CALPADS 2014-15 Changes CALPADS 2014-15 Changes v1.0, July 10, 2014 Who’s Supposed to Be Here Individuals assigned to CALPADS maintenance 2 Supervisor of staff assigned to CALPADS CALPADS 2014-15 Changes v1.0, July 10, 2014 Courtesy Guidelines Mute yourself HOLD Silence cellphones 1 conversation at a time 3 CALPADS 2014-15 Changes v1.0, July 10, 2014 Agenda Overview LCFF 4 Codes Layouts Practices Errors Wrap Up CALPADS 2014-15 Changes v1.0, July 10, 2014 Overview 5 CALPADS 2014-15 Changes v1.0, July 10, 2014 A Foundation for Student Data Assessments LCFF 6 CALPADS 2014-15 Changes v1.0, July 10, 2014 Layouts 7 CALPADS 2014-15 Changes v1.0, July 10, 2014 File Layout Changes – File Formats Legend = Field moved = Field was replaced by a different field with a similar purpose strikethrough = Field removed -----------------green = Field new to file SINF ---------------------------------Grade Level Code (2.32)* ------------------------------------------Interdistrict Transfer Code (2.34) ---------------------------------------------------District of Geographic Residence (2.35) Ethnicity, Race, Address, and other fields remain -----------------------------------------------------Primary Residence Category Code (2.33) SENR ----------------------------------------Primary Language Code (1.22) Grade Level Code* (1.25) Student School Transfer Code (1.31) District of Geographic Residence Code (1.32) SPRG Homeless Dwelling Type Code (3.23) Unaccompanied Youth Indicator (3.24) Runaway Youth Indicator (3.25) -------------------------------------------------------------------Student Proficient or Advanced for ELA Code (2.43) --------------Filler fields SELA ---------------------------------------Primary Language Code (1.22) ---------------------------------------------------------------English Language Acquisition Status Code (2.41) ---------------------------------------------------------------------English Language Acquisition Status Start Date (2.42) Primary Language Code (12.15) English Language Acquisition Status Code (12.13) English Language Acquisition Status Start Date (12.14) * Grade level has always been in the SENR file but did not previously update CALPADS. A grade level in the SENR will now update CALPADS. See the CALPADS File Specifications (Forms) on the Resources slide near the end of the presentation for detailed layout and field requirements 8 CALPADS 2014-15 Changes v1.0, July 10, 2014 New File - Student English Language Acquisition Field # Field Name Required Values and/or notes 12.01 Record Type Code Y SELA 12.02 Transaction Type Code Y <blank>, A, D, R 12.03 Local Record ID N For LEA use only 12.04 Reporting LEA* Y School districts or COEs: 7 digit county-district number Independently reporting charters: 7 digit school number 12.05 School of Attendance* Y 7 digit school number 12.06 Academic Year ID Y School year being reported, e.g., 2014-2015 12.07 SSID Y Green fields are part of the operational key * Can be looked up using the California School Directory (http://www.cde.ca.gov/re/sd/). The county-district number is the first 7 digits of the CDS Code. The school number is the last 7 digits. 9 CALPADS 2014-15 Changes v1.0, July 10, 2014 New File - Student English Language Acquisition (continued) Field # Field Name Required Values and/or notes 12.08 Student Legal First Name Y 12.09 Student Legal Last Name Y 12.10 Student Birth Date Y 12.11 Student Gender Code Y 12.12 Local Student ID N Validation purposes only; will not update CALPADS. Updates to this field must be done using SENR. 12.13 English Language Acquisition Status Code Y EL (English Learner) EO (English or American Sign Language Only) IFEP (Initial Fluent English Proficient) RFEP (Reclassified Fluent English Proficient) Validation purposes only; will not update CALPADS. Updates to this field must be done using SINF. TBD (To Be Determined)* 12.14 English Language Acquisition Status Start Date Y The date the student’s English Language Acquisition Status was first identified. Typically the date the student took the CELDT. 