calpads 2014-15 changes

CALPADS 2014-15 Changes v1.0, July 10, 2014

CALPADS 2014-15 Changes


Who’s Supposed to Be Here

Individuals assigned toCALPADS maintenance

Supervisor of staffassigned to CALPADS


Courtesy Guidelines

Mute yourself

HOLDSilencecellphones

Name & LEA 1conversationat a time


Agenda

Errors Wrap UpLCFF

Layouts CodesOverview

Practices

Layouts CodesOverview

Practices


Overview


A Foundation for Student Data

Accountability

Assessments

LCFF


Layouts


File Layout Changes – File Formats

* Grade level has always been in the SENR file but did not previously update CALPADS. A grade level in the SENR will now update CALPADS.

See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed layout and field requirements

Primary Language Code (1.22)Grade Level Code* (1.25)Student School Transfer Code (1.31)District of Geographic Residence Code (1.32)

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SENR

Homeless Dwelling Type Code (3.23)Unaccompanied Youth Indicator (3.24)Runaway Youth Indicator (3.25)

SPRG

Primary Language Code (12.15)English Language Acquisition Status Code (12.13)English Language Acquisition Status Start Date (12.14)

SELA

Grade Level Code (2.32)*Interdistrict Transfer Code (2.34)

District of Geographic Residence (2.35)

Primary Residence Category Code (2.33)

Student Proficient or Advanced for ELA Code (2.43)Filler fields

Primary Language Code (1.22)English Language Acquisition Status Code (2.41)

English Language Acquisition Status Start Date (2.42)

SINF----------------------------------

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Ethnicity, Race, Address, and other fields remain

= Field moved = Field was replaced by a different field with a similar purposestrikethrough = Field removedgreen = Field new to file------------------Legend


New File - Student English Language Acquisition

Field # Field Name Required Values and/or notes12.01 Record Type Code Y SELA

12.02 Transaction Type Code Y <blank>, A, D, R

12.03 Local Record ID N For LEA use only

12.04 Reporting LEA* Y School districts or COEs:7 digit county-district number

Independently reporting charters:7 digit school number

12.05 School of Attendance* Y 7 digit school number

12.06 Academic Year ID Y School year being reported, e.g., 2014-2015

12.07 SSID Y

* Can be looked up using the California School Directory (http://www.cde.ca.gov/re/sd/). The county-district number is the first 7 digits of the CDS Code. The school number is the last 7 digits.

Green fields are part of the operational key

http://www.cde.ca.gov/re/sd/




New File - Student English Language Acquisition (continued)

Field # Field Name Required Values and/or notes12.08 Student Legal First Name Y Validation purposes only; will not update

CALPADS. Updates to this field must be done using SINF.12.09 Student Legal Last Name Y

12.10 Student Birth Date Y

12.11 Student Gender Code Y

12.12 Local Student ID N Validation purposes only; will not update CALPADS. Updates to this field must be done using SENR.

12.13 English Language Acquisition Status Code

Y EL (English Learner)EO (English or American Sign Language Only)IFEP (Initial Fluent English Proficient)RFEP (Reclassified Fluent English Proficient)TBD (To Be Determined)*

12.14 English Language Acquisition Status Start Date

Y The date the student’s English Language Acquisition Status was first identified. Typically the date the student took the CELDT.

12.15 Primary Language Code Y If English Language Acquisition Status Code is EL, RFEP, or IFEP then Primary Language Code can not be 00 (English) and or 37 (Sign Language).

* Only allowed for first record in student’s history


File Layout Changes – SSID Extract

Field # Field Name

1 Reporting LEA

2 School of Attendance

3 SSID

4 Local Student ID

5 Student Legal Last Name

6 Student Legal First Name

7 Student Legal Middle Name

8 Gender Code

9 Student Birth Date

10 Enrollment Start Date

11 Grade Level Code

12 English Language Acquisition Status Code

13 English Language Acquisition Status Start Date

14 Primary Language

15 Date SSID Created

New fields

English Language Acquisition fields now included in SSID Extract


Codes


Transfer Codes

SENR – Student School Transfer Code (1.31)

Formal InterdistrictTransfer Agreement (1)

Disciplinary COESchool Transfer (5)

Other Transfer (6)

New

New

Revised

* See the CALPADS Code sets mentioned on the Resources slide near the end of this presentation for complete definitions of new and existing codes


New Exit Codes

SENR - Student Exit Reason Code (1.27)

Student did not leave school, but one of the following changed:• Grade level (prior to last 14 days of year)• Student School Transfer Code• District of Geographic Residence• Enrollment Status

E150

Student completed the school year. Student only left for a summer or intersession break and is expected to return after the break.

