calpads fall 2 - data population elementary v 1.9 fall 2 – data population staff...

CALPADS Fall 2 - Data Population Elementary v 1.9

FALL 2 – Data Population Staff Demographics/Staff Assignments/Course

Section/Student Course Section

Fall 2 Data PopulationFor Elementary LEAs


Introductions and Ground Rules

Introductions

Ground Rules– Mute phones while listening– Do not place your phone on HOLD– Silence cell phones


Course Description

PREREQUISITE AND AUDIENCETarget Audience …..• Elementary LEA Program and Data Management Staff

Responsible for submitting Course and Staff data to CALPADS

• Elementary LEA System Administrator(s)

Prerequisites …..• Essential 1-4 – Complete Essential Training series

• Hands-on Experience submitting and verifying SSID Enrollment and Fall 1

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Course Description

COURSE OBJECTIVES

Participants will understand …..• What data is needed, as well as what to do to prepare

Participants will be able to …..• Enter and maintain staff data• Enter and maintain course data• Understand key data submission error checks

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This module includes the following: Introduction to Fall 2 Preparation for Submission Data Submission

– Staff Demographics– Staff Assignments– Course Section– Student Course Section

Resources

Contents

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INTRODUCTION to FALL 2Staff Demographics

Staff Assignments

Course Section

Student Course Section

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Introduction to Fall 2

DATA COLLECTED

FALL 1• Student Enrollment on Census Day• Prior Year Completers and Dropouts

FALL 2• Staff Assignments• Course Enrollment• English Learner (EL) Services

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DATA COLLECTION

Fall 1 Student Profile Student Enrollment Student Information Student Programs

Fall 2 Staff/Course Staff Demographics Staff Assignments Course Section Student Course Section

Data used to identify English Learners

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DATES AND DEADLINES for 2011-2012

FALL 2• Submission Window: 10/6/11 – 1/18/12• Amendment Window: 1/19/12 – 2/17/12

FALL 1• Submission Window: 10/6/11 – 12/14/11• Amendment Window: 12/15/11 – 1/18/12

CENSUS DAY - October 5, 2011

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REPORT PERIOD

FALL 2• Report Period: Census Day + 30 Calendar Days (10/5/2011 – 11/2/2011)*

FALL 1• Report Period: First Day of Dropout/Graduate Reporting Cycle Census Day (8/16/10 – 10/5/11)

Report Period identifies a period of time used to validate data

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CALPADS Fall 2 - Data Population v 1.9

Preparation for Fall 2

1 – MAP LOCAL CODES TO STATE CODES*

Check with SIS vendor to determine if mapping is needed

If needed,– Update existing mapping – Add new codes for Fall 2

– Course Group State – added Exploratory Wheel/Enrichment/Activity Class

– Non-classroom based or support assignment– Added Other Certificated Non-Instructional Assignment– Four updates to Special Ed support assignments

* Required only if your local SIS does not contain the state codes* Required only if your local SIS does not contain the state codes

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CALPADS Fall 2 - Data Population v 1.9


2 – MAP LOCAL CODES TO STATE CODES*

– Add new codes for Fall 2 (cont)– Disability Category

– Changed Mental Retardation/Intellectual

– Country– Retired, added, changed seven codes

– English Language Acquisition Status State– EO name definition updated – English or American

Sign Language Only

* Required only if your local SIS does not contain the state codes* Required only if your local SIS does not contain the state codes

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3 – COORDINATE WITH LOCAL STAFF TO COLLECT REQUIRED DATA

Check with the following staff to collect data for:• Human Resources for certificated staff related

data• SEID• HQT Status• Staff assignments

• Staff responsible for English Learners for instructional strategies, and services

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4 – COORDINATE WITH LOCAL STAFF TO COLLECT REQUIRED DATA

Check with the following staff to collect data for:• Curriculum and school sites for course-related

data:• State Course Code Mapping

• Staff responsible for Special Education services

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DATA POPULATION

Staff Data

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Data Submission – Certificated Staff*

STAFF INCLUDED – require a valid SEIDTeachers

Providing instructional services to studentsProviding support and non-classroom based assignments

AdministratorsPupil Services

STAFF NOT INCLUDED Classified staff are reported in aggregate in CBEDS-ORA

*Also includes non-certificated non-core charter school teachers andnon-certificated deputy, assistant, and associate Superintendents

that are serving in positions requiring certification

*Also includes non-certificated non-core charter school teachers andnon-certificated deputy, assistant, and associate Superintendents

that are serving in positions requiring certification

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Data Submission - Staff

DATA EXPECTED

Two types of staff data are expected

– Staff Demographics (SDEM) such as employment start and end dates, total years of service in the education field in a certificated position, and total years of service in a certificated position in the Reporting LEA

– Staff Assignment (SASS) such as job classification and FTE

Non-classroom staff assignment information for non-classroom based staff

NOTE: Classroom-based assignment data are submitted with course-section data

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Data Submission – Staff Demographics

