New Data Coordinator Training K-12 Educational Data Management Overview July 1, 2011 Copyright © 2010, FCMAT/California School Information Services Agenda Introductions Purpose and Objectives CSIS Overview Statewide Education Data Systems Required Reporting Best Practices Data Management Teams Data Security Resources K-12 Educational Data Management Overview v1.0 20110901 2 Introductions Name Local Educational Agency Title/Job Responsibilities Special Populations Reason for attending K-12 Educational Data Management Overview v1.0 20110901 3 Session Objectives Participants will have an understanding of: Statewide Education Systems CALPADS, CALTIDES, CBEDS-ORA, OPUS-CDS, CSIS, Assessments and Accountability What reporting is required and how the data are used Best Practices Data Management Teams Data Security Resources available to support reporting and data management K-12 Educational Data Management Overview v1.0 20110901 4 California School Information Services CSIS is a statewide program administered by FCMAT that: Assists with state reporting through training and support Facilitating electronic records transfer Supports Local Education Agencies (LEA) in building local capacity for data collection and local use K-12 Educational Data Management Overview v1.0 20110901 5 Building Local Capacity CSIS supports LEAs to: Collect, maintain and report complete studentand staff-level data Implement sustainable local data management practices Use data for decision making Comply with privacy and confidentiality requirements K-12 Educational Data Management Overview v1.0 20110901 6 FCMAT Services Fiscal Crisis and Management Assistance Team (FCMAT) Supports LEAs fulfill their financial and management responsibilities by providing: Fiscal oversight and assistance Management assistance by request Training and other related school business services K-12 Educational Data Management Overview v1.0 20110901 7 Statewide Education Systems California Longitudinal Pupil Achievement Data System (CALPADS) California Basic Educational Data System/ Online Reporting Application (CBEDS-ORA) Online Public Update for Schools-CountyDistrict-School (OPUS-CDS) California School Information Services (CSIS) Statewide Assessments and Accountability Systems California Teacher Integrated Data Education System (CALTIDES) K-12 Educational Data Management Overview v1.0 20110901 8 CALPADS California Longitudinal Pupil Achievement Data System The foundation of California’s K-12 education data system Implemented Fall 2009 Designed to include student demographic, program participation, enrollment, course enrollment and completion, discipline, certificated staff, and statewide assessment data http://www.cde.ca.gov/ds/sp/cl/ K-12 Educational Data Management Overview v1.0 20110901 9 CALPADS Purpose Provides the data necessary to comply with federal NCLB and state reporting requirements, including: Class size, cohort graduation rate, core courses, HQT teachers, and enrollment Provides a tool for evaluating educational progress and investments over time Provides LEAs information for local use Establishes a means of maintaining longitudinal statewide pupil level data K-12 Educational Data Management Overview v1.0 20110901 10 CALPADS Benefits Immediate access to information reported by previous LEAs on transferring students Enrollment history Primary language and English language acquisition status (ELAS) Program eligibility and participation Longitudinal view of student data and state assessment results Planned capacity to maintain at least 20 years of data K-12 Educational Data Management Overview v1.0 20110901 11 CALTIDES Statewide Educator Tracking System Integrates existing California Commission on Teacher Credentialing (CCTC) data into a repository of longitudinal educator data Implementation on hold due to budget cuts Will include data such as educator credentials, education, teacher preparation program participation, and salary data http://www.cde.ca.gov/ds/td/lo/caltides.asp Key element is the Statewide Educator ID (SEID) K-12 Educational Data Management Overview v1.0 20110901 12 CBEDS-ORA Overview 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 K-12 Educational Data Management Overview v1.0 20110901 13 OPUS-CDS Overview Online Public Update for Schools-CountyDistrict-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 K-12 Educational Data Management Overview v1.0 20110901 14 CSIS Services and Systems CALPADS Training and Support Training for LEAs and help desk support Eligibility in the Local Context (ELC) Transcript service for 11th grade students who may be eligible for admission to a University of California campus Address Validation A free service that either automatically corrects and standardizes addresses that do not comply with U.S. postal mailing standards or identifies errors when automatic