april 21, 2015 cim, slide 1 calpads information meeting april 21, 2015 this presentation may be...

April 21, 2015 CIM, Slide 1

CALPADS Information Meeting

April 21, 2015

This presentation may be downloaded from:http://csis.fcmat.org/Pages/April-21,-2015---CALPADS-

Information-Meeting-(CIM).aspx


Agenda Review

CALPADS Update

CALPADS Support Update

Next Meeting

Agenda


Procedures for Asking Questions To ask a question:

Click on the “Chat” in the upper right-hand section of your screen to open the chat box.

In the “Send to” dropdown, select “Presenter” Type your question in the chat box and press “Send”

We will:

Respond to questions during the meeting as time permits

Address unanswered questions via an upcoming Flash or in additions to FAQs as appropriate

If your question is not answered, please submit a service ticket


CALPADS UpdatePaula Mishima, Administrator

CALPADS/CBEDS/CDS Operations Office, CDE


CALPADS UpdateTopics

Fall 1 and Local Control Funding Formula Assessments Update

Current CAASPP Testing

Accountability Update Foster Update Looking Ahead

Perkins Transition CASEMIS Transition System Improvements


CONGRATULATIONS The CDE would like to congratulate all county offices of

education, school districts, and independently reporting charter schools for certifying Fall 1 and Fall 2!

The CDE recognizes that the data LEAs submit to CALPADS have become key to many critical functions, putting more responsibility and workload on those who work on CALPADS

We recognize your work and will continue to convey its critical importance to your superintendents


Fall 1 and Local Control

Funding Formula (LCFF)


Fall 1 and LCFF

For purposes of LCFF funding, an LEA’s unduplicated pupil count for the Second Principal (P2) apportionment will be based on the data certified in CALPADS by the end of the Fall 1 Amendment Window

• NOTE: There may be differences between your certified data and the LCFF file due to county transfers

8


Fall 1 and LCFF

If an LEA determines that the certified data were incorrect, then a correction to those data may be submitted through the Principal Apportionment Data Collection Software (PADC), AND must be accompanied by either a letter of concurrence from an auditor, or with an audit finding

Any change submitted through PADC will only affect LCFF funding and not other programs that use enrollment or unduplicated pupil data

Once the adjustment is confirmed by the auditor and submitted through PADC, the net adjustment will be reflected as a prior year adjustment at the next principal apportionment


Fall 1 and LCFF

Incorrect data must also be corrected in the CALPADS ODS, however, recertification will not be allowed

• Corrections in the CALPADS ODS will not be used for LCFF funding, unless certified within the Amendment Window


Fall 1 and LCFF

This was the first year County Offices of Education (COE) were required to populate Student School Transfer Code and District of Geographic Residence for purposes of allocating funding under LCFF; data displayed in C/A 1.19 – C/A COE LCFF - Count

Some common problems included populating the District of Geographic Residence with the county code, a charter school, or an inactive school district


Fall 1 and LCFF

Input validation rules (IVRs) will be implemented this year or next prohibiting COEs from populating the District of Geographic Residence with:

• The COE code

• A charter school code

• An inactive school district code

As part of annual update procedures, COEs should review students’ District of Geographic Residence to ensure they still reside in the district


Assessments and

CALPADS


Assessments and CALPADSReview of State Assessments California Assessment of Student Performance and

Progress (CAASPP) includes:

• Smarter Balanced (English Language Arts and Math)

• California Alternate Assessment (CAA) referred to as “Cal –Alt” – field test this year

• Science

• California Standards Test (CST)

• California Modified Assessment (CMA)

• California Alternate Performance Assessment (CAPA)

• Standards-based Tests in Spanish (STS)


Assessments and CALPADS

California English Language Development Test (CELDT) – will become English Language Proficiency Assessment for California (ELPAC) in 2017-18 and will include an initial “screener” and an annual “summative” test

California High School Exit Exam (CAHSEE) – Legislation has been proposed to suspend this exam beginning in 2015-16

Legacy Tests

• Standardized Testing and Reporting (STAR) program tests, including but not limited to, the California Standards Test in English Language Art, Math, History-Social Science, End-of-Course Exams


