Essential 1
CALPADS Data Coordinator Orientation
CALPADS and beyond
Who’s Supposed to Be Here
New Data Coordinators
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New to Education
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Agenda
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Objectives
Statewide
Education
Systems
Data
Management
Resources
Assessments
and
Accountability
Next Steps
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Objectives
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Objectives
Participants will have an understanding of:
Statewide Education Systems
• CALPADS
• Data Collections and Workflow
• CBEDS-ORA, OPUS-CDS, CARS, Carl Perkins
• Assessments and Accountability
• How systems link
Introduction to Data Management
• Key Roles in CALPADS Reporting
• Data Management Teams
• Data Security
Resources to support reporting and data management
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Statewide Education
Systems
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Statewide Systems
CALPADS
CBEDS-ORA
OPUS-CDS
CARS
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California Longitudinal Pupil Achievement Data System
California Basic Educational Data System – Online
Reporting Application
Online Public Update for Schools - County-District-School
Consolidated Application and Reporting System
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
A Foundation for Student Data
Accountability Subgroups
LCFF
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Working with CALPADS
Web-based Application
Each LEA has a
CALPADS LEA
Administrator
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Username and
Password Required
LEA Administrator or
CALPADS Coordinator
submits data
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
CALPADS
California Longitudinal Pupil Achievement Data System
–http://www.cde.ca.gov/ds/sp/cl/
Collects student enrollment, demographic, program
participation, course enrollment and completion, discipline,
certificated staff, and statewide assessment data
 Data uploaded from local student information systems

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Or from custom systems, Excel templates, online entry
Data are used to track students over time
 Fulfill state and federal reporting requirements
 Provide information about students and schools to state
decision-makers, parents, community and researchers
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Essential 1 - CALPADS Data Coordinator
Orientation September 23, 2014
Application Design
SYSTEM COMPONENTS
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Introduction to CALPADS
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LEAs submit data throughout the year to keep CALPADS up-to-date
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CALPADS data pulled to match with other state databases,
assessment identification, and accountability calculations
CALPADS processing based on identifiers
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Recommend every two weeks for new enrollments and exits
Statewide Student Identifiers (SSIDs) covered in Essential 3
At specific times during the year, CALPADS will take snapshots from
the data in the ODS for state and federal reporting requirements
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Data Submission Process
Local Student
Information
System
Upload files
Data
extracted
from local
SIS
Uploaded files processed using Input Validation
Rules and compared to CALPADS data
Passed
Records
Errors
Posted records processed
Overnight Processing
Data Matches
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Assessments
Staging Area
Operational
Data Store
Accountability
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Statewide Identifiers
Statewide Student
Identifier
(SSID)
• Requested through CALPADS
• All local education agencies are
required to assign and maintain
SSIDs for enrolled students
• Follows student throughout K-12
for more accurate reporting of
enrollment, dropout, graduation
rates
Unique, 10-digit, randomly generated, non-personally-identifiable number
Statewide Educator
Identifier
(SEID)
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• Issued by the CCTC
• Required for all educators working
in the K-12 public schools in a
position that requires a credential
or authorization
• LEAs work with their County
Offices of Education to obtain
SEIDs
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
CALPADS Data Collections
Fall 1
Fall 2
EOY 1
EOY 2
EOY 3
EOY 4
As of info day
As of info day
July 1 – Jun 30
July 1 – Jun 30
July 1 – Jun 30
July 1 – Jun 30
7-12 Course
Completions
Program
Participation
Discipline
Incidents and
Actions
Enrollment as of
Info Day
Course
Enrollment as
of Info Day
Completers
Dropouts
English
Learner
Services
CAHSEE
Waivers and
Exemptions
FRPM/English
Learner/Foster
Youth Count
English Learners
Students
Reclassified
Title III Eligible
Immigrants
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Certificated
Staff
Assignments
NCLB Core
Course
Compliance
Career Tech
Ed
Participants,
Pathways, and
Completers
Homeless
Counts
Persistently
Dangerous
Offense
Expulsions
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Data Submission/Certification Process
Local Student
Information
System
Upload files
Data
extracted
from local
SIS
Uploaded files processed using Input Validation
Rules and compared to CALPADS data
Passed
Records
Errors
Posted records processed
Operational
Data Store
Overnight Processing
Certification Reports
Report Review and
2-Level Certification
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Staging Area
Certification
Errors
State
Reporting
Snapshots
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
OTHER REQUIRED ANNUAL
REPORTING
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
CBEDS-ORA
California Basic Educational Data System – Online Reporting Application
http://www.cde.ca.gov/ds/dc/cb/
Data Reported as of
Information Day
1st Wednesday in October
Web-based Application
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Aggregate Data Reporting including
School Calendars
Educational Options Students
Username and
Password Required
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
OPUS-CDS
Online Public Update for Schools - County-District-School
http://www.cde.ca.gov/ds/si/ds/opuscds.asp
Notify CDE of
updates to the Public
School Directory
throughout the year
Web-based Application
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Contact information
Key personnel
Agency name
School type
Grade span
Username and
Password Required
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
CARS
Consolidated Application and Reporting System
http://www.cde.ca.gov/fg/aa/co/cars.asp
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Data collected from the CARS are used primarily for:
– Meeting federal categorical program reporting to the U.S.