correction is not possible http://www.csis.k12.ca.us/ K-12 Educational Data Management Overview v1.0 20110901 15 FEDS COMMUNITY STATE LOCAL SYSTEMS Local Data Entry Each Local Education Agency (LEA) Local Use K-12 Educational Data Management Overview v1.0 20110901 16 CBEDSORA CASEMIS Statewide Assessments STATE OPUSCDS CALPADS CALTIDES CONAPP CSIS K-12 Educational Data Management Overview v1.0 20110901 17 Statewide Student Identifier (SSID) SSID is a unique, 10-digit, randomly generated, non-personally-identifiable number All local education agencies are required to assign and maintain SSIDs SSID is follows student throughout K-12 for more accurate reporting of enrollment, dropout, graduation rates K-12 Educational Data Management Overview v1.0 20110901 18 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 Adopt strategies to prevent anomalies K-12 Educational Data Management Overview v1.0 20110901 19 Statewide Educator Identifier (SEID) A 10-digit, numeric, randomly generated, nonpersonally identifiable number Required for all educators working in the K-12 public schools in a position that requires a credential or authorization granted by the CCTC LEAs must work with their County Offices of Education to obtain and populate the SEID in LEA student information and human resources systems SEID will link CALTIDES data with CALPADS to verify staff credentials and assignments K-12 Educational Data Management Overview v1.0 20110901 20 How the Identifiers Link Data CALPADS SSID SEID SEID Student Info System CALTIDES CTC HR System SEID SEID SEID County Office K-12 Educational Data Management Overview v1.0 20110901 21 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 K-12 Educational Data Management Overview v1.0 20110901 22 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) K-12 Educational Data Management Overview v1.0 20110901 23 Accountability Systems School Accountability Report Card (SARC) Required for all schools Required components Transitioning to Ed-Data Implementation targeted for November 2011 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 K-12 Educational Data Management Overview v1.0 20110901 24 API DATAQUEST AYP Program Improvement STATE COMMUNITY CALPADS TESTING VENDORS CELDT KEY CONCEPTS STAR Student System (SIS) Pre-ID for State Assessments Academic Performance Index (API) CAHSEE Adequate Yearly Progress (AYP) School Site Data Entry LEA Program Improvement K-12 Educational Data Management Overview v1.0 20110901 25 Required Annual Reporting Information Day – 1st Wednesday in Oct CALPADS Fall 1 Fall 2 CBEDS-ORA Information Day – March 1st CALPADS Spring 1 Year-Round OPUS-CDS Attendance Financial reports K-12 Educational Data Management Overview v1.0 20110901 26 Other Annual Reporting Based on school calendar Assessments Results Suspense resolution Pre-ID Reporting End of Year CALPADS EOY 1-4 Consolidated Application (ConApp) Carl Perkins Adult Ed K-12 Educational Data Management Overview v1.0 20110901 27 How CALPADS Data are used State Reports California Basic Educational Data System (CBEDS) Language Census Governmental Code sections 13073 and 13073.5 California Code of Regulations, Title V, Section 97 Federal Reports State NCLB Consolidated State Performance Report (CSPR) Student National Origin Report Carl Perkins Titles VI and IX of the Civil Rights Act of 1964 K-12 Educational Data Management Overview v1.0 20110901 28 How CALPADS Data are used Provide the Department of Finance with enrollment counts used for budget projections. Student enrollment counts are the LEAs’ official enrollment counts for the year and are used for multiple enrollment-based funding formulas Data are published on DataQuest to provide the general public with access to aggregate information on the state’s schools Data are used to respond to ad hoc report requests from policy makers, researchers, and other entities K-12 Educational Data Management Overview v1.0 20110901 29 How CALPADS Data are Used Title III eligible immigrant counts Funding LEAs for the NCLB Title III Immigrant Program Reporting to the United States Department of Education (ED) on the Consolidated State Performance Report The higher of the two counts taken in the fall and spring will be used for funding and reporting purposes K-12 Educational Data Management Overview v1.0 20110901 30 How CALPADS Data are Used English language acquisition status (ELAS) counts Counts of eligible limited-English-proficient students for the purposes of funding LEAs for the NCLB Title III LEP Program LEP counts for the USDOE on the Title III Biennial Report and other federal reports Language Census report of English language acquisition statuses, services, and strategies Direct certification of students who are eligible for free meals K-12 Educational Data Management Overview v1.0 20110901 31 How CALPADS Data will