CDE is updating the assessment functionality in CALPADS for rollout in Fall 2015

Assessment reports in CALPADS will focus on displaying assessment results for currently enrolled students regardless of where tests were taken

CALPADS will include 2014-15 Smarter Balanced results once all testing is completed

LEAs will be able to see Smarter Balanced results in TOMS 3-4 weeks after testing

16

Assessments and CALPADS


Assessments and CALPADSEnhancements to CALPADS Assessment functionality include:

• Fewer students “in suspense” due to:

• Streamlined matching logic

• Pre-ID for CAASPP tests through CALPADS

• Smarter Balanced and CAA registration through CALPADS

• A single assessment role for all assessments

• Reports based on students currently enrolled regardless of where students took test

• Student assessment summary more easily accessed



Some common questions on

current testing…


What is the turnaround time for students to show up in TOMS for testing? 2 days, for example:

MONDAY: LEA submits enrollment update to CALPADS on Monday

TUESDAY:

• CALPADS uploads file of all enrollments very early Tuesday morning

• File is picked up by assessment vendor and loaded into Test Operations Management System (TOMS)

• File is then loaded into the Test Delivery System (TDS)

WEDNESDAY: Student in system and can test 19




In other words…

LEA uploads new enrollments in CALPADS on…

Enrollments show up in TOMS on…

Thursday Monday

Friday Tuesday

Monday Wednesday

Tuesday Thursday

Wednesday Friday


Current CAASPP Testing• Early in the testing window the turnaround time had

been longer than two business days for various issues causing delays

• Issues have been addressed and so we are back on track with a 2-day turnaround

• Should delays occur, CDE and the assessment vendor will inform CalTAC, the assessment help desk, and the CALPADS Service Desk when the turnaround time is longer than two business days



What enrollment is submitted to the assessment vendor?

• CDE sends the most current primary or short-term enrollment each Sunday through Thursday night

• If a student is concurrently enrolled, CALPADS sends the enrollment with the most recent start date

• Therefore, a Concurrent Enrollment does not need to be resolved for a student to test UNLESS the later LEA enrolled the student in error


Current CAASPP TestingIs the student “mailing” address required in CALPADS?

LEAs opting to have addresses printed on Individual Student Reports (ISRs) should upload the “mailing address” to CALPADS using the SIAD (preferable)

If LEAs do not do this, they will have to address the issue locally when they receive ISRs

Addresses are loaded with student file Sunday through Thursday, but CDE recommends updating addresses a few weeks prior to testing

• NOTE: The only other use of student address in CALPADS is for Direct Certification; it appears the mailing address will not impact the Direct Certification match because the CALPADS address is matched against social services data that includes both a mailing and residential address

CDE plans to modify CALPADS to accept and maintain both address types



What grade is used for students taking the California Alternate Assessment (CAA)?

• CALPADS now provides, and the assessment vendor accepts, the grades UE, US, and UU

• TOMS will display UE, US, UU and Date of Birth (DOB) and LEAs will be able to select the appropriate exam based on the rule of subtracting “5” from the age the student was on September 1 of the academic year

• EXAMPLE: If a student was 10 on September 1, 2014, then the student should be tested with the Grade 5 test (10 – 5 = 5) in spring 2015


Does it matter if the data in the student profile is not up-to-date?

• Student name and grade are required for the student to test

• If the data in the student profile, such as the English Language proficiency level, are not up-to-date, it will not impact testing

• Incorrect data should be updated in the CALPADS ODS in accordance with announced deadlines so that it is accurate when pulled from CALPADS for accountability purposes

25



Current CAASPP TestingWho should I contact for technical questions, such as when a school or student is not in TOMS?

California Technical Assistance Center

800-955-2954

[email protected]

http://caaspp.org/about/smarter-balanced/

http://caaspp.org/administration/instructions/

Hours of operation: Monday through Friday,

7 a.m. to 5 p.m. PT

mailto:[email protected]

http://caaspp.org/about/smarter-balanced/

http://caaspp.org/administration/instructions/


Current CAASPP TestingWho should I contact for policy or program questions?

