California Department of Education California School Information Services Advisory Group Meeting

1. California Department of Education California School Information Services Advisory Group Meeting October 16, 2012 This presentation may be downloaded from: http://csis.fcmat.org//Pages/October-16,-2012-CDE-and-CSIS-Advisory-Group-(CAG)-Meeting.aspx

2. Agenda • Agenda Review • CDE Update • CALPADS Support Update • CALPADS Q & A • Update on FCMAT/CSIS Services • Ed-Data Services • Next Meeting

3. CDE Update Randy Bonnell, Administrator CALPADS/CBEDS Operations Office, CDE

4. CDE Update Topics CDE Organizational Changes 2011-12 EOY Submissions 2011-12 Accountability Progress Reporting (APR) System Update 2012-13 Submissions CALPADS Fall 1 and 2 Assessments and Accountability Update Additional Functionality

5. CDE Organizational Changes • With the growing use of CALPADS data, CDE is reorganizing around “Data In” & “Data Out” • Keric Ashley will be moving to direct the Analysis, Measurement, & Accountability Reporting Division (“Data Out”), responsible for: • API and AYP calculations • School Accountability Report Card (SARC) • School Quality Snapshots (SQS) – recently released • DataQuest • Ad Hoc Data Requests – which are growing!

6. CDE Organizational Changes • CDE will be filling the Educational Data Management Division position which includes the CALPADS Operations Office • The CALPADS Operations Office, renamed the CALPADS/CBEDS Operations Office, will now also be responsible for: • The County District School (CDS) system • California Basic Educational Data System Online Reporting Application (CBEDS-ORA)

7. CDE Organizational Changes • Both divisions will remain under the District, School, & Innovation Branch under Deputy Superintendent Deb Sigman • The realignment of responsibilities within the two divisions, and the leadership of Keric Ashley, will foster better communications both internally and externally to the field with regard to: • Use of CALPADS data • Coordination of CDE data collections

8. 2011-12 EOY Submissions • Congratulations on the End-of-Year Submission • CDE recognizes that it was a challenge due to many defects, but despite that: • Over 95% of LEAs certified EOY 2, 3, and 4 • Over 60% of LEAs certified the optional EOY 1 submission

9. 2011-12 EOY Submissions • The CDE is currently analyzing the EOY data and preparing it for federal reporting • Federal Title I, Part D (Neglected or Delinquent) program participation data –LEAs (county offices and districts operating juvenile court schools) have been notified to submit aggregate participation data in the Consolidated Application Reporting System (CARS)

10. 2011-12 EOY Submissions • Discipline Data - DataQuest reports will be modified to reflect data from EOY 3 to show: • Suspensions (including whether it was an in-school suspension) and expulsions by race/ethnicity and federal reporting categories • Suspensions and expulsions as a rate of cumulative enrollment • LEAs will be provided a preview of these DataQuest reports • In the future new DataQuest reports may be developed to display additional EOY data

11. 2011-12 APR System Update • The Accountability Progress Reporting (APR) system includes: • The 2012 Growth Academic Performance Index (API) Report • The 2012 Adequate Yearly Progress (AYP) Report, and • The 2012-13 Program Improvement Report • CALPADS data is used in the APR

12. 2011-12 APR System Update • CALPADS enrollment and exit data from the Operational Data Store (ODS) is used to determine: • The students continuously enrolled for inclusion of their STAR and CAHSEE scores in the API and AYP • Whether the scores of students enrolled at an Alternative Education Program should be “rolled back” to the school the students transferred from to calculate the API • The four year cohort graduation rate used in the AYP

13. 2011-12 APR System Update • The recently released APR reflects API and AYP calculated based on: • Enrollment and exit data certified by the February 22, 2012 certification deadline to determine the 4-year cohort graduation rate used in the AYP • Enrollment and exit data pulled from the CALPADS ODS on August 15, 2012 to determine continuous enrollment

14. 2011-12 APR System Update • Enrollment and exit data will be pulled from the CALPADS ODS to update the API and AYP on the following dates: • November 1, 2012 to recalculate the 4-year cohort graduation rate that will be used in a revised AYP released in January 2013 • December 20, 2012 to recalculate continuous enrollment that will be used in a revised 2012 Growth API and AYP released in January 2013 • February 26, 2013 to recalculate continuous enrollment that will be used in a final 2012 Growth API and AYP released in May 2013

15. 2012-13 CDE Data Submissions The CALPADS, CBEDS-ORA, and CARS certification deadlines and amendment windows have been communicated in a letter to Superintendents which is posted on the CALPADS Web page A new calendar page on the CDE Web site at http://www.cde.ca.gov/ds/sp/cl/rptcalendar.aspspecifies: Certification and amendment window deadlines Dates that data will be pulled from the CALPADS ODS for accountability purposes

