Getting a Handle on Highly Qualified CALPADS Reporting, EDMS, and Beyond

1. California Department of Education 2014 Statewide Workshop Series Getting a Handle on Highly QualifiedCALPADS Reporting, EDMS, and Beyond

2. Issues and Answers Title II Leadership Office Ron Taylor, Education Administrator I 916-323-4819 Lynda Nichols, M.Ed., Education Consultant 916-323-5822 Kelly Heffington, Program Analyst 916-324-5689 Caitlin Stephens, Office Technician 916-445-7331 CALPADS Office Brandi Jauregui, Staff Information Systems Analyst 916-327-7367

3. The most terrifying words in the English language….We are from the CDE and we'd like to talk about reporting… Why am I here…what have we done…what do we do now?

4. Why am I Here? Required To Be Here Failed to Report EDMS data for three years • 2011–12 • 2012–13 • 2013–14 Mandatory to prevent Title II, Part A funds from being frozen Reported less than 50% HQT via CALPADS • 2013–14 Suggest You Be Here Failed to Report EDMS for two years • 2012–13 • 2013–14 Putting your Title II, Part A funds at risk Reported less than 75% HQT via CALPADS • 2013–14 Or…You responded to the Statewide Invitation because you wanted to be here!

5. What Have We Done? More than likely….. • Reported incorrectly on CALPADS • Course codes don’t match • Indicated a class was NOT NCLB when it was • Indicated a teacher was NOT HQT when they were • Hired non-HQ teachers Or as simple as • Failed to report required data

6. What Do We Do Now? • Establish policies to ensure timely reporting….CALPADS and EDMS • Establish policies to ensure accurate reporting….NEVER “certify” unchecked submissions • Send credentialing analyst(s) to CCAC conference EACH year in Sacramento ….use Title II funds • Never use Report 3.5 (NCLB Core Course Section) to verify HQT….use 4.3 (Staff Teaching Assignment Detail)

7. Highly Qualified Teacher Data in the California Longitudinal Pupil Achievement Data System

8. Ok… I know one of you changed that code Course code…there’s a code? Hum…wonder what’s for lunch? Let's see…where can I stick this class? CALPADS…Course Codes…..and NCLB Defining course codes

9. Security Roles in CALPADS • There are three basic levels of security roles for LEAs in CALPADS. • Administrative - CALPADS LEA Administrator (usually in data or information technology) • Responsible for assigning school level user accounts • Data submission – Program-level staff • Can only submit and update data • Data certification – Superintendent-level staff • Responsible for reviewing and certifying data in certification reports • You may not have access, but your CALPADS LEA Administrator knows who does.

10. Data Submission

11. How are HQT Data Submitted in CALPADS? • Fall 2 Submission • Course Section File • State Course Code – State Level “Course” name • Local Course Name – Your local course name • NCLB Core Course Instructional Level – Elementary/Secondary/Not a Core Course • Highly Qualified Teacher (HQT) Competency Code – How a teacher is or is not highly qualified

12. Definition of an NCLB Core Course in CALPADS • Falls into one of the NCLB Core Content Areas based on the State Course Code • Flagged as • Elementary Core or • Secondary Core • State course codes that are designated as “Unknown” can also be flagged as • Core (Elem. Or Sec.) or • Not Core at the discretion of the LEA

13. How are HQT Data Submitted in CALPADS? • Batch submission • Used by large districts when submitting many course records at once. • Online maintenance • Used either for small schools with no formal student information system or for manual updates to small groups of students.

14. Maintaining Course Data through the CALPADS Online Maintenance Tool Click on Maintain Course Data

15. Maintaining Course Data through the CALPADS Online Maintenance Tool Select Course Section Select Maintain Course Sections

16. Maintaining Course Data through the CALPADS Online Maintenance Tool Statecourse Fields denoted with asterisks * are required Local Course Name NCLB Core Level HQT Method Click to validate

17. Data Validation

18. Input Validations for HQT Data • CALPADS performs checks to ensure that the data you are submitting conform to the business rules for HQT reporting…..Input Validation Rules • CALPADS Error List • CALPADS System Documentation Web page: • http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

19. Input Validation Rules

20. Valid Code Combinations • CALPADS uses data in this document to validate data you submit. • Course Master Combo Worksheet • http://www.cde.ca.gov/ds/sp/cl/documents/validcodes070114.xls

21. How to prevent the CRSE0127 error • Ensure that your local course is mapped to the appropriate State Course Code. • If your course is appropriately mapped and is actually an NCLB core course, make sure you designate it as Elementary or Secondary Core and not “Not a Core Course”. • Use the Valid Code Combinations Document as a reference: http://www.cde.ca.gov/ds/sp/cl/documents/validcodes070114.xls

22. Input Validation Rules

23. Input Validation Rules

24. After Validation… • Data is stored in CALPADS and pulled into aggregate reports for LEA certification.

25. Data Certification

26. HQT Reports in CALPADS

27. Fall 2 Snapshot Reports for HQT HQT Reports

28. CALPADS Certification Reports • Certification reports are aggregate reports in CALPADS that require certification by a superintendent-level certifier that the data are accurate.

