California Department of Education California School Information Services Advisory Group Meeting

4. CALPADS Policy Update 2011-12 CALPADS Submissions The CALPADS certification deadlines and amendment windows have been communicated in a letter to Superintendents, in the FLASH, and are posted on the CALPADS Web page LEAs that certify CALPADS Fall 1 by the December 14 certification deadline will be able to preview their 2011-12 enrollment, and 2010-11 graduate and dropout counts in time to make changes in CALPADS before the February 22 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 and dropout counts and will fail AYP

5. CALPADS Policy Update No Fall 2 or Spring 1 Contingency There is no contingency for the CALPADS Fall 2 collection, therefore all LEAs must certify their staff and course data by the deadline Any non-certified LEA will not fulfill federal reporting requirements which include High Qualified Teacher (HQT) reporting There is no contingency for the CALPADS Spring 1 collection, therefore LEAs must certify their English Learner and Immigrant counts by the deadline Any non-certified LEA will not have the data necessary for calculating Title III and EIA funding

6. New DataQuest Reports College-Going Rates Requirement of receiving State Fiscal Stabilization Funds (SFSF) Indicator: (c)(11) Number and percentage of students who graduate and enroll in higher education within 16 months (including out of state enrollments) Indicator: (c)(12) Number and percentage of students who graduate and earn higher education credit within 16 months (in state only)

7. New DataQuest Reports College-Going Rates Contract with National Student Clearinghouse for enrollment report California Postsecondary Education Commission (CPEC) for credit earning report

8. Contract with National Student Clearinghouse for enrollment report California Postsecondary Education Commission (CPEC) for credit earning report

10. CALPADS Implementation Update Topics CALPADS File Specification Update Fall 1 Fall 2 Spring 1 End of Year Assessments

11. CALPADS FILE SPECIFICATIONS Update CALPADS File Specifications (CFS) Update Schedule With CALPADS development winding down, the CFS will be updated and published on a more routine basis Major updates to the CFS will occur twice a year, in the spring in preparation for the Fall submissions, and in the winter in preparation for the End of Year submissions Interim updates will occur only if needed to address issues or accommodate unanticipated code changes Next major update will be published December 2012 and will include changes for the End of Year submissions

12. Fall 1 Update Fall 1 Current Status As of November 3, 2011: 106 LEAs have certified Level 2 28 LEAs have certified Level 1 134 LEAs are ready to certify (no fatal errors and below the 2% anomaly level) Last year at this time 9 LEAs had certified

13. Fall 1 Coming Changes Anticipated Changes for This Fall 1 Changes to exit codes to accommodate SB 219 SB 219 requires the assessment scores of students referred by an LEA or school to an Alternative Education Program to roll back to that LEA/school for accountability purposes unless the transfer was a result of a judicial referral or expulsion The State Board of Education will soon be adopting regulations that further detail the business rules for accountability roll back To accommodate this requirement exit codes T165 and T167 will be modified and/or a new exit code will be created to enable the identification of these students

14. Fall 1 Coming Changes Anticipated Changes for This Fall 1 Increasing Field 3.10 California Partnership Academy ID field length from 4 to 5 Modifying the Completer and Dropout reports Report 1.9 Completers and Dropouts – Count has been modified to align with CDE graduate and dropout business rules used in DataQuest Report 1.10 Completers and Dropouts – Student List will display the earliest reported Student Initial Ninth Grade Entry Year

15. Fall 1 Update Things to Pay Attention To Field 2.47 Student Initial Ninth Grade Entry Year is used to determine the 9th grade cohort for the 4-year Cohort Graduate Rate calculation It is extremely important to accurately populate this field Once populated by any LEA, this field should never change It is important to accurately populate Field 1.23 Student School Start Date and Field 1.26 Student School Exit Date These dates are used in the cohort analysis

16. Fall 2 Update Fall 2 Current Status As of October 28, 2011: 14 LEAs have certified Level 2 3 LEAs have certified Level 1 18 LEAs are ready to certify (no fatal errors)

17. Fall2 Update Things to Pay Attention to FTE Submitted on the Staff Assignment Record In most cases for full-time employees, the sum of all FTEs in the Staff Assignment record(s) should be 1.0 FTE (e.g., a teacher working at three schools should have 1/3 FTE reported in each assignment record) The sum of all FTEs for a staff member must never exceed 2.0 FTE

18. Spring 1 Update 2010-11 Results Number of LEAs certified: 1157 Certified LEAs represent 73.6% of the State’s student enrollment count As mentioned earlier, it is important to certify Spring 1 in CALPADS because there will be no alternative collection (i.e. data entry assistant for Language Census) for these data

