California Department of Education
California School Information Services
Advisory Group Meeting
October 15, 2013
This presentation may be downloaded from:
http://csis.fcmat.org//Pages/October-15-2013-CDE-and-CSISAdvisory-Group-Meeting.aspx
October 2013 CAG, Slide 1
Remote Site Reminders
 Mute outgoing sound until it is your turn to
ask questions
 Sites will be called upon for questions in
the following order:
1. Sacramento
8. Los Angeles
2. Ventura
9. Kern
3. Santa Clara
10. Imperial
4. San Diego North Co. (San Marcos)
11. Fresno
5. San Diego (Linda Vista Rd.)
12. Butte
6. San Bernardino
13. Alameda
7. Mendocino
October 2013 CAG, Slide 2
Agenda
 Agenda Review
 CALPADS Update
 CALPADS Support Update
 CALPADS Q & A
 Next Meeting
October 2013 CAG, Slide 3
CDE Update
Jessica Barr, Administrator
CALPADS/CBEDS/CDS Operations Office, CDE
October 2013 CAG, Slide 4
CDE Update
Topics
 2013–14 Data Collection Calendar
 CALPADS Fall 1
 Changes for 2013–14 and Beyond
 CALPADS and Local Control Funding Formula
 Assessment Update
 CALPADS and CalMAPP
 CALPADS and Accountability
 CALPADS Recognitions
October 2013 CAG, Slide 5
2013–14 Data Collection Calendar
Census
Day
Primary
Data
Fall 1
October
2
• Enrollment
• Graduates/
Dropouts
• Immigrants
• English Learners
• FRPM Eligible
Fall 2
October
2
• Course
Enrollment
• Teachers
• EL Services
n/a
• Courses
• Grades
• Participants
• Discipline
End of
Year
Collection
Window
Certification
Deadline
Amendment
Window
October 2
to
December
13
December
13
December 14
To
February 7
October 2
to
February 21
February 21
February 22
To
March 28
TBD
TBD
TBD
October 2013 CAG, Slide 6
CALPADS Fall 1
 LEAs that certify CALPADS Fall 1 by the
December 13 certification deadline:
• Will be able to preview their 2013–14
enrollment, and 2012–13 graduate and dropout
counts in time to make changes in CALPADS
before the February 7, 2014 final deadline
 LEAs that fail to certify will have no official
enrollment counts
 High School districts that fail to certify will have no
official graduate or dropout counts and will fail
AYP
October 2013 CAG, Slide 7
Changes for 2013–14 (Implemented)
 Spring collection moved to Fall in 2013–14 in
order to:
• Certify FRPM and EL counts on same census day
for the Local Control Funding Formula
• Base official Immigrant counts on Fall 1 data
• Provide additional time to complete Fall 2
 Reclassified Students
• Represents students reclassified from October to
October
• Reports (2.8, 2.9, 2.12)
October 2013 CAG, Slide 8
Changes for 2013–14 (Implemented)
 Transitional Kindergarten (TK)
• TK participation is being collected through
CALPADS with a program record
• New program code required for 2013–14
• A new filter has been added to Report 1.5–
Enrollment by Status – Disaggregated so LEAs can
view the number of TK students enrolled during the
Fall
October 2013 CAG, Slide 9
Changes for 2013–14 (Implemented)
 CTE Code Changes
• A number of changes to the Career Technical
Education (CTE) pathways and associated courses
recently adopted by the State Board of Education
• Updated Code Set and Valid Code Combinations
documents were released in September 2013
• LEA program staff should review the new pathways
and courses to ensure local codes are appropriately
mapped
October 2013 CAG, Slide 10
Changes for 2013–14
 To be implemented in January:
• 4 Year Cohort Graduation Report
• Completed the requirements for implementing a new
cohort report
• Allows LEAs to view their 4 year cohort data within
CALPADS.
