California Department of Education California School Information Services Advisory Group Meeting

April 2013 CAG, Slide 1

California Department of EducationCalifornia School Information Services

Advisory Group Meeting

April 23, 2013

This presentation may be downloaded from:http://csis.fcmat.org//Pages/April2013CAG.aspx

http://csis.fcmat.org/Pages/April2013CAG.aspx

http://csis.fcmat.org/Pages/April2013CAG.aspx


Agenda Review

CALPADS Update

CALPADS Support Update

CALPADS Q & A

Next Meeting

Agenda


CDE UpdateRandy Bonnell, Administrator

Data Reporting Office, CDE


CDE UpdateTopics

CDE Organizational Changes 2012-13 EOY Submissions Assessments & Accountability Update 2012-13 Amendments Changes for 13-14 & Beyond 2013-14 Fall Submissions


CDE Organizational Changes Staff changes since the last CAG:

• Keric Ashley is now the Director of the Analysis, Measurement, and Accountability Reporting Division

• Cindy Kazanis is now the Director of the Educational Data Management Division

• Randy Bonnell is now the Administrator of the Data Reporting Office (DRO) under Keric Ashley taking the place of Karl Scheff who has retired

• Jessica Barr moved from the Assessment Division and is now the Administrator of the CALPADS/CBEDS/CDS (CCCOO) Operations Office

The DRO and CCCOO will continue working closely in the areas of data collection/use, and LEA communication


2012-13 EOY Submissions The dates for the EOY submissions are

posted: • Window Opens: April 29• Certification Deadline: July 31• End of Amendment Window: September 11

All submissions will be required this year• CDE will provide a private preview of EOY 3 –

Discipline data for LEAs/IRCs that meet the certification deadline


Assessment & Accountability Update CALPADS Assessment & Accountability (A&A)

functionality turned on February 12, 2013 A&A pilot began February 13 with a few LEAs A&A pilot suspended due to issues with nightly

suspension resolution process 2012-13 CAHSEE and CELDT data are currently

being loaded Some A&A defects will be addressed April CDE plans to restart the A&A pilot in May


2012-13 Amendments2012-13 Fall 2: Amendment window extended so LEAs could

address data quality issues Fall 2 closed on March 22 Review of Fall 2 data indicates many LEAs

addressed data quality issues Reminder #1: Engage SMEs in data review Reminder #2: Pay attention to the reports


2012-13 Amendments2012-13 Fall 1: School-level file for Free and Reduced Price Meal

(FRPM) eligibility posted on DataQuest • Posted FRPM data are as of February 8, 2013• FRPM data are used for funding and grant eligibility

determination (see programs on file detail)• CDE considering LEA requests to decertify Fall 1

data on a case-by-case basis• Approved LEAs must recertify by May 10, 2013 after

which data will be pulled for the final FRPM counts


2012-13 Amendments Not CALPADS data for Provision 2 and 3 Higher of the following percentages applied to

CALPADS 2012-13 enrollment data:

• FRPM from October 2012 claims data submitted to CDE’s Nutrition Services Division (NSD)

• FRPM certified in the Consolidated Application Reporting System (CARS) in 2011-12

• LEAs will not be able to modify the Provision 2 and 3 data in CALPADS or CARS

• Contact NSD regarding problems Provision data


2012-13 Amendments 4-Year Cohort Graduation Rate

• CDE will provide in April:• A school & LEA level graduation data file indicating if

schools & LEA met AYP graduation rate criteria • A student level file indicating which students are in the

cohort and which were counted as graduates• CALPADS ODS data will be pulled after June 28 for

final calculation of the 2011-12 4 year Cohort Graduation Rate

• There will be no other correction window for these data


2012-13 Amendments Continuous Enrollment & Demographic Data

• CALPADS ODS data will be pulled after June 28 to calculate the 2013 Growth API:

• Enrollment and exit data to determine students who are continuously enrolled

• Student demographic data to determine subgroups

• Previously demographic data submitted on the Pre-ID were used for subgroup determination

• The CDE hopes demographic changes for 2013 Growth API will be done through CALPADS


Changes for 2013-14 System Upgrade

• A major system upgrade will occur in the summer or early fall of 2013 – date still TBD

