california department of education california school information services advisory group meeting

October 2013 CAG, Slide 1

California Department of EducationCalifornia School Information Services

Advisory Group Meeting

October 15, 2013

This presentation may be downloaded from:http://csis.fcmat.org//

Pages/October-15-2013-CDE-and-CSIS-Advisory-Group-Meeting.aspx

http://csis.fcmat.org/Pages/October-15-2013-CDE-and-CSIS-Advisory-Group-Meeting.aspx




Mute outgoing sound until it is your turn to ask questions

Sites will be called upon for questions in the following order:

Remote Site Reminders

1. Sacramento 8. Los Angeles2. Ventura 9. Kern3. Santa Clara 10. Imperial4. San Diego North Co. (San Marcos) 11. Fresno5. San Diego (Linda Vista Rd.) 12. Butte6. San Bernardino 13. Alameda7. Mendocino


Agenda Review

CALPADS Update

CALPADS Support Update

CALPADS Q & A

Next Meeting

Agenda


CDE UpdateJessica Barr, Administrator

CALPADS/CBEDS/CDS Operations Office, CDE


CDE UpdateTopics

2013–14 Data Collection Calendar CALPADS Fall 1 Changes for 2013–14 and Beyond CALPADS and Local Control Funding Formula Assessment Update CALPADS and CalMAPP CALPADS and Accountability CALPADS Recognitions


2013–14 Data Collection CalendarCensus

DayPrimary

DataCollection Window

Certification Deadline

AmendmentWindow

Fall 1 October2

• Enrollment• Graduates/

Dropouts• Immigrants• English Learners• FRPM Eligible

October 2to

December 13

December 13

December 14 To

February 7

Fall 2 October2

• Course Enrollment

• Teachers• EL Services

October 2to

February 21

February 21 February 22 To

March 28

End of Year

n/a • Courses• Grades• Participants• Discipline

TBD TBD TBD


CALPADS Fall 1 LEAs that certify CALPADS Fall 1 by the

December 13 certification deadline:

• Will be able to preview their 2013–14 enrollment, and 2012–13 graduate and dropout counts in time to make changes in CALPADS before the February 7, 2014 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


Changes for 2013–14 (Implemented) Spring collection moved to Fall in 2013–14 in

order to:• Certify FRPM and EL counts on same census day

for the Local Control Funding Formula• Base official Immigrant counts on Fall 1 data • Provide additional time to complete Fall 2

Reclassified Students• Represents students reclassified from October to

October• Reports (2.8, 2.9, 2.12)


Changes for 2013–14 (Implemented) Transitional Kindergarten (TK)

• TK participation is being collected through CALPADS with a program record

• New program code required for 2013–14 • A new filter has been added to Report 1.5–

Enrollment by Status – Disaggregated so LEAs can view the number of TK students enrolled during the Fall


Changes for 2013–14 (Implemented) CTE Code Changes

• A number of changes to the Career Technical Education (CTE) pathways and associated courses recently adopted by the State Board of Education

• Updated Code Set and Valid Code Combinations documents were released in September 2013

• LEA program staff should review the new pathways and courses to ensure local codes are appropriately mapped


Changes for 2013–14 To be implemented in January:

• 4 Year Cohort Graduation Report• Completed the requirements for implementing a new

cohort report • Allows LEAs to view their 4 year cohort data within

CALPADS.


Changes for 2013–14 and Beyond Top Priorities

• Extract file showing students’ most recent ELAS and CELDT history

• Create View Only module in CALPADS• Modify reports to make socioeconomically

disadvantaged definition consistent• Automate foster youth matching• Create test registration and implementation plan

for new assessments


CALPADS and Local Control Funding Formula

In addition to base funding, the new Local Control Funding Formula (LCFF) provides local educational agencies (LEAs) supplemental and concentration grants for disadvantaged students

CALPADS will be the source for disadvantaged student counts

13


CALPADS and Local Control Funding Formula Supplemental Grant

• LEAs receive 20 percent of base grant for disadvantaged students

Concentration Grant• LEAs receive 50 percent of base grant for

disadvantaged students exceeding 55 percent of the LEAs’ enrollment

14


Disadvantaged Students under LCFF• English Learners (EL)• Free or Reduced Price Meal (FRPM) – Eligible• Foster Youth

Student must be enrolled on Census Day (October 2, 2013) as EL, FRPM-Eligible, or Foster Youth

CALPADS determines unduplicated count LEAs must certify unduplicated count in CALPADS

15

CALPADS and Local Control Funding Formula


CALPADS and Local Control Funding FormulaEnglish Learners Update CALPADS with students’ EL statuses once known Recommend using local scoring process to determine status Fall 1 amendment window closes February 7, 2014

16


CALPADS and Local Control Funding FormulaFRPM-Eligible Update in CALPADS FRPM program records, migrant program, and primary residency (determines homeless, foster status) CALPADS “automatically” counts these students as FRPM-eligible Fall 1 amendment window closes February 7, 2014