CALPADS System Documentationhttp://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

– CALPADS File Specifications (CFS) CALPADS File Specifications v2.1 (Word)

– More detailed and technical

CALPADS File Specifications (Forms) v2.1 (Excel)– More accessible to less experienced users

– CALPADS Code Sets CALPADS Code Sets v2.1 (Excel)

– Valid Code Combinations CALPADS Valid Code Combinations v2.1



Identify system of record for certificated staff* data elements including:

7.08 SEID 7.09 Local Staff ID 7.10-7.15 Staff Name 7.16 Staff Birth Date

– Full Birth Date (CCYYMMDD)

*Applies to non-certificated administrators and non-core charter teachers, that are serving in positions requiring certification, if their data are being submitted.

Staff Demographics (For Certificated Staff)



Identify system of record for certificated staff* data elements including:

7.18 Staff Hispanic Ethnicity Indicator 7.19 Staff Ethnicity Missing Indicator 7.20-7.24 Staff Race Code 7.25 Staff Race Missing Indicator

*Also applies to non-certificated administrators and non-core charter teachers that are serving in positions requiring certification, if their data are being submitted.




7.17 Staff Gender Code– Code Set - Gender

7.26 Staff Highest Degree Code – Code Set – Degree

7.27 Staff Employment Status Code 7.28 Staff Employment Start Date 7.29 Staff Employment End Date




Understand the importance of entering the appropriate date for the submission:

7.04 Effective Start Date 7.30 Staff Service Years LEA 7.31 Staff Service Years Total




For all certificated staff:

8.05 School of Assignment– Required for all sites where staff are assigned, including

district office

8.08 Local Staff ID– Must be the same across all sites where staff are

assigned

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Staff Assignments (For Certificated Staff)



For certificated staff 8.13 Staff Job Classification Code

– Code Set – Education Service Job Classification 8.14 Staff Job Classification FTE Percentage

For non-teaching certificated staff* 8.15-8.21 Non Classroom Based Job Assignment Codes

– Code Set – Non Classroom Based or Support Assignment

*Applies to non-certificated administrators that are serving in positions requiring certification, if their data are being submitted.

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Staff Assignment Examples

Teacher Assignments

Scenario 1: Hayes is a full-time teacher. The job class is teacher (12), FTE (100), and assignment is left blank.

Scenario 2: Gerwer is a full-time teacher with assignments at two schools. Gerwer should be reported at each school with the job class itinerant teacher (27), FTE (50) per site, and the assignments left blank.

Scenario 3: Stephenson is a part-time teacher with a non-teaching assignment. The job class is teacher (27), FTE (50), and assignment is Resource Teacher (6017).

Scenario 8: DiPirro is a part-time teacher that has not yet been assigned a SEID. Demographic and assignment data cannot be reported without a SEID. Course-section assignments will be reported in course-section using a “999999999” for the SEID.

Scenario 9: Timmerman is a teacher with extra teaching assignment. The FTE is 120.

Staff Member

Local Staff ID SEID Local Assignment

Hire Date

Highest Degree

Employ Status

Yrs of Svc – LEA

Yrs of Svc - Educ

Job Class FTE Assignment

1 Hayes 1416 4xxxxxxxxx Second Grade Teacher 19881026 V 1 22 29 12 100

2Gerwer 5762 9xxxxxxxxx Elementary Music Teacher 19860815 C 1 24 24 27 50

Gerwer 5762 9xxxxxxxxx Elementary Music Teacher 19860815 C 1 24 24 27 50

3 Stephenson 3895 5xxxxxxxxx Resource Teacher 19980701 C 1 12 12 27 50 6017

4 DiPirro 9567 No SEID Part-time PE teacher Cannot report without SEID

5 Timmerman 4689 2xxxxxxxxxxMiddle School Science Teacher with Extra Period

20010910 A 1 12 15 12 120

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Team Teaching/Job Sharing

Scenario 6: Gordon and Seaborn are 1st grade teachers sharing an assignment. The job class for both is teacher (12), FTE (50), and assignment is left blank.

Scenario 7: Robinson and Mills are both full-time teachers team teaching 6th grade. The job class is teacher (12) for both, FTE (100) and the assignments are left blank.

Staff Member

Local Staff ID SEID Local Assignment Hire Date

Highest Degree

Employ Status

Yrs of Svc – LEA

Yrs of Svc - Educ


6Gordon 4215 4xxxxxxxxx 1st Grade Teacher 20030625 M 1 7 9 12 50

Seaborn 6581 9xxxxxxxxx 1st Grade Teacher 20080701 C 2 2 15 12 50

7Robinson 1416 5xxxxxxxxx 6th Grade Teacher 19881026 V 1 22 29 12 100

Mills 5762 2xxxxxxxxx 6th Grade Teacher 19860815 C 1 24 24 12 100

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Multiple Assignments

Scenario 8: Cheong splits his time as a school psychologist and a speech therapist. The job class is pupil services (11) for both assignments, FTE (100), and assignments (0202/0400). Only one staff assignment record is submitted with both assignments.