California Department of Education

Accommodations, Test Policy, Testing Irregularities

CAASPP Office

916-445-8765

[email protected]

For Security Breaches: 916-319-0969 [email protected]

mailto:[email protected]


Accountability Update


Accountability Update - State

Changes to Academic Performance Index (API):

• No API will be produced for 2014-15

• Moving to a new accountability system that is based on “multiple measures”

• One component of the new system will be a College and Career Indicator (CCI) which will include multiple ways for schools to demonstrate that their students are prepared for college and career


Accountability Update - State CCI Proposals - recommended by the Public Schools

Accountability Act (PSAA) committee but yet to be approved by the State Board of Education

• Completion of A-G requirements

• SAT and ACT

• Use of the following (it has not been determined exactly “what” will be used, e.g. completion of courses or scores on exams)

• Career Technical Education (CTE)

• Advanced Placement (AP)

• International Baccalaureate (IB)


Accountability Update - State

• Other CCI measures currently under consideration by the PSAA committee include:

• Golden State Seal Merit Diploma

• State Seal of Biliteracy


Adequate Yearly Progress (AYP) will be calculated for all schools based on (pending final federal approval):

• Elementary and Middle Schools

• Smarter Balanced Assessments grades 3-8

• An attendance rate proxy based on Average Daily Attendance

• High Schools

• Smarter Balanced Assessments grade 11 (instead of CAHSEE)

• 4-year Graduation Cohort Rate

Accountability Update - Federal


Accountability UpdateGraduation Cohort Data

Release of 2013-14 Cohort Data:

• April 10, 2015 was the final deadline for LEAs serving grades 9–12 to review and make corrections to the 2013–14 cohort data in the CALPADS ODS

• These data will be used in the 2015 AYP determinations

• LEAs will not have another opportunity to make ODS corrections for the 2013-14 cohort data

• The final 2013-14 cohort data will be released in the late April – early May timeframe

• A pre-release private viewing site will be made available for LEAs to preview the final 2013-14 cohort outcome data prior to public release


Accountability UpdateGraduation Cohort Data

In order to meet the federal reporting deadline for cohort outcome data, in the future:

• LEAs will be given one private preview of the cohort data, including AYP targets, for correction purposes following the initial Fall 1 certification deadline

• LEAs that do not certify their Fall 1 data by the initial certification deadline will not receive a cohort preview

• LEAs will be required to complete all cohort corrections in the CALPADS ODS by the close of the Fall 1 amendment window

• These final data will be posted on DataQuest and used for accountability and federal reporting purposes


Foster Update: some common

questions….


Foster UpdateWhy does CALPADS not include a lot of foster youth identified by our local match?

• The California Department of Social Services (CDSS) is the authoritative source for who is a foster youth under LCFF; CALPADS can only match children/youth in the file provided by CDSS

• The LCFF definition of “Foster” does not include children/youth whose families are “voluntarily” receiving services

• “Voluntary” children/youth are maintained in the Child Welfare Services/Case Management System (CWS/CMS) and have Client and Case IDs but are not included in the file sent to CALPADS; therefore they are not in CALPADS


Foster UpdateWhy does CALPADS not include a lot of foster youth identified by our local match? (continued)

• Some counties have larger numbers of “voluntary” children/youth

• It is local decision whether to serve voluntary children/youth as part of the Local Control and Accountability Plan (LCAP)


Foster UpdateWhy are foster children/youth who are included in the CDSS file not matched?

Foster children/youth in the CDSS file are matched to CALPADS data based on:

• Name (first, middle, last, using Namesearch)

• Date of Birth

• One overlapping enrollment over last three years

Primary reason for foster children/youth not matching is the CDSS file does not have a valid district or school name

• Users are able to enter school names in CWS/CMS in addition to selecting the official school names provided from CDE

• Data quality reports will be developed to target technical assistance/training to county welfare staff


Looking ahead….


Looking Ahead – Perkins TransitionTransition of Perkins E1 to CALPADS

• Perkins E1: includes CTE participants, concentrators, and completers (concentrators completing a capstone course)

• 2014-15 Parallel Year: data from Perkins Data System (PDS) will be used for federal reporting

• Additional validations in CALPADS for 2014-15

• Schools receiving Perkins funding will be required to report CTE data to CALPADS

• Pathway concentrators and completers must have completed at least one course in the pathway within the academic year


Looking Ahead – Perkins TransitionTransition of Perkins E-2 to CALPADS

• Perkins E-2: Includes outcomes for prior-year graduates who are CTE completers

• Currently schools receiving Perkins funding survey students who graduate as completers six months following graduation & ask them to report whether they are working, in college, etc.

