CALPADS Information Meeting

1. CALPADS Information Meeting October 21, 2014 This presentation may be downloaded from: https://csis.fcmat.org/Pages/October-21,-2014-CALPADS-Information-Meeting-(CIM).aspx

2. Agenda • Agenda Review • Procedures for Asking Questions • CALPADS Update • CALPADS Support Update • CALPADS Q & A • Next Meeting

3. Procedures for Asking Questions • To ask a question: • Click on the “Chat” in the upper right-hand section of your screen to open the chat box. • In the “Send to” dropdown, select “Presenter” • Type your question in the chat box and press “Send” • We will: • Respond to questions during the meeting as time permits • Send the report to all attendees if the question applies to the entire group; otherwise, we’ll send a response to the person who asked the question • Address unanswered questions via individual responses, an upcoming Flash, or in additions to FAQs

4. CDE Update Jessica Barr, Administrator CALPADS/CBEDS/CDS Operations Office, CDE

5. CDE Update Topics • 2014–15 CALPADS Fall 1 and 2 • Future Functionality • Local Control Funding Formula • Foster Youth • Assessment and Accountability Update • Final Points

6. 2014–15 Data Collection Calendar

7. CALPADS Fall 1 • LEAs that certify CALPADS Fall 1 by the December 12 certification deadline will receive a preview of: • Unduplicated Pupil Count (UPC) • Census day enrollment • LEAs that fail to certify by the end of the amendment window will have no official enrollment counts • High School districts that fail to certify will have no official graduate or dropout counts and will fail Adequate Yearly Progress (AYP)

8. CALPADS Fall 2 • Student course enrollment will be required for ALL schools in 2015–16, including alternative education schools and independent study charter schools • Change requests

9. Highlights for 2014–15 • CALPADS data are critical to funding, accountability, and assessment • Unduplicated count of disadvantaged students for LCFF • Student demographic, enrollment, and program data from Operational Data Store used to: • Register students for the California Assessment of Student Performance and Progress (CAASPP) assessments • Provide data for reporting the California English Language Development Test (CELDT) results • Determine accountability subgroups

10. Future Functionality • 2014–15 • Redesign Assessment functionality • Restructure Assessment and Accountability • Build new CAASPP reports • Small changes to discipline collection in order to use CALPADS Special Education discipline data for federal reporting instead of CASEMIS • Cohort Report • 2015–16 • Snapshot Redesign • Create View Only module in CALPADS

11. CALPADS and Local Control Funding Formula • LEAs will continue to certify Report 1.17 – FRPM/English Learner/Foster Youth Count • Report has been modified slightly to leverage weekly foster data • Foster students in an out-of-home placement are eligible for free meals – so show up under FRPM • Foster students in family maintenance are not eligible • Foster data in Report 1.17 will “freeze” when LEAs certify report • Foster data will begin showing up in late October/early November

12. CALPADS and Local Control Funding Formula Change in required household income data collection for Provision 2 and 3 and Community Eligibility Provision (CEP) schools: • Must collect alternative household income forms every 4 years during a LCFF “base year” • LCFF base year may be the same as the year used to establish the base for Provision 2/3 – in this case National School Lunch Program application forms may be used • Must collect alternative income forms for new students transferring to the school within the four years • Must annually report to CALPADS, students found eligible in LCFF base year

13. CALPADS and Local Control Funding Formula New County Office of Education (COE) LCFF Count Report • Certification Report 1.19 COE LCFF- Count will be released in November • Report will show for each county, the count of students whose funding will remain at the county, and count of students whose funding will be attributed back to the district of geographic residence • CSIS will conduct specific training for COEs

14. CALPADS and Foster Foster Youth • CALPADS will have new reports, updated weekly, that show current foster students • Weekly foster reports are different than most CALPADS reports: • Do not require certification • Are not used for state or federal reporting • Purpose of reports are to assist COEs, districts, and schools to better coordinate services for foster youth • Reports provide social worker and educational representative name and phone number

15. CALPADS and Foster Foster Youth (cont.) • COEs, districts, and schools should establish business processes for routinely using the informationprovided in the weekly reports • Summary data can inform LCAP goals and activities, helping determine need for services and resource allocation at the COE, district, and school levels • Individual level data should be used to coordinate services for individual foster students