Scenario 9: Friedrich is a full-time employee with job responsibilities split between administrative and teaching assignments. She has two job classifications: administrator (10) and teacher (12). The FTE is split between assignments and only the administrative assignments are identified. A staff assignment record should be submitted for each job class.

Scenario 10: Ahmed and Isbell are teachers, with additional assignments. Both have the one job classification for teaching (12).

Isbell’s FTE exceeds 100 with the additional assignments.

Staff Member

Local Staff ID

SEIDLocal Assignment Hire Date

Highest Degree

Employ Status

Yrs of Svc – LEA

Yrs of Svc - Educ


8 Cheong 8043 7xxxxxxxxSchool Psychologist and Middle School Counselor

20100701 D 2 2 2 11 1000202

0400

9 Friedrich 1027 2xxxxxxxxxMiddle School English Teacher and ½ GATE Coordinator

19950815 D 1 16 1612 50

10 50 0157

10

Ahmed 3589 7xxxxxxxxxMiddle School Science Teacher and Department Chair

20070815 V 1 4 10 12 120 6099

Isbell 7xxxxxxxxxMiddle School Math Teacher, Coach and Department Chair

20010901 C 1 10 10 12 140 6099



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Non-teaching and Support Assignments

Scenario 11: Logan is a school psychologist. His job class is pupil services (11), FTE (100), and assignment (0202).

Scenario 12: Higgins is a Superintendent. His job class is administrator (10), FTE (100), and assignment (0100).

Scenario 13: Saunders is a Curriculum Administrator. His job class is administrator (10), FTE (100), and assignment (0105).

Scenario 14: Jones is a non-certificated Deputy Superintendent with a SEID. His job class is non-certificated administrator (25), FTE (100), and assignment (0102).

Staff Member

Local Staff ID SEID Local Assignment Hire Date

Highest Degree

Employ Status

Yrs of Svc – LEA

Yrs of Svc - Educ


11 Logan 4675 3xxxxxxxxx School Psychologist 20080701 V 3 2 24 11 100 0202

12 Higgins 5643 2xxxxxxxxx Superintendent 20010317 B 4 9 9 10 100 0100

13 Saunders 0645 4xxxxxxxx Curriculum Administrator 19840520 V 1 26 26 10 100 0105

14 Jones 5643 2xxxxxxxxxChief Business Official, Deputy Superintendent

20010317 B 4 9 9 25 100 0102

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Data Guide, 2.2 Staff Data– Which staff should be included in this

submission– Which staff should not be included in this

submission

Valid Code Combinations– NonClassSuppASGN – Job Class– NonClassSuppASGN – Content Area

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Data Submission – Staff

KEY POINTS

1. Coordinate with local staff to identify the system of record, and who is responsible for collecting and populating all data elements

2. All certificated staff must have a valid SEID to report to CALPADS

– Staff not yet assigned a SEID cannot be reported– Cannot use “9999999999” to report staff demographics or staff

assignments

3. Two types of data are reported for certificated staff – demographics and assignments

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Data Submission – Staff

4. For non-teaching staff, the following are submitted:– Demographic record for current year– At least one assignment record with job classification, FTE and

assignment code

5. For all teachers, the following are submitted:– Demographic record for current year– One assignment record with job classification and FTE, but no

assignment code reported, unless they have a non-teaching assignment

– Teaching assignments are collected in course-sections

6. Check with your vendor to verify how the effective date will be reported to avoid certification errors

KEY POINTS

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DATA POPULATION

Course Data

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COURSE SECTION

A unique instance of a Course taught by one or more teachers, in a specific location, at a

particular time

STUDENT COURSE SECTION

A Course Section assigned to a particular student

Course Data Files

Data Submission – Course


9.07 CRS-State Course Code– Code Set – Course Group StateAll self-contained classes are code 1000See CBEDS Assignment/Course Code Mapping

9.08 Local Course IDUnique identifier for the course up to 10 charactersExamples: K-AM, 1st, 1201, Alg1

9.09 Course NameAny name up to 50 charactersExamples: AM Kindergarten, First Grade, Algebra

Course Data (For All Classes)

Data Submission – Course Section

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9.14 Course Section IDUnique ID for each class (Course Section), usually a combination of local course ID and additional indicator up to 10 charactersExample: K-AM-1, 1st-1, 1st-2, 1201-01, Alg1-02Team Teaching and Job Sharing assignments use the same course section ID

9.18 Class ID The unique class ID may be the same as the course section ID

9.15 Academic Term Code– Code Set – Academic Term



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KEY TERMSCourse Section ID is assigned by the local educational agency

– generally is a combination of the local course id/name and course section number– must be unique within a school for the Academic Year, system evaluates local

course id, course-section id, academic term, SEID, school of course delivery and academic year