E155


New Program Codes

SPRG – Education Program Code (3.13)

Homeless

191


Dwelling Codes

SPRG – Homeless Dwelling Type Code (3.23)

Temporary Shelters (100)

Hotels/motels (110)Temporarily Unsheltered (130)

Temporarily Doubled Up (120)


LCFF


NSLP Data Collection for Provision 2/3 Schools

Income VerificationUsing alternative applications required at least every 4 years Required for new students

Student Program records must be submitted annually

181Free

Meals

182Reduced

Price Meals

2017 2018 2019 2020

2013 2014 2015 2016


Foster Youth Definition

Definition of Foster Youth under LCFF• Child is a dependent of the court

• Regardless of whether they are living at home or are placed outside the home

• Child is a ward of the court AND has been ordered removed from the home and placed in foster care


Foster Youth Identification

Foster Youth will be identified through weekly match with California Department of Social Services

• 90% match rate• Students can be matched manually through new User interface • Will not be retained for longitudinal purposes

Two new reports for students identified as foster

• Additional data provided for students• ODS only, data not certifiable

Only data related to foster youth to be certified is the 1.17 report, which will include matched students enrolled on information day

• Special roles required


Practices


Changes to Student Profile

Student Enrollment

(SENR)

Student Information

(SINF)

StudentProgram(SPRG)

Student English Language Acquisition

(SELA)

SELA file added for reporting in 2014-15 and beyond

See the CALPADS File Specifications (Forms) mentioned on the Resources slide near the end of this presentation for detailed file layouts


When To Submit Records

What to Submit When to Submit

Student Enrollment a. When student is enrolled or disenrolled.b. If any of the following change:

• Grade Level• Student School Transfer Code: reason of student’s transfer• District of Geographic Residence: District where student would normally

attend based on their address• Enrollment status: primary, secondary, short-term, specialized services• Student Met all UC CSU Requirements Indicator

c. At end of school year if not already exited.

Student Information a. If any of the following are missing or differ from what is currently in CALPADS:• Legal name (7 fields)• Student Gender Code• Residential Address (5 fields)• Student Initial US School Enrollment Date• Enrolled in US School less than Three Cumulative Years Indicator• Parent Guardian Highest Education Level Code• Guardian Names (4 fields)

Student Program a. When student becomes eligible for or starts participating in a program.

Student English LanguageAcquisition Status

a. Initially, only if no English language acquisition status exists in CALPADS.b. When status changes.


Enrollment Reporting Changes

All students must be exited every year

Students that do not exit during the school year and are expected to return next year should be exited the last day of school with an exit code of E155. In special circumstances, such as students finishing up graduation requirements, students can exit later but must have an exit date, on or before 8/15 of the calendar year that the school year ended.

T160T180T240 T200

E140T165T167

E400

Last day ofschool

E155

E230

First day ofschool

E450


Changes to Student Enrollment Reporting

Record Field # Field Values and/or notes

SENR

1.31 Student School Transfer Code Other Interdistrict Transfer Agreement (1)NCLB Public School Choice - Program Improvement (2)NCLB Public School Choice Transfer - Persistently Dangerous (3)District of Choice Transfer (4)Disciplinary COE School Transfer (5)Other Transfer (6)

Use instead of Interdistrict Transfer Code (2.34) to indicate interdistrict transfers

1.32 District of Geographic Residence Important for attributing disadvantaged students to the right school for accountability and funding purposes


Changes to Student Information Reporting


SINF

2.01 – 2.192.20 – 2.22

2.242.25

2.26 - 2.302.31

2.36 - 2.402.452.462.50

2.51 - 2.54

Standard identifier fieldsStudent Birthplace fieldsStudent Hispanic Ethnicity IndicatorStudent Ethnicity Missing IndicatorStudent Race (1-5) CodeStudent Race Missing IndicatorResidential Address FieldsStudent Initial US School Enrollment Date K-12Enrolled in US School less than Three Cumulative Years IndicatorParent Guardian Highest Education Level CodeGuardian Names

Remaining fields are not likely to change often so it is likely that SINF updates will not need to be done as often. Address fields are the most likely to need updating to help ensure matching for Direct Certification.

