New Data Coordinator Training

K-12 Educational Data

Management Overview

Copyright © 2010, FCMAT/California School Information Services

July 1, 2012

Agenda

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Objectives

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Participants will have an understanding of:

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Introductions

Name

Local Educational Agency

Title/Job Responsibilities

Special Populations

Reason for attending

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Statewide Education Systems and Services

California Longitudinal Pupil Achievement Data System (CALPADS)

California Basic Educational Data System/ Online Reporting Application (CBEDS-ORA)

Online Public Update for Schools-County-District-School (OPUS-CDS)

Consolidated Application Reporting (CARS)

California School Information Services (CSIS)

Fiscal Crisis and Management Assistance Team (FCMAT)

Statewide Assessments and Accountability Systems

OnTrackCA Project

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California Longitudinal Pupil Achievement Data System

The foundation of California’s K-12 education data system

Implemented Fall 2009 Includes student demographic, program participation,

enrollment, course enrollment and completion, discipline, certificated staff, and statewide assessment data

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

CALPADS

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CALPADS

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

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CBEDS-ORA

California Basic Education Data System – Online Reporting Application (CBEDS-ORA)

A web-based application to collect LEA: Contact Information Institution information

Address information Student Educational Options Education Calendar School Status

Classified Staff Information

http://www.cde.ca.gov/ds/sd/cb/opuscbeds.asp

OPUS-CDS

Online Public Update for Schools-County-District-School

Web-based application used by authorized coordinators to notify the CDE of updates to the Public School Directory

Replaces the process of LEAs submitting updates on paper forms

Not all school and/or LEA information can be updated using the OPUS-CDS application

http://www.cde.ca.gov/ds/si/ds/opuscds.asp

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CARS

Consolidated Application and Reporting System (CARS)Web-based data collection system to apply for Categorical Program Funding and to report on the use of those fundsStudent enrollments and NSLP counts for students ages 5-17 are transferred from CALPADS to CARSCARS counts may not match CALPADS counts due to age restriction and/or certification date

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CSIS

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FCMAT

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Relationship of Education Data

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Statewide Education Systems

Statewide Identifiers

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Unique, 10-digit, randomly generated, non-personally-identifiable number

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Best Practices for SSIDs

Requesting SSIDs Take care when requesting new SSIDs or

choosing/using existing SSID Maintenance of SSIDs

Data should be updated in accordance with student mobility rates

Data should be updated as changes occur (ELAS status, Program eligibility/participation, etc.)

Adopt strategies to prevent anomalies

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How the Identifiers Link Data

Student Info System

CALPADSCALPADS

HR System

SSID SEID

SEID

CountyOffice

SEID CTCCTC

SEID

SEID

AssessmentsAssessments

CASEMISCASEMIS

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Statewide Assessments

Standardized Testing and Reporting (STAR)Results are used for student and

school accountability purposes

California English Language Development Test (CELDT)Required state test for English

language proficiency

California High School Exit Examination (CAHSEE)All public school students are

required to pass to earn a high school diploma

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Accountability Systems

Academic Performance Index (API) School academic performance and growth measure Based on results of CST’s and CAHSEE

Adequate Yearly Progress (AYP) Required of all LEAs and schools AYP calculations include percent proficient performance

on: STAR API growth Graduation rates (high schools only)

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Accountability Systems

School Accountability Report Card (SARC) Required for all schools Required components Available at no cost via Ed-Data system

Alternative Schools Accountability Model (ASAM) Voluntary reporting system for alternative schools

serving high-risk pupils LEA reports three indicators of performance for each

eligible school Due at end of the school year

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Student System

(SIS)

Student System

(SIS)

School Site Data Entry

School Site Data Entry

CALPADS

LEA

AYP

COMMUNITY

API

CELDT

CAHSEE

STAR Pre-ID for State Assessments

Academic Performance Index (API)

Adequate Yearly Progress (AYP)

Program Improvement

Program Improvement

DATAQUEST

TESTING VENDORS

REQUIRED ANNUAL REPORTING

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CALPADS Data Collections

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CALPADS Fall 1Info Day 1st Wed in Oct

Data Usage Not Certified

State

DataQuest (Enrollment, Graduates, Dropouts, and SNOR) 0 counts

School Accountability Report Card (SARC) No SARC prepopulation

Economic Impact Aid (EIA) funding calculation

0 counts & 0 funding for COEs operating Juvenile Court schools and EIA-designated small rural districts

Quality Education Investment Act (QEIA) funding 0 counts & 0 funding

Department of Finance for budget projections 0 counts

To address requests from policy makers, researchers, and other entities

0 counts

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CALPADS Fall 1Info Day 1st Wed in Oct

Data Usage Not Certified

Federal

Adequate Yearly Progress (AYP) targets Failed AYP & API

NCLB Consolidated State Performance Report (CSPR) 0 counts

Title I and Title II0 counts & 0 funding for COEs and Direct Funded Charter schools

NCLB Title III Immigrant Program (SNOR) 0 counts & 0 funding

Titles VI & IX reports for the Civil Rights Act of 1964 0 counts

Individuals with Disabilities Education Act (IDEA) 0 counts

Various U.S. Department of Education (ED) organizational websites 0 counts

State & Federal

Eligibility to apply for various state and federal grants (especially those based on counts of socioeconomically disadvantaged students)