16. 2012-13 CDE Data Submissions • As described earlier, in addition to the certifications, keeping enrollment and exit data up to date continues to be critical, as data from the CALPADS ODS is used throughout the year to determine: • Continuous enrollment for use in the API and AYP • The 4-year cohort graduation rate used in the AYP

17. 2012-13 CDE Data Submissions • The CALPADS File Specifications (CFS) Update Schedule • As reported at the last CAG, major updates to the CFS will occur twice a year, in the spring and winter • The next major update will be published December 2012 and will include changes for the Spring and End of Year submissions • Currently there are no major changes anticipated for the December 2012 CFS • The focus for EOY will be to address defects

18. CALPADS Fall 1 and 2 • LEAs that certify CALPADS Fall 1 by the December 19 certification deadline: • Will be able to preview their 2012-13 enrollment, and 2011-12 graduate and dropout counts in time to make changes in CALPADS before the February 6, 2013 final deadline • LEAs that fail to certify will have no official enrollment counts • High School districts that fail to certify will have no official graduate or dropout counts and will fail AYP

19. CALPADS Fall 1 and 2 Fall 1 includes a new certification report 5.1a Free or Reduced Price Meal Eligibility (FRPM) The report displays FRPM counts used for funding purposes In addition to students with FRPM program records, the report counts students “automatically” eligible for free meals based on: Direct Certification (as of November) Migrant (based on program record) Homeless & Foster (based on Primary Residency Code)

20. CALPADS Fall 1 and 2 • Fall 2 certification dates • January 16, 2013 initial certification deadline • February 20, 2013 end of amendment window

21. Assessments and Accountability Update • Assessments and Accountability (A&A) functionality is currently scheduled to be available in November 2012 • The A&A functionality release is awaiting vendor to: • Address certain identified issues • Complete functionality requested by LEAs (student level extracts)

22. Assessments and Accountability Update • Assessment Functionality • Test results from 2008-09, 2009-10, 2010-11, and 2011-12 for STAR, CAHSEE, and CELDT will be in CALPADS and viewable in reports • Extracts are available that will allow LEAs to download data on students that did not test with the LEA

23. Assessments and Accountability Update • Accountability Functionality • CALPADS will provide API and AYP summary and detail reports that show which students were included and excluded from API and AYP calculations and for what reasons • LEAs will be able to extract these data for analysis

24. Assessments and Accountability Update • How to Prioritize Workload • LEAs are encouraged to view/use reports to enhance local work • LEAs are not required to resolve students in suspense this year • LEAs should continue to prioritize the submission of data for certification • As time permits, LEAs are encouraged to resolve students in suspense because it will link students with their assessment results

25. Assessments and Accountability Update • Use of CALPADS Demographicand Program Participation data in API/AYP Calculations • CALPADS assessment reports will reflect CALPADS demographic and program data, HOWEVER, accountability calculations (API/AYP) will be made using the demographic and program participation data from the Pre-ID or answer document • When the transition is made to using CALPADS data in accountability, changes to student demographic and program participation data will made through CALPADS and not the assessment vendor • The use of CALPADS data for accountability emphasizes the importance of resolving unmatched students who are in suspense

26. Additional Functionality • IBM is working on implementing remaining requirements, which include: • County Level Reports – includes current certification reports aggregated at the LEA and school levels for each county • Printable error reports for certifications • Other planned changes • View-only screens module to provide easy access for site users to look up data on students (e.g. last EL status) – implementing this functionality was delayed due to EOY and assessment delays

27. CALPADS Support Update Angela Ratty Services Architect, FCMAT/CSIS

28. CALPADS Support Update Topics New / Revised Functionality CDE Data Evaluation Fall Submission Strategies Assessment General Tips and Tricks Support Tips

29. New / Revised Functionality Code Sets Retired Education Program 131 - NCLB Title X Homeless 175 - Free or Reduced Price Meal Program Added Education Program 181 - Free Meal Program 182 - Reduced Price Meal Program Non-Classroom based or Support Assignment 6018 - Employee on Leave (Employment End Date can now be left blank)

30. New / Revised Functionality Reports Modified 1.5 report to include entire LEA summary enrollment by grade (similar to legacy reports) New 5.1a Free or Reduced Price Meal (FRPM) reports to show school level counts of Free or Reduced Price Meal Eligibility (distinct from SED counts) New 1.0a Expected Schools report