be used (2011-12) Career Technical Education concentrators and completers Pre-identification of state assessments and for the reporting of assessment results in subgroups K-12 Educational Data Management Overview v1.0 20110901 32 Best Practices: Data Management Data Security K-12 Educational Data Management Overview v1.0 20110901 33 Data Management Team Members • • • • • • • • Data Stewards CALPADS LEA Administrator LEA CALPADS Coordinator Data entry staff Technical staff Data Quality/Compliance staff Pupil records staff Leadership staff K-12 Educational Data Management Overview v1.0 20110901 34 Key Concepts SYSTEMS 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 FREE/REDUCED INFO STUDENT NAME ADDRESS PARENT INFO STUDENT SYSTEM School Site Staff Student Name Address Gender - Ethnicity Birth date Parent Info DATA STEWARDS K-12 Educational Data Management Overview v1.0 20110901 35 Role of the CALPADS LEA Administrator Managing User Accounts Assigning userids and roles Resetting passwords Revoking accounts Training Local Staff All staff assigned User IDs should be trained Contacting Support on behalf of LEA Users K-12 Educational Data Management Overview v1.0 20110901 36 Role of the LEA CALPADS Coordinator Understand requirements and timelines Coordinate local data collection Verify data completeness Versus Accuracy Implement local practices to improve data quality Keep staff apprised of changes K-12 Educational Data Management Overview v1.0 20110901 37 Data Management Team Members Large • District: HR, Program Coordinators, IT, and Administrative staff • Site: Data Entry, Counselors and Administrative staff Small • District/Site: Data Entry, Program, and Administrative staff • COE: HR staff • Collaborate with other LEAs K-12 Educational Data Management Overview v1.0 20110901 38 Best Practices for Data Management Team Data Management Team Responsibilities Designate Data Stewards Identify System of Record Adopt State Codes Reduce redundancies by linking data systems Develop data management calendar K-12 Educational Data Management Overview v1.0 20110901 39 Best Practices for Data Management Teams Develop and share data management tools Assign responsibility for data based upon job responsibilities (e.g. HR is responsible for HR data) Cross train staff Stay informed about changing requirements K-12 Educational Data Management Overview v1.0 20110901 40 Best Practices for Data Management Teams Hold regularly scheduled meetings Have an agenda Distribute to members in advance Follow-up on assignments Conduct post-submission analyses Incorporate lessons learned Implement practices to facilitate data quality K-12 Educational Data Management Overview v1.0 20110901 41 Data Security Security and Confidentiality Data Access Passwords Physical Environment Staff Development – User Training Security Settings Data-Breach Procedures Monitor Logs Incident Response Plan Disaster Recovery Plan Rotation Off Site Storage K-12 Educational Data Management Overview v1.0 20110901 42 Data Confidentiality Legislation FERPA Regulations (Family Educational Rights and Privacy Act) Protects the privacy of student education records www.ed.gov/policy/gen/guid/fpco/ferpa/index.html Non-Confidential Data Elements Parent Notification Opt-out of Directory Information Release Military Release Sharing SSIDs Confidential Data Elements K-12 Educational Data Management Overview v1.0 20110901 43 Data Confidentiality Snooping Social Engineering Data release procedure/protocols Log requests Approval process Board Policies Faxing E-mail K-12 Educational Data Management Overview v1.0 20110901 45 Summary CSIS Overview Statewide Education Data Systems Required Reporting Best Practices Data Management Teams Data Security Data Security and Confidentiality K-12 Educational Data Management Overview v1.0 20110901 46 Resources Listservs CALPADS: http://www.cde.ca.gov/ds/sp/cl/listservs.asp CSIS: http://www.csis.k12.ca.us/listserv/ CETPA http://www.cetpa-k12.org/pub/htdocs/listserv.html K-12 Educational Data Management Overview v1.0 20110901 47 Resources CSIS http://www.csis.k12.ca.us/ CDE http://www.cde.ca.gov/ CALPADS http://www.cde.ca.gov/ds/sp/cl/ CALTIDES http://www.cde.ca.gov/ds/td/lo/caltides.asp CBEDS-ORA http://www.cde.ca.gov/ds/sd/cb/ K-12 Educational Data Management Overview v1.0 20110901 48 CSIS Resources CALPADS Training: http://www.csis.k12.ca.us/e-learning/calpadsregistration/ CSIS Services Training: http://www.csis.k12.ca.us/e-learning/servicesregistration/default.asp Data Management Resources: http://www.csis.k12.ca.us/services/DM/default.asp K-12 Educational Data Management Overview v1.0 20110901 49 Please Complete Our Survey http://www.csis.k12.ca.us/survey/calpads-training/ K-12 Educational Data Management Overview v1.0 20110901 50 Questions K-12 Educational Data Management Overview v1.0 20110901 51