October 2013 CAG, Slide 11
Changes for 2013–14 and Beyond
 Top Priorities
• Extract file showing students’ most recent ELAS
and CELDT history
• Create View Only module in CALPADS
• Modify reports to make socioeconomically
disadvantaged definition consistent
• Automate foster youth matching
• Create test registration and implementation plan
for new assessments
October 2013 CAG, Slide 12
CALPADS and Local Control Funding Formula
 In addition to base funding, the new Local
Control Funding Formula (LCFF) provides local
educational agencies (LEAs) supplemental and
concentration grants for disadvantaged students
 CALPADS will be the source for disadvantaged
student counts
13
October 2013 CAG, Slide 13
CALPADS and Local Control Funding Formula
 Supplemental Grant
• LEAs receive 20 percent of base grant for
disadvantaged students
 Concentration Grant
• LEAs receive 50 percent of base grant for
disadvantaged students exceeding 55 percent of
the LEAs’ enrollment
14
October 2013 CAG, Slide 14
CALPADS and Local Control Funding Formula
 Disadvantaged Students under LCFF
• English Learners (EL)
• Free or Reduced Price Meal (FRPM) – Eligible
• Foster Youth
 Student must be enrolled on Census Day (October
2, 2013) as EL, FRPM-Eligible, or Foster Youth
 CALPADS determines unduplicated count
 LEAs must certify unduplicated count in CALPADS
15
October 2013 CAG, Slide 15
CALPADS and Local Control Funding Formula
English Learners
 Update CALPADS with students’ EL statuses once
known
 Recommend using local scoring process to
determine status
 Fall 1 amendment window closes February 7, 2014
16
October 2013 CAG, Slide 16
CALPADS and Local Control Funding Formula
FRPM-Eligible
 Update in CALPADS FRPM program records,
migrant program, and primary residency (determines
homeless, foster status)
 CALPADS “automatically” counts these students as
FRPM-eligible
 Fall 1 amendment window closes February 7, 2014
17
October 2013 CAG, Slide 17
CALPADS and Local Control Funding Formula
Foster Youth
 CALPADS data will be matched with statewide
foster youth data from the California Department of
Social Services
 These students will be included in LEAs’
unduplicated disadvantaged student count
 Ongoing process for providing student level data for
foster youth planned for 2014–15
18
October 2013 CAG, Slide 18
Assessment Update
 CALPADS Assessment functionality turned on
February 12, 2013
 Assessment Pilot suspended in April 2013
pending resolution of identified issues
 STAR, CELDT, and CAHSEE data loaded from
2008–09 through 2012–13
 Managing suspense for 2012–13 and beyond
 Pending final resolution, the Assessment portion
of the pilot may be restarted in November 2013
October 2013 CAG, Slide 19
CALPADS and CalMAPP
Assembly Bill 484 authorized the California
Measurement of Academic Performance and
Progress (CalMAPP) which significantly modifies how
assessments are administered.
• Integration with CALPADS
• Test Registration System
• Implementation Plan
20
October 2013 CAG, Slide 20
CALPADS and CalMAPP
 CALPADS Assessment reports will still
include:
• STAR
- CST Science
- CAPA
- Early Assessment Program
• CAHSEE
• CELDT
 Future CalMAPP Reports
21
October 2013 CAG, Slide 21
CALPADS and CalMAPP
 Potential Challenges
• Regularly update CALPADS Operational Data
Store (ODS)
• Statewide Student Identifiers (SSID’s)
• Ungraded students
• Matching grade levels
• Charter schools
22
October 2013 CAG, Slide 22
CALPADS and CalMAPP
 Unknowns
• Suspense process with Common Core
assessments
• Mobility between schools/districts and impact on
testing
• Concurrent Enrollments
• Release of STAR/EAP scores
• Reporting
23
October 2013 CAG, Slide 23
CALPADS and Accountability
 CALPADS data used for API and AYP reporting:
• Race and Ethnicity
• English Learner Status
• Socioeconomically Disadvantaged (FRPM/Parent Ed
Level)
• Students with Disabilities
• Gender
 August 29, 2013 release of Accountability Progress
Report (APR) reflects Academic Performance Index (API)
and Adequate Yearly Progress (AYP)
 Calculated based on enrollment and exit data pulled from
the CALPADS ODS on June 28, 2013 to determine
continuous enrollment and student groups and update the
4-year cohort graduation rate
October 2013 CAG, Slide 24
CALPADS and Accountability
 Starting with the 2012–13 accountability reporting
cycle, demographic and program data
corrections for STAR and CAHSEE are being
made through CALPADS ODS
 Letters to county and district superintendents and
charter school administrators (Aug. 2 and Sept. 17)
 ETS Webcast located at
http://www.startest.org/archivedwebcast_092513.html
 September 26, 2013 passphrases and files
released to accountability coordinators
25
October 2013 CAG, Slide 25
CALPADS and Accountability
 The corrected CALPADS data will be used to
revise the state and federal accountability reports.