12.15 Primary Language Code Y If English Language Acquisition Status Code is EL, RFEP, or IFEP then Primary Language Code can not be 00 (English) and or 37 (Sign Language). * Only allowed for first record in student’s history 10 CALPADS 2014-15 Changes v1.0, July 10, 2014 File Layout Changes – SSID Extract English Language Acquisition fields now included in SSID Extract Field # New fields 11 Field Name 1 Reporting LEA 2 School of Attendance 3 SSID 4 Local Student ID 5 Student Legal Last Name 6 Student Legal First Name 7 Student Legal Middle Name 8 Gender Code 9 Student Birth Date 10 Enrollment Start Date 11 Grade Level Code 12 English Language Acquisition Status Code 13 English Language Acquisition Status Start Date 14 Primary Language 15 Date SSID Created CALPADS 2014-15 Changes v1.0, July 10, 2014 Codes 12 CALPADS 2014-15 Changes v1.0, July 10, 2014 Transfer Codes SENR – Student School Transfer Code (1.31) Revised New New Formal Interdistrict Transfer Agreement (1) Disciplinary COE School Transfer (5) Other Transfer (6) * See the CALPADS Code sets mentioned on the Resources slide near the end of this presentation for complete definitions of new and existing codes 13 CALPADS 2014-15 Changes v1.0, July 10, 2014 New Exit Codes SENR - Student Exit Reason Code (1.27) E150 Student did not leave school, but one of the following changed: • Grade level (prior to last 14 days of year) • Student School Transfer Code • District of Geographic Residence • Enrollment Status E155 Student completed the school year. Student only left for a summer or intersession break and is expected to return after the break. 14 CALPADS 2014-15 Changes v1.0, July 10, 2014 New Program Codes SPRG – Education Program Code (3.13) 191 Homeless 15 CALPADS 2014-15 Changes v1.0, July 10, 2014 Dwelling Codes SPRG – Homeless Dwelling Type Code (3.23) 16 Temporary Shelters (100) Temporarily Doubled Up (120) Temporarily Unsheltered (130) Hotels/motels (110) CALPADS 2014-15 Changes v1.0, July 10, 2014 LCFF 17 CALPADS 2014-15 Changes v1.0, July 10, 2014 NSLP Data Collection for Provision 2/3 Schools Income Verification Using alternative applications required at least every 4 years Required for new students 2013 2014 2015 2016 2017 2018 2019 2020 Student Program records must be submitted annually 181 Free Meals 18 182 Reduced Price Meals CALPADS 2014-15 Changes v1.0, July 10, 2014 Foster Youth Definition Definition of Foster Youth under LCFF • Child is a dependent of the court • • 19 Regardless of whether they are living at home or are placed outside the home Child is a ward of the court AND has been ordered removed from the home and placed in foster care CALPADS 2014-15 Changes v1.0, July 10, 2014 Foster Youth Identification Foster Youth will be identified through weekly match with California Department of Social Services • 90% match rate • Students can be matched manually through new User interface • Will not be retained for longitudinal purposes Two new reports for students identified as foster • Additional data provided for students • ODS only, data not certifiable Only data related to foster youth to be certified is the 1.17 report, which will include matched students enrolled on information day • Special roles required 20 CALPADS 2014-15 Changes v1.0, July 10, 2014 Practices 21 CALPADS 2014-15 Changes v1.0, July 10, 2014 Changes to Student Profile SELA file added for reporting in 2014-15 and beyond Student Enrollment (SENR) Student Information (SINF) Student Program (SPRG) Student English Language Acquisition (SELA) See the CALPADS File Specifications (Forms) mentioned on the Resources slide near the end of this presentation for detailed file layouts 22 CALPADS 2014-15 Changes v1.0, July 10, 2014 When To Submit Records What to Submit Student Enrollment When to Submit a. b. When student is enrolled or disenrolled. If any of the following change: • • • • • Grade Level Student School Transfer Code: reason of student’s transfer District of Geographic Residence: District where student would normally attend based on their address Enrollment status: primary, secondary, short-term, specialized services Student Met all UC CSU Requirements Indicator c. At end of school year if not already exited. Student Information a. If any of the following are missing or differ from what is currently in CALPADS: • Legal name (7 fields) • Student Gender Code • Residential Address (5 fields) • Student Initial US School Enrollment Date • Enrolled in US School less than Three Cumulative Years Indicator • Parent Guardian Highest Education Level Code • Guardian Names (4 fields) Student Program a. When student becomes eligible for or starts participating in a program. Student English Language Acquisition Status a. b. Initially, only if no English language acquisition status exists in CALPADS. When status changes. 23 CALPADS 2014-15 Changes v1.0, July 10, 2014 Enrollment Reporting Changes All students must be exited every year First day of school T240 T180 T160 T167 E140T200 E400 T165 E450 E230 E155 Last day of school Students that do not exit during the school year and are expected to return next year should be exited the last day of school with an exit code of E155. In special circumstances, such as students finishing up graduation requirements, students can exit later but must have an exit date, on or before 8/15 of the calendar year that the school year ended. 24 CALPADS 2014-15 Changes v1.0, July 10, 2014 Changes to Student Enrollment Reporting Record Field # 1.31 Field Student School Transfer Code SENR Values and/or notes Other Interdistrict Transfer Agreement (1) NCLB Public School Choice - Program Improvement (2) NCLB Public School Choice Transfer Persistently Dangerous (3) District of Choice Transfer (4) Disciplinary COE School Transfer (5) Other Transfer (6) Use instead of Interdistrict Transfer Code (2.34) to indicate interdistrict transfers 1.32 25 District of Geographic Residence Important for attributing disadvantaged students to the right school for accountability and funding purposes CALPADS 2014-15 Changes v1.0, July 10, 2014 Changes to Student Information Reporting Record SINF 26 Field # Field Values and/or notes 2.01 – 2.19 2.20 – 2.22 2.24 2.25 2.26 - 2.30 2.31 2.36 - 2.40 2.45 2.46 2.50 2.51 - 2.54 Standard identifier fields Student Birthplace fields Student Hispanic Ethnicity Indicator Student Ethnicity Missing Indicator Student Race (1-5) Code Student Race Missing Indicator Residential Address Fields Student Initial US School Enrollment Date K-12 Enrolled in US School less than Three Cumulative Years Indicator Parent Guardian Highest Education Level Code Guardian Names Remaining fields are not likely to change often so it is likely that SINF updates will not need to be done as often. Address fields are the most likely to need updating to help ensure matching for Direct Certification. 2.23 2.32 2.34 2.35 2.33 2.41 2.42 Primary Language Code Grade Level Code Interdistrict Transfer Code District of Geographic Residence Primary Residence Category Code English Language Acquisition Status Code English Language Acquisition Status Start Date Filler fields Removed fields 2.43 Student Proficient or Advanced for ELA Code Suspended for 2014-15. 2013-14 values will be used for accountability purposes. Primary Language Code will no longer be used in SSID matching CALPADS 2014-15 Changes v1.0, July 10, 2014 Changes to Program Reporting Record Field # 3.14 Field Education Program Membership Code Values and/or notes Homeless now reported using program records 191 (Homeless Program) 3.23 Homeless Dwelling Type Code Use instead of Primary Residence Category Code (2.34) to report homeless students 100 (Temporary Shelters) 110 (Hotels/motels) 120 (Temporarily Doubled Up) 130 (Temporarily Unsheltered) SPRG 3.24 Unaccompanied Youth Indicator Y, N Required if Education Program Code = 191 3.25 Runaway Youth Indicator * Y, N Required if Education Program Code = 191 3.26 Filler * Once a student is reported as a runaway youth for a given