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Overview of Objectives and Requirements

Overview of Objectives and Requirements. Essential 1. Introductions and Ground Rules. Introductions Trainers Ground Rules Mute phones while listening Do not place your phone on HOLD Silence cell phones Introduce yourself (name and local educational agency (LEA)) when speaking

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Overview of Objectives and Requirements

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  1. Overview of Objectives and Requirements Essential 1 Essential 1: CALPADS Overview V 1.1

  2. Introductions and Ground Rules • Introductions • Trainers • Ground Rules • Mute phones while listening • Do not place your phone on HOLD • Silence cell phones • Introduce yourself (name and local educational agency (LEA)) when speaking • One conversation at a time 2 Essential 1: CALPADS Overview V 1.1

  3. Course Description CALPADS Overview (Essential 1) • This course provides a basic overview of: • Goals and benefits of CALPADS • CALPADS Data Requirements and File Specifications • Key Changes for 2011-2012 • CALPADS Statewide Student Identifier (SSID) and Enrollment Procedures 3 Essential 1: CALPADS Overview V 1.1

  4. Target Audience and Objectives The target audience for this course is LEA program, data management staff, and administrators responsible for reporting and certifying data in CALPADS. • Understanding of: • Goals and benefits of CALPADS • Which data are expected • Key changes with CALPADS • Awareness of: • The CALPADS SSID and Enrollment Procedures • The calendar of yearly activities 4 Essential 1: CALPADS Overview V 1.1

  5. CALPADS Training Courses • WebEx and/or Online Self-Paced Trainings: • Essential 2: Features, Code Mapping, and User Access • Essential 3: SSID Requests, Enrollment, and Maintenance • Essential 4 : SSID Anomalies • Fall 1: State Reporting and Certification • Fall 1 Advanced: State Reporting and Certification • Fall 2: Data Population • Fall 2: Reporting and Certification • Spring 1: Reporting and Certification • End-of-Year 1-4: Reporting and Certification • Q & A Conference Calls: • Fall Error Correction • Fall General 5 Essential 1: CALPADS Overview V 1.1

  6. Agenda • Introduction to CALPADS • Introduction to SSID Enrollment • Data Management Expectations • CALPADS SSID and Enrollment Procedures • State Reporting Calendar • Key Changes for Fall 1 6 Essential 1: CALPADS Overview V 1.1

  7. Agenda (cont.) • Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4 • Getting Started • Resources 7 Essential 1: CALPADS Overview V 1.1

  8. Introduction to CALPADS Goals of CALPADS • Provide LEAs and CDE access to the data necessary to comply with federal NCLB reporting requirements • Provide a better means of evaluating educational progress and investments over time • Provide LEAs information that can be used to improve pupil achievement • Provide an efficient, flexible, and secure means of maintaining longitudinal statewide pupil level data 8 Essential 1: CALPADS Overview V 1.1

  9. Introduction to CALPADS Benefits of CALPADS • Streamlined data collection and maintenance process • Immediate access to information on new students captured by previous LEAs • Visibility to data to support school performance improvement • Extraction and download of data from CALPADS to conduct analyses using local analysis tools 9 Essential 1: CALPADS Overview V 1.1

  10. Introduction to CALPADS Key Concepts for CALPADS • Enrollment Data Responsibilities • Ongoing Data Maintenance • Ownership of Data • Operational Data Store (ODS) • Snapshot • State Reporting Each of the following concepts is key to understanding CALPADS functionality: Essential 1: CALPADS Overview V 1.1

  11. Introduction to CALPADS Key Concepts for CALPADS • CALPADS is designed for LEAs to submit data throughout the academic year to provide up-to-date information in CALPADS • At specific times during the academic year, CALPADS will take snapshots from the data in the ODS to support state and federal reporting needs Essential 1: CALPADS Overview V 1.1

  12. Introduction to CALPADS Solution Components Where LEA’s uploaded data is initially loaded. Where error reports are produced. Essential 1: CALPADS Overview V 1.1

  13. Agenda • Introduction to CALPADS • Introduction to SSID Enrollment • Data Management Expectations • CALPADS SSID and Enrollment Procedures • State Reporting Calendar • Key Changes for Fall 1 13 Essential 1: CALPADS Overview V 1.1

  14. Introduction to SSID Enrollment Data Management Expectations • an annual accounting of all students • accurate dropout and graduate counts • access to current information on transferring students to facilitate appropriate placement and services • high-quality data for local, state and federal use LEAs need to regularly report enrollments and exits to CALPADS to ensure: 14 Essential 1: CALPADS Overview V 1.1

  15. Introduction to SSID Enrollment SSID and Enrollment Procedures Overview • The California Department of Education (CDE) has developed new enrollment procedures as well as updated some existing procedures for CALPADS • These procedures guide and define the algorithms that are employed to process and maintain the data submitted to CALPADS • See link below for the complete listing of the procedures • http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp 15 Essential 1: CALPADS Overview V 1.1