The three files available for download are:
• Continuous Enrollment for the Standardized Testing and
Reporting (STAR) Program and California High School
Exit Examination (CAHSEE)
• Demographic for the STAR Program and CAHSEE
• 2011–12 Cohort Graduation Rate
 Accountability Functionality
26
October 2013 CAG, Slide 26
CALPADS and Accountability
 Enrollment and exit data will be pulled from the
CALPADS ODS to update the API and AYP on
November 1, 2013 to:
• Recalculate the 4-year cohort graduation rate
that will be used in a revised AYP released in
January 2014
• Recalculate continuous enrollment and update
student groups that will be used in a revised
2013 Growth API and AYP to be released in
early 2014
October 2013 CAG, Slide 27
CALPADS Recognitions
 Two recognition programs are being created:
• Training Recognition, recognizing those who
complete the core CALPADS trainings:
• Essentials 1-4
• Fall 1 Reporting & Certification (or Adv)
• Fall 2 Data Population & Fall 2 Reporting & Certification (or
Adv)
• End of Year 2 and 3 Reporting & Certification
• End of Year 1 & 4 Reporting and Certification if the LEA is
required to complete these submissions
• Data Management Recognition, recognizing staff in
LEAs that certify on time and maintain quality data
October 2013 CAG, Slide 28
CALPADS Support Update
Martha Friedrich
Client Services Officer, FCMAT/CSIS
October 2013 CAG, Slide 29
CALPADS Support Update
Topics
 EOY Submission Statistics
 New / Revised Functionality
 Fall Submission Strategies
 Support Tips
October 2013 CAG, Slide 30
Submission Statistics
• Deadlines Met
Submission Certification
Deadline
EOY 1
75%
EOY 2
82%
EOY 3
84%
EOY 4
86%
Amendment
Deadline
94%
98%
98%
98%
October 2013 CAG, Slide 31
October 2013 CAG, Slide 32
New / Revised Functionality
 New LCFF Certification reports 1.17 and 1.18
replacing report 5.1a and 5.3a from Certification
UI for AY 2013-14
 New County-level aggregate report of LCFF
supplemental funding categories.
 Birth Country = Puerto Rico modified in Title III
Eligible Immigrant counts in Snapshot and ODS
Reports 2.1 and 2.2 to use new Business Rules.
 Spring reports incorporated into Fall 1
• 2.1, 2.8, 2.9, 2.12
October 2013 CAG, Slide 33
New / Revised Functionality
 Validation Rules:
• SINF0266 (Fatal) - Invalid initial English
Language Acquisition Status Code for newly
enrolled student
• SINF0267 (Fatal) - Invalid change to "EL"
English Language Acquisition Status Code
• SENR0265 (Warning) - Invalid Student Age for
GED Completion Code
• SINF0269 (Warning) - Student Grade Level is
outside the designated grade span for the
school
October 2013 CAG, Slide 34
New / Revised Functionality
 Certification Rules:
• CERT104 (Fatal) - Course Section Missing
Education Service Code (Fatal)
• CERT106 (Fatal) - Invalid “TBD” English
Language Acquisition Status Code (Fatal)
• CERT105 (Warning) - Invalid Staff FTE %
October 2013 CAG, Slide 35
New / Revised Functionality
 Direct Certification Changes
• All students, including previously certified, are
included in the monthly matching process
• Certification date only changes if status
changes from not-certified to certified
• Direct Certification counts missing on reports
during monthly data pull window
October 2013 CAG, Slide 36
New / Revised Functionality
 Direct Certification Changes (cont.)
• New Codes (Implementation Date TBD)
• B - Student is eligible for free lunches through both
SNAP and TANF programs. This will be a new code.
• S - Student is eligible for free lunches through only
the SNAP program. This will be a new code.
• T - Student is eligible for free lunches through only
the TANF program. This will be a new code.
• C - Student was certified prior to the code set
change and it is unknown if certification is due to
SNAP or TANF. This existing code will eventually
be phased out by using B, S, or T.
October 2013 CAG, Slide 37
New / Revised Functionality
 New Job Retention Policies
Jobs will be
archived in the
following number of
calendar days...
7
14
21
28
60
If the Job
Status is...
And the job has this
many errors...
Complete
Complete
In
Review/Ready
for Review
Any other
status
Partial Post
0
1 or more
Any Value
Any Value
Any Value
October 2013 CAG, Slide 38
November Changes
 English Learner report, 2.4 drilldown modified to
provide better visibility to ELs receiving specific
educational services.
 Validation Rules:
• SASS0272 – new, Invalid use of Superintendent-level
Nonclassroom Based or Support Assignment Codes
• CRSE0127 - change to Fatal, Invalid NCLB Core
Course Instructional Level
• CRSE0274 – new, More than one Education Service
Code submitted for the same course
October 2013 CAG, Slide 39
November Changes (cont.)