Department of Education’s (ED) EDFacts System;
– Providing data to state program staff;
– Providing supporting documentation during federal audits and on-site
reviews; and
– Responding to Public Records Act (PRA) requests
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Assessments and
Accountability
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Smarter Balanced
Smarter Balanced Assessment Consortium (SBAC)
Multistate consortium
developing student assessment
system aligned with a common
core
Digital
Assessments
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Designed to measure
student progress toward
college and career
readiness
Demographic
data from
CALPADS
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Assessment Programs
Standardized assessments undergoing
transformation to align with Common
Core
California
Assessment of
Student
Performance and
Progress
(CAASPP)
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Smarter Balanced system of assessments for
mathematics and English–language arts
CAPA: California Alternate Performance
Assessment
English‒language arts and
mathematics, in grades 3‒8
*CMA: California Modified Assessment
English‒language arts and
mathematics, in grade 11
*CST: California Standards Test
Science for CST*, CMA*, CAPA*, in
grades 5, 8, and 10
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Assessment Programs
California
English
Language
Development
Test (CELDT)
Initial assessment for new students with home language other than
English to determine English fluency
Annual assessment for English Learners
CA high school students must pass CAHSEE to earn a high school
diploma
California High
School Exit
Exam
(CAHSEE)
Some students with disabilities do not have to pass
Administered to students in Grade 10
Students have multiple opportunities to pass
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Accountability
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Academic
Performance
Index (API)
Measures the academic performance and growth of
schools on a variety of academic measures
Adequate
Yearly
Progress
(AYP)
Statewide accountability system mandated by the
No Child Left Behind (NCLB) which requires each
state to ensure that all schools and districts make
Adequate Yearly Progress
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Statewide System Linkages
OPUS-CDS
Student
Information
Systems
CARS
CALPADS
Statewide
Assessments
CASEMIS
CBEDSORA
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Accountability
Systems
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Introduction to
Data Management
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Key Roles in CALPADS Reporting
CALPADS LEA Administrator
Manage User
Accounts
• Assign userids and roles
• Reset passwords
• Revoke accounts
Contact Support on
behalf of LEA Users
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Train Local Staff
• All staff assigned User
IDs should be trained
Verify/map codes
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Key Roles in CALPADS Reporting
LEA CALPADS Coordinator
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Understand
requirements
and timelines
Coordinate local
data collection
Verify all
required data is
reported
Recommend
local practices to
improve data
quality
Keep staff
apprised of
changes
Audit data
periodically
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Information Systems
IDENTIFY SYSTEM OF RECORD
TEACHER INFO
NAME
EXPERIENCE
CREDENTIALS
HUMAN
RESOURCES
SPECIAL
EDUCATION
Special Ed
Staff
HR Staff
Disability Codes
IEP Info – Services
Student Name
Gender – Ethnicity
Birth date
FOOD
SERVICES
Food Service
Staff
STUDENT
SYSTEM
School Site
Staff
Student Name
Address
Gender - Ethnicity
Birth date
Parent Info
FREE/REDUCED INFO
STUDENT NAME
ADDRESS
PARENT INFO
DESIGNATE DATA STEWARDS
Essential 1 - CALPADS Data Coordinator Orientation September 23,
2014
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Data Management Team Members
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•
•
•
•
•
•
•
CALPADS LEA Administrator
LEA CALPADS Coordinator
Data Stewards
Data entry staff
Technical staff
Assessment/Accountability staff
Pupil records staff
Leadership staff
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
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Family Educational Rights and Privacy Act (FERPA)
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Directory information (nonconfidential data elements)
may be disclosed without
consent
Schools must notify
parents and eligible
students of their right to