– ties a specific student (through the student course section record) to a specific course section and it ties all of the information about that course section to the student

Class ID is a unique identifier, assigned by the LEA or school submitting the data

– used to represent a unique class – a group of students in one or more course sections being taught by one or more teachers in the same place, at the same time

– must be unique within a school for the Academic Year– can have course sections that map to multiple State Course Codes

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8th Grade English Local Crs ID: 312 Crs Group: 2131 Term: FY NCLB: S UC/CSU: B

Period: 4Teacher: GradyCrs-Section: 312-15Class ID: 312-15HQT: BEducation Service Code: 3Instructional Strategy: 500

Period: 2Teacher: ChenCrs-Section: 312-07Class ID: 312-07HQT: C

Period: 1Teacher: FriedrichCrs-Section: 312-01Class ID: 312-01HQT: C

Algebra 1Local Crs ID: 204Crs Group: 2403Term: FYNCLB: SUC/CSU: C

Period: 3Teacher: AngelCrs-Section: 204-3Class ID: 204-3HQT: C

Period: 5Teacher: AglianoCrs-Section: 204-4Class ID: 204-4HQT: C

Period: 3Teacher: AglianoCrs-Section: 204-03Class ID: 204-03HQT: B

2nd Grade Local Crs ID: 1002 Crs Group: 1000 Term: FY NCLB: E UC/CSU:

Teacher: SampsonCrs-Section: 1002-04Class ID: 1002-04HQT: C

Teacher: MillsCrs-Section: 1002-19Class ID: 1002-19HQT: BMultiple Teacher Code: 1

Teacher: RobinsonCrs-Section: 1002-19Class ID: 1002-19HQT: CMultiple Teacher Code: 1

Spanish 1 Local Crs ID: 721 Crs Group: 2206 Term: FY NCLB: S UC/CSU: F

Period: 6Teacher: BrawnCrs-Section: 721-07Class ID: 721-07HQT: C

Period: 2Teacher: BrawnCrs-Section: 721-03Class ID: 721-03HQT: C

SSID: 3114167025

Schedule:2nd Grade: 1002-19


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Courses Course Sections Student Course Sections

SSID: 2113199025

Schedule:Period 1: 312-01Period 2: 721-03Period 3: 204-3


9.11 NCLB Core Course Instructional Level Code– Code Set – NCLB Core Course Indicator and

Instructional Level

Needed for ALL courses– Elementary core should be E (elementary core)– Secondary core courses use S (secondary core)– Non-core use N (non-core)

Valid Code Combinations– Course Group Master Combos




9.16 SEID (Statewide Educator ID)“9999999999” can be reported in place of a valid SEID on the course section for the following:

Non-certificated Charter School teacher teaching non-core class

Teacher of a distance learning class New teacher - SEID not yet provided by CTC Teacher not employed by LEA (e.g. COE Special Ed, private

contractor)

9.17 Local Staff IDThe unique local ID of the teacher




9.28 HQT Competency Code– Code Set – Content Area Competency Category Identifies how a teacher has demonstrated competency in

subject matter – coordinate with HR




9.20 Education Service Code– Code Set – Education Service English LearnersIndicates service to English Learners (PLI, ELD, or SDAIE)Education Service code is required if Instructional Strategy = (400,500, 600, or

650)

9.22 Instructional Strategy Code– Code Set – Instructional Strategy Indicates instructional strategy (Dual Immersion, Structured English Immersion,

Bilingual, English Learning Mainstreaming) Instructional Strategy required if Education Service Code not blank.

9.21 Language of Instruction Code– Code Set – Language Only for classes taught in primary language other than English

Course Data (For Classes with English Learners)



For Special Ed and Home and Hospital students

9.22 Instructional Strategy Code– Code Set – Instructional Strategy

This is associated with specific course-sections

Course Data (For Special Ed Classes and Student in Home and Hospital Settings)



For classes with more than one instructional strategy, the recommended code assignment hierarchy is:1. Special Ed

2. Home/Hospital

3. English Learners

OR Submit a different course section for each

instructional strategy

Course Data (Instructional Strategy Code Preference)



9.25 Multiple Teacher Code– Code Set – Multiple Teacher Instruction Strategy

This is used for team teaching and job sharing

9.23 Independent Study Indicator Use for classes that are taught by way of Independent Study

– this does not apply to short-term independent study

9.24 Distance Learning Indicator For students receiving instruction through distance learning. Added to the specific course-section.

