K-12 State Reporting Overview for Administrators Copyright © 2011, FCMAT/California School Information Services July 1, 2011.

K-12 State Reporting Overview for Administrators

Copyright © 2011, FCMAT/California School Information Services

July 1, 2011

Agenda

State Reporting Changes Reporting Requirements Overview

Why should you care about CALPADS? How CALPADS data are used Submission content

Lessons Learned Best Practices Resources

K-12 State Reporting Overview for Administrators, v1.0, 20110901 2


Session Objectives

Participants will have an understanding of: How state reporting has transitioned in recent

years The scope of data included in required reporting

and how it is used Lessons learned from successful and

unsuccessful LEAs in state reporting Best practices for data management Resources for data and support


Transitionsin State Reporting


Transitions in State Reporting

No Child Left Behind (NCLB) Act of 2001 requires increased accountability for student achievement

California must track individual student enrollment history and achievement data over time

Data required to meet federal NCLB requirements include statewide assessment data, enrollment data, teacher assignment data, and other elements


Transitions in State Reporting

California’s response to the NCLB accountability tracking requirement

Reporting based on statewide identifiers Statewide Student Identifier (SSID) Statewide Educator Identifier (SEID)

Individual-level data v. aggregate reporting Multiple collections throughout the school year


Reports Transitioned/ Transitioning to CALPADS

CBEDS Professional Assignment Information form (PAIF) County District Information form (CDIF) – except classified staff, projected teacher

hires and graduation requirements School Information form (SIF) – except selected classified staff, technology counts,

and selected education options enrollment

Language Census (LCEN) Student National Origin Report (SNOR) Carl Perkins

Majority of SECONDARY data (excluding adult participants)

ConApp Discipline and truancy


Impact of Changes in State Reporting on LEAs

All changes in student enrollments, demographics, and program eligibility/ participation must be reported to CALPADS

Detailed data elements – many not collected previously

Student information systems may not be completely compliant with requirements

Tech staff abandoned by program and site staff

Impact on schools with high mobility


CALPADS Design

Repository of statewide student identifiers (SSIDs) SSID is key to CALPADS and accountability

systems Data is submitted throughout the year as students

enter and exit schools Multiple collections throughout the school year

Each collection has a set of certification reports that must be verified and certified

Each collection requires two levels of digital certification

CALPADS Users

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K-12 State Reporting Overview for Administrators, v1.0, 20110901

Why Should You Care About CALPADS?How CALPADS Data Are Used

Submission Content

Reporting Requirements Overview


Official Enrollment Counts used for:

Budget projections

Multiple enrollment-based funding formulas

Why Should You Care About CALPADS?


Aggregate data are published on DataQuest to provide the general public aggregate information on the state’s schools

Data are used to respond to report requests from policy makers, researchers, and other entities

Why Should You Care About CALPADS?


State Reports California Basic Educational Data System (CBEDS) Language Census Governmental Code sections 13073 and 13073.5 California Code of Regulations, Title V, Section 97

Federal Reports State NCLB Consolidated State Performance Report

(CSPR) – Public Laws 94-142 and 94-482 Student National Origin Report Carl Perkins Titles VI and IX of the Civil Rights Act of 1964


How CALPADS Data are Used

Data in CALPADS are aggregated to determine Student Enrollment on Information Day Title III Eligible Immigrants on Information Day Prior Year Completers and Dropouts

Disaggregated by School Grade Race/Ethnicity Gender NCLB Subgroups

English Learners Special Ed Limited English Proficient (ELs and Selected RFEP) Socioeconomically Disadvantaged


Fall 1 Content Areas

Fall 2 Content Areas

Data are submitted and aggregated based on information day* for

English Learners Certificated staff and assignments Courses offered and which students are enrolled

Summary of certification report content…. Services to English Learners and staff providing those

services NCLB Compliance for Highly Qualified Teachers (HQT) Certificated Staff counts (full-time equivalents) by

assignment


* Plus 30 days for year-round schools that are off-track on information day

Fall 2 Certification Report Sample


Spring 1 Content Areas

Data is aggregated based on Spring information day for

English Learners English Learners Reclassified Fluent (RFEP) during

the Report Period Title III Eligible Immigrants

Certification reports include Title III Eligible Immigrants English Learners, RFEPs, IFEPs, and TBD by primary

language Students reclassified during the report period


End of Year Content Areas

Data is aggregated for the academic year Course completion for 7-12 students in

departmentalized settings Selected program participation Disciplinary incidents and truancies Requested CAHSEE Waivers

Certification reports TBD



California Basic Education Data System – Online Reporting Application (CBEDS-ORA)

A web-based application to collect LEA: Contact Information Institution information

Address information Student Educational Options Education Calendar School Status

Classified Staff Information

http://www.cde.ca.gov/ds/sd/cb/opuscbeds.asp

http://www.cde.ca.gov/ds/sd/cb/opuscbeds.asp


LESSONS LEARNED


Teamwork!

