California Department of Education California School Information Services Advisory Group Meeting

1. California Department of Education California School Information Services Advisory Group Meeting April 22, 2014 This presentation may be downloaded from: http://csis.fcmat.org/Pages/April-22,-2014-CDE-and-CSIS-Advisory-Group-Meeting.aspx

2. Remote Site Reminders • Mute outgoing sound until it is your turn to ask questions • Sites will be called upon for questions in the following order:

3. Agenda • Agenda Review • CALPADS Update • CALPADS Support Update • CALPADS Q & A • Next Meeting

4. New Process for Q&A • Each site selects top 3 questions for live Q&A • After the CAG is finished, the site moderator sends any unanswered questions to calpads-support@cde.ca.gov • CALPADS Support will respond to any questions that include an email address

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

6. Expanding Responsibilities • Fall 1, Fall 2, and End-of-Year Data Collections • Student-level demographic data corrections for accountability reporting • California Assessment of Student Performance and Progress (CAASPP) • Local Control Funding Formula (LCFF)

7. CALPADS Update Topics • 2013–14 EOY Submissions • Smarter Balanced Field Test • Accountability Update • Local Control Funding Formula • Changes for 2014–15

8. 2013–14 EOY Submissions • EOY submissions dates are: • Window Opens: May 12 • Certification Deadline: July 18 • No Amendment Window • LEAs should prioritize submissions: • EOY 2 – Program Participation • EOY 3 – Student Discipline • EOY 4 – Student Waivers • EOY 1 – Course Completion

9. Smarter Balanced Field Test: CALPADS

10. Smarter Balanced Field Test: CALPADS • 3.3 million students • ALL 11th grade students • TIDE receives nightly extract from CALPADS, determines updates to files • Changes made in CALPADS display in TIDE within 48 hours • It is critical for LEAs to keep CALPADS up-to-date and accurate

11. Smarter Balanced Field Test: CALPADS • Field Test Statistics as of Day 13: • By the end of Day 13 (April 10), about 576,900 students have started testing since the beginning of the Field Test, and of those, about 320,300 have completed testing. • Each student takes more than one test. On Day 13, approximately 65,480 tests were started and approximately 80,699 tests were completed, including testing that was started on previous days. • Cumulatively through Day 13, California started 1,479,058 tests and completed 1,339,434 tests. • The Smarter Balanced system continues to perform well overall. At the peak for Day 13 in California, there were about 22,190 concurrent student users taking the Field Test.

12. Smarter Balanced Field Test: CALPADS What is CALPADS sending to TIDE? • CALPADS sends all open enrollments with Enrollment Status = 10 or 30, for Grades 3-8, 11, and select schools for Grades 9 and 10 • Concurrent Enrollments (CCEs) – the record with the most recent enrollment is sent to TIDE • Short Term enrollments – need to exit students • 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. • CALPADS LEA Administrators are encouraged to work with the LEA CAASPP Coordinator to gain school level access to and/or confirm data in TIDE is consistent with expectations

13. Smarter Balanced Field Test: CALPADS Test registration integration • Nightly data extracts from CALPADS • Data elements include:

14. Smarter Balanced Field Test: CALPADS CDE’s Nightly Extract of student level data from CALPADS ODS and uploads to TIDE Data Loading Process START 1 Continues through testing window Updating CALPADS Operational Data Store 4 2 TIDE’s automated process determines any updates, deletes, and adds LEAs review TIDE, verify data uploaded, and submit designated supports and accommodations to TIDE directly 3

15. Smarter Balanced Field Test: CALPADS Revised assignment of Non Public School (NPS) students • NPS School Coordinators and Test Administrators can view only the specific students they are responsible for testing • Individual NPS’s listed in the school dropdown menu represent the specific NPS’s serving students in the respective local educational agency

16. Smarter Balanced Field Test: CALPADS Designated Supports and Accommodations Designated supports and accommodations are NOT collected in CALPADS Both District Coordinators and School Coordinators are authorized to set designated supports and accommodations for students Two ways: one-by-one or upload file (using SSID to link) Must be set prior to the test session There is a template for uploading both embedded and non-embedded supports/accommodations Set in system by content area 16

17. Smarter Balanced Field Test: CALPADS Common issues • Incorrect enrollment status • Update timing • NPS missing from LEA list • Student listed correctly in CALPADS, not listed in TIDE (found in CP or open enrollment in a different LEA) • CAASPP Coordinators NOT talking to CALPADS Administrators prior to calling CalTAC

18. Other • Realignment of State Course Codes with the Common Core work • A global issue has been logged to address whether or not the codes need to be modified to align with common core • LEAs are advised to map local courses to the most appropriate state codes available for now

19. Accountability Update

20. Accountability Update • Reliance on CALPADS student demographic and program data • Data pulls and corrections • Changes to Academic Performance Index and Adequate Yearly Progress

