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201114
15
Introduction to SSID Enrollment
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
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201115
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201116
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)
Introduction to SSID Enrollment
16
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201117
Introduction to SSID Enrollment
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.
17
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201118
Introduction to SSID Enrollment
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
.
18
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201119
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment– Data Management Expectations– CALPADS SSID and Enrollment Procedures
State Reporting Calendar
Key Changes for Fall 1
19
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011
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?
20
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011
Introduction to State Reporting
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
21
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201122
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment– Data Management Expectations– CALPADS SSID and Enrollment Procedures
State Reporting Calendar
Key Changes for Fall 1
22
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201123
Data changes by content area:– Student Enrollment– Student Information– Student Programs
Content to be Presented
Key Changes with CALPADS
23
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201124
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
Key Changes with CALPADS
24
Key Changes with CALPADS
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
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201125
Student Enrollment (Applies to All Students)
25
Key Changes with CALPADS
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
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201126
Student Enrollment (Applies to All Students)
26
Key Changes with CALPADS
Field # Titles1.28 Student School Completion Status Code1.29 Expected Receiver School of Attendance1.30 Student Met all UC CSU Requirements Indicator
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201127
Student Enrollment (Applies to All Students)
27
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201128
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)
Student Enrollment (Applies to All Students)
Key Changes with CALPADS
28
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201129
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)
Key Changes with CALPADS
29
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201130
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)
Key Changes with CALPADS
30
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201131
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)
Key Changes with CALPADS
31
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201132
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)
Key Changes with CALPADS
32
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201133
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
Key Changes with CALPADS
33
Key Changes with CALPADS
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
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201134
Student Information (Applies to All Students)
34
Key Changes with CALPADS
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*
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201135
Student Information (Applies to All Students)
35
Key Changes with CALPADS
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*
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201136
Student Information (Applies to All Students)
36
Key Changes with CALPADS
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
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201137
Student Information (Applies to All Students)
37
Key Changes with CALPADS
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
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201138
Student Information (Applies to All Students)
38
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201139
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)
Key Changes with CALPADS
39
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201140
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)
Key Changes with CALPADS
40
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201141
Fall Error Corrections Q & A address common errors that occur in batch and online submission
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
Key Changes with CALPADS
41
Key Changes with CALPADS
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*
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201142
Student Program (Applies to All Students)
42
Key Changes with CALPADS
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
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201143
Student Program (Applies to All Students)
43
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201144
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)
Key Changes with CALPADS
44
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201145
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 Program Submission Errors
Key Changes with CALPADS
45
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201146
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
46
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201147
Fall 2, Spring, and EOY 1- 4 Training
Introduction to State Reporting
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 announced47
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201148
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
48
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201149
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
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Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201150
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).
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Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201151
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
Key Changes for Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
51
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011
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/
5252
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011
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
5353
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011
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
5454
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011
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
55
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011
Training Evaluation
http://www.csis.k12.ca.us/survey/calpads-training/
Please complete our survey
56
Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 201157
Questions
57