opt out of data release
Means of notification at
the discretion of the
school
Flag students in SIS
whose parents have
opted out
Schools with grades 11
and 12 must establish
procedures to release
data to military
Records can be shared
without consent under
specific circumstances
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Data Confidentiality
Staff Agreements
• Form to be reviewed and signed each year
Passwords
• Set guidelines for establishing passwords and change frequency
Snooping
• Legitimate access but outside scope of responsibilities
Social Engineering
• Techniques used to “trick” people into disclosing confidential info
Data release procedure/protocols
• Establish written policies, maintain careful records
Board Policies
• Board can set appropriate access, samples available
Faxing
• Put procedures in place to safeguard confidential information
E-mail
• Best practice is to avoid using with personally identifiable information
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Resources
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Resources
Web-based Training
http://csis.fcmat.org/Pages/Trainings.aspx
Self-paced Training
https://csis.fcmat.org/Pages/Self-Paced-Training.aspx
CALPADS Q & A Sessions – Every Wednesday
Enrollment - http://csis.fcmat.org/Pages/Trainings.aspx
FAQs
CALPADS - http://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.asp
Race and Ethnicity - http://www.cde.ca.gov/ds/dc/es/refaq.asp
LCFF - http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp
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•
•
•
•
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Free and Reduced-Price Meal (FRPM) Income Eligibility Under the LCFF
Unduplicated Pupils at Schools with Provision 2 and 3 or Community Eligibility Provision (CEP) Status
English Learners Under the LCFF
Foster Youth Under the LCFF
County Office of Education Schools and Alternative Education
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Resources
CALPADS Calendar
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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
CALPADS Data Guide
Detailed requirements
SENR, SINF, SPRG, SELA, & Fall 1
tabs
CBEDS-ORA
http://www.cde.ca.gov/ds/sd/cb/
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Listservs
CALPADS
http:// www.cde.ca.gov/ds/sp/cl/listservs.asp
CSIS
http://csis.fcmat.org/Pages/Listserv.aspx
CAASP
http://www.cde.ca.gov/ta/tg/sa/sbac-updates.asp
LCFF
http://www.cde.ca.gov/fg/aa/lc/
CETPA
http://www.cetpa-k12.org/pub/htdocs/listserv.html
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
What’s Next
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Student Information System
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Get to know your system
Get documentation
Find out about user groups/listervs
CALPADS
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Complete Essential 2-3 Training
Self-paced versions available
 All training requires an account
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Local Planning
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Attend Fall 1 Training
Establish local calendar for reporting
Coordinate with key staff
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Summary
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CALPADS is the foundation of California’s statewide education systems
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CBEDS-ORA, and OPUS-CDS, and CARS are used to report additional
information about LEAs
There are three assessment programs in California
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Data is updated throughout the year as students enroll and exit
Additional data reported to meet state and federal reporting requirements
Assessment results and CALPADS data are used to calculate accountability
measures
The CALPADS LEA administrator and the data coordinator have key
responsibilities in ensuring timely and accurate reporting
FERPA guides student data privacy
Training and support are available to help with reporting and data
management
Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Support
Web:
http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone: 916-325-9210
E-mail: Calpads-support@cde.ca.gov
Listserv:
http://www.cde.ca.gov/ds/sp/cl/listservs.asp
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Questions
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014
Training Evaluation
Please complete our survey
http://bit.ly/1n1yKOD
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Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014