21. Accountability Update Status of the Academic Performance Index (API) • At the March State Board of Education (SBE) meeting, the SBE approved the SSPI’s recommendation to not produce API scores in 2013–14 and 2014–15, during the transition to Smarter Balanced. • 2013 – Growth API released (the 2013 Base API will not be calculated) • 2014 – Growth and Base APIs will not be calculated • 2015 – No Growth API will calculated, but a baseline will be established with the Base API using the new CAASPP results • 2016 – The first Base to Growth comparison using CAASPP results will be reported

22. Accountability Update Status of the Adequate Yearly Progress (AYP) • On March 7, 2014 the U.S. Department of Education (ED) approved a waiver submitted by the California Department of Education (CDE), which: • Carries over the 2013 AYP determinations for elementary and middle schools to 2014 • Freezes the Program Improvement (PI) status for elementary and middle schools, so no new schools will be identified for PI in 2014 and schools will not advance or exit from PI

23. Accountability Update Status of the Adequate Yearly Progress (AYP) • 2014 AYP reports for high schools will continue since grade 10 California High School Exit Exam (CAHSEE) and California Alternate Performance Assessment (CAPA) and graduation rates are used to make AYP determinations • SBE voted to eliminate the API as an additional indicator for high schools

24. Local Control Funding Formula

25. Local Control Funding Formula Assembly Bill 97 requires county offices of education (COEs) to review and validate certified aggregate English learner, foster youth, and free or reduced-price meal eligible pupil data for districts and charters under its jurisdiction to ensure the data is reported accurately County/LEA Authorizing Report in CALPADS: Report C/A 1.17 – C/A FRPM/English Learner/Foster Youth Counts 25

26. Foster Match Update CDE successfully matched CALPADS enrollment data with California Department of Social Services (CDSS) foster youth data – over 90% match rate Data loaded into CALPADS on February 27, 2014 LEAs may view the aggregate counts by school in Report C/A FRPM/English Learner/Foster Youth – Count The counts will be included in LEAs unduplicated disadvantaged student totals for LCFF supplemental funding Local Control Funding Formula 26

27. Local Control Funding Formula Foster Match Update (continued) • Match revealed need to clarify definition of foster under LCFF • CDE will provide a clear definition of foster in the next month and communicate to LEAs and county welfare departments • CDE currently working on requirements for the weekly match and provision of student level foster data to LEAs

28. Local Control Funding Formula What Happens Next? • Certified CALPADS unduplicated disadvantaged student counts provided to CDE’s fiscal services staff • Counts included matched CDSS foster data • Counts included students directly certified in December, January, February • CDE’s fiscal services staff will make further adjustments based on data reported by county offices (Non Type C students attributed to LEAs) • Fiscal Services will post an adjusted file

29. Changes for 2014–15

30. Changes for 2014–15 • CALPADS data are critical to funding, accountability, and assessment • Unduplicated count of disadvantaged students for LCFF • Student enrollment/exit, demographic, and program data used to determine accountability subgroups • Student demographic, enrollment, and program data used to register students for Smarter Balanced computer-based assessments • High stakes functions necessitate change to further improve data quality and submission processes • Changes in effect for 2014–15

31. Changes for 2014–15 • Removes a number of data elements from the Student Information (SINF) file format • Requires enrollment records to be exited at the end of each school year starting in 2013-14 • Creates a new file format, the Student English Language Acquisition (SELA) file

32. Changes for 2014–15 • Utilizes students’ Grade Level from the Student Enrollment (SENR) record • Moves the District of Geographic Residence and Interdistrict Transfer fields to the SENR file format and adds two new interdistrict transfer codes • Adds new education program codes and data elements to the Student Program (SPRG) file format • ELAS Data Conversion • Grade History Data Conversion

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

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

35. Fall Submission Statistics • Deadlines Met

36. Upcoming Important Dates CALPADS Calendar: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp *There is no amendment window for EOY for 2013-2014

37. Coordination of changes

38. SPRG End of Year File Types Program EOY Submission Priority #1 Discipline Priority #2 • SWAV Waivers Priority #3 Course Completion Priority #4

39. Complete SIS Data Population • 5/30 • Upload files and correct errors or discrepancies as needed • 6/10 19 days 11 days EOY Submission • Review certification reports, correct errors, and fix discrepancies • 6/24 14 days • Distribute reports for review and approval • 7/10 Suggested Milestones 16 days • Certify (level 1 and level 2) • 7/18 7 days

40. EOY Submission Posting Process Backlog May 12 July 11 July 18 Submission Window

41. EOY Submission

42. EOY Submission Submission Strategies • Upload Program and Discipline data in May/June • Meet and work with local staff • Review problems encountered last year to avoid this year • Communicate to sites what is needed • Determine who will review EOY submission data and identify their summer schedule to ensure EOY data are reviewed and certified before staff leave • Set timelines

43. EOY Submission Submission Strategies, Continued • Provide reports so staff can address and correct any issues now • Attend EOY training in May if needed. The EOY training schedule will be posted by April 28. • Attend Q&A Sessions

44. New / Revised Functionality

45. New / Revised Functionality

46. New / Revised Functionality

47. New / Revised Functionality

48. New / Revised Functionality Two New Exit Codes

49. New / Revised Functionality Program Membership Codes

50. New / Revised Functionality New File Type: SELA