CALPADS REPORTING and DATA MANAGEMENT PRACTICES

CALPADS REPORTING andDATA MANAGEMENT PRACTICES Marin COE Training Version 1.1

Agenda • Data Submissions • Data Use and Impact • End of Year (EOY) Highlights • Reporting Overview for 2012-2013 • Lessons Learned • Data Management Best Practices • Resources 2 Marin COE Training v1.1

Data Submissions 3 Marin COE Training v1.1

calpads data Use and IMPACT Marin COE Training v1.1

Data Use and Impact • Fall 1 • Fall 2 • Spring • EOY-1 • EOY-2 • EOY-3 • EOY-4 • Assessments See handout: “How Certified CALPADS Data are Used and Consequences” 5 Marin COE Training v1.1

Reporting Overview 6 Marin COE Training v1.1

Reporting Overview School Accountability Report Card (SARC) • Available via Ed-Data website:http://www.ed-data.k12.ca.us • Allows schools to create their SARC for posting on local website at no cost. 7 Marin COE Training v1.1

Reporting Overview • Three years of historical assessment data to be loaded into CALPADS • Anticipate multi-year phase-in for sourcing assessment demographics from CALPADS Assessment and Accountability 8 Marin COE Training v1.1

End of year (eoy) Highlights 9 Marin COE Training v1.1

End of Year Submissions EOY2: Program Participation Count of homeless students and students participating in programs EOY3: Student Discipline Count of specific disciplinary events EOY1: Course Completion and Career and Technical Education (CTE) Status Count of completed courses and CTE (Non-Concentrators, Concentrators and Completers) EOY4: Student Waivers Count of CAHSEE Waivers and Exemptions1 Marin COE Training v1.1

End of Year Expected Schools • Only students completing courses in grades • 7-12 and US • (2) Only schools with students in grades 10-12 and US Marin COE Training v1.1

End of Year Data Use Marin COE Training v1.1

End of Year Roles End of Year EOY1 Data collection Certifier CRSE SCTE 1 EOY2 Data collection Certifier SPRG 2 EOY3 Data collection Certifier SDIS 3 EOY4 Data collection Certifier SWAV 4 Marin COE Training v1.1

Reporting OVERVIEW for 2012-2013 14 Marin COE Training v1.1

2012-13 Readiness Activities 15 Marin COE Training v1.1

2012-13 Readiness Activities September – early October Prep Work CALPADS Training for upcoming school year 16 Marin COE Training v1.1

Suggested Fall 1 Timeline Marin COE Training v1.1

2012-13 Fall 1 Submission Activities Marin COE Training v1.1

Suggested Fall 2 Timeline Marin COE Training v1.1

2012-13 Fall 2 Submission Activities Marin COE Training v1.1

Suggested Spring Timeline Marin COE Training v1.1

2012-13 Spring 1 Submission Activities Marin COE Training v1.1

Suggested EOY Timeline Marin COE Training v1.1

2012-13 EOY Submission Activities Marin COE Training v1.1

CALPADS Functionality Marin COE Training v1.1

CALPADS Functionality Online CALPADS Marin COE Training v1.1

CALPADS Functionality Prepare Data for batch submission • Example of an SSID Enrollment file with both scenarios: • New Student with an Existing SSID • New Students without Existing SSIDs • Example File Summary: • Name: 20110907 Test - SENR.xls • Records: • 2 schools • 46 enrollment records (2 with SSID, 44 without) Marin COE Training v1.1

CALPADS Functionality Upload Files > Select file to upload 3-Click “Browse” to select the SSID Enrollment file to upload from the “File Upload” dialogue box 2-Enter a “Job Name” in the Job Name Textbox 4-Select “Submit” to upload the file to CALPADS 1-Select “File Type” appropriate for file being uploaded Marin COE Training v1.1

Enroll Student View Submission Status Note that Submission Status can be accessed from the Menu also Marin COE Training v1.1

