CALPADS Information Meeting October 21, 2014 This presentation may be downloaded from: https://csis.fcmat.org/Pages/October-21,-2014-CALPADSInformation-Meeting-(CIM).aspx October 2014 CIM, Slide 1 Agenda Agenda Review Procedures for Asking Questions CALPADS Update CALPADS Support Update CALPADS Q & A Next Meeting October 2014 CIM, Slide 2 Procedures for Asking Questions To ask a question: Click on the “Chat” in the upper right-hand section of your screen to open the chat box. In the “Send to” dropdown, select “Presenter” Type your question in the chat box and press “Send” We will: Respond to questions during the meeting as time permits Send the report to all attendees if the question applies to the entire group; otherwise, we’ll send a response to the person who asked the question Address unanswered questions via individual responses, an upcoming Flash, or in additions to FAQs October 2014 CIM, Slide 3 CDE Update Jessica Barr, Administrator CALPADS/CBEDS/CDS Operations Office, CDE October 2014 CIM, Slide 4 CDE Update Topics 2014–15 CALPADS Fall 1 and 2 Future Functionality Local Control Funding Formula Foster Youth Assessment and Accountability Update Final Points October 2014 CIM, Slide 5 2014–15 Data Collection Calendar Census Day Fall 1 October 1 Fall 2 October 1 End of Year 1-4 n/a • • • • • Primary Data Collection Window Certification Deadline Amendment Window Enrollment Graduates/ Dropouts Immigrants English Learners Free or Reduced Price Meal (FRPM) Eligible October 1 to December 12 December 12 December 13 to February 13 October 1 to March 6 March 6 March 7 to April 2 June 1 to July 31 July 31 August 1 to September 4 • Course Enrollment • Teachers • English Learner Services • Courses • Grades • Career Technical Education • Program Participation • Discipline • CAHSEE Waivers and Exemptions October 2014 CIM, Slide 6 CALPADS Fall 1 LEAs that certify CALPADS Fall 1 by the December 12 certification deadline will receive a preview of: • Unduplicated Pupil Count (UPC) • Census day enrollment LEAs that fail to certify by the end of the amendment window will have no official enrollment counts High School districts that fail to certify will have no official graduate or dropout counts and will fail Adequate Yearly Progress (AYP) October 2014 CIM, Slide 7 CALPADS Fall 2 Student course enrollment will be required for ALL schools in 2015–16, including alternative education schools and independent study charter schools Change requests October 2014 CIM, Slide 8 Highlights for 2014–15 CALPADS data are critical to funding, accountability, and assessment Unduplicated count of disadvantaged students for LCFF Student demographic, enrollment, and program data from Operational Data Store used to: • Register students for the California Assessment of Student Performance and Progress (CAASPP) assessments • Provide data for reporting the California English Language Development Test (CELDT) results • Determine accountability subgroups October 2014 CIM, Slide 9 Future Functionality 2014–15 • Redesign Assessment functionality • Restructure Assessment and Accountability • Build new CAASPP reports • Small changes to discipline collection in order to use CALPADS Special Education discipline data for federal reporting instead of CASEMIS • Cohort Report 2015–16 • Snapshot Redesign • Create View Only module in CALPADS October 2014 CIM, Slide 10 CALPADS and Local Control Funding Formula LEAs will continue to certify Report 1.17 – FRPM/English Learner/Foster Youth Count Report has been modified slightly to leverage weekly foster data • Foster students in an out-of-home placement are eligible for free meals – so show up under FRPM • Foster students in family maintenance are not eligible Foster data in Report 1.17 will “freeze” when LEAs certify report Foster data will begin showing up in late October/early November 11 October 2014 CIM, Slide 11 CALPADS and Local Control Funding Formula Change in required household income data collection for Provision 2 and 3 and Community Eligibility Provision (CEP) schools: • Must collect alternative household income forms every 4 years during a LCFF “base year” • LCFF base year may be the same as the year used to establish the base for Provision 2/3 – in this case National School Lunch Program application forms may be used • Must collect alternative income forms for new students transferring to the school within the four years • Must annually report to CALPADS, students found eligible in LCFF base year 12 October 2014 CIM, Slide 12 CALPADS and Local Control Funding Formula New County Office of Education (COE) LCFF Count Report • Certification Report 1.19 COE LCFF- Count will