2.232.322.342.352.332.412.42

Primary Language CodeGrade Level CodeInterdistrict Transfer CodeDistrict of Geographic ResidencePrimary Residence Category CodeEnglish Language Acquisition Status CodeEnglish Language Acquisition Status Start DateFiller fields

Removed fields

Primary Language Code will no longer be used in SSID matching

2.43 Student Proficient or Advanced for ELA Code Suspended for 2014-15. 2013-14 values will be used for accountability purposes.



SPRG

3.14 Education Program Membership Code

Homeless now reported using program records

191 (Homeless Program)

3.23 Homeless Dwelling Type Code Use instead of Primary Residence Category Code (2.34) to report homeless students

100 (Temporary Shelters)110 (Hotels/motels)120 (Temporarily Doubled Up)130 (Temporarily Unsheltered)

3.24 Unaccompanied Youth Indicator Y, N

Required if Education Program Code = 191

3.25 Runaway Youth Indicator * Y, N

Required if Education Program Code = 191

3.26 Filler

Changes to Program Reporting

* Once a student is reported as a runaway youth for a given school year, even if the student is no longer a runaway, the indicator should not be changed to N unless a correction is being made


Program Reporting

Eligibility (1) Participation (2)

127 - Gifted and Talented Education (GATE)135 - Title I Part C Migrant144 - Special Education181 - Free Meal Program182 - Reduced-Price Meal Program191 - Homeless Program

101 - 504 Accommodation Plan108 - Opportunity Program113 - California Partnership Academy122 - NCLB Title I Part A Basic Targeted162 - Pregnant or Parenting Programs174 - NCLB Title I Part A Neglected180 - CAHSEE Intensive Instruction185 - Transitional Kindergarten

Education Program Membership Code is now determined and set automatically*

* Education Membership Code no longer required. Value will be based on the list on the “Education Prog – Membership Cat” tab of the CALPADS Valid Code Combinations. Link can be found on the Resources slide near the end of this presentation


Automatic Closure of Program Records

Program records are now automatically exited in the following situations

Condition Programs Affected

Enrollment record with exit code other than E150 and E155 is posted

101 - 504 Accommodation Plan108 - Opportunity Program113 - California Partnership Academy122 - NCLB Title I Part A Basic Targeted162 - Pregnant or Parenting Programs174 - NCLB Title I Part A Neglected180 - CAHSEE Intensive Instruction185 - Transitional Kindergarten

Enrollment record with exit code other than E150 is posted

181 - Free Meal Program182 - Reduced-Price Meal Program

Because exit code E450 will cause program records to be exited, K-6 schools should use E155 for students who complete the school year and are expected to return.


When to Use Exit Codes

Code When to Use

Programs auto-exited

101, 108, 113,122, 162, 174,

180, 185181, 182

E150

Student did not exit the school but one or more of these fields have changed:

• Grade Level, greater than 14 days before the end of the school year• Student School Transfer Code• District of Geographic Residence• Enrollment Status• Student Met all UC CSU Requirements Indicator

A subsequent enrollment record must be submitted with a start date exactly one day after the exit record when using this code.

No No

E155Student completed the school year and is expected to return next year. May be used up to 14 days prior to the last day of school (i.e., “close enough”). Year round schools can treat June 30th as the last day of the school year.

No Yes

T160 Student left and is known to be going to another CA public school. Can also be used when a student has a gap in their enrollment at a single school. Yes Yes

E230 Student completed the highest grade level at the school. Use completion codes to further detail how the student left and/or where they are going. Yes Yes

E450 Use for any K-6 exit where the student is not known to be returning. Yes Yes

N420 Retired as of 6/30/2014. Use N470 instead for no shows after 6/30/2014. N/A N/A

N470 Student did not return after summer or intersession break or never showed up after pre-enrolling. Yes Yes


English Language Acquisition Reporting

English Language Acquisition Status now reported once initially and then only when status changes

TBD IFEP

EO

EL RFEP*

* The initial status may be any status except RFEP, but subsequently only the changes shown above are allowed


Online Maintenance

GradeHistory

Grade history is now found under Student Enrollment instead of Student Information

EnglishLanguage AcquisitionStatus

English Language Acquisition Status is now separate from Student Information


Viewing Enrollment History Online

Old grade level records will be displayed as attached to a single enrollment record (unless converted)

Viewing the enrollment breakup in the new format will provide an option to convert the records


Enrollment History Conversion

Old Format

New Format


Enrollment History After Conversion

Continuous enrollment at Hawaiian Elementary was replaced with five separate enrollments of one year each.