19. Spring 1 Update Anticipated Changes There are no changes to Spring 1 planned at this time

20. End of Year (EOY) Update EOY 1 Course Completion The following fields will not be required on the Course Section Completion (CRSC) record for EOY 1: 9.11 CRS- NCLB Core Course Instructional Level Code 9.18 Class ID 9.20 Education Service Code 9.21 Language of Instruction Code 9.25 Multiple Teacher Code 9.28 HQT Competency Code Data submitted in these fields will not be stored and no validations will be performed These fields are still required on the Course Section Enrollment (CRSE) record for Fall 2

21. End of Year (EOY) Update EOY 1 Course Completion Field 9.22 Instructional Strategy Code Only the Special Education and Home/Hospital codes (300, 700) will be required on the CRSC record Other submitted instructional strategy codes will be stored but not displayed on EOY 1 reports The following fields will be added to accommodate EOY 1 reporting requirements: Marking Period will be added to the Student Course Section Completion (SCSC) file to accommodate the reporting of grades for full-year courses The CDE is discussing possibly modifying how CTE Pathway Completion data is collected.

22. End of Year (EOY) Update EOY 2 Program Participation Certification Validation Rule 95 will be implemented CVR 95 will require an effective SINF in the reporting year It is important to update the Student Information File (SINF) throughout the year as a student’s information changes EOY 2 will include certification reports that display a cumulative count of homeless students enrolled throughout the reporting year It is important to update the Field 2.33 Primary Residence Category Code in the Student Information File, as this is where a student’s homeless status is captured Program Code 131 (NCLB Title X Homeless) will not be collected as part of EOY 2.

23. End of Year (EOY) Update EOY 3 Discipline Field 4.23 Student Truant Indicator will be removed from the Student Discipline file and will not be collected through CALPADS These data will be collected in the aggregate on the CBEDS-ORA collection in the fall of 2012

24. End of Year (EOY) Update EOY 4 Student Waivers To facilitate submitting individual student waiver records, the operational key on the Student Waiver file has been modified as follows: Academic Year ID School of Attendance *Education Regulatory Exemption Code *SSID

25. End of Year Implementation Update Estimated Implementation Schedule User Acceptance Testing: March 2012 EOY 1-4: Implementation May 2012 EOY 1-4: Submission window (including amendment window) is May 14, 2012 through August 15, 2012

26. Assessments Update Assessments Implementation Update Overview of Key Functionality Assessment Implementation Status/Schedule

27. Assessments Update Overview of Key Functionality Loading of STAR, CAHSEE, CELDT results Most current results for each assessment will be loaded into CALPADS Prior year results will be loaded at a later date CALPADS Assessment Reports CALPADS will include reports related to: STAR (3 reports) CAHSEE (7 reports) CELDT (4 reports) Student Profile (includes all assessments)

28. Assessments Update Most reports will reflect assessment results by administration (e.g., STAR P1 or a specific CAHSEE administration) CELDT reports will be updated monthly Some reports will summarize assessment status by currently enrolled students, for example: California High School Examination (CAHSEE) – Enrollment – Student List will display the status of all currently enrolled 11th and 12th graders enrolled at a school, e.g. which portions students have passed or not passed California English Language Development Test (CELDT) – English Learner Status will display the CELDT status of all currently enrolled English Learners, including whether an annual assessment is due

29. Proposed Enrollment – Student List

30. Proposed CELDT – EL Status

31. Assessments Update “Suspense” Functionality When assessment results for students at an LEA are loaded into CALPADS, CALPADS will search for the same students in CALPADS who are enrolled at the LEA Student records for which there are no matches will be placed in “suspense” LEAs must resolve students who are in suspense by matching them to an enrolled student If an LEA cannot match a student, the LEA sends the record to the State for resolution Unmatched records will generally result from enrollments not being updated in CALPADS The more LEAs keep CALPADS up-to-date the fewer suspense items there will be

32. Assessments Update Use of CALPADS data in API/AYP Calculations CALPADS assessment reports will reflect CALPADS demographic and program data HOWEVER, this year accountability calculations (API/AYP) will be made using the demographic and program participation data from the Pre-ID or answer document CALPADS will provide CDE accountability staff with both sets of data and the CDE will transition in the future to using CALPADS data in the accountability calculations when the data are comparable Once CALPADS data is used, changes to student demographic and program participation data will made in CALPADS and not through the assessment vendor, and the data collected on the Pre-ID will be reduced The use of CALPADS data in accountability calculations emphasizes the importance of resolving unmatched students who are in suspense

33. Assessments Update CALPADS API/AYP Reports and Extracts 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

34. Assessments Update Assessment Implementation Status/Schedule STAR, CAHSEE, and CELDT report designs are completed and were vetted with a group of LEA staff Components are in various stages of completion User Acceptance Testing (UAT) will occur in the late December, early January timeframe Full implementation will follow UAT