• LEAs submit survey data to PDS beginning in January for students who graduated in the prior year

• CALPADS will collect the survey results as a “Fall 3” submission in parallel in 2016-17

• LEAs receiving Perkins funding will be required to submit survey results for CTE completers who graduated in the prior year in Fall 3 submission


Looking Ahead – Perkins TransitionAre LEAs that do not receive any Perkins funding

required to report CTE concentrators and completers?

• CDE has been directed by the State Board of Education (SBE) to develop a new statewide accountability system that uses “multiple measures”

• The College and Career Indicator (CCI) is one component of the proposed accountability system and will include multiple ways for schools to demonstrate that their students are well prepared for college or career

• One proposed measure in the CCI is the completion of a CTE pathway

• All LEAs providing CTE courses are highly encouraged to submit CTE data through the SCTE File in 2014-15, as it is likely that such data will be used in the new accountability system


Looking Ahead – Perkins Transition

CDE will be providing a series of regional trainings on the Perkins transition beginning later this month (late April – mid May time frame)

Training dates and locations were announced in a letter sent to superintendents; this letter is posted on the CALPADS page: http://www.cde.ca.gov/ds/sp/cl/perkinsreporting.asp

An LEA team of program and CALPADS staff are encouraged to attend

A webinar will also be provided in late May

http://www.cde.ca.gov/ds/sp/cl/perkinsreporting.asp




Looking Ahead – CASEMIS Transition

The CDE will be transitioning the California Special Education Management Information System (CASEMIS) to CALPADS over the next several years

The first set of data to be transitioned is discipline data

To meet federal reporting requirements,

• CASEMIS data will be used in 2014-15

• EOY 3 CALPADS data will be used in 2015-16


Looking Ahead – CASEMIS TransitionIn preparation for the transition of special education discipline data to CALPADS in 2015-16:

Comparability Activities

• CDE’s Special Education Division analyzed 2013-14 CALPADS and CASEMIS discipline data for special education students and sent a letter to LEAs with large discrepancies between the data from the two systems

• The LEAs that received a letter are required to submit a report to CDE by June 1, 2015 describing the steps being taken to address data quality issues

• The required report should be developed by both special education and general education data stewards in the district

• LEAs should strive to have comparable data in 2014-15


Looking Ahead – CASEMIS Transition New data element in CALPADS needed for federal

reporting

• In 2014-15, CALPADS is collecting a new data element “Removal to Interim Alternative Setting Reason” required for federal reporting

• Since this field was added late in the school year, LEAs are encouraged but not required to populate this field in 2014-15

• Additional CALPADS reports will be provided in 2015-16 displaying other discipline data that LEAs have already been submitting which reflect how the data will be reported to meet federal reporting requirements for IDEA


Looking Ahead – SELA Changes File Format

• Add Student Proficient or Advanced on English Language Arts Assessment field to capture when an RFEP student has scored proficient or advanced on any of three assessments

Code Set• Modify English Language Arts Proficiency Test

codes in the Code Set document


Looking Ahead – System Improvements CDE is working to address some overall performance

issues:

• Overnight processing: CDE is moving to near real time updates for snapshot reports (snapshot reports available on same day data are posted)

• To accommodate release of this change, CALPADS is tentatively scheduled to go off line this fall from September 5 - 13

• Posting: CDE recognizes the need to address the length of time it takes for posting and plans to improve this functionality in the future


CALPADS Support UpdateMartha Friedrich

Client Services Officer, FCMAT/CSIS


CALPADS Support UpdateTopics

Fall Submission Statistics EOY Submission – Strategies & Changes Close Out 2014-15 Enrollments Support Tips


Fall Submission Statistics

Submission Certification Deadline

Amendment Deadline

Fall 1 95% 100%

Fall 2 90% 99.7%


CALPADS Recognitions Two recognition programs have been created:

• Training Recognition, recognizing those who complete the core CALPADS trainings:

• Essentials 1-4

• Fall 1 Reporting & Certification (or Adv)

• Fall 2 Data Population & Fall 2 Reporting & Certification (or Adv)

• End of Year 2 and 3 Reporting & Certification

• End of Year 1 & 4 Reporting and Certification if the LEA is required to complete these submissions

• Data Management Recognition, recognizing LEAs that certify on time and maintain quality data


Upcoming Important Dates

EOY Snapshot

Starts June 1

EOY Certification

Deadline July 31

EOY Amendment

Window Deadline

September 4

CALPADS Calendar:http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp


EOY Submissions

EOY 2 EOY 3

EOY 1 EOY 4

End of Year File Types

• CRSC• SCSC• SCTE Course CompletionCareer Tech Ed

Discipline

Program

Priority #1

Priority #2

Priority #3

Priority #4

• SPRG

• SDIS

• SWAVWaivers & Exemptions


EOY SubmissionsSuggested Milestones

Complete SIS Data Population 5/2927days

Upload files and correct errors or discrepancies as needed 6/1915

days

Review certification reports, correct errors, and fix discrepancies

7/0610days

Distribute reports for review and approval 7/1710

days

Certify (level 1 and level 2) 7/3110days


EOY Submissions

Submission Window

Po

stin

g P

roce

ss B

ackl

og

June

1

July

31

July

1


EOY Submissions

1. Set Up •SIS•CALPADS Roles

2. Update ODS•Submit records•Fix records•Post records

3. Review Snapshot

•Review and fix certification errors, review warnings•Reconcile reports

4. Certify •Level 1 (EOY 1-4 Data Collection Certifier)•Level 2 (Superintendent Certifier)


EOY Submissions• Local Planning

• Obtain new SDIS file format from SIS vendor

• Meet and work with local staff• Identify problems encountered last year and action

needed to eliminate problems 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

• Upload Program and Discipline data in June for staff review


EOY Submission• Local Planning, 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 May 4.

• Attend Q&A Sessions


Submission Changes• EOY 3 Changes

• SDIS File Format change

• Code Set added • Removal to Interim Alternative Setting Reason

• Various new/modified IVRs and CVRs

• More grades included in Discipline snapshot

• EOY 1 Changes• SCTE Certification Errors added

EOY Submission


• Develop local plan to close out 2014-15 enrollment• Be careful to NOT delete enrollment

• Enrollment exits will auto-close Program records

• Check with SIS Vendor on impact of enrollment close out to EOY submission extracts

• Direct Certification Pull includes records with E155

• Mailing Address vs. Residence Address

• N420 exit code retired 8-15-14

Close Out 2014-15 Enrollments


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

*Do not include personally identifiable information; the SSID is sufficient


• 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

Create a CSIS/FCMAT account to register for training

Support Tips

http://csis.fcmat.org/Pages/Trainings.aspx

http://csis.fcmat.org/Pages/Self-Paced-Training.aspx

http://csis.fcmat.org/Pages/Self-Paced-Training.aspx


Support Tips• Resources

• Release Updates and Known Issues

• Error List (now available from “Help”)

• Flash Updates

• Data Guide

• Self-Paced Training Modules

• Glossary (User Guide)

• FAQs


SurveyPlease complete our survey

http://goo.gl/lQFtRZOR

https://fcmat2-public.sharepoint.com/_layouts/15/WopiFrame.aspx?guestaccesstoken=HjaRHTkehYOmWdmJ%2f2IgT%2fvSYYCMR7BjBF4Hk9h0wZk%3d&docid=1_18801be157c004f6e892cfe177d654bf9&wdFormId={F494E65D-7732-4968-B58C-C64DB392B1AD}&action=formsubmit

http://goo.gl/lQFtRZ

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Next MeetingMartha Friedrich

Client Services Officer, FCMAT/CSIS


October 20, 2015from 9:30 – 12:00

Next Meeting

WebEx from Sacramento

april 21, 2015 cim, slide 1 calpads information meeting april 21, 2015 this presentation may be...

Documents

cde slide

principal apportionment

meeting agenda slide

amendment window slide

service ticket slide

calpads ods

calpads update topics

lcff incorrect data