29. Report 3.4NCLB Compliant = Core Course Taught by a HQTData in this report must be certified Click here to drill down to 3.5 (detail)

30. Data Certification Use these reports to verify information in Report 3.4 Data must be reviewed and certified

31. Certification Validation • CALPADS again performs checks to ensure that the data you have submitted over the reporting period conform to the business rules for HQT reporting…..Certification Validation Rules. • CALPADS Error List • CALPADS System Documentation Web page: • http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

32. Certification Validation Errors Certification Errors

33. Certification Validation Errors This is where you would see any errors related to HQT

34. Certification Validation Errors

35. CALPADS Supporting Reports • Supporting reports are used to validate the data in any certification reports.

36. Report 3.5 – Course DetailThis is a supporting reportUse to verify data by Course Section NOTE: Only courses you have designated as Elementary or Secondary Core will be reflected here. Courses you have flagged as “Not Core” will not appear in this report.

37. Report 4.3 – Staff DetailThis is a supporting reportUse to verify data by teacher This report can be used to look at ALL courses to verify that the NCLB Core Course Instructional Level is accurate.

38. HQT-Related Reports in CALPADS • 3.5 NCLB Core Course Section • DO NOT use unless correct and verified for accuracy. • Remember this form only shows the classes YOU indicated were NCLB…not ALL the classes that are supposed to be NCLB. • 4.3 Staff Teaching Assignment Detail • Correct before using to ensure an accurate count of NCLB core classes.

39. Understanding 4.3 – Staff Teaching Assignment - Detail = Selected, by YOU, from a state generated list…… This is the code YOU develop locally….. These two course codes need to work together……State Course Code drives NCLB core academic subject.

40. Understanding 4.3 – Staff Teaching Assignment - Detail • Only 3 Options • N = NO this is not a NCLB core academic class…NEVER change the default YES to a no…you can change undecided • S = YES this is a secondary NCLB core academic class • E = YES this is an elementary NCLB core academic class

41. Understanding 4.3 – Staff Teaching Assignment - Detail • 7 Options • N – NOT Highly Qualified • A – exam • B – coursework (CTC approved subject matter program/major/major equivalent)…CAN NOTbe used for elementary self-contained…ever…likely to be a fatal error in future • C – National Board Certification • D – HOUSSE • G – VPSS (secondary special education and secondary alternative education only) • N/A – only when designated as NOT being a NCLB core academic class

42. Print most current report…review carefully • Check any course designated as NOT being a NCLB core academic course • Make sure all state and local course codes align • Check “how” each teacher is identified as meeting NCLB teacher quality compliance….remember elementary self-contained (MS credential) cannot meet competency via coursework • Resubmit to CALPADS, but do not certify • Recheck 4.3 for accuracy • After all errors have been cleared, certify…. • This should be the annual process for CALPADS data submission.

43. Let’s Look at Scenarios…

44. 2498….is a NCLB core subject…every time, every where. Appears to be a misalignment If Algebra Prep is NOT a “math” class in your district….. pick another course code.

45. When we see…2109 we think non-NCLB…when we see…Reading/History we think NCLB…..is this a reading class, history class or what…who is teaching this class….often leads to correct HQT designation. • 2425 math = NCLB but when we see computer animation we do not think math, computers are not generally NCLB…so is this a math class, a computer class, possibly an ART class…again, who is teaching the class…what type of credit are they getting?

46. DO NOT change a YES to a NO • 2116 is identified as an NCLB core academic subject • 2420 is identified as an NCLB core academic subject • 2421 is identified as an NCLB core academic subject

47. ElementaryCANNOTbe HQ via coursework…that pathway is open to secondary only.

48. What Happens to My Data After Certification? • Certified data are pulled together in a report for the Title II HQT Office. • Title II staff review aggregate data for compliance • Which districts do not have 100 percent NCLB-Compliant Courses? • Which districts have indicated that some courses are NOT core that should be core?

49. Things to Ponder • 2110 is ELD…..not an NCLB core course…..don’t call it English if it’s NOT. • Math 6…why use 2498…other math, use 2431, Math 6. • 2821 Yearbook…NOT English…triggers NCLB……Yes, yearbook requires an English credential, but is NOT an NCLB core course. • Middle School Core Class (two or more subjects, two or more periods, same students, same day). • Multiple subject credential….must identify each class within the core separately….must designate the class as elementary. • Single subject (or other authorization) credential….identify each class within the core separately…..designate the class as secondary.

50. Things to Ponder Job Sharing/Team Teaching • Two Course Section records should be submitted with the same Course Section ID, different SEIDs, and each teachers respective HQT Competency Code. • Teacher A is HQ via examination and Teacher B is HQ via HOUSSE. When are courses not counted? • Distance learning, push-in/pull-out classes, courses designated as not being NCLB.