school year, even if the student is no longer a runaway, the indicator should not be changed to N unless a correction is being made 27 CALPADS 2014-15 Changes v1.0, July 10, 2014 Program Reporting Education Program Membership Code is now determined and set automatically* Eligibility (1) Participation (2) 127 - Gifted and Talented Education (GATE) 135 - Title I Part C Migrant 144 - Special Education 181 - Free Meal Program 182 - Reduced-Price Meal Program 191 - Homeless Program 101 - 504 Accommodation Plan 108 - Opportunity Program 113 - California Partnership Academy 122 - NCLB Title I Part A Basic Targeted 162 - Pregnant or Parenting Programs 174 - NCLB Title I Part A Neglected 180 - CAHSEE Intensive Instruction 185 - Transitional Kindergarten * Education Membership Code no longer required. Value will be based on the list on the “Education Prog – Membership Cat” tab of the CALPADS Valid Code Combinations. Link can be found on the Resources slide near the end of this presentation 28 CALPADS 2014-15 Changes v1.0, July 10, 2014 Automatic Closure of Program Records Program records are now automatically exited in the following situations Condition Programs Affected Enrollment record with exit code other than E150 and E155 is posted 101 - 504 Accommodation Plan 108 - Opportunity Program 113 - California Partnership Academy 122 - NCLB Title I Part A Basic Targeted 162 - Pregnant or Parenting Programs 174 - NCLB Title I Part A Neglected 180 - CAHSEE Intensive Instruction 185 - Transitional Kindergarten Enrollment record with exit code other than E150 is posted 181 - Free Meal Program 182 - Reduced-Price Meal Program Because exit code E450 will cause program records to be exited, K-6 schools should use E155 for students who complete the school year and are expected to return. 29 CALPADS 2014-15 Changes v1.0, July 10, 2014 When to Use Exit Codes Programs auto-exited Code When to Use 101, 108, 113, 122, 162, 174, 180, 185 181, 182 No No Student did not exit the school but one or more of these fields have changed: E150 • • • • • Grade Level, greater than 14 days before the end of the school year Student School Transfer Code District of Geographic Residence Enrollment Status Student Met all UC CSU Requirements Indicator A subsequent enrollment record must be submitted with a start date exactly one day after the exit record when using this code. 30 E155 Student completed the school year and is expected to return next year. May be used up to 14 days prior to the last day of school (i.e., “close enough”). Year round schools can treat June 30th as the last day of the school year. No Yes T160 Student left and is known to be going to another CA public school. Can also be used when a student has a gap in their enrollment at a single school. Yes Yes E230 Student completed the highest grade level at the school. Use completion codes to further detail how the student left and/or where they are going. Yes Yes E450 Use for any K-6 exit where the student is not known to be returning. Yes Yes N420 Retired as of 6/30/2014. Use N470 instead for no shows after 6/30/2014. N/A N/A N470 Student did not return after summer or intersession break or never showed up after preenrolling. Yes Yes CALPADS 2014-15 Changes v1.0, July 10, 2014 English Language Acquisition Reporting English Language Acquisition Status now reported once initially and then only when status changes TBD IFEP EO EL RFEP* * The initial status may be any status except RFEP, but subsequently only the changes shown above are allowed 31 CALPADS 2014-15 Changes v1.0, July 10, 2014 Online Maintenance English Language Acquisition Status Grade History Grade history is now found under Student Enrollment instead of Student Information English Language Acquisition Status is now separate from Student Information 32 CALPADS 2014-15 Changes v1.0, July 10, 2014 Viewing Enrollment History Online Old grade level records will be displayed as attached to a single enrollment record (unless converted) Viewing the enrollment breakup in the