State Reporting Overview
for Administrators
October 26, 2015
Copyright © 2014, FCMAT/California School Information Services
Agenda
CALPADS
DATA
MANAGEMENT
RESOURCES
Organizational Best
Practices
Training
Key Roles
Resources
Common Problems
System Documentation
Background
Data Components
Design
Required Annual Statewide
Data Collections
Reporting Schedule
How Data Are Used
State Reporting Overview for Administrators V2.0, 10/26/2015
Session Outcomes
 The
intention of this training is to provide LEA
administrators and other leaders with a high level
overview of:
–
How CALPADS data are collected, what data are
required to be reported annually, and how those data are
used
–
How to foster good local data management practices, the
key staff involved with CALPADS reporting, and
–
The resources available to support staff in CALPADS
data collections and reporting
State Reporting Overview for Administrators V2.0, 10/26/2015
CALPADS
California Longitudinal Pupil Achievement Data System
–http://www.cde.ca.gov/ds/sp/cl/
The foundation of California’s K-12 education data systems
 Collects student enrollment, demographic, program
participation, course enrollment and completion, discipline,
certificated staff, and statewide assessment data
 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

State Reporting Overview for Administrators V2.0, 10/26/2015
Working with CALPADS

Web-based application


Each LEA identifies a CALPADS LEA administrator who is
responsible for





Username and password are required
Setting up user accounts
Assigning roles
Supporting users assigned accounts
Contacting support for additional assistance
Data from local SIS uploaded to CALPADS
State Reporting Overview for Administrators V2.0, 10/26/2015
Other CALPADS Data Uploads and Matches
Assessments
• Assessment
results loaded
from
Assessment
Vendor
• Matched to
demographic/
enrollment
data
• Used in
reporting and
accountability
calculations
Direct
Certification
• Demographic/
Address data
matched with
CalWorks and
Food Stamps
databases to
certify
students as
eligible for free
meals
• Used in LCFF
calculations
Foster Youth
• Demographic
data matched
with Dept of
Social
Services
database to
identify foster
youth
• Used in LCFF
calculations
State Reporting Overview for Administrators V2.0, 10/26/2015
CALPADS Data Extracts
Demographic data
is extracted from
CALPADS to load
into TOMS system
for Smarter
Balanced
assessments
Specific studentlevel data
elements must be
kept up-to-date in
CALPADS,
especially before
and during testing
windows
Students who are
not in CALPADS
will not be able to
access tests
http://www.cde.ca.gov/ta/tg/sa/sbac-updates.asp
State Reporting Overview for Administrators V2.0, 10/26/2015
CALPADS 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
Fatal Errors
Warnings
Posted records processed
Operational
Data Store
Processing
Data Matches
Assessments
Staging Area
Accountability
State Reporting Overview for Administrators V2.0, 10/26/2015
CALPADS 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
Staging Area
Fatal Errors
Warnings
Posted records processed
Operational
Data Store
Processing
Certification Reports
Fatal Errors
Report Review and
2-Level Certification
Warnings
State
Reporting
Snapshots
State Reporting Overview for Administrators V2.0, 10/26/2015
CALPADS Snapshot Collection Windows
2015-16
Information Day
First Wed in Oct
Final Deadline
Feb 18, 2016
Initial Deadline
Dec 18, 2015
Fall 1
Oct
Nov
Dec
Submission Window
Jan
Feb
Mar
Apr
May
Jun
Aug
Sep
Amendment Window
Submission Window
Am Window
Submission Window
Fall 2
Snapshots Available
Nov 9, 2016
Jul
Amendment Window
EOY 1-4
Start of Submission
May 23, 2016
Initial Deadline
Mar 4, 2016
Final Deadline
Apr 8, 2016
Initial Deadline
TBD
Final Deadline
TBD
State Reporting Overview for Administrators V2.0, 10/26/2015
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–June 30
July 1–June 30
July 1–June 30
July 1–June 30
1.1 Enrollment
Primary Status by
Subgroups
2.4 English
Learner Education
Services Student
Count
Unduplicated
1.6 Graduates and
Dropouts by
Subgroup
1.9 Completers and
Dropouts Count
1.17 FRPM/English
Learner/Foster
Youth Count
2.1 Title III Eligible
Immigrants Count
2.8 English Language
Acquisition Status
Count by Primary
Language
2.9 English
Language
Acquisition Status
Census Comparison
2.12 English
Language
Acquisition Status
ELs Reclassified
RFEP
2.5 English Learner
Education Services
Unduplicated Count
of Teachers
Providing EL
Services
3.4 NCLB Core
Course Section
Compliance Count
by Content Area
3.6 Course Section
Enrollment Count by
Content Area
4.1 Staff Count and
FTE by Job
Classification
3.9 Course
Sections
Completed Count
by Content Area
for
Departmentalized
Courses
7.1 Discipline
Incidents Count
by Most Severe
Offense
5.1 Program
Participants
Count
7.3 Disciplinary
Actions Count
3.12 Career
Technical
Education
Participants
Count
Disaggregated
3.14 Career
Technical
Education
Concentrators
and Completers
Count by
Pathway
6.1 CAHSEE
Waivers and
Exemptions
Count
7.4 Discipline
Actions Count by
Offense
5.4 Homeless
Students Enrolled
Unduplicated
Count by School
7.6 Discipline
Actions
Persistently
Dangerous
Offense
Expulsions
State Reporting Overview for Administrators V2.0, 10/26/2015
CALPADS Data Collections
Fall 1
As of info day
1.1 Enrollment Primary Status by Subgroups
1.6 Graduates and Dropouts by Subgroup
1.9 Completers and Dropouts Count
1.17 FRPM/English Learner/Foster Youth Count
2.1 Title III Eligible Immigrants Count
2.8 English