17


CALPADS and Local Control Funding FormulaFoster Youth CALPADS data will be matched with statewide foster youth data from the California Department of Social Services These students will be included in LEAs’ unduplicated disadvantaged student count Ongoing process for providing student level data for foster youth planned for 2014–15

18


Assessment Update CALPADS Assessment functionality turned on

February 12, 2013 Assessment Pilot suspended in April 2013

pending resolution of identified issues STAR, CELDT, and CAHSEE data loaded from

2008–09 through 2012–13 Managing suspense for 2012–13 and beyond Pending final resolution, the Assessment portion

of the pilot may be restarted in November 2013


CALPADS and CalMAPPAssembly Bill 484 authorized the California Measurement of Academic Performance and Progress (CalMAPP) which significantly modifies how assessments are administered.

• Integration with CALPADS• Test Registration System• Implementation Plan

20


CALPADS and CalMAPP CALPADS Assessment reports will still

include:• STAR

- CST Science- CAPA- Early Assessment Program

• CAHSEE• CELDT

Future CalMAPP Reports21


CALPADS and CalMAPP

Potential Challenges• Regularly update CALPADS Operational Data

Store (ODS)• Statewide Student Identifiers (SSID’s)• Ungraded students• Matching grade levels• Charter schools

22


CALPADS and CalMAPP Unknowns

• Suspense process with Common Core assessments

• Mobility between schools/districts and impact on testing

• Concurrent Enrollments• Release of STAR/EAP scores• Reporting

23


CALPADS and Accountability CALPADS data used for API and AYP reporting:

• Race and Ethnicity• English Learner Status• Socioeconomically Disadvantaged (FRPM/Parent Ed

Level)• Students with Disabilities • Gender

August 29, 2013 release of Accountability Progress Report (APR) reflects Academic Performance Index (API) and Adequate Yearly Progress (AYP)

Calculated based on enrollment and exit data pulled from the CALPADS ODS on June 28, 2013 to determine continuous enrollment and student groups and update the 4-year cohort graduation rate


CALPADS and Accountability Starting with the 2012–13 accountability reporting

cycle, demographic and program data corrections for STAR and CAHSEE are being made through CALPADS ODS

Letters to county and district superintendents and charter school administrators (Aug. 2 and Sept. 17)

ETS Webcast located at http://www.startest.org/archived-webcast_092513.html

September 26, 2013 passphrases and files released to accountability coordinators 25

http://www.startest.org/archived-webcast_092513.html

http://www.startest.org/archived-webcast_092513.html


CALPADS and Accountability The corrected CALPADS data will be used to revise

the state and federal accountability reports. The three files available for download are:• Continuous Enrollment for the Standardized Testing and

Reporting (STAR) Program and California High School Exit Examination (CAHSEE)

• Demographic for the STAR Program and CAHSEE • 2011–12 Cohort Graduation Rate

Accountability Functionality

26


CALPADS and Accountability Enrollment and exit data will be pulled from the

CALPADS ODS to update the API and AYP on November 1, 2013 to:• Recalculate the 4-year cohort graduation rate

that will be used in a revised AYP released in January 2014

• Recalculate continuous enrollment and update student groups that will be used in a revised 2013 Growth API and AYP to be released in early 2014


CALPADS Recognitions Two recognition programs are being 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 staff in LEAs that certify on time and maintain quality data


CALPADS Support UpdateMartha Friedrich

Client Services Officer, FCMAT/CSIS


CALPADS Support UpdateTopics

EOY Submission Statistics New / Revised Functionality Fall Submission Strategies Support Tips


Submission Statistics• Deadlines Met

Submission Certification Deadline

Amendment Deadline

EOY 1 75% 94%EOY 2 82% 98%EOY 3 84% 98%EOY 4 86% 98%


New / Revised Functionality New LCFF Certification reports 1.17 and 1.18

replacing report 5.1a and 5.3a from Certification UI for AY 2013-14

New County-level aggregate report of LCFF supplemental funding categories.

Birth Country = Puerto Rico modified in Title III Eligible Immigrant counts in Snapshot and ODS Reports 2.1 and 2.2 to use new Business Rules.

Spring reports incorporated into Fall 1• 2.1, 2.8, 2.9, 2.12


New / Revised Functionality Validation Rules:

• SINF0266 (Fatal) - Invalid initial English Language Acquisition Status Code for newly enrolled student

• SINF0267 (Fatal) - Invalid change to "EL" English Language Acquisition Status Code

• SENR0265 (Warning) - Invalid Student Age for GED Completion Code

• SINF0269 (Warning) - Student Grade Level is outside the designated grade span for the school


New / Revised Functionality Certification Rules:

• CERT104 (Fatal) - Course Section Missing Education Service Code (Fatal)

• CERT106 (Fatal) - Invalid “TBD” English Language Acquisition Status Code (Fatal)

• CERT105 (Warning) - Invalid Staff FTE %


New / Revised Functionality Direct Certification Changes

• All students, including previously certified, are included in the monthly matching process

• Certification date only changes if status changes from not-certified to certified

• Direct Certification counts missing on reports during monthly data pull window


New / Revised Functionality Direct Certification Changes (cont.)