0 counts and ineligibility to apply for grants

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CALPADS Fall 2Info Day 1st Wed in Oct

Data Usage Not Certified

State

DataQuest (Teacher Counts and Course Enrollments) 0 counts

CCR Title V, Section 97 (certificated staff) 0 counts

EL Services 0 counts

FederalNCLB Consolidated State Performance Report (CSPR) 0 counts

Highly Qualified Teacher (HQT) 0 counts

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CALPADS Spring 1Info Day March 1st

Data Usage Not Certified

StateDataQuest (EL and FEP Counts, and SNOR) 0 counts

Economic Impact Aid (EIA) Program 0 counts & 0 funding

FederalNCLB Title III Limited English Proficiency Program 0 counts & 0 funding

NCLB Title III Immigrant Program (SNOR) 0 counts & 0 funding

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CALPADS EOY 1-2July 1 – June 30

Data Usage Not Certified

EOY 1State

DataQuest (Course Completion & CTE) 0 counts

CALPASS (future) 0 counts

FederalCarl Perkins Program (CTE Concentrators and Completers)

0 counts & grant eligibility

EOY 2

StateDataQuest (Programs and Homeless) 0 counts

CAHSEE Intensive Instruction (AB 347) Valenzuela bill 0 counts

Federal

NCLB Title 1 Part A Basic Grant 0 counts & grant eligibility

NCLB Title 1 Part A, Neglected 0 counts & grant eligibility

NCLB Title 1 Part D Neglected, Delinquent, or At-Risk Youth - Demographics

0 counts & grant eligibility

Elementary and Secondary Education Act (ESEA) Title 1, Part A and Homeless Education

0 counts & grant eligibility

McKinney Vento Grant 0 counts & grant eligibility

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CALPADS EOY 3-4July 1 – June 30

Data Usage Not Certified

EOY-3

State DataQuest (Discipline) 0 counts

Federal

NCLB Consolidated State Performance Report (CSPR) 0 counts

NCLB Title IX - At Risk/Persistently Dangerous Schools 0 counts

ESEA Title IV, Part A, Subpart 3, Section 4141 (e) - Firearm Offenses

0 counts

EOY-4 State DataQuest (Waivers and Exemptions) 0 counts

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CALPADS EOY 3-4July 1 – June 30

Data Usage Not Certified

Assessments

StateSchool Accountability Report Card (SARC) Assessment data is not

certified, but if Suspense records are not fixed counts will be lower. Enrollment and Exit data in the CALPADS Operational Data Store is used to determine continuous enrollment; STAR and CAHSEE scores of students not continuously enrolled will not be included in API and AYP calculations

Academic Performance Index (API) Base and Growth

Federal Adequate Yearly Progress (AYP) targets

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Other Annual Reporting

End of Year Consolidated Application Reporting System (CARS) Carl Perkins Adult Ed

Best Practices:

Key RolesData Management

Data Confidentiality

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Key Roles

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CALPADS LEA AdministratorCALPADS LEA Administrator

Key Roles

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LEA CALPADS CoordinatorLEA CALPADS Coordinator

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Information Systems

IDENTIFY SYSTEM OF RECORDIDENTIFY SYSTEM OF RECORD

STUDENTSYSTEM

Student NameAddress

Gender - EthnicityBirth date

Parent Info

Disability CodesIEP Info – Services

Student NameGender – Ethnicity

Birth date

SPECIALEDUCATIONTEACHER INFO

NAMEEXPERIENCE

CREDENTIALS

HUMANRESOURCES

FOODSERVICES

FREE/REDUCED INFO

STUDENT NAMEADDRESS

PARENT INFO

Special EdStaff

Special EdStaff

HR StaffHR Staff

Food Service Staff

Food Service Staff

School Site Staff

School Site Staff

DESIGNATE DATA STEWARDSDESIGNATE DATA STEWARDS

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Data Management Team Members

• CALPADS LEA Administrator• LEA CALPADS Coordinator• Data Stewards• Data entry staff• Technical staff• Assessment/Accountability staff• Pupil records staff• Leadership staff

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Family Educational Rights and Privacy Act (FERPA)

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Data Confidentiality

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Summary

CSIS Overview Statewide Education Data Systems

Required Reporting

Best Practices Data Management Teams Data Security

Data Security and Confidentiality

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Resources

Listservs CALPADS:

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

http://csis.fcmat.org/Pages/Listserv.aspx CETPA

http://www.cetpa-k12.org/pub/htdocs/listserv.html

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Resources

CSIShttp://csis.fcmat.org

CDEhttp://www.cde.ca.gov

CALPADShttp://www.cde.ca.gov/ds/sp/cl/

CBEDS-ORAhttp://www.cde.ca.gov/ds/sd/cb/

FCMAT http://www.fcmat.org/

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CSIS Resources

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

CSIS Services Training:http://csis.fcmat.org/Pages/Trainings.aspx

Data Management Resources:http://csis.fcmat.org/Pages/Data-Management.aspx

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Please Complete Our Survey

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Questions

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