Course Data (Special Circumstances)



9.13 CRS-UC CSU Approved IndicatorUse N for all K-8 courses

Course Data (For All Courses – including self-contained)



9.07 CRS-State Course Code– Code Set – Course Group State– If CTE Course Code (4000-5999) best matches the

elective course content, the following must be populated:

9.27 CTE Course Section Provider Code– Code Set – Career Technical Education Funding Provider

Category– Must be marked as 2 – District

Course Data (For Middle School Elective Courses)




DATA EXPECTED – Elementary Schools

Self-contained course sections for those students who have a multi-subject course identified by state course code 1000

Pull-out/Itinerant instruction*

* No student enrollments (student course section) required for Pull-out/Itinerant instruction -- unless EL services are being offered that the LEA wants recognized

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Self Contained Course Data Example

Elementary Course Data in CALPADS– All courses require a valid SEID– Unique course-section ID and class ID are needed for each course-section ( class)

Scenario 1: All self-contained courses use state course group code 1000 Scenario 2: Teacher without a SEID cannot be reported as highly qualified

*Room is not a CALPADS element, only used for reference

Local Course Information CALPADS Data Elements

Scenario Course Teacher Room Local Course

ID State Course

Code Course Name

NCLB Core

HQT Course Section

ID Class ID

1

Kg AM Angel 2 1015 1000 Kg AM E B 1015-2 1015-2A

1st Grade Ratty 4 1001 1000 1st Grade E B 1001-4 1001-4

2nd Grade Brawn 2 1002 1000 2nd Grade E B 1002-2 1002-2

3rd Grade Fong 9 1003 1000 3rd Grade E D 1003-9 1003-9

4th Grade DiPirro 12 1004 1000 4th Grade E A 1004-12 1004-12

25th Grade New (9999999999)

15 10051000 5th Grade E N 1005-15 1005-15

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Scenario 3: Gordon and Seaborn are job sharing 1st grade in room 8, each course-section (class) is reported with the same Course Section ID, and the same Class ID (they have the same students in the same classroom at the same time). Each needs the Multiple Teacher Code identified (2 for job share).

Scenario 4: Robinson and Mills are team teaching 6th grade in room 19; each is reported with the same Course Section ID, and the same Class ID. Each needs the Multiple Teacher Code identified (1 for team teach).


Scenario Course Teacher RoomLocal

Course ID

State Course Code

Course Name

NCLB Core HQT

Course Section ID Class ID

Multiple Teacher

Code

31st Grade Gordon 8 1001 1000 1st Grade E

B1001-8 1001-8 2

1st Grade Seaborn 8 1001 1000 1st Grade EB

1001-8 1001-8 2

46th Grade Robinson 19 1006 1000 6th Grade E

F1006-19 1006-19 1

6th Grade Mills 19 1006 1000 6th Grade EE

1006-19 1006-19 1

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Services to English Learners– If instruction strategy 400, 500, 600 or 650 are reported for a course-section, the education

service must be reported– If education service code 1, 2, 3 or 4 are reported, and instructional strategy must also be

reported.

Scenario 5: Robinson, Burns, and Dickinson have English Learners in their classes. Robinson’s class is structured English immersion and she is providing ELD and SDAIE services (4 for ELD Instruction and SDAIE Instruction, But Not Primary Language Instruction). Burns’ class is structured English immersion (500) with ELD only (2 for ELD Instruction Only). Dickinson is an itinerant teacher providing service to EL students.

Scenario 6: DiPirro has English Learners in his class. The students in the class have approved “Parental Exception Waivers” and are in a bilingual setting with at least some core content instruction in their primary language. Primary language is required.

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Scenario Course TeacherLocal

Course ID

State Course Code

Course NameNCLB Core

HQTCourse

Section IDClass ID

Education Service Code

Instructional Strategy

Code

Primary Language

5

2nd-3rd Comb Robinson 1009 1000 2nd-3rd Comb E C 1009-15 1009-15 4 500

4th/5th Comb Burns 1010 1000 4th/5th Comb E A 1010-13 1010-13 2 500

Reading Dickinson 2010 2100 Reading E B 2010-1 2010-1 2 500

6 2nd Grade DiPirro 1002 1000 2nd Grade E 1002-22 1002-22 1 400 01



Itinerant Teachers (Push in/Pull out)– Itinerant assignments can be at the same school

Scenario 7: Gerwer and Dickinson are itinerant teachers. Reporting student course data is optional for itinerant teaching assignments

Scenario 8: Dickinson is providing services to EL students. Even though reporting student course data is optional for itinerant assignments, if EL students are only receiving services from itinerant teacher, reporting course data is recommended.

Scenario 9: Phanthavong is a resource teacher providing services to special ed students. Instructional strategy (special ed) should be reported for the course section.