• New Codes (Implementation Date TBD) • B - Student is eligible for free lunches through both

SNAP and TANF programs. This will be a new code.• S - Student is eligible for free lunches through only

the SNAP program. This will be a new code.• T - Student is eligible for free lunches through only

the TANF program. This will be a new code.• C - Student was certified prior to the code set

change and it is unknown if certification is due to SNAP or TANF. This existing code will eventually be phased out by using B, S, or T.


New / Revised Functionality New Job Retention Policies

Jobs will be archived in the

following number of calendar days...

If the Job Status is...

And the job has this many errors...

7 Complete 014 Complete 1 or more21 In

Review/Ready for Review

Any Value

28 Any other status

Any Value

60 Partial Post Any Value


November Changes English Learner report, 2.4 drilldown modified to

provide better visibility to ELs receiving specific educational services.

Validation Rules:• SASS0272 – new, Invalid use of Superintendent-level

Nonclassroom Based or Support Assignment Codes• CRSE0127 - change to Fatal, Invalid NCLB Core

Course Instructional Level• CRSE0274 – new, More than one Education Service

Code submitted for the same course


November Changes (cont.) Certification Rules:

• CERT107 - change to trigger at Student Level, Invalid Free Meal Program (181) or Reduced Price Meal Program (182) Records

• CERT108 – new, Compare Total FTE to Total Staff• CERT109 –new, Missing Employment Status Category


Fall Preparations

Snapshot starts

October 2

Certification deadlineDecember 13

Amendment windowFebruary 7

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


Submission Strategies

Fall 1

Fall 2

10/2

CensusDay

September

Populatelocaldata

10/31

Uploaddata

12/2

Uploaddata

12/13

Fall 1due

2/21

Fall 2due

Populatelocaldata

CensusDay

2/7

Reviewreports

11/22

Reviewreports

2013 2014


Submission StrategiesSet Up

Accounts Submit Data

Reconcile

Review/ Certify

County Level

Approval


Submission Strategies Fall 1 Suggested Milestones

• 10/31 – Complete SIS Data Population• Verify NSLP eligibility and participation• Track the TBD status for ELAS records• Determine No Show exits for grades 7 to 12

• 10/2-11/21 – Upload SENR, SINF and SPRG• Review validation errors, reconcile as needed• Resolve CCE and MID anomalies to 2%• Update TBD in ELAS records

• 11/22-12/12 – Review reports & reconcile as needed• 12/13 – Certify


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


Submission Strategies Fall Certification Errors and Reports

• Resolve fatal errors first• Review and reconcile aggregate reports

• Start with 1.1 first

• Use supporting reports to assist in reconciliation • Use warnings for trend analysis• Fix local data and re-upload as needed


Submission Strategies Fall 2 Suggested Milestones

• 12/2 – Complete Data Population• Staff Demographics/Assignments• English Learner Services

• 12/2-12/20 – Upload Staff and Course files• Review validation errors, reconcile as needed

• 01/03 – Post Staff and Course files• 02/07-02/20 – Review reports & reconcile as

needed• 02/21 – Certify


Submission Strategies Fall 2 Certification Strategies

• Update 13-14 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 (7/1/2013-10/2/2013)

• Update Staff Assignments (even if no change from 12-13)

• Update Course sections occurring on Census Day


Submission Strategies Fall 2 Certification Strategies

1. Complete Fall 1

2. Submit and post Staff Demographics

3. Submit and post Staff Assignments

4. Submit and post Course Section

5. Submit and postStudent Course Section

12

4

5

3


Submission Strategies Why meet the Fall 1 deadline?

• Preview DataQuest• County Office of Education reviews LEA’s

Certified Reports• Avoid CDE letter to Superintendent• Poised to succeed with Fall 2• Preliminary Accountability reports• Be a kind and courteous neighbor


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


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


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


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


CALPADS Q&AFacilitated by:Nancy Sullivan

Chief Operations Officer, FCMAT/CSIS


Next MeetingNancy Sullivan

Chief Operations Officer, FCMAT/CSIS


April 22, 2014from 9:30 – 11:30

Next Meeting

Video Conference from Sacramento • Remote locations throughout the state• Registration available by February 14th

• Optional Vendor Meeting at 11:30

california department of education california school information services advisory group meeting

Documents

complete fall

program recordnew program

official graduate

san marcos11

san bernardino13

san diego north

local codes

new pathways