16. CALPADS and Foster How are LCFF Foster Youth Identified? • CDSS is the authoritative source for who an LCFF Foster Student is • Definition was clarified to include both students who are in out-of-home placements and students who are at home receiving family maintenance services • In order to be an LCFF Foster student, that youth must be in the CDSS file provided to CALPADS • CALPADS maintains all Client and Case IDs received from CDSS regardless if the foster youth is matched to CALPADS data

17. CALPADS and Foster How are LCFF Foster Youth Identified? (cont.) • The goal is for the statewide match in CALPADS to eventually be the sole source of identifying foster students, eliminating the need for local matching between LEAs and county welfare departments • However, until the statewide match has been established, local matches may continue to occur so LEAs/schools may serve foster youth as required by their Local Control and Accountability Plans (LCAPs) • CDSS will be communicating to county welfare departments the methodology being used to pull students from their system

18. CALPADS and Foster How are LCFF Foster Youth Identified? (cont.) • Recognizing that LEAs may identify foster students through local matches who are not matched at the state level, functionality will be provided (January 2015) for LEAs to “look-up” a student using a Client or Case ID • If Client or Case ID exists in CALPADS, the student will be tagged in CALPADS as foster and will then show up in reports • LEAs will not be able to submit a foster status for a student to CALPADS through a program record

19. CALPADS and Foster Foster Youth (cont.) • The California Department of Social Services (CDSS) is finalizing the process for automatically creating the file from their system • Once the CDE receives a final file, it will be tested and then released – current projection for this release is late October/early November • For more information refer to the LCFF Foster FAQs posted from the CDE Web page (not CALPADS page)

20. Assessment Update • CALPADS Assessment functionality redesign in progress • Managing suspense • Data used for multiple assessments

21. Data Readiness: CALPADS • CALPADS is the sole source for student demographic, enrollment, and program data for the student test registration system known as the Test Operations Management System (TOMS). • TOMS replaces TIDE • Updates to these data must be made in CALPADS. LEAs cannot update student demographic, enrollment, or program data in TOMS

22. Data Readiness: CALPADS • Student accommodations and designated supports: • Are not collected in CALPADS. • Cannot be uploaded by the local educational agency (LEA) until CALPADS data is available in TOMS (e.g., new enrollments must be uploaded to TOMS prior to accommodations for the newly enrolled student).

23. Data Readiness: CALPADS • Smarter Balanced • Interim • Summative • Pre-Identification (non-Smarter Balanced assessments) • Charter schools • Direct funded: Test independently (per EC Section 60603) • Locally funded: Test with Authorizer (per CAASPP Regulations) • NOTE: Independently Testing Charters are NOT the same as Independently Reporting Charters in CALPADS. Some charters may be testing differently than how they report to CALPADS.

24. Student Test Registration Student-level CALPADS submission CALPADS Local Educational Agency Student-level accommodations* Student-level test registration Test Operation Management System (TOMS) * Reference Smarter Balanced Usability, Accessibility, and Accommodations Guidelines(http://www.cde.ca.gov/292859)

25. CALPADS to TOMS

26. 2014–15 Timeline

27. CALPADS to TOMS • What is CALPADS sending to TOMS? • CALPADS sends all open enrollments with enrollment status = 10 (Primary) or 30 (Short term), for grades K-12. • Concurrent Enrollments (CCEs) – the record with the most recent enrollment will be sent to TOMS. • CDE will provide LEAs a mapping from the TOMS Test Registration expected fields to the CALPADS field element that is used to populate and/or derive the information in the near future.

