Presented by: Gary Quiring CSIS Implementation Specialist Fiscal Crisis & Management Assistance Team Data Management for Charter Schools 1

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<ul><li><p>Presented by: Gary Quiring</p><p>CSIS Implementation SpecialistFiscal Crisis &amp; Management Assistance TeamData Management for Charter Schools*</p></li><li><p>Data Management TopicsData management and charter schoolsCALPADS purpose, benefits, and timelineCALPADS security requirementsCALPADS implementationData management services provided by FCMAT/CSIS *</p></li><li><p> Importance of Data ManagementAll local education agencies (LEAs) are required to assign and maintain Statewide Student Identifiers (SSIDs)Official reporting of enrollment, dropout, graduate and other data is now based upon CALPADS dataFunding and public views on efficacy of your school are impacted by local data management practices</p><p>*</p></li><li><p>*</p></li><li><p>Importance of Data ManagementData management practices impact the quality of local and CALPADS dataCALPADS data is used in the AYP and API calculationsCALPADS data feeds into the CDE DataQuest system and Ed-Data (Education Data Partnership) systemFiscal data also feeds into the Ed-Data systemCALPADS data is being sought by researchers to evaluate program effectiveness and draw conclusions</p><p>*</p></li><li><p>Importance of Data ManagementData management practices impact the public view of school dataReports on your charter are available to the public via DataQuest and Ed-DataNews media use DataQuest and Ed-Data when researching and reporting education issuesParents use Ed-Data to identify quality schools for their children</p><p>*</p></li><li><p>Charter School Reporting ResponsibilitiesThere are two types of charter schools for CALPADS reportingCharters that report data independently from their authorizing agencyCharters that report data through their authorizing agency*</p></li><li><p>Charter School Reporting ResponsibilitiesCharter schools may elect to report through their authorizing agency (LEA) or independentlyCALPADS Reporting method can be changed each May for the following reporting yearChanging the charter school CALPADS reporting method is a charter school decisionDecision should be made in consultation with the authorizing LEA*</p></li><li><p>Charter School Reporting ResponsibilitiesThe decision should be based on local capacity to maintain and report student dataCharter school reporting method is the same for CALPADS and OPUS-CBEDSSee CDEs CALPADS Website: </p><p>*</p></li><li><p>Charter School Reporting ResponsibilitiesNot meeting CALPADS reporting requirements may result in zero enrollment counts Zero enrollment counts will result in a loss of any funding based on official enrollment All students must be exited correctly in CALPADS when a school closes*</p></li><li><p>California Longitudinal Pupil Achievement Data System (CALPADS) Purpose, Benefits, and Timeline*</p></li><li><p> CALPADS PurposeProvide local education agencies (LEAs) and CDE access to data necessary to comply with NCLB reporting requirementsProvide a better means of evaluating educational progress and investments over time Provide LEAs information that can be used to improve pupil achievementProvide an efficient, flexible, and secure means of maintaining longitudinal statewide pupil level data</p><p>*</p></li><li><p>CALPADS BenefitsUniform statewide data collection and maintenance processImmediate access to information on new students entered by LEAs where students were previously enrolledVisibility to data to support school performance improvement*</p></li><li><p>*CALPADS BenefitsDownload of data from CALPADS to conduct analyses using local tools Print and download reportsFilter report data based on user-selected filters (e.g. district, school site, grade level, demographics, program participation)View summary and detail reports (e.g. Student Demographic, Program Participation, Enrollment History, Enrollment Exit History, Assessment History)View Assessment test results (e.g. CAHSEE, CELDT)</p></li><li><p>*CALPADS BenefitsProvides CDE program staff the ability to access and extract data for state and federal reporting and analysisProvides authorized CDE staff the ability to create ad hoc reportsProvides the ability to maintain at least 20 years of data in a production environmentIs designed to enable expanded capabilities over time</p></li><li><p>CALPADS Collections TimelineWhich Data are Expected?