new format will provide an option to convert the records 33 CALPADS 2014-15 Changes v1.0, July 10, 2014 Enrollment History Conversion Old Format New Format 34 CALPADS 2014-15 Changes v1.0, July 10, 2014 Enrollment History After Conversion Continuous enrollment at Hawaiian Elementary was replaced with five separate enrollments of one year each. 35 CALPADS 2014-15 Changes v1.0, July 10, 2014 Editing Enrollment Online 36 CALPADS 2014-15 Changes v1.0, July 10, 2014 ELAS History Conversion Records eliminated: SRRTS TBD Duplicates Migration Keep earliest Start Date per Status per LEA Most recent record in history always kept Acquisition Status Effective Acquisition Reporting Reporting Proficiency Acquisition Acquisition Status Effective Status Effective LEA Code Code Date Code LEA Level Code Date Start Date Date Start Start End Date Date 37 RFEP CSIS High CSIS YHigh RFEP RFEP 9/5/2012 RFEP 9/5/2012 11/5/2012 9/5/2012 11/5/2012 11/5/2012 EL CSIS High CSIS N High EL EL 9/5/2012 EL 9/5/2010 9/5/2012 10/1/2012 9/5/2012 10/1/2012 10/1/2010 10/1/2012 11/4/2012 EL CSIS CSIS Middle High CSIS High EL EL 9/5/2010 EL 9/5/2010 10/1/2011 9/5/2010 10/1/2011 10/1/2010 10/1/2011 9/30/2012 EL CSIS High CSIS High EL 9/5/2010 EL 9/5/2010 10/1/2010 9/5/2010 10/1/2010 10/1/2010 9/30/2011 EL CSIS Middle CSIS Middle EL 9/5/2010 EL 9/5/2010 10/1/2010 9/5/2010 10/1/2010 10/1/2010 9/30/2011 TBD CSIS Middle CSIS Middle TBD 9/5/2010 TBD 9/5/2010 9/5/2010 9/5/2010 9/5/2010 9/30/2010 9/5/2010 IFEP CSIS Middle CSIS Middle IFEP 8/5/2008 IFEP 8/5/2008 8/5/2008 8/5/2008 8/5/2008 8/5/2008 8/4/2010 EO CSIS Middle CSIS Middle EO 8/5/2007 EO 8/5/2007 8/5/2007 8/5/2007 8/5/2007 8/5/2007 8/4/2008 CALPADS 2014-15 Changes v1.0, July 10, 2014 Viewing ELAS History Online Aside from converted records, each Acquisition code will now only be allowed once in the history. Records are now maintained by Status Date instead of Effective Dates. Effective start date was retained only for use in distinguishing historical records. 38 CALPADS 2014-15 Changes v1.0, July 10, 2014 Updating ELAS Online 39 CALPADS 2014-15 Changes v1.0, July 10, 2014 Change to Report Data Sources Reports will use data from their new sources Homeless SPRG ELAS 40 CALPADS 2014-15 Changes v1.0, July 10, 2014 Errors 41 CALPADS 2014-15 Changes v1.0, July 10, 2014 New Validation Codes 42 Code Severity Description SPRG0276 Fatal Student with Homeless program missing Dwelling Type Code SPRG0277 Fatal Student with Homeless program missing Runaway Indicator SPRG0278 Fatal Student with Homeless program missing Unaccompanied Youth Indicator SPRG0279 Fatal Student Runaway Indicator Y, Student Unaccompanied Youth Indicator must be Y (Runaways are always Unaccompanied) SENR0284 Fatal Student School Transfer code missing for a COE school (other than charter or juvenile court) or charter operating an educational options school (county community, opportunity, or special education) SENR0286 Fatal Invalid re-enrollment date following E150 exit SENR0287 Fatal Exit date for E155 exit must be between May 15 and August 15 CALPADS 2014-15 Changes v1.0, July 10, 2014 New Validation Codes (continued) 43 Code Severity Description SELA0164 Fatal Missing English Language Acquisition Status Start Date SELA0255 Fatal Invalid change of ELA status SELA0280 Fatal Primary language can not be English unless ELA status is EO SELA0281 Fatal TBD status may not be submitted if student has previously reported ELAS SELA0283* Warning SELA0285 Fatal ELAS start date differs from ODS record. If ELA status does not exist in CALPADS record, ELA status start date may not be earlier than most recent ELA status start date in the ODS CALPADS 2014-15 Changes v1.0, July 10, 2014 Modified Validation Codes Code Severity SENR0262 Warning Description Student age must be 4 to 7. Ages are rounded down to the nearest whole year. Warning instead of fatal. No longer excludes special ed students. 