• CALPADS reporting is NOT an IT project – it is an LEA project

• CALPADS data crosses the LEA

• Understanding the requirements, scope and timing of reporting is critical

• Subject matter expertise is required • Two-level certification – 2nd level is

Superintendent Certify


The Right Person for the Job

• Get the right person to coordinate

• Mix of technical, operational knowledge, and organizational skills required

• Allocate adequate resources• One person cannot do

everything

• They need your support


It’s Complicated

• There’s a lot of documentation and terminology• People make assumptions and mistakes• Staff training is critical

• Cannot be done without training

• New interpretations, processing rules, and “fixes” are implemented throughout the year


Things go Wrong

• There are many single points of failure• And some times it has nothing to do with local action

or inaction

• Small changes can have a big impact• Getting the right SSID can save a lot of time later

• You need a backup plan• And backup staff• Cross-training for key positions

• Sometimes it is the system’s fault


Things go Right

• Data collected as part of daily operations• Performing regular data audits identifies problems

early• Feedback provided to sites• Incorporate into training and support materials

• Data maintained in CALPADS throughout the school year reduces work at submission time

• Data Management teams create synergy• People working together reduces the overall

workload for everyone


BEST PRACTICES


Best Practices for Data Management

Support a functioning Data Management Team

Should be cross-functional Distribute responsibilities



IDENTIFY SYSTEM OF RECORDIDENTIFY SYSTEM OF RECORD

STUDENTSYSTEM

Student NameAddress

Gender - EthnicityBirth date

Parent Info

Disability CodesIEP Info – Services

Student NameGender – Ethnicity

Birth date

SPECIALEDUCATIONTEACHER INFO

NAMEEXPERIENCE

CREDENTIALS

HUMANRESOURCES

FOODSERVICES

FREE/REDUCED INFO

STUDENT NAMEADDRESS

PARENT INFO

Special EdStaff

Special EdStaff

HR StaffHR Staff

Food Service Staff

Food Service Staff

School Site Staff

School Site Staff

DESIGNATE DATA STEWARDSDESIGNATE DATA STEWARDS



Take a systematic approach to systems

Make sure systems can work together

Evaluate the total cost of ownership

Reduce redundancies by linking data systems



Provide staff development for all involved in data collection, reporting and analysis

Support Good Data Entry Practices


Provide a support system Document Systems and

Processes

Support Data Quality Audit data regularly

Leverage other resources



Summary

Transitions in State Reporting Reporting Requirements Overview Lessons Learned Best Practices Resources


FCMAT Services

Fiscal Crisis and Management Assistance Team (FCMAT) supports LEAs to fulfill their financial and management responsibilities by providing:

Fiscal oversight and assistance

Management assistance by request

Training and other related school business services


Resources

CSIShttp://www.csis.k12.ca.us/

CDEhttp://www.cde.ca.gov/

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

CALTIDEShttp://www.cde.ca.gov/ds/td/lo/caltides.asp

CBEDS-ORAhttp://www.cde.ca.gov/ds/sd/cb/

http://www.csis.k12.ca.us/

http://www.cde.ca.gov/index.asp

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

http://www.cde.ca.gov/ds/td/lo/caltides.asp

http://www.cde.ca.gov/ds/sd/cb/


CSIS Resources

Data Management Resourceshttp://www.csis.k12.ca.us/services/DM/default.asp

CALPADS Job Aideshttp://www.csis.k12.ca.us/library/calpads-training/#JA

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

http://www.csis.k12.ca.us/services/DM/default.asp

http://www.csis.k12.ca.us/library/calpads-training/#JA

http://www.csis.k12.ca.us/library/calpads/


Resources

Listservs CALPADS:

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

http://www.csis.k12.ca.us/listserv/ CETPA

http://www.cetpa-k12.org/pub/htdocs/listserv.html

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

http://www.csis.k12.ca.us/listserv/

http://www.cetpa-k12.org/pub/htdocs/listserv.html

Please Complete Our Survey

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


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


Questions

K-12 State Reporting Overview for Administrators Copyright © 2011, FCMAT/California School Information Services July 1, 2011.

Documents

state reporting slide

state reporting overview

calpads data

required reporting

state reporting best

enrollment data

achievement data

time data