Scenario Course Teacher Local

Course ID State Course

Code Course Name NCLB

Core HQT Course Section ID Class ID Education

Service Code Instructional

Strategy Code

7 Music Gerwer 2008 2324 Music E B 2008-1 2008-1

8 Reading Dickinson 2010 2100 Reading E B 2010-1 2010-1 2 500

9 Resource Phanthavong 6010 3020 Resource E A 3020-1 3020-1 700

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DATA EXPECTED – Middle SchoolsDepartmentalized course sections

Generally, multiple departmentalized classes are reported for a student

Do not report lunch, free period, and student aide Submission is optional for homeroom, study hall (6002) Can report “core” courses – 2 subjects taught in a 2 period block

Self-contained course sections with multi-subject courses

Identified by state course code 1000 These students may also be included in a departmentalized course

section

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DATA EXPECTED – Middle SchoolsPull-out/Itinerant instruction

No student enrollments (student course section) are required to be reported

Submit for EL services to be reported

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Scheduled Course Data Example

Scheduled Course Data in CALPADS– All courses require a valid SEID– Unique course-section ID and class ID are needed for each course-section

(class )

Scenario 1: Teacher without a SEID cannot be reported as highly qualified

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Scenario Scheduled Courses Teacher Local Course ID State Course Code Course Name NCLB

Core HQT Course

Section ID Class ID

Study Skills Ratty 105 6001 Study Skills N 105-01 105-01

Algebra Agliano 204 2403 Algebra S B 204-04 204-04

Algebra Readiness Agliano 206 2433 Algebra Readiness S B 206-02 206-02

7 Lang Arts Higgins 315 2402 7 Lang Arts S B 215-01 215-01

8 Lang Arts Higgins 310 2130 8 Lang Arts S B 310-11 310-11

8 English (ELD) Timmerman 318 2130 8 English (ELD) S B 315-05 315-05

Life Sci Sullivan 520 2621 Life Sci S C 320-19 320-19

US History Ratty 612 2734 US History S A 612-01 612-01

1 Spanish 1 New (9999999999) 722 2204 Spanish 1 S N 722-01 722-01




Scenario 2: Agliano and Angel are team teaching algebra. Each course section needs a Multiple Teacher Code identified (1 for team teaching).

Scenario 3: Ranasinghe and Gordon are job sharing Physical Science. Each course section needs a Multiple Teacher Code identified (2 for job share).


Scenario Scheduled Courses Teacher Local

Course

ID State Course Code Course Name

NCLB

Core HQT Course

Section ID Class ID Multiple Teacher

Code

2Algebra Agliano 204 2403 Algebra S B 204-03 204-03 1

Algebra Angel 204 2403 Algebra S C 204-03 204-03 1

3Physical Science Ranasinghe 917 2610 Phys Sci S D 917-01 917-01 2

Physical Science Gordon 917 2610 Phys Sci S E 917-01 917-01 2

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Services to English Learners– If instruction strategy 400, 500, 600 or 650 are reported for a course-section, the

education service must be reported– If education service code 1, 2, 3 or 4 are reported, and instructional strategy must

also be reported.

Scenario 4: Angel, Grady and Ratty have classes with English Learners. Education Services and Instructional Strategy codes should be reported.

Scenario 5: Seaborn has English Learners in US History. The students in the class have approved “Parental Exception Waivers” and are in a bilingual setting with at least some core content instruction in their primary language. Primary language is required.

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Scenario Course TeacherLocal Course

IDState Course

CodeCourse Name

NCLB Core

HQTCourse

Section IDClass ID

Education Service Code

Instructional Strategy Code

Primary Language

4

Pre-algebra (SDAIE) Angel 206 2433 Pre-Algebra (Shelt) S C 206-01 206-01 3 500

English 1 (ELD) Timmerman 315 2130 English 1 S B 315-05 315-05 2 500

World History Ratty 612 2701 World History S A 612-01 612-01 4 650

5 US History Seaborn 613 2709 US Hist (Bil) S B 1 600 01



Multiple Course Content

Scenario 6: Brawn is teaching Spanish 3 and Spanish 4 during period 2 in the same classroom. The course content is different so there is a Course Section ID for each course, but the Class ID is the same for both.

Scenario 7: Saunders and Sullivan are using the same classroom space to deliver two courses – Language Arts and US History to a group of 40 students. Saunders delivers instruction in Language Arts to 20 of those students. Sullivan delivers instruction in US History to the other 20 students. Two unique Course Section IDs and two unique Class IDs are reported for each of the two courses (Language Arts , US History) with two different SEIDs.

Scenario 8: Guido and Sullivan are team teaching a "core" Language Arts /US History course during a two period block to one group of students. Guido delivers instruction in Language Arts and Sullivan delivers instruction in US History. All the students in this block are receiving both courses. One Course-Section record with the Course Section ID for Language Arts and one Course-Section record with the Course Section ID for the US History course. Both records should be reported with the same Class ID.


Scenario Scheduled Courses Teacher Local

Course

ID

State Course

Code Course Name NCLB Core HQT Course

Section ID Class ID Multiple

Teacher Code

6Spanish 3 Brawn 723 2205 Spanish 3 S C 723-01 723-01

Spanish 4 Brawn 724 2205 Spanish 4 S C 724-01 723-01

78 Lang Arts Saunders 312 2106 English Literature S A 312-04 312-04

US History Sullivan 613 2709 US History S B 613-04 613-04

88 Lang Arts Guido 312 2106 English Literature S A 312-05 999-08 1

US History Sullivan 613 2709 US History S B 613-05 999-08 1

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Special Education/Home and Hospital

Scenario 13: Life Skills is a class for special education students. Use 700 (Special Ed) as the instructional strategy.