be released in November • Report will show for each county, the count of students whose funding will remain at the county, and count of students whose funding will be attributed back to the district of geographic residence • CSIS will conduct specific training for COEs 13 October 2014 CIM, Slide 13 CALPADS and Foster Foster Youth • CALPADS will have new reports, updated weekly, that show current foster students • Weekly foster reports are different than most CALPADS reports: • Do not require certification • Are not used for state or federal reporting • Purpose of reports are to assist COEs, districts, and schools to better coordinate services for foster youth • Reports provide social worker and educational representative name and phone number October 2014 CIM, Slide 14 CALPADS and Foster Foster Youth (cont.) • COEs, districts, and schools should establish business processes for routinely using the information provided in the weekly reports • Summary data can inform LCAP goals and activities, helping determine need for services and resource allocation at the COE, district, and school levels • Individual level data should be used to coordinate services for individual foster students October 2014 CIM, Slide 15 CALPADS and Foster How are LCFF Foster Youth Identified? • CDSS is the authoritative source for who an LCFF Foster Student is • Definition was clarified to include both students who are in out-of-home placements and students who are at home receiving family maintenance services • In order to be an LCFF Foster student, that youth must be in the CDSS file provided to CALPADS • CALPADS maintains all Client and Case IDs received from CDSS regardless if the foster youth is matched to CALPADS data October 2014 CIM, Slide 16 CALPADS and Foster How are LCFF Foster Youth Identified? (cont.) • The goal is for the statewide match in CALPADS to eventually be the sole source of identifying foster students, eliminating the need for local matching between LEAs and county welfare departments • However, until the statewide match has been established, local matches may continue to occur so LEAs/schools may serve foster youth as required by their Local Control and Accountability Plans (LCAPs) • CDSS will be communicating to county welfare departments the methodology being used to pull students from their system October 2014 CIM, Slide 17 CALPADS and Foster How are LCFF Foster Youth Identified? (cont.) • Recognizing that LEAs may identify foster students through local matches who are not matched at the state level, functionality will be provided (January 2015) for LEAs to “look-up” a student using a Client or Case ID • If Client or Case ID exists in CALPADS, the student will be tagged in CALPADS as foster and will then show up in reports • LEAs will not be able to submit a foster status for a student to CALPADS through a program record October 2014 CIM, Slide 18 CALPADS and Foster Foster Youth (cont.) • The California Department of Social Services (CDSS) is finalizing the process for automatically creating the file from their system • Once the CDE receives a final file, it will be tested and then released – current projection for this release is late October/early November • For more information refer to the LCFF Foster FAQs posted from the CDE Web page (not CALPADS page) October 2014 CIM, Slide 19 Assessment Update CALPADS Assessment functionality redesign in progress Managing suspense Data used for multiple assessments October 2014 CIM, Slide 20 Data Readiness: CALPADS CALPADS is the sole source for student demographic, enrollment, and program data for the student test registration system known as the Test Operations Management System (TOMS). TOMS replaces TIDE Updates to these data must be made in CALPADS. LEAs cannot update student demographic, enrollment, or program data in TOMS October 2014 CIM, Slide 21 Data Readiness: CALPADS Student accommodations and designated supports: Are not collected in CALPADS. Cannot be uploaded by the local educational agency (LEA) until CALPADS data is available in TOMS (e.g., new enrollments must be uploaded to TOMS prior to accommodations for the newly enrolled student). October 2014 CIM, Slide 22 Data Readiness: CALPADS Smarter Balanced • Interim • Summative Pre-Identification (non-Smarter Balanced assessments) Charter schools • Direct funded: Test independently (per EC Section 60603) • Locally funded: Test with Authorizer (per CAASPP Regulations) • NOTE: Independently Testing Charters are NOT the same as Independently Reporting Charters in CALPADS. Some charters may be testing differently than how they report to CALPADS. October 2014 CIM, Slide 23 Student