28. TOMS Test Registration Interface

29. TOMS Test Registration Interface Currently under development

30. Critical Data Points for Testing • Section 504 (CALPADS Education Program Code – 101) • Special Education (CALPADS Education Program Code – 144) • Home/hospital and independent study • Non public schools

31. CALPADS AYP Reports • The CDE has created new CALPADS reports for all high schools and high school districts that received a 2014 Adequate Yearly Progress (AYP) Report. • The CALPADS AYP reports provides information on all students that took the 2014 California High School Exit Examination (CAHSEE) and the California Alternate Performance Assessment (CAPA). • LEA and School Summary and Detail • Available late October

32. Final Points • Recognition Program • Data Privacy and Security • Collaboration • Resources – CDE CALPADS Web page http://www.cde.ca.gov/ds/sp/cl/

33. CALPADS Support Update Martha Friedrich Client Services Officer, FCMAT/CSIS

34. CALPADS Support Update Topics • EOY Submission Statistics • New / Revised Functionality • Fall Submission Strategies • Recognition Program • Support Tips

35. EOY Submission Statistics • EOY Deadline Met

36. Impact of Change - SENR • Student Enrollment File (SENR) • Yearly enrollments updates • Enrollment start date • Grade Level moved under Student Enrollment • Grade Level edits for multi-year enrollments • School Transfer reporting expectations • New Exit code E150 and E155 • SSID extract includes SELA results

37. Reconcile Grade Level Counts Grade and Gender columns can be expanded by pressing the box to the left with the “+” sign and collapsed by pressing the “-” sign

38. Impact of Change - SINF • Student Information File (SINF) • Reduce upload frequency • Initial US School Enrollment (CERT113)

39. Impact of Change - SPRG • Student Program File (SPRG) • Membership code defaults • Program exit automated • No Foster program code • New code for Homeless & new element for Dwelling Type

40. Impact of Change - SELA • Student English Language Acquisition (SELA) • Requires SE role for batch and online • Retains one status type per SSID • EO (English Only) Status Date • 2014-15 Reports will use most recent Effective Date regardless of LEA ownership • Fatal Errors - SELA GERR005, SELA0283, SELA0285

41. Reconcile ELAS Counts

42. Change to Reports • Reports 1.1, 1.6, 1.9, 1.17, & 2.1 and related supporting reports modified • Report 1.18 now includes detail foster • Reports will use data from new data sources

43. New Validations Rules (IVRs) • CERT110 (Warning) – Checks for invalid Open or Closed Title I Part C Migrant Record • CERT112 (Fatal) – Ensures all Students are exited by the end of the school year • CERT113 (Fatal) – Checks for missing Student Initial US School Enrollment Date • CERT114 (Fatal) – Checks that a subsequent enrollment is present following an E150 exit

44. Modified Validations Rules (IVRs) • CERT014 – Severity changed to Warning – warns when there is a 20% or more difference in number of graduates from last year • CERT067 – Severity changed to Fatal and validation now modified to trigger when a student enrolled on Census day and has no SELA record

45. Retired Validations Rules (IVRs) • CERT101 (Warning) – Warns when primary residence category code is missing, invalid, or not current within the LEA enrollment • CERT093 (Fatal) – Ensures ELAS Start Date is not blank or after Record Effective Start Date • CERT094 (Fatal) – Checks for missing required SELA SINF data: ELAS Code, Status Start Date • CERT003 (Fatal) – Ensures an effective student information record is present for a student

46. Summary of Changes and Impact • Many fields removed from SINF • SINF is only needed if information has changed or is new compared to what is in CALPADS • Grade Level field comes from the SENR file (SINF no longer the source) • No need to submit the SINF file during Fall1 for all students if information is current in CALPADS

47. Summary of Changes and Impact • English Language Acquisition data now reported through new SELA file instead of SINF file • ELAS data only needs to be reported if no ELAS data exists in CALPADS or if the status has changed • LEA Admin must assign SELA role • Primary Language removed from MID detection • Possible increase in MID anomalies for an LEA

48. Summary of Changes and Impact • No more multiyear enrollments • All students must be exited every year • New exit codes E150 and E155 added. • Mid-year grade changes within a school must be reported with E150 • New Program code for Homeless • Must report program records for homeless students

49. Summary oF Changes and Impact • Program Membership Code automatically established • No need to populate the Education Program Membership Code • Program records auto close with SENR exit • No need to submit exit records for many programs • Code 181/182 still require exit date.

50. Summary oF Changes and Impact • Foster youth definition has changed for LCFF reporting and weekly match will be added • High percentage foster youth will be automatically identified in CALPADS. New User Interface (UI) will provide mechanism for LEAs to check for additional matches.