  16. Introduction to SSID Enrollment Key Procedures • LEAs are expected to access CALPADS to acquire a student’s SSID for enrollment purposes (1.0) • LEAs shall update CALPADS with a student’s school enrollment no later than 14 calendar days after the student’s expected first day of attendance (4.0) • LEAs shall update CALPADS with student exit data no later than 14 calendar days after the date the district exits the student in their local system. The exit date to be used is the date of the last full day of attendance (4.0) • LEAs are not allowed to obtain and maintain student SSIDs in CALPADS for summer or inter-session terms (4.0) 16 Essential 1: CALPADS Overview V 1.1

  17. Introduction to SSID Enrollment Key Procedures • LEAs may pre-enroll a student in CALPADS up to 6 months prior to the student’s first expected day of attendance (Student School Start Date) (4.1) While LEAs may pre-enroll students in their local systems, SSID requests to CALPADS should be delayed until a date closer to student’s first expected day of attendance. This practice will reduce the number of “No Shows” and concurrent enrollment anomalies reported to CALPADS. 17 Essential 1: CALPADS Overview V 1.1

  18. Introduction to SSID Enrollment SSID & Enrollment Procedures Appendices 18 Essential 1: CALPADS Overview V 1.1

  19. Agenda • Introduction to CALPADS • Introduction to SSID Enrollment • Data Management Expectations • CALPADS SSID and Enrollment Procedures • State Reporting Calendar • Key Changes for Fall 1 19 Essential 1: CALPADS Overview V 1.1

  20. Introduction to State Reporting Which Data are Expected in 2011-2012? Essential 1: CALPADS Overview V 1.1

  21. Introduction to State Reporting 2010-2011 Snapshots Certification & Amendment Calendar See the CALPADS Submission Calendar for the current dates: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp Essential 1: CALPADS Overview V 1.1

  22. Agenda • Introduction to CALPADS • Introduction to SSID Enrollment • Data Management Expectations • CALPADS SSID and Enrollment Procedures • State Reporting Calendar • Key Changes for Fall 1 22 Essential 1: CALPADS Overview V 1.1

  23. Data changes by content area: Student Enrollment Student Information Student Programs Key Changes with CALPADS Content to be Presented 23 Essential 1: CALPADS Overview V 1.1

  24. Data Information: Students to whom the data applies CALPADS element number, example: “1.15” “1.” = CALPADS Data Submission File (see CFS) “.15” = Element number in the CALPADS File Specifications Applicable CALPADS SSID and Enrollment Procedure(s) Applicable CALPADS Code Set Applicable CALPADS Validation Error Action needed to prepare for CALPADS submissions Key Changes with CALPADS Content to be Presented 24 Essential 1: CALPADS Overview V 1.1

  25. Key Changes with CALPADS Student Enrollment (Applies to All Students) 25 Essential 1: CALPADS Overview V 1.1

  26. Key Changes with CALPADS Student Enrollment (Applies to All Students) 26 Essential 1: CALPADS Overview V 1.1

  27. Key Changes with CALPADS Student Enrollment (Applies to All Students) 27 Essential 1: CALPADS Overview V 1.1

  28. Ensure data entry staff understand the following changes in the SENR validation rules: SENR0203: Invalid Student School Exit Date for Student School Completion Status Code 108 (CAHSEE Exemption SENR0204: Student School Exit Date must be between May 15 and August 15 when Student Exit Reason Code = N420 (No Show Same School) Key Changes with CALPADS Student Enrollment (Applies to All Students) 28 Essential 1: CALPADS Overview V 1.1

  29. Ensure staff understand how to enroll preschool students 1.24 Enrollment Status Code (Procedure 2.2 , Appendix A) Code Set – Enrollment Status Use Primary Enrollment (10) for special education and non-special education students For special education students that also receive services from another LEA, that LEA is to use Secondary Enrollment (20) Use Secondary Enrollment (20) for non-special education students enrolled in a Head Start Program that also are primarily enrolled in the LEA preschool program Key Changes with CALPADS Student Enrollment (Applies to Preschool Students) 29 Essential 1: CALPADS Overview V 1.1

  30. For preschool students being served through a District-Level Special Education Consortium 1.24 Enrollment Status Code (Procedure 2.2 and Appendix B) Request a CDS code for a “District Special Education Consortium School” Use Primary Enrollment (10) for special education students at the District Special Education Consortium School District of Special Education Accountability cannot have these students enrolled in CALPADS Key Changes with CALPADS Student Enrollment (Applies to Preschool Students) 30 Essential 1: CALPADS Overview V 1.1

  31. Ensure staff understand how to enroll adult special education students 1.24 Enrollment Status Code Code Set – Enrollment Status Use Primary Enrollment (10) 1.25 Grade Level Code Code Set – Grade Level Use 12 (Twelfth Grade) or US (Ungraded Secondary) Key Changes with CALPADS Student Enrollment (Applies to Adult Special Education Students) 31 Essential 1: CALPADS Overview V 1.1

  32. Use only for students who completed the highest grade offered at the school 1.27 Student Exit Reason Code (Procedure 5.3) Code Set – Student Exit Category Exit reason should be E230 (completer) 1.28 Student School Completion Status Code Set – Student Completion Status Enter appropriate school completion status Key Changes with CALPADS Student Exits (Applies to Graduates and Completers) 32 Essential 1: CALPADS Overview V 1.1