44 CALPADS 2014-15 Changes v1.0, July 10, 2014 New Certification Codes 45 Code Severity Description CERT110 Warning Invalid Title I Part C Migrant Record CERT111 Warning No Homeless program records were submitted for an LEA that submitted eligible students in the previous year. CERT112 Fatal Student previous year enrollment record not exited CERT113 Fatal Student missing Initial US School Enrollment Date CERT114 Fatal No subsequent enrollment for student exited with E150 exit code CALPADS 2014-15 Changes v1.0, July 10, 2014 Modified Certification Codes Code Severity CERT014 Warning Description Number of graduates for the current year is more than the number of 12th grade students in the previous year Changed severity from fatal to warning CERT067 Fatal Checks if student has an English Language Acquisition record Formerly checked English Language Acquisition status within student information record 46 CALPADS 2014-15 Changes v1.0, July 10, 2014 Retired Certification Codes 47 Code Severity Description CERT101 Warning CERT003 Fatal Student information record does not exist for the current year CERT093 Fatal ELAS Start Date is not blank or after Record Effective Start Date CERT094 Fatal Missing required SELA SINF data: ELAS Code, Status Start Date Primary residence category code is missing, invalid, or not current within the LEA enrollment CALPADS 2014-15 Changes v1.0, July 10, 2014 New Anomalies Code 48 Description Details ERD Type D No Re-enroll, Same School Students exited with an E150 are not really leaving the school so a subsequent record is required with a start date the day after the exit. ERD Type E Re-enroll, Different School Students exited with an E150 are not really leaving the school so they should not have a subsequent enrollment at another school. If the student changed schools a transfer code such as T160 should be used instead. CALPADS 2014-15 Changes v1.0, July 10, 2014 MID Resolution When SSIDs are combined via MID resolution, records which came from the retired SSID will not contain a grade level 49 CALPADS 2014-15 Changes v1.0, July 10, 2014 Wrap Up 50 CALPADS 2014-15 Changes v1.0, July 10, 2014 Did you get it all? Fields were added to and removed from multiple files, pp. 8-11 Grade now updated from Student Enrollment (SENR) instead of Student Information (SINF), p. 8 New transfer, exit, program and dwelling codes, p. 13-16 Provision 2&3 Schools are no longer required to collect alternative applications every year, p. 18 Definition of foster youth clarified for LCFF purposes, p. 19 Foster youth to be identified through weekly match, p. 20 Student English Language Acquisition (SELA) file is now part of the student profile, p. 22 Students enrollments must now be exited every year, p. 24 Homeless students reported through Student Program (SPRG) instead of Student Information (SINF), pp. 26 51 CALPADS 2014-15 Changes v1.0, July 10, 2014 Did you get it all? (continued) Education Program Membership Code is now determined and set automatically, p. 28 Program records are now auto-closed for most exits, p. 29 English Language Acquisition Status now reported once initially and then only when status changes, p. 31 Online screens have been updated, pp. 32 – 39 English Language Acquisition Status no longer uses Effective Start Date. One record per status; start date determines order, p.37 Reports now use data from new sources, p. 40 New, updated, and retired errors and warnings, p. 42–47 Two new ERD anomaly types have been added, p. 48 Grade levels not copied from retired SSID upon combine, p. 49 52 CALPADS 2014-15 Changes v1.0, July 10, 2014 Reminders 53 CALPADS 2014-15 Changes v1.0, July 10, 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 CALPADS Flash Updates (referencing changes) http://www.cde.ca.gov/ds/sp/cl/calpadsupdflash86.asp http://www.cde.ca.gov/ds/sp/cl/calpadsupdflash87.asp 54 CALPADS 2014-15 Changes v1.0, July 10, 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 55 CALPADS 2014-15 Changes v1.0, July 10, 2014 Training Evaluation Please complete our survey http://bit.ly/1n1yKOD 56 CALPADS 2014-15 Changes v1.0, July 10, 2014