Test Registration Local Educational Agency Student-level CALPADS submission Student-level accommodations* CALPADS Student-level test registration Test Operation Management System (TOMS) * Reference Smarter Balanced Usability, Accessibility, and Accommodations Guidelines (http://www.cde.ca.gov/292859) October 2014 CIM, Slide 24 CALPADS to TOMS START: CDE’s nightly extract of student level data from CALPADS Operational Data Store (ODS) and uploads to TOMS Continues through testing window Update CALPADS ODS Continuously TOMS automated process determines any updates, deletions, and/or additions LEAs review TOMS, verify data uploaded, and submit designated supports and accommodations directly to TOMS 25 October 2014 CIM, Slide 25 2014–15 Timeline Oct 1, 2014 CALPADS Fall 1 And Fall 2 Open July 1, 2014 Begin CALPADS enrollment March 6, 2015 Dec 12, 2014 CALPADS Fall 2 Certification Deadline CALPADS Fall 1 certification deadline April 2, 2015 Fall 2 Amendment Window Deadline Feb 13, 2015 Sep 17, 2014 CALPADS Training for CAASPP July 1, 2014 November TOMS Test Registration Module Release Fall 1 Amendment Window Deadline June 1, 2015 CALPADS End-of-Year opens July - June January June 30, 2015 Operational Data Store (ODS)-CALPADS LEA administrators maintain current enrollment October 2014 CIM, Slide 26 CALPADS to TOMS What is CALPADS sending to TOMS? • CALPADS sends all open enrollments with enrollment status = 10 (Primary) or 30 (Short term), for grades K-12. • Concurrent Enrollments (CCEs) – the record with the most recent enrollment will be sent to TOMS. CDE will provide LEAs a mapping from the TOMS Test Registration expected fields to the CALPADS field element that is used to populate and/or derive the information in the near future. 27 October 2014 CIM, Slide 27 TOMS Test Registration Interface October 2014 CIM, Slide 28 TOMS Test Registration Interface Currently under development October 2014 CIM, Slide 29 Critical Data Points for Testing Section 504 (CALPADS Education Program Code – 101) Special Education (CALPADS Education Program Code – 144) Home/hospital and independent study Non public schools October 2014 CIM, Slide 30 CALPADS AYP Reports The CDE has created new CALPADS reports for all high schools and high school districts that received a 2014 Adequate Yearly Progress (AYP) Report. The CALPADS AYP reports provides information on all students that took the 2014 California High School Exit Examination (CAHSEE) and the California Alternate Performance Assessment (CAPA). LEA and School Summary and Detail Available late October October 2014 CIM, Slide 31 Final Points Recognition Program Data Privacy and Security Collaboration Resources – CDE CALPADS Web page http://www.cde.ca.gov/ds/ sp/cl/ October 2014 CIM, Slide 32 CALPADS Support Update Martha Friedrich Client Services Officer, FCMAT/CSIS October 2014 CIM, Slide 33 CALPADS Support Update Topics EOY Submission Statistics New / Revised Functionality Fall Submission Strategies Recognition Program Support Tips October 2014 CIM, Slide 34 EOY Submission Statistics • EOY Deadline Met Expected Submission LEAs EOY 1 1504 EOY 2 1704 EOY 3 1704 EOY 4 848 Total Certified Percent Certified 1395 1693 92% 99% 1686 837 99% 99% October 2014 CIM, Slide 35 Impact of Change - SENR • Student Enrollment File (SENR) • Yearly enrollments updates • Enrollment start date • Grade Level moved under Student Enrollment • Grade Level edits for multi-year enrollments • School Transfer reporting expectations • New Exit code E150 and E155 • SSID extract includes SELA results October 2014 CIM, Slide 36 Reconcile Grade Level Counts Grade and Gender columns can be expanded by pressing the box to the left with the “+” sign and collapsed by pressing the “-” sign 37 October 2014 CIM, Slide 37 Impact of Change - SINF • Student Information File (SINF) • Reduce upload frequency • Initial US School Enrollment (CERT113) October 2014 CIM, Slide 38 Impact of Change - SPRG • Student Program File (SPRG) • Membership code defaults • Program exit automated • No Foster program code • New code for Homeless & new element for Dwelling Type October 2014 CIM, Slide 39 Impact of Change - SELA • Student English Language Acquisition (SELA) • Requires SE role for batch and online • Retains one status type per SSID • EO (English Only) Status Date • 2014-15 Reports will use most recent Effective Date regardless of LEA ownership • Fatal Errors - SELA GERR005, SELA0283, SELA0285 October 2014 CIM, Slide 40 Reconcile ELAS Counts October 2014 CIM, Slide 41 Change to Reports • Reports 1.1, 1.6, 1.9, 1.17, & 2.1 and related supporting reports modified • Report 1.18 now includes detail foster • Reports will use data from new data sources October 2014 CIM, Slide 42 New Validations Rules (IVRs) • CERT110 (Warning) – Checks for invalid Open or Closed Title I Part C Migrant Record • CERT112 (Fatal) – Ensures all Students are exited by the end of the school year • CERT113 (Fatal) – Checks for missing Student Initial US School Enrollment Date • CERT114 (Fatal) – Checks that a subsequent enrollment is present following an E150 exit October 2014 CIM, Slide 43 Modified Validations Rules (IVRs) • CERT014 – Severity changed to Warning – warns when there is a 20% or more difference in number of graduates from last year • CERT067 – Severity changed to Fatal and validation now modified to trigger when a student enrolled on Census day and has no SELA record October 2014 CIM, Slide 44 Retired Validations Rules (IVRs) • CERT101 (Warning) – Warns when primary residence category code is missing, invalid, or not current within the LEA enrollment • CERT093 (Fatal) – Ensures ELAS Start Date is not blank or after Record Effective Start Date • CERT094 (Fatal) – Checks for missing required SELA SINF data: ELAS Code, Status Start Date • CERT003 (Fatal) – Ensures an effective student information record is present for a student October 2014 CIM, Slide 45 Summary of Changes and Impact Many fields removed from SINF • SINF is only needed if information has changed or is new compared to what is in CALPADS Grade Level field comes from the SENR file (SINF no longer the source) • No need to submit the SINF file during Fall1 for all students if information is current in CALPADS October 2014 CIM, Slide 46 Summary of Changes and Impact English Language Acquisition data now reported through new SELA file instead of SINF file • ELAS data only needs to be reported if no ELAS data exists in CALPADS or if the status has changed • LEA Admin must assign SELA role Primary Language removed from MID detection • Possible increase in MID anomalies for an LEA October 2014 CIM, Slide 47 Summary of Changes and Impact No more multiyear enrollments All students must be exited every year New exit codes E150 and E155 added. • Mid-year grade changes within a school must be reported with E150 New Program code for Homeless • Must report program records for homeless students October 2014 CIM, Slide 48 Summary oF Changes and Impact Program Membership Code automatically established • No need to populate the Education Program Membership Code Program records auto close with SENR exit • No need to submit exit records for many programs • Code 181/182 still require exit date. October 2014 CIM, Slide 49 Summary oF Changes and Impact Foster youth definition has changed for LCFF reporting and weekly match will be added • High percentage foster youth will be automatically identified in CALPADS. New User Interface (UI) will provide mechanism for LEAs to check for additional matches. October 2014 CIM, Slide 50 NSLP Data Collection for Provision 2/3 Schools Income Verification Using alternative applications required at least every 4 years 2013 2014 2015 2016 2017 2018 2019 2020 Required for new students Student Program records must be submitted annually 181 Free Meals 51 182 Reduced Price Meals October 2014 CIM, Slide 51 Foster Youth Identification Weekly Match CALPADS will search the CDSS data for matches in two ways: 1. First Name, Last Name, Date of Birth, and LEA enrollment 2. Student address when enrollment is missing Manual Match • • New User Interface (will be available in Jan-2015 release) 10-digit Foster Client ID or 19-digit Foster Case ID Required Fall – 1 Snapshot Data Ongoing ODS Data Two Snapshot Reports Two new ODS reports Report 1.17 – Certification Report* Report 1.18 – Supporting Report Ongoing foster youth data from ODS (Not Certified) * Includes counts for matched foster students enrolled on census day 52 October 2014 CIM, Slide 52 LCFF FAQ http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp October 2014 CIM, Slide 53 Common Issues SELA status may change when MID resolved – use Anomaly report 9.2 to view resolved MIDs in Academic Year EO status date Must convert the historical continuous enrollment in order to edit in OM 13-14 ODS version of 1.17 (LCFF) report no longer available (use 8.1 student profile if needed) October 2014 CIM, Slide 54 Known Issues – High Profile 3514 - SPRG - GERR0001 error triggers on not required Education Program Membership Code 3523 - ODS report 8.1 Student Profile List Duplicate rows for several students exist 3518 - Snapshot 2.9 English Language Acquisition Status - Census Comparison Report displays inflated EL counts 3528 - Snapshot 8.1c report includes dropout entries for students that