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
October 2013 CAG, Slide 2
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 Angeles
2. Ventura 9. Kern
3. Santa Clara 10. Imperial
4. San Diego North Co. (San Marcos) 11. Fresno
5. San Diego (Linda Vista Rd.) 12. Butte
6. San Bernardino 13. Alameda
7. Mendocino
October 2013 CAG, Slide 3
Agenda Review
CALPADS Update
CALPADS Support Update
CALPADS Q & A
Next Meeting
Agenda
October 2013 CAG, Slide 4
CDE UpdateJessica Barr, Administrator
CALPADS/CBEDS/CDS Operations Office, CDE
October 2013 CAG, Slide 5
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
October 2013 CAG, Slide 6
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
October 2013 CAG, Slide 7
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
October 2013 CAG, Slide 8
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)
October 2013 CAG, Slide 9
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
October 2013 CAG, Slide 10
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
October 2013 CAG, Slide 11
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.
October 2013 CAG, Slide 12
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
October 2013 CAG, Slide 13
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
October 2013 CAG, Slide 14
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
October 2013 CAG, Slide 15
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
October 2013 CAG, Slide 16
CALPADS and Local Control Funding Formula
English 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
October 2013 CAG, Slide 17
CALPADS and Local Control Funding Formula
FRPM-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
October 2013 CAG, Slide 18
CALPADS and Local Control Funding Formula
Foster 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
October 2013 CAG, Slide 19
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
October 2013 CAG, Slide 20
CALPADS and CalMAPP
Assembly 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
October 2013 CAG, Slide 21
CALPADS and CalMAPP CALPADS Assessment reports will still
include:• STAR
- CST Science
- CAPA
- Early Assessment Program
• CAHSEE
• CELDT
Future CalMAPP Reports21
October 2013 CAG, Slide 22
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
October 2013 CAG, Slide 23
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
October 2013 CAG, Slide 24
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
October 2013 CAG, Slide 25
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
October 2013 CAG, Slide 26
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
October 2013 CAG, Slide 27
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
October 2013 CAG, Slide 28
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
October 2013 CAG, Slide 29
CALPADS Support UpdateMartha Friedrich
Client Services Officer, FCMAT/CSIS
October 2013 CAG, Slide 30
CALPADS Support UpdateTopics
EOY Submission Statistics New / Revised Functionality Fall Submission Strategies Support Tips
October 2013 CAG, Slide 31
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%
October 2013 CAG, Slide 32
October 2013 CAG, Slide 33
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
October 2013 CAG, Slide 34
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
October 2013 CAG, Slide 35
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 %
October 2013 CAG, Slide 36
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
October 2013 CAG, Slide 37
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.
October 2013 CAG, Slide 38
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
October 2013 CAG, Slide 39
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
October 2013 CAG, Slide 40
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
October 2013 CAG, Slide 41
Fall Preparations
Snapshot starts
October 2
Certification deadlineDecember 13
Amendment windowFebruary 7
CALPADS Calendar:http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
October 2013 CAG, Slide 42
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
October 2013 CAG, Slide 43
Submission Strategies
Set Up Accounts Submit Data
Reconcile
Review/ Certify
County Level
Approval
October 2013 CAG, Slide 44
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
October 2013 CAG, Slide 45
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
October 2013 CAG, Slide 46
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
October 2013 CAG, Slide 47
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
October 2013 CAG, Slide 48
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
October 2013 CAG, Slide 49
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 post
Student Course Section
12
4
5
3
October 2013 CAG, Slide 50
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
October 2013 CAG, Slide 51
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
October 2013 CAG, Slide 52
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
October 2013 CAG, Slide 52
October 2013 CAG, Slide 53
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
October 2013 CAG, Slide 54
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
October 2013 CAG, Slide 55
CALPADS Q&AFacilitated by:
Nancy SullivanChief Operations Officer, FCMAT/CSIS
October 2013 CAG, Slide 56
Next MeetingNancy Sullivan
Chief Operations Officer, FCMAT/CSIS
October 2013 CAG, Slide 57
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