CALPADS Functionality View Submission Status File Status States A file may be in one of the following possible states after the upload process or during the batch submission process Marin COE Training v1.1

CALPADS Functionality View Submission Status > View submission details and record status Note records passed and rejected Marin COE Training v1.1

CALPADS Functionality View Submission File Details > The file details present record status by school and track processing progress of the schools in the file > Click on “Passed” record count to view the details Marin COE Training v1.1

CALPADS Functionality Resolve Rejected Records > Access Rejected Records Note that the posted school is indicated > Click on “Rejected” record count to view the details Note that the status of the posted school is Complete Marin COE Training v1.1

Lessons Learned(How to meet the Deadlines) 36 Marin COE Training v1.1

Lessons Learned • Attending training (and paying attention) will save you time in the long run • Make sure your vendor software is up-to-date • Verify your code sets every year • Train your staff every year • Review changes, common problems, shortcuts, & critical dates 37 Marin COE Training v1.1

Lessons Learned • Keeping your data updated in CALPADS throughout the year will save you frustration (and extra data submissions) • Things go wrong • There are many single points of failure • You may need a contingency plan • CALPADS may not be available for last minute processing • It may not even be your mistake 38 Marin COE Training v1.1

Lessons Learned • Small changes can have a big impact • If you have to do a lot of data corrections for fatal file submission errors – you need to find out why and fix it • Same thing for anomalies • Sometimes it is the system’s fault 39 Marin COE Training v1.1

Key Points Get roles assigned to Processing USERIDs early Marin COE Training v1.1

Key Points Data must be correct the day before deadline to be able to certify Marin COE Training v1.1

Key Points Fall 1 upload extracts one at a time and post to Complete status before check Certification Status and errors. Snapshot Level 2 Marin COE Training v1.1

Key Points Fall 2 Upload extracts file one at a time to a complete status. Marin COE Training v1.1

Key Points Spring 1 Report new student enrollment to CALPADS and SINF ELAS Marin COE Training v1.1

Best Practices 45 Marin COE Training v1.1

Best Practices • Recognize that required reporting is an organizational effort, not an IT effort • Have a functioning data management team • Comprised of key staff members and data stewards • Meet regularly to review requirements, timelines, responsibilities, status • Establish, implement and refine local data management processes • Have administrative support for data management 46 Marin COE Training v1.1

Best Practices • Designate Data Stewards • Data stewards are responsible for specific types or data and/or data elements, i.e. HR, Special Ed • Identify System of Record for data elements • Coordinate systems implementation and synchronization • Participate in training opportunities • Provide staff development for all involved in data collection, reporting and analysis • Connect data with its use and impact on the LEA 47 Marin COE Training v1.1

Best Practices • Establish a Support Structure • Develop documentation and other support tools • Customize and/or supplement vendor documentation • Establish a yearly data management calendar • Leverage software • Reduce redundancies by linking data systems • Limit entries to valid codes • Require fields needed for reporting • Use built-in help features • Review forms to align with software 48 Marin COE Training v1.1

Best Practices • Have a good understanding of data and requirements • Know their data (and know when it’s wrong) • Don't need to make assumptions or guess at the right answers • Audit data regularly • Analyze problems and make adjustments • Continuous improvement process • Have a backup plan • Cross train staff • Take advantage of available resources 49 Marin COE Training v1.1

Key Concepts SYSTEMS OF RECORD TEACHER INFO NAME EXPERIENCE CREDENTIALS FOOD SERVICES HUMAN RESOURCES SPECIAL EDUCATION Special EdStaff Disability Codes IEP Info – Services HR Staff Student Name Gender – Ethnicity Birth date STUDENT SYSTEM School Site Staff Student Name Address Gender - Ethnicity Birth date Parent Info Food Service Staff DATA STEWARDS FREE/REDUCED INFO STUDENT NAME ADDRESS PARENT INFO 50 Marin COE Training v1.1

CALPADS REPORTING and DATA MANAGEMENT PRACTICES