*</p><p>Snapshot Collection WindowsFall 1 Annual Enrollment Graduates and Dropouts Enrollment SubgroupsFall 2 Course Enrollment Certificated Staff Assignments English Learner (EL) ServicesSpring 1 English Language Acquisition Status Title III Eligible ImmigrantsEnd of Year 1 Course Completion Career Technical Education (CTE)End of Year 2 Program ParticipationEnd of Year 3 Discipline and TruancyEnd of Year 4 Waivers</p></li><li><p>*17CALPADS Collections TimelineSnapshots Certification &amp; Amendment Calendar</p><p>CALPADS Submission Census Day Snapshot Collection Window Certification Deadline Amendment Window Fall 1 October 6 October 6 December 16 December 16 December 17 - January 20Fall 2 October 6 December 6 February 24February 24February 25 March 25Spring 1 March 1 March 1 - March 25 March 25 March 26 - April 22 EOY 1 noneJune (exact date TBD)Sept. (exact date TBD)TBDEOY 2 noneJune (exact date TBD)Sept. (exact date TBD)TBDEOY 3 noneJune (exact date TBD)Sept. (exact date TBD)TBDEOY 4 noneJune (exact date TBD)Sept. (exact date TBD)TBD</p></li><li><p>CALPADS SecurityRequirements*</p></li><li><p>CALPADS SecurityIf your charter school is independently reporting to CALPADS, your charter school LEA CALPADS Administrator is responsible for the assignment of CALPADS accounts for charter school staff If you report CALPADS data through your authorizing agency, you should coordinate with your authorizing agency to establish:Charter school staff accounts in CALPADSUser roles and access levels for your charters data*</p></li><li><p>CALPADS SecurityIndependently reporting charter school administrators need to complete and send in an LEA CALPADS Administrator application form to the CALPADS Operations OfficeOnce the application is approved, the named LEA CALPADS Administrator will be provided access (username and password) to the CALPADS systemThe LEA CALPADS Administrator is responsible for creating and assigning CALPADS accounts for charter staff*</p></li><li><p>CALPADS SecurityImportant to establish local business practices that limit access to CALPADS data, and prevent unauthorized access to CALPADS dataCharter school administrators are accountable for all staff that access CALPADS dataThe LEA CALPADS Administrator account is NOT for daily useThe LEA CALPADS Administrator MUST create an LEA account for daily use</p><p>*</p></li><li><p>CALPADS SecurityThe LEA CALPADS Administrator creates and maintains CALPADS accounts for staff users. This includes password resets and account revocation.The account controls access to data based on the following:User Security Level - determines the level of data that the user can see in CALPADSSchoolLEAUser Roles - give the users access to specific data and functions in CALPADS</p><p>*</p></li><li><p>CALPADS SecurityCharter Management Organizations sometimes administer and report data for more than one charter school The CALPADS Operations Office can create a multiple charter school account for a single user, upon approval by individual charter school administrators*</p></li><li><p>Staff training is required when the following occurs:Change of status to Independently ReportingStaff turnoverChange of Student Information System Batch File Submissions for Independently Reporting charters:Reporting LEA field must contain the School codeSchool of Attendance must contain the School code</p><p>Lessons Learned*</p></li><li><p>Some Student Information Systems are not completely CALPADS compatible CALPADS Batch File Templates are best way to fix this issue, then click on the Help menu</p><p>Lessons Learned*</p></li><li><p>LEA Admin Account cannot be used for:Anomaly ContactSubmission or access to NSLP dataData Certification (Level 1 and Level 2)Daily UseThese roles must be assigned to a different user accountPlan ahead for certification deadlinesCALPADS Calendar: Learned*</p></li><li><p>CALPADS Implementation*</p></li><li><p>Leadership for Data ManagementKnow the requirements, rules, and deadlines and work to meet themCALPADS File Specifications, Code Sets, Data Guide, &amp; Enrollment Procedures: staff sufficient time to get the work doneAllocate resources for staff training and SIS maintenance*</p></li><li><p>Leadership for Data ManagementMonitor implementationHelp resolve problemsEncourage collaboration, both internal and externalBefore certifying data, have appropriate staff review certification reportsProgram DirectorsFood ServicesHuman Resources</p><p>*</p></li><li><p>Leadership for Data ManagementUtilize the CDE/CSIS certification reports: Superintendents Data Inconsistency Alert Summary Report Superintendents Data Inconsistency Alert Detail Report Data Inconsistency Alert Guide</p><p>*</p></li><li><p>CALPADS TrainingWebEx and Online Self-Paced Trainings:Essential 1: Overview of Objectives and Requirements Essential 2: Features, Code Mapping, and User Access Essential 3: SSID Requests, Enrollment, and Maintenance Essential 4: SSID Anomalies*</p></li><li><p>CALPADS TrainingWebEx and Online Self-Paced Trainings:Fall 1: Reporting and CertificationFall 1 Advanced: Reporting and CertificationFall 2: Data PopulationFall 2: Reporting and CertificationRegional Trainings at County Offices of EducationTraining Fall 2 Two hour regional training*</p></li><li><p>Requirements ReferencesReview CALPADS Documentation:File SpecificationsCode SetsExtract