have a subsequent enrollment (not a dropout) October 2014 CIM, Slide 55 Future Changes October/November – • Weekly report, 5.6, 5.7 Foster Youth Enrollment • New COE LCFF report for Disciplinary, Juvenile Court and Other students, report 1.19 and 1.20 January – • Foster Youth UI that allows LEAs to enter a Client ID to match against the CDSS foster youth data • Report 5.8, Former Foster Youth Enrollment Count & 5.9, Student Level Report October 2014 CIM, Slide 56 Important Dates Census Day Oct. 1st Certification deadline December 12 Amendment deadline February 13 CALPADS Calendar: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp 57 October 2014 CIM, Slide 57 Fall - 1 Suggested Milestones 58 Now – 10/2 Complete Fall 1 data population in local SIS 10/2 – 10/24 Upload SENR, SELA, and SPRG files. Review validation errors and reconcile as needed (SINF optional) 10/25 – 11/3 Post SENR, SPRG, SELA & optional SINF files 11/4 – 11/21 Resolve anomalies, resolve certification errors, review certification reports and update records if necessary 11/25 – 12/5 Send reports to site leaders for approval 12/8 – 12/11 Certify Fall-1 (level 1 & level 2) October 2014 CIM, Slide 58 Submission Strategies Fall Certification Errors and Reports • Resolve fatal errors first • Review and reconcile aggregate reports • Start with 1.1 or 1.5 • Refer to Report Mapping Guide • Use supporting reports to assist in reconciliation • Use warnings for trend analysis • Fix local data and re-upload as needed October 2014 CIM, Slide 59 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 2014 CIM, Slide 60 Fall - 2 Suggested Milestones 61 Now – 11/3 Complete Fall 2 data population in local SIS 11/3 – 11/28 Upload SDEM, SASS, CRSE, SCSE files. Review validation errors and reconcile as needed 12/15/14 – 1/9/15 Post SDEM, SASS, CRSE, SCSE files 1/12/15 – 2/20/15 Resolve certification errors, review certification reports and update records if necessary 2/23/15 3/2/15 Send reports to site leaders for approval 3/2/15 – 3/5/15 Certify Fall-2 (level 1 & level 2) October 2014 CIM, Slide 61 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 2014 CIM, Slide 62 Fall 2 High Profile CRSE0127 - Invalid NCLB Core Course Instructional Level Code CERT063 - EL Student Reported for Whom No Services are Indicated CERT108 - Total FTE to Total Staff ratio is greater than 1.25 or less than .75 October 2014 CIM, Slide 63 Submission Strategies Set Up Accounts Submit Data Reconcile County Level Approval Review/ Certify October 2014 CIM, Slide 64 Submission Strategies 2014 September 10/2 10/24 Fall 1 Populate local data Census Day Fall 2 Populate local data Census Day 2015 11/21 Upload data 11/28 Review reports 12/12 2/20 3/6 Fall 1 due Upload data Review reports Fall 2 due October 2014 CIM, Slide 65 Recognition Program Training and Data Management Recognition October 2014 CIM, Slide 66 Recognition Program Training Recognition Program Goals • Encourage training registration/participation • Increase CALPADS proficiency • Acknowledge individual effort October 2014 CIM, Slide 67 Recognition Program Training Recognition Criteria Attend Nine CALPADS Training Courses: • Essential 1- 4 • Fall 1or Fall 1 Advanced Reporting & Certification • Fall 2 Data Population • Fall 2 or Fall 2 Advanced Reporting & Certification • EOY 2 and 3 • EOY 1 and 4 October 2014 CIM, Slide 68 Recognition Program Training Recognition Criteria • Training Registration and Lync log-in • Attended Webinar session • OR • Watched Self-Paced course October 2014 CIM, Slide 69 Recognition Program Data Management Recognition Goals • Adopt data management best practices • Certify data collection on time • Acknowledgement of: • LEAs and the data team involved • LEAs that meet deadline • LEAs that maintain quality data October 2014 CIM, Slide 70 Recognition Program Data Management Recognition Criteria CALPADS Data Submissions Certified by: • December 19, 2013 – Fall 1 • March 28, 2014 – Fall 2 • July 18, 2014 – EOY1 • July 18, 2014 – EOY2 • July 18, 2014 – EOY3 • July 18, 2014 – EOY4 October 2014 CIM, Slide 71 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 2014 CIM, Slide 72 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 2014 CIM, Slide 73 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 2014 CIM, Slide 74 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) • Job Aides (Report Mapping Guide) • FAQs • NEW! Wiki with mini self-paced tutorials October 2014 CIM, Slide 75 Next Meeting October 2014 CIM, Slide 76 Next Meeting April 21, 2015 from 9:30 – 11:30 WebEx Meeting from Sacramento • Accessible via the internet • No physical locations October 2014 CIM, Slide 77