Scenario 14: Sampson is providing home/hospital instruction in multiple subjects. Use 300 as the instructional strategy and 1000 (self-contained) for the state group course code. Refer to slide 69 Independent Study scenarios for another example.

Scenario 15: Mishima provides instruction to students in home and hospital settings throughout the district. Use 300 as the instructional strategy and 1000 (self-contained) for the state group course code. Courses should be reported using the CD code for the school of delivery. Students must also be enrolled at the district level rather than the school.


Scenario Scheduled Courses Teacher Local Course

State Course

Code Course Name

NCLB

Core HQT Course Section

ID Class

ID Instructional

Strategy Code Notes

13 Life Skills Conway 901 2537 Life Skills S A 901-01 901-01 700

14 Home and Hospital Sampson 951 1000 Home/Hospital S N 951-01 951-01 300

15District Level Home and Hospital

Mishima 952 1000 300Use district CD code

for school

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Other Scenarios

Scenario 16: Sullivan is the certificated classroom monitor for beginning Chinese, which is a distance learning course. To report the course-section, use Sullivan’s SEID, and indicate that the course is distance learning.

Scenario 17: Geometry is offered at the local high school. Since the instructor is not a district employee, use “9999999999” as the SEID. If high school is within the district, can report as a secondary enrollment at the high school.


Scenario Scheduled Courses Teacher Local Course

ID State Course

Code Course Name NCLB

Core HQT Course

Section ID Class ID Distance Learning

Notes

16 Beginning Chinese Sullivan 665 2214 Beg Chinese S B 665-01 665-01 Y

Geometry High School 271 2415 Geometry S 271-00 271-00 Use "9999999999"

for SEID17

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DATA EXPECTED – Educational Options Schools

One self-contained course section (State Course Code 1000) for each grade level served (similar to elementary school course sections)

OR

A separate course section for each unique course content area and teacher combination (Recommended)

Reporting student course section records is optional

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DATA EXPECTED – District-Level Home/Hospital and Independent Study Programs*

LEAs are to report district level courses at the district, rather than at a specific school in the districtStudents must only be enrolled at the district

levelIf teacher job classification is code 27

(Itinerant/Pull-in Push-out) submission of Student Course Section is optional

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* Independent Study Schools are covered in Slide 65


Independent Study

Scenario 1: Chen is an Independent Study teacher with many students taking multiple course-sections in multiple subject areas. Chen is teaching in a special setting and has demonstrated subject matter competence in mathematics, science, social science, and/or English through the Verification Process for Special Settings (VPSS). Use 700 for the Instructional strategy

Scenario 2: Chen provides instruction in multiple course-sections in multiple content areas and is highly qualified in all content areas, a unique Course-Section ID and unique Class ID can be reported for all Course-Sections.

Alternative Course Data Examples

ScenarioLocal Course ID Scheduled Courses Teacher

PerState Course

Code Course NameNCLB Core HQT

UC/ CSU

Course Section ID Class ID

Instructional Strategy Code

1

MAT3731 Integrated Math S1 Chen IS 2425 Integrated Math S G MAT3731-2IS IS999-02 700

MAT3931 Algebra S1 Chen IS 2403 Algebra S G C MAT3931-4IS IS999-02 700

MAT3911 Geometry Essentials 1 Chen IS 2413 Geometry S G C MAT3911-2IS IS999-02 700

SCI5361 CP Biology Chen IS 2603 CP Biology S G D SCI5361-2IS IS999-02 700

ENG1251 English 7 Chen IS 2133 English 7 S G ENG1251-2IS IS999-02 700

ENG1811 Lang ARTS CAHSEE Chen IS LA CAHSEE S G ENG1811-2IS IS999-02 700

SOC5722 World History S2 Chen IS 2711 World History S G A SOC5722-1IS IS999-02 700

2 ISTOPICS Independent Study Chen IS 1000 Ind Study S G A ISTOPICS-1IS IS999-02 700


Data Submission – Student Course Section

DATA EXPECTED – Student Enrollment Level

Course enrollment is required for all primary enrollments (10)*

Course enrollment is optional for secondary (20) and short-term enrollments (30)

Course data are not required for students attending NPS schools

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*Only when school type is not an Educational Options School or district-level independent study/home hospital program, or an

independent study school

CALPADS Fall 2 - Data Population Elementary v 1.9CALPADS Fall 2 - Data Population v 1.8