SpecificationsSSID and Enrollment ProceduresData GuideValid Code CombinationsError ListTechnical UpdateLocated at:*</p></li><li><p>Requirements ReferencesOnline CALPADS Documentation (Login and click on the Help menu):User ManualLEA Operations ManualQuick Start GuideBatch File Templates Instructions and Tips*</p></li><li><p>*A two-part question will be required to collect race and ethnicity information from students and staffThere is no category for Unknown or Decline to StateRequirements apply ONLY to 2009-2010 and later student enrollments and staff hiresFrequently asked questions posted at: Other resources posted on CSIS website: student and staff formsNCES document</p><p>Federal Requirements for Race and Ethnicity</p></li><li><p>Data Auditing ProceduresElements of a Data Audit:Analysis of findingsError determination or exceptionError replicationSources of errors and sources of correct dataNotify appropriate staff of errors detected and how they will be correctedCorrection of problemsDetermine if improvements to local processes are needed*</p></li><li><p>Best Practices for Data QualityEstablish StandardsEvaluate Local and State RequirementsCorrelate State CodesIdentify System of RecordImplement Standards and ExpectationsDocument Standards Conduct TrainingProvide SupportDesignate Data Stewards *</p></li><li><p>CSIS CALPADS Support ToolsFound in the CALPADS menu under CALPADS Documents on the CSIS homepage (*</p></li><li><p>CSIS CALPADS Support ToolsCFS Aligned Gap Analysis Tool CFS Gap Analysis and Planning Tool Preparing to Submit Elementary Course Data Preparing to Submit Scheduled Course Data *</p></li><li><p>Data Reporting Responsibilities and CollaborationCoordinate with your district if you report with themCreate or expand your Data Management TeamDefine clear roles and responsibilities with respect to CALPADSEncourage communication and collaboration*</p></li><li><p>Local Staff TrainingCSIS CALPADS Trainings 2-4 are train the trainer basedOnline Self-Paced trainings allow focus on selected topicsEstablish local policies for CALPADS enrollment updates and anomaly resolutionTrain staff on CALPADS and local policiesTrain staff on new CALPADS functionality in local SIS*</p></li><li><p>FCMAT/CSIS Data Management Services*</p></li><li><p>FCMAT/CSIS Data Management ServicesAcademic Records Transfer (ART)Address Validation (AV)Eligibility in Local Context (ELC)Data Management Coordinator TrainingOnsite Technical Assistance (fee based)*</p></li><li><p>Academic Records TransferService for sending student records from secondary to postsecondary institutionsVisit for more information and to register for training*</p></li><li><p>Address ValidationFree FCMAT/CSIS service to correct student addresses or notify the LEA of addresses that need to be correctedCorrected addresses improve communication to parentsIf sent to CALPADS, corrected addresses can increase matching for Direct CertificationAddress validation is not currently part of CALPADSVisit for more information and to register for training</p><p>*</p></li><li><p>Eligibility in Local ContextFree service to automate the task of transmitting the top 12.5% of 11th grade student records to the University of California Office of the President (UCOP)Top 4% of students in each California high school class will be designated UC-eligibleVisit for more information and to register for training</p><p>*</p></li><li><p>Data Management Coordinator TrainingFree training for staff who are new to education and/or new to Data Management. The class is in two parts:Part 1 focuses on key data management concepts, data constituencies and ways to build organizational leadership and support for data managementPart 2 focuses on factors affecting data quality, data security, data use and reporting considerations.Visit for more information and to register for training</p><p>*</p></li><li><p>FCMAT Onsite Technical AssistanceFee-based serviceInterested LEAs can obtain individual assistance in:Local data management practicesCALPADS implementation*</p></li><li><p>Contact InformationCALPADS Support</p><p>CSIS Support (ART, AV, &amp; ELC) </p><p>Gary*</p></li><li><p>CALPADS ResourcesCDE CALPADS: CALPADS File Specifications, Code Sets, Data Guide, &amp; Enrollment Procedures: Sign up for CALPADS listserv: CSIS CALPADS: </p><p>*</p></li><li><p>CALPADS ResourcesCharter School CALPADS and CBEDS-OPUS Data Reporting Policy: CALPADS Training Registration page: CALPADS Self-Paced Training: </p><p>*</p></li><li><p>CALPADS ResourcesDataQuest Ed-Data CALPADS File Upload Templates, then click on the Help menuCALPADS User Manual, then click on the ? menu*</p></li><li><p>CALPADS ResourcesCALPADS Update FLASH CALPADS Known Issues updates Data Newsletter *</p><p>***************************************(casually cover each bullet)**************</p><p>**************************</p></li></ul>


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