• This is a critical upgrade that must be done• Will require CALPADS to be down for about a week • Targeting a period of low system use• Upgrade will include a more robust test

environment that will mirror production • LEAs will benefit from this new test environment

and other enhancements


Changes for 2013-14 Spring collection moving to Fall in 2013-14 in

order to:• Certify FRPM and EL counts on same census day

for the anticipated Local Control Funding Formula• Immigrant counts will be based on the Fall count• Provide additional time to complete Fall 2 • Ease the burden for completing Office of Civil Rights

(OCR) collection


Changes for 2013-14 Transitional Kindergarten (TK)

• TK participation will be collected through CALPADS with a program record

• New program code will be effective July 1, 2013• LEAs will certify TK program participation during the

year as part of EOY 2 – Program Participation• A new filter will be added to Report 1.5– Enrollment

by Status – Disaggregated so LEAs can view the number of TK students enrolled during the Fall


Changes for 2013-14 CTE Code Changes

• A number of changes to the Career Technical Education (CTE) pathways and associated courses recently adopted by the State Board of Education

• Updated Code Set and Valid Code Combinations documents will be released in June 2013

• CALPADS changes will be effective July 1, 2013• LEA program staff should review the new pathways

and courses to ensure local codes are appropriately mapped


Changes for 2013-14 Local Control Funding Formula (LCFF) report

• The CDE plans to provide a CALPADS report this fall displaying data used as part of the supplemental and concentration portions of the proposed LCFF

• Specifics of the formula are still being discussed• If enacted this year, the 2013-14 Fall 1 data will be

used for the LCFF• The importance of the FRPM, EL and foster youth

counts will increase with the new formula


Changes for 2013-14 Note: The current LEA level Student Poverty and

English Learner Designation file posted on DataQuest is for informational purposes

http://www.cde.ca.gov/ds/sd/sd/filesspel.asp These data will not be used as part of a funding

formula

http://www.cde.ca.gov/ds/sd/sd/filesspel.asp


Changes for 2013-14 4 Year Cohort Graduation Report

• The CDE is working on developing a new cohort report that will allow LEAs to view their 4 year cohort graduation data within CALPADS

• Availability is still TBD• The CDE will report on the status of this

development at the next CAG


Changes for 2013-14 and Beyond View Only Screen Module

• The CDE still plans to implement a view only screen module

• The widely requested view only screens will make it easier for users, especially at the site level, to view data on students

• The CDE will be working during 2013-14 to make this module available in 2014-15


2013-14 Submission DatesTentative 2013-14 Submission Dates: Fall 1

• Window Opens: October 2, 2013• Certification Deadline: December 13, 2013• Preview of Fall 1 Date: January 22, 2014• End of Amendment Window: February 7, 2014


2013-14 Submission Dates Fall 2

• Window Opens: October 2, 2013• Certification Deadline: February 21, 2014• CDE will review the quality of the Fall 2 data

after the certification deadline• End of Amendment Window: March 28, 2014


2013-14 Submission Dates End of Year

• Window Opens: April 28, 2014• Certification Deadline: July 18, 2014• Preview of Discipline Data: TBD• End of Amendment Window: September 12,

2014


CALPADS Support UpdateAngela Ratty

Services Architect, FCMAT/CSIS


CALPADS Support UpdateTopics

Submission Statistics New / Revised Functionality EOY Preparations 4 Year Cohort Data Support Tips


Submission Statistics• Deadlines Met

Submission Certification Deadline

Amendment Deadline

Fall 1 94.4% 99.6%Fall 2 68.3% 99.1%Spring 1 92.2% 99.8%



New / Revised Functionality County/Authorizing LEA reports

• Aggregate (not student level)• New Roles

Certification Error Reports Two certification level buttons Include one or many schools in extracts New extract for SSIDs obtained online EOY 2 – No longer collect Juvenile Justice Title I Part D

programs Enrollment Status 30 (short-term) no longer considered a

Lost Transfer anomaly


New / Revised Functionality Validation Rules:

• SINF0255 warning about invalid ELA status code changes

• SASS0256 fatal error for duplicate staff assignments

• SINF0259 warning when overwriting a prior homeless Primary Residence Category Code


EOY Preparations

Snapshot starts

April 29

Certification deadlineJuly 31

Amendment windowSeptember 11

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


EOY 2 – Program ParticipationEOY Preparations

Count of homeless students and students participating in programs

All LEAs must certify EOY 2

Code(s) Program Type

122 /174 Title I Part A Federal113 California Partnership Academy State162 Pregnant or Parenting (formerly Cal-SAFE) State180 CAHSEE Intensive Instruction State108 Opportunity Program State101 504 Accommodation Plan (eligible or

participating)State


EOY PreparationsEOY 2 – Program Participation

• Update Enrollment for all students through last day of school

• Verify Primary Residence field populated in local SIS

• Post Student Demographics (SINF) for students enrolled after 03/01/2013

• Post SPRG file


EOY Preparations EOY 3 – Discipline

• Report the final disciplinary action taken• For non-special education students,

suspensions and expulsions that are one full day or more must be reported.

• For special education students, all incidents must be reported.

Count of incidents and disciplinary actions

All LEAs must certify EOY 3


EOY Preparations EOY 3 – Discipline

• Maintain discipline locally as incidents occur• Assign “Incident IDs” to discipline incidents

(unique within each school) • SDIS is a full replacement file (by school and

Academic Year)• New: Discipline data will be posted to

DataQuest; include local data stewards in review of reports prior to certification


EOY Preparations EOY 1-Course Completion

Count of completed courses & CTE students

Only LEAs with grades 7-12 departmentalized courses are required to

certify

CTE:Non-Concentrators: Primary, secondary, or short term enrollments

Concentrators or Completers:Primary enrollments


EOY Preparations EOY 1-Course Completion

• Post SDEM for new staff since 10/3/12

• Post SENR for enrollments 7/1/12 thru 6/30/13

• Post SINF updates through 6/30/13

• Post CRSC for the Academic Year (AY)

• Post SCSC for course completion in AY• Student Credits Attempted• Student Credits Earned• Student Course Final Grade• Marking Period

• Post SCTE for CTE Pathway elements


EOY Preparations EOY 4 – Waivers and Exemptions

Count of waivers and exemptions

Only LEAs with students in grades 10-12 are required to certify

WAIVER: Allows a student to pass the CAHSEE with a modified score and

accommodations

EXEMPTION: Indicates that a student is required to take the CAHSEE, but not

required to pass


Cohort Data 4 Year Cohort Data

• Forms the basis for calculating graduation and dropout rates. The cohort is the group of students that could potentially graduate during a 4-year time period (grade 9 through grade 12).

4 Year Cohort Graduation Rate:# of cohort members who earned a regular high school diploma by the end of year 4 in the cohort

# of first-time grade 9 students in year 1 (starting cohort) plus students who transfer in, minus

students who transfer out, emigrate, or die during school years 1, 2, 3, and 4


Cohort Data Initial 9th Grade Entry Year (2.47) data element is

no longer used Grade level record and Effective Date are used to

determine Cohort assignments “Early Completers” stay in the original cohort and

contribute to the graduation rate “Late Completers” (aka 5th year graduates) stay in

the original cohort Cohort Rules:

http://data1.cde.ca.gov/dataquest/cohortrates/CohortOutcomeDefinitions2012_4_30.doc


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

October 2012 CAG, Slide 41

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

WebEx is being replaced by Lync

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• Flash Updates • Data Guide• Self-Paced Training Modules• Glossary (User Guide)• FAQs


CALPADS Q&AFacilitated by:Nancy Sullivan

Chief Operations Officer, FCMAT/CSIS


Next MeetingNancy Sullivan

Chief Operations Officer, FCMAT/CSIS


October 15, 2013from 9:30 – 12:00

Next Meeting

Video Conference from Sacramento • Remote locations throughout the state• Registration available by August 15th

Please provide feedback on 2 vs. 3 CAGs

California Department of Education California School Information Services Advisory Group Meeting

Documents

frpm data

celdt data

claims data

discipline data

data reviewreminder

enrollment data

problems provision data

amendmentsnot calpads