KEY POINTS

64

1. Each course can have multiple course sections2. Non-academic “courses,” such as lunch, free period,

and student aide are not reported3. EL services are reported through the course section

record4. Course Section ID is assigned by the local

educational agency5. Class ID is assigned by the LEA and can be used to

tie multiple course-sections to the same teacher or teachers• Check with your vendor on how to assign records



KEY POINTS

6. Course Section must be submitted first and posted before the Student Course Section is submitted in CALPADS

• The course section id is used to tie the course section and student course section records

• All course sections must have at least one corresponding student course section record

• All student course section records must have at least one corresponding course section record

Local Crs ID: 204Period: 3Teacher: AngelCrs-Section: 204-3Class ID: 204-3HQT: C

Local Crs ID: 204Period: 5Teacher: AglianoCrs-Section: 204-4Class ID: 204-4HQT: C

Local Crs ID: 204Period: 3Teacher: AglianoCrs-Section: 204-03Class ID: 204-03HQT: B

SSID: 2113199025Schedule:

1) 312-01

2) 721-03

3) 204-3

4) 612-1565


REVIEW

66


Review

ORDER OF SUBMISSION

Upload and post in the following recommended order:

1. Student Profile

2. Staff Demographics

3. Staff Assignment

4. Course Section

5. Student Course Section

Course Section required beforeStudent Course Section

Staff Demo required before Staff Assignment and Course

Student required before Student Course Section


Understand the submission process rules to avoid issues:

1. Student Profile


3. Staff Assignment

4. Course Section


Replace or Delete: appliesto ALL records for each school

Add, Update, Replace, orDelete: applies to each record

BATCH SUBMISSION PROCESSES

Review


Review

BEST PRACTICES FOR FALL 2

• Maintain student data– Coordinate with staff supporting English Learners to:

– Ensure English Language Acquisition Status (ELAS) data is up-to-date for English Learners

– The students’ ELAS effective on Census Day are used to determine which Education Services, Instructional Strategies, and Language of Instruction (for courses taught in Primary Language) are being provided for English Learners.

• Maintain staff data− Coordinate with HR staff to ensure staff demographic data is up-to-date

• Maintain course data• Coordinate with HR, curriculum and school site staff to ensure all data

elements are in your local SIS or have been collected to be entered into CALPADS


Getting Started

Preparing for Fall 2

1. Download and review the CALPADS system documentation located on the CDE CALPADS web-site (http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp).

2. Coordinate with vendor to ensure student information system and documentation are up-to-date• Check for any changes in extract processing

3. Verify new codes are in place

4. Meet with key staff to plan for the Fall 2 data submission• Make sure all required data is up-to-date

5. Complete Fall 1 submission


Review

Fall 2 Suggested Milestones– 10/6 – Obtain SEIDs– 11/30 – Complete data population

• Staff Demographics/Assignments• Course attributes

– 12/1 – Upload and post staff files• Review validation errors, reconcile as needed

– 12/15 – Upload and post course files• Review validation errors, reconcile as needed

– 1/4 - Review and verify all certification reports– 1/18 – Certify and save reports of certified data

71


Review

Fall 2 Certification Strategy– Finish updating Fall 1 students– Establish roles in CALPADS– Coordinate with HR (staff assignments, SEIDS)– Submit and post as follows:


2. Staff Assignments

3. Course Section


72


DATA SUBMISSION RESOURCES

73


Data Submission Resources

The following are available to provide specifics on the CALPADS System and the procedures that guide your interaction with CALPADS …..

CALPADS File Specifications (CFS) CALPADS Code Sets CALPADS Valid Code Combinations CALPADS Error List CBEDS Assignment/Course Code Mapping

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

SYSTEM DOCUMENTATION

74



CALPADS Data Guide– Section 3.5 on English Learners – Section 3.6 on Highly Qualified Teachers – Section 2.2 on Staff Data – Section 2.3.2 on Class Size

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

SYSTEM DOCUMENTATION (cont.)

75



The following are available to provide guidance on how to complete the certification process…..

Fall 2 Certification Reports Data Mapping

http://www.csis.k12.ca.us/library/calpads-training/

SUPPORT DOCUMENTATION

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SEID INFORMATION

The Commission on Teacher Credentialing (CTC) is responsible for assigning and maintaining SEIDs

SEIDS can be obtained by – contacting your County Credential Analyst

– accessing the CTC Credential Information Guide (CIG) at https://info.ctc.ca.gov/fmi/xsl/SEIDLookup/lookup.xsl *

For more information on SEIDs, see the CALPADS Data Guide

* Restricted to CIG users. Obtain the login information by contacting the Commission at [email protected]

* Restricted to CIG users. Obtain the login information by contacting the Commission at [email protected]

77


Training Evaluation

http://www.csis.k12.ca.us/survey/calpads-training/

Please complete our survey

78


Questions

79

calpads fall 2 - data population elementary v 1.9 fall 2 – data population staff...

Documents

data population elementary

data collectionfall

data collectedfall

elementary lea program

staff dataenter

submission window

amendment window

report periodfall