36. CALPADS Support Update Topics New / Revised Functionality Fall 1 Strategies Fall 2 Strategies Support Tips

37. New / Revised Functionality Anomaly Improvements Middle Name removed from the MID Match Criteria Add "Warning Type" as Selection Criteria for the ERD Report and Filtering Option for ERD Resolution UI Ability to Group or sort/filter CCE Anomalies by Other LEA(s) Involved

38. New / Revised Functionality Anomaly Improvements Change Anomaly Specifications to Exclude Matriculating Completers who Re-Enroll from Generating ERDs Exclude Certain Completers who Re-Enroll from Generating ERD’s

39. New / Revised Functionality File Processing Provide the Candidate List as a Report New job queue statuses: “Partial Post” and “Post Requested” Display the list of records on the Passed Records Screen instead of one record at a time Add SSID and Local Student ID search fields to the Filter Criterion on the Passed Records Screen

40. New / Revised Functionality File Processing ODS SINF Extract option to only include those records owned by the LEA/school Rejected Error List to match file type format for download extract Add Local Record ID Field to the Rejected Records Extracts for ALL Record Types New Rejected Record Error Reports

41. New / Revised Functionality Dropout Report Make Dropout report 1.9 match DataQuest logic Modify Snapshot Report 1.14 "Dropouts Count - State View" to count Dropouts Re-Enrolled or Lost Transfers with a subsequent Short-term Certification Certification Status Page and Certification Error Details page display Warnings vs. Fatal Errors clearly

42. Fall 1 Strategies

43. Fall 1 Strategies

44. Fall 1 Strategies Update 11-12 records

45. Fall 1 Strategies Fall 1 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 Distribute reports to appropriate staff for review

46. Fall 1 Strategies Fall 1 Suggested Milestones 10/31 – Complete SIS Data Population Ensure Initial 9th Grade Entry Year Determine No Show exits for grades 7 to 12 10/10-11/18 – Upload SENR, SINF and SPRG Review validation errors, reconcile as needed Resolve CCE and MID anomalies to 2% 11/21-12/13 - Review reports & Reconcile as needed 12/14 – Certify

47. Fall 1 Strategies Certification Tips CERT003 and CERT004 errors Enable Certify button Report 1.5 – Grade Level/Subgroups Report 1.14 – Dropouts State View Beat the rush November 2010 Service Requests – 1,283 February 2011 Service Requests – 1,909 Share accountability for data accuracy

48. Fall 1 Strategies Why meet the deadline? Preview DataQuest Avoid CDE letter to Superintendent Poised to succeed with Fall 2 Like a good neighbor

49. Fall 2 Strategies Update 11-12 records Add employment end dates for staff Post a SDEM for currently employed certificated staff Updates the Years of Service Updates the Effective Start Date (7/1/2011-10/5/2011) Update Staff Assignments (even if no change from 10-11) Update Course sections occurring on Census Day

50. Fall 2 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

51. Fall 2 Strategies Fall 2 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 Distribute reports to appropriate staff for review

52. Fall 2 Strategies Fall 2 Suggested Milestones 11/30 – Complete Data Population Staff Demographics/Assignments Course attributes 11/30-12/16 – Upload Staff and Course files Review validation errors, reconcile as needed 12/15 – Post Staff and Course files 12/16-01/18 - Review reports & Reconcile as needed 01/18 – Certify

53. Fall 2 Strategies Certification Tips Complete Fall 1 First Staff Assignment and Course files are “full replacement” Use Online Maintenance with caution Teachers reported with the “9999999999” SEID will not have a staff demographic or assignment record Teachers reported with the “9999999999” SEID cannot be reported as Highly Qualified Ed Options schools and Course enrollment Use Supporting Reports to reconcile with local data

54. 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

55. 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

56. Support Tips Training Opportunities http://www.csis.k12.ca.us/e-learning/calpads-registration/ Basic courses Advanced courses Self-Paced Training Modules CSIS Training Opportunities Roadmap For The School Year Data Management Overview State Reporting Overview for Administrators

57. Support Tips Training Supplement Job Aides http://www.csis.k12.ca.us/library/calpads-training/ Fall 1 Report Mapping Fall 2 Report Mapping

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

60. November 2011 CAG, Slide 60 Update on CSIS ServicesNancy SullivanDeputy Operations Officer, FCMAT/CSIS

61. November 2011 CAG, Slide 61 Address Validation Available via the Periodic Enrollment Update Data Submission throughout the year Need to identify if CSIS will update the current address validation process to remove the enrollment update aspects of the submission

71. For more information about… Ed-Data or Ed-Data SARC services visit: www.ed-data.org SARC requirements visit: http://www.cde.ca.gov/ta/ac/sa/ Resource Links