 Certification Rules:
• CERT107 - change to trigger at Student Level, Invalid
Free Meal Program (181) or Reduced Price Meal
Program (182) Records
• CERT108 – new, Compare Total FTE to Total Staff
• CERT109 –new, Missing Employment Status Category
October 2013 CAG, Slide 40
Fall Preparations
Snapshot
starts
October 2
Certification
deadline
December 13
Amendment
window
February 7
CALPADS Calendar:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
October 2013 CAG, Slide 41
Submission Strategies
2013
September
10/2
10/31
Fall 1
Populate
local
data
Census
Day
Fall 2
Populate
local
data
Census
Day
2014
11/22
Upload
data
12/2
Review
reports
12/13
2/7 2/21
Fall 1
due
Upload
data
Review
reports
Fall 2
due
October 2013 CAG, Slide 42
Submission Strategies
Set Up
Accounts
Submit
Data
Reconcile
County
Level
Approval
Review/
Certify
October 2013 CAG, Slide 43
Submission Strategies
 Fall 1 Suggested Milestones
• 10/31 – Complete SIS Data Population
• Verify NSLP eligibility and participation
• Track the TBD status for ELAS records
• Determine No Show exits for grades 7 to 12
• 10/2-11/21 – Upload SENR, SINF and SPRG
• Review validation errors, reconcile as needed
• Resolve CCE and MID anomalies to 2%
• Update TBD in ELAS records
• 11/22-12/12 – Review reports & reconcile as needed
• 12/13 – Certify
October 2013 CAG, Slide 44
Submission Strategies
 Fall 1 Certification Strategy
• Obtain SSIDs before October
• Update enrollments for October
• Determine No Show exits for grade 7 to 12
• Submit SINF and SPRG for all students
enrolled on information day
• Allow several weeks to evaluate certification
(snapshot) reports and revise data
• Know your local data
October 2013 CAG, Slide 45
Submission Strategies
 Fall Certification Errors and Reports
• Resolve fatal errors first
• Review and reconcile aggregate reports
• Start with 1.1 first
• Use supporting reports to assist in reconciliation
• Use warnings for trend analysis
• Fix local data and re-upload as needed
October 2013 CAG, Slide 46
Submission Strategies
 Fall 2 Suggested Milestones
• 12/2 – Complete Data Population
• Staff Demographics/Assignments
• English Learner Services
• 12/2-12/20 – Upload Staff and Course files
• Review validation errors, reconcile as needed
• 01/03 – Post Staff and Course files
• 02/07-02/20 – Review reports & reconcile as
needed
• 02/21 – Certify
October 2013 CAG, Slide 47
Submission Strategies
 Fall 2 Certification Strategies
• Update 13-14 records
• Add employment end dates for staff no longer
employed
• Post a SDEM for currently employed certificated staff
• Update Years of Service
• Update Effective Start Date (7/1/2013-10/2/2013)
• Update Staff Assignments (even if no change from
12-13)
• Update Course sections occurring on Census Day
October 2013 CAG, Slide 48
Submission Strategies
 Fall 2 Certification Strategies
1. Complete Fall 1
2. Submit and post Staff Demographics
3. Submit and post Staff Assignments
4. Submit and post Course Section
5. Submit and post
2
1
Student Course Section
3
4
5
October 2013 CAG, Slide 49
Submission Strategies
 Why meet the Fall 1 deadline?
• Preview DataQuest
• County Office of Education reviews LEA’s
Certified Reports
• Avoid CDE letter to Superintendent
• Poised to succeed with Fall 2
• Preliminary Accountability reports
• Be a kind and courteous neighbor
October 2013 CAG, Slide 50
Support Tips
 Expedite Support Response Time
• Reference Known Issues
• Advise site users to contact LEA Admin
• Configure Security Questions
• Use email or web form
• Include Job ID, SSID, SEID, Error Number
October 2013 CAG, Slide 51
Support Tips
 Help Yourself First
• Reference key documents before contacting support:
• Quick Reference Guides (Help function of
CALPADS)
• System documentation on CDE website:
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
• Check the Upcoming Events on the main CALPADS
portal
• Subscribe to the CALPADS one-way listserv
• Attend Training or Use Self Paced Trainings
• Attend Q & As
October 2013 CAG, Slide 52
Support Tips
 Training Opportunities
• http://csis.fcmat.org/Pages/Trainings.aspx
• http://csis.fcmat.org/Pages/Self-PacedTraining.aspx
• Basic courses
• Advanced courses
• Self-Paced Training Modules
 Create a CSIS/FCMAT account to register
for training
October 2013 CAG, Slide 53
Support Tips
 Resources
• Release Updates and Known Issues
• Error List (now available from “Help”)
• Flash Updates
• Data Guide
• Self-Paced Training Modules
• Glossary (User Guide)
• FAQs
October 2013 CAG, Slide 54
CALPADS Q&A
Facilitated by:
Nancy Sullivan
Chief Operations Officer, FCMAT/CSIS
October 2013 CAG, Slide 55
Next Meeting
Nancy Sullivan
Chief Operations Officer, FCMAT/CSIS
October 2013 CAG, Slide 56
Next Meeting
April 22, 2014
from 9:30 – 11:30
 Video Conference from Sacramento
• Remote locations throughout the state
• Registration available by February 14th
• Optional Vendor Meeting at 11:30
October 2013 CAG, Slide 57