Editing Enrollment Online

ReportingLEA

AcquisitionCode

Status Date

Effective Start Date

CSIS High RFEP 9/5/2012 11/5/2012

CSIS High EL 9/5/2010 10/1/2010

CSIS Middle EL 9/5/2010 10/1/2010

ReportingLEA

AcquisitionCode

StatusDate

EffectiveStart Date

CSIS High RFEP 9/5/2012 11/5/2012

CSIS High EL 9/5/2012 10/1/2012

CSIS High EL 9/5/2010 10/1/2011

CSIS High EL 9/5/2010 10/1/2010

CSIS Middle EL 9/5/2010 10/1/2010

CSIS Middle TBD 9/5/2010 9/5/2010

CSIS Middle IFEP 8/5/2008 8/5/2008

CSIS Middle EO 8/5/2007 8/5/2007

ELAS History Conversion


TBD DuplicatesSRRTS Migration

Records eliminated:

Keep earliest Start Date per Status per LEA

Most recent record in history always kept

AcquisitionCode

ProficiencyLevel

Status Date

Effective Start Date

Effective End Date

RFEP Y 9/5/2012 11/5/2012

EL N 9/5/2012 10/1/2012 11/4/2012

EL 9/5/2010 10/1/2011 9/30/2012

EL 9/5/2010 10/1/2010 9/30/2011

EL 9/5/2010 10/1/2010 9/30/2011

TBD 9/5/2010 9/5/2010 9/30/2010

IFEP 8/5/2008 8/5/2008 8/4/2010

EO 8/5/2007 8/5/2007 8/4/2008

ReportingLEA

AcquisitionCode

StatusDate

EffectiveStart Date

CSIS High RFEP 9/5/2012 11/5/2012

CSIS High EL 9/5/2012 10/1/2012

CSIS High EL 9/5/2010 10/1/2011

CSIS High EL 9/5/2010 10/1/2010

CSIS Middle EL 9/5/2010 10/1/2010

CSIS Middle TBD 9/5/2010 9/5/2010

CSIS Middle IFEP 8/5/2008 8/5/2008

CSIS Middle EO 8/5/2007 8/5/2007


Viewing ELAS History Online

Aside from converted records, each Acquisition code will now only be allowed once in the history. Records are now maintained by Status Date instead of Effective Dates. Effective start date was retained only for use in distinguishing historical records.


Updating ELAS Online


Change to Report Data Sources

SPRG

ELAS

SENR

Reports will usedata from theirnew sources

English Language

Acquisition Status

Grade

Homeless


Errors


New Validation Codes

Code Severity Description

SPRG0276

Fatal Student with Homeless program missing Dwelling Type Code

SPRG0277

Fatal Student with Homeless program missing Runaway Indicator

SPRG0278

Fatal Student with Homeless program missing Unaccompanied Youth Indicator

SPRG0279

Fatal Student Runaway Indicator Y, Student Unaccompanied Youth Indicator must be Y (Runaways are always Unaccompanied)

SENR0284 Fatal Student School Transfer code missing for a COE school (other than charter or juvenile court) or charter operating an educational options school (county community, opportunity, or special education)

SENR0286 Fatal Invalid re-enrollment date following E150 exit

SENR0287 Fatal Exit date for E155 exit must be between May 15 and August 15


New Validation Codes (continued)


SELA0164 Fatal Missing English Language Acquisition Status Start Date

SELA0255 Fatal Invalid change of ELA status

SELA0280 Fatal Primary language can not be English unless ELA status is EO

SELA0281 Fatal TBD status may not be submitted if student has previously reported ELAS

SELA0283* Warning ELAS start date differs from ODS record.

SELA0285 Fatal If ELA status does not exist in CALPADS record, ELA status start date may not be earlier than most recent ELA status start date in the ODS


Modified Validation Codes


SENR0262 Warning Student age must be 4 to 7. Ages are rounded down to the nearest whole year.