  33. Essential 3 addresses common errors that occur in batch and online submission Fall Error Corrections Q & A address common errors that occur in batch and online submission Attend those trainings (WebEx or Self-Paced) or conference calls to learn how to fix the errors Key Changes with CALPADS Student Enrollment Submission Errors 33 Essential 1: CALPADS Overview V 1.1

  34. Key Changes with CALPADS Student Information (Applies to All Students) 34 Essential 1: CALPADS Overview V 1.1

  35. Key Changes with CALPADS Student Information (Applies to All Students) 35 Essential 1: CALPADS Overview V 1.1

  36. Key Changes with CALPADS Student Information (Applies to All Students) 36 Essential 1: CALPADS Overview V 1.1

  37. Key Changes with CALPADS Student Information (Applies to All Students) 37 Essential 1: CALPADS Overview V 1.1

  38. Key Changes with CALPADS Student Information (Applies to All Students) 38 Essential 1: CALPADS Overview V 1.1

  39. Ensure data entry staff understand the following changes in the SINF validation rules: 2.45 Student Initial US School Enrollment Date (SINF0058) Required if English Language Acquisition Status = EL 2.42 English Language Acquisition Status Start Date (SINF0164)Required if English Language Acquisition Status Code is not equal to EO SINF0213: SINF Record Effective Start DateCannot be prior to the English Language Acquisition Status Start Date Key Changes with CALPADS Student Information (Applies to all students) 39 Essential 1: CALPADS Overview V 1.1

  40. Ensure data entry staff understand the following changes in the SINF validation rules: SINF0214: History of prior English Language Acquisition Status being overwritten by this submission (Warning) SINF0215: English Language Acquisition Status Start Date Greater Than the Current System Date SINF0216: Student Primary Language Code cannot equal English (00) or Sign Language (37) when English Language Acquisition Status Code equals EL, RFEP, or IFEP Key Changes with CALPADS Student Information (Applies to all students) 40 Essential 1: CALPADS Overview V 1.1

  41. Fall Error Corrections Q & A address common errors that occur in batch and online submission Attend those conference calls to ask and learn how to fix the errorshttp://www.csis.k12.ca.us/e-learning/calpads-registration/ Key Changes with CALPADS Student Information Submission Errors 41 Essential 1: CALPADS Overview V 1.1

  42. Key Changes with CALPADS Student Program (Applies to All Students) 42 Essential 1: CALPADS Overview V 1.1

  43. Key Changes with CALPADS Student Program (Applies to All Students) 43 Essential 1: CALPADS Overview V 1.1

  44. Ensure data entry staff understand the following changes in the SPRG validation rules: SPRG0070: Open Education Program record exists with different Membership Start Date. SPRG0149: Invalid California Partnership Academy ID. SPRG0151: Invalid Education Program Code and California Partnership Academy ID combination. SPRG0193: Invalid District of Special Education Accountability Key Changes with CALPADS Student Programs (Applies to All Students) 44 Essential 1: CALPADS Overview V 1.1

  45. Essential 3 addresses common errors that occur in batch and online submission Fall Error Corrections Q & A address common errors that occur in batch and online submission Attend those trainings (WebEx or Self-Paced) or conference calls to learn how to fix the errors Key Changes with CALPADS Student Program Submission Errors 45 Essential 1: CALPADS Overview V 1.1

  46. Agenda (cont.) • Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4 • Getting Started • Resources 46 Essential 1: CALPADS Overview V 1.1

  47. Introduction to State Reporting Fall 2, Spring, and EOY 1- 4 Training 47 Essential 1: CALPADS Overview V 1.1

  48. Agenda (cont.) • Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4 • Getting Started • Resources 48 Essential 1: CALPADS Overview V 1.1

  49. Getting Started Preparing for Essential 2 Training • Target Audience • LEA program and data management staff responsible for overall district enrollment, and LEA system administration staff • Topics Include: • System components • Home Page functionality • System navigation • System security set-up • Administration of access rights for users at the local level • Management of user contacts • Mapping of local codes • Reports and extracts • Data processing and management • Register for CALPADS Essential 2 • CALPADS Features, Key Concepts, and System Administration 49 Essential 1: CALPADS Overview V 1.1

  50. Getting Started Checklist Items To Complete Download and review the CALPADS system documentation located on the CDE CALPADS web-site (http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp). Schedule installation of student information system (SIS) updates (if applicable) to support CALPADS File Specifications. Confirm client workstations used to access CALPADS meet the CDE’s minimum web browser requirements located on the CDE web-site (http://www.cde.ca.gov/re/di/ws/minbrowser.asp). Plan staff time to attend the CALPADS training sessions(http://www.csis.k12.ca.us/e-learning/calpads-registration/). Ensure the appropriate LEA staff have subscribed to the CALPADS-LEA listserv (http://www.cde.ca.gov/ds/sp/cl/listservs.asp). 50 Essential 1: CALPADS Overview V 1.1

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