31. New / Revised Functionality Validation New GERR0008 –Fatalerror checks that first two digits of Migrant Student ID is 06 New SINF0255 – “Invalid change in English Language Acquisition Status Code” warningto encourage appropriate classification and reclassification of English learners New SASS0256 –Fatal error to prevent duplicate staff assignment records (Year, SEID, School, Job Class) New CERT101 – Warning message if missing Primary Residence Category Code Disabled SINF0166 – Missing Student Initial Ninth Grade Entry Year

32. New / Revised Functionality Expected Schools Revised Expected Schools table in CFS Required (Y) = Schools are expected to submit data and will receive validation errors if data are not submitted Not Allowed (N) = Schools are NOT allowed to submit data and will receive validation warnings if data are submitted. Permitted (P) = Schools are permitted, but not expected to submit data, but if SSIDs are obtained for students enrolled within those schools, then the data required to maintain those SSIDs must be submitted, and will receive validation errors if data are not submitted.

33. CDE Data Evaluations • Staff Job Classification FTE Percentage • 1 vs. 100 • Educator Years of Service (LEA and Total) • 64 % of educators show an increase of exactly one year in total years of service • 25% of educators show no change in total years of service • 2% of educators show a decrease in total years of service • 10% of educators show an increase of more than one year in total years of service • Completer (E230/480) vs Transfer (T160) • No longer required to populate Initial 9th Grade Entry • Adhere to the definition of Student School Start Date

34. Submission Strategies 6/15 10/3 10/31 11/19 11/26 12/19 12/16 1/16 2013 2012 Populate local data Fall 1 due Upload data Review reports Census Day Populate local data Review reports Upload data Fall 2 due Fall 1 Census Day Fall 2

35. Submission Strategies Accounts Roles SENR SINF SPRG SDEM SASS CRSE SCSE Aggregate Reports Local Data Data Processor – Level 1 Superintendent – Level 2

36. Submission Strategies Fall Certification Errors and Reports Resolve fatal errors first Review and reconcile aggregate reports Use supporting reports to assist in reconciliation Use warnings for trend analysis Fix local data and re-upload as needed

37. Submission Strategies Fall 1 Suggested Milestones 10/31 – Complete SIS Data Population Verify NSLP eligibility and participation Determine No Show exits for grades 7 to 12 10/10-11/19 – Upload SENR, SINF and SPRG Review validation errors, reconcile as needed Resolve CCE and MID anomalies to 2% 11/20-12/18 – Review reports & Reconcile as needed 12/19 – Certify

38. Submission Strategies Fall 1 Certification Strategy Obtain SSIDs before October Update enrollments for October Determine No Show exits for grade 7 to 12 Submit SINF and SPRG for all students enrolled on information day Allow several weeks to evaluate certification (snapshot) reports and revise data Know your local data

39. Submission Strategies • Fall 2 Suggested Milestones • 11/30 – Complete Data Population • Staff Demographics/Assignments • Course attributes • 11/30-12/21 – Upload Staff and Course files • Review validation errors, reconcile as needed • 01/04 – Post Staff and Course files • 01/07-01/15 – Review reports & Reconcile as needed • 01/16 – Certify

40. Submission Strategies • Fall 2 Certification Strategies • Update 12-13 records • Add employment end dates for staff no longer employed • Post a SDEM for currently employed certificated staff • Update Years of Service • Update Effective Start Date (7/1/2012-10/3/2012) • Update Staff Assignments (even if no change from 11-12) • Update Course sections occurring on Census Day

41. Submission Strategies Fall 2 Certification Strategies Complete Fall 1 Submit and post Staff Demographics Submit and post Staff Assignments Submit and post Course Section Submit and post Student Course Section 2 1 3 4 5

42. Submission Strategies Why meet the deadline? Preview DataQuest Avoid CDE letter to Superintendent Poised to succeed with Fall 2 Be a kind and courteous neighbor

43. Assessments • Limited Training Opportunities • Fall 1 and 2 are priorities • Self-Paced Trainings availability TBD • Develop a plan to learn/implement new modules

44. General Tips and Tricks • Open two browser windows side by side • In CALPADS, hover over a menu item>right click>choose “Open in New Window” • Export detail reports to .csv (not Excel) for easy analysis • Save certification reports in PDF • Aggregate (not detail) reports save nicely in this format • Reset password prior to expiration

45. 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

46. Support Tips

47. 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 Join SIS user group and/or listserv October 2012 CAG, Slide 47

48. 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 CSIS Training Opportunities Data Management Overview State Reporting Overview for Administrators Support Tips

49. Support Tips Training Supplement Job Aides https://csis.fcmat.org//Pages/Fall-1.aspx Fall 1 Report Mapping

50. Support Tips • Resources • IBM Release Updates and Known Issues • Error List • Flash Updates • Data Guide • Self-Paced Training Modules • Glossary (User Guide) • FAQs