Warning instead of fatal. No longer excludes special ed students.


New Certification Codes


CERT110 Warning Invalid Title I Part C Migrant Record

CERT111 Warning No Homeless program records were submitted for an LEA that submitted eligible students in the previous year.

CERT112 Fatal Student previous year enrollment record not exited

CERT113 Fatal Student missing Initial US School Enrollment Date

CERT114 Fatal No subsequent enrollment for student exited with E150 exit code


Modified Certification Codes


CERT014 Warning Number of graduates for the current year is more than the number of 12th grade students in the previous year

Changed severity from fatal to warning

CERT067 Fatal Checks if student has an English Language Acquisition record

Formerly checked English Language Acquisition status within student information record


Retired Certification Codes


CERT101 Warning Primary residence category code is missing, invalid, or not current within the LEA enrollment

CERT003 Fatal Student information record does not exist for the current year

CERT093 Fatal ELAS Start Date is not blank or after Record Effective Start Date

CERT094 Fatal Missing required SELA SINF data: ELAS Code, Status Start Date


New Anomalies

Code Description Details

ERDType D

No Re-enroll, Same School Students exited with an E150 are not really leaving the school so a subsequent record is required with a start date the day after the exit.

ERDType E

Re-enroll, Different School Students exited with an E150 are not really leaving the school so they should not have a subsequent enrollment at another school. If the student changed schools a transfer code such as T160 should be used instead.


MID Resolution

When SSIDs are combined via MID resolution,records which came from the retired SSIDwill not contain a grade level


Wrap Up


Did you get it all?

Fields were added to and removed from multiple files, pp. 8-11

Grade now updated from Student Enrollment (SENR) instead of Student Information (SINF), p. 8

New transfer, exit, program and dwelling codes, p. 13-16

Provision 2&3 Schools are no longer required to collect alternative applications every year, p. 18

Definition of foster youth clarified for LCFF purposes, p. 19

Foster youth to be identified through weekly match, p. 20

Student English Language Acquisition (SELA) file is now part of the student profile, p. 22

Students enrollments must now be exited every year, p. 24

Homeless students reported through Student Program (SPRG) instead of Student Information (SINF), pp. 26


Did you get it all? (continued)

Education Program Membership Code is now determined and set automatically, p. 28

Program records are now auto-closed for most exits, p. 29

English Language Acquisition Status now reported once initially and then only when status changes, p. 31

Online screens have been updated, pp. 32 – 39

English Language Acquisition Status no longer uses Effective Start Date. One record per status; start date determines order, p.37

Reports now use data from new sources, p. 40

New, updated, and retired errors and warnings, p. 42–47

Two new ERD anomaly types have been added, p. 48

Grade levels not copied from retired SSID upon combine, p. 49


Reminders

Work with your SIS vendor to get details on SIS data population changes and creating the new file formats

All students must be exited

at the end of the year

starting in 2013-14.

Fall 1 training is highly

recommended for all LEAs this

year as it will cover the

relevance of changes to Fall 1


Resources

System Documentation (versions 6.0 or later, Effective July 1, 2014)

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

Document Description Sections

CALPADS File Specifications (Forms)

File layout and requirements for batch submission

SENR, SINF, SPRG, & SELA tabs

CALPADS Code Sets Detailed state code lists

CALPADS Valid Code Combinations

Matches up related codes

CALPADS Error List Detailed error message descriptions

SENR, SINF, SPRG, SELA, & Fall 1 tabs

CALPADS Data Guide Detailed requirements

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

CALPADS Flash Updates (referencing changes)http://www.cde.ca.gov/ds/sp/cl/calpadsupdflash86.asphttp://www.cde.ca.gov/ds/sp/cl/calpadsupdflash87.asp

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

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

http://www.cde.ca.gov/ds/sp/cl/calpadsupdflash86.asp

http://www.cde.ca.gov/ds/sp/cl/calpadsupdflash87.asp


Support

Web: http://www2.cde.ca.gov/calpadshelp/default.aspx

Phone: 916-325-9210

E-mail: [email protected]

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


Training Evaluation

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calpads 2014-15 changes

Documents

changes v1

sprgprimary language

ela code

cds code

student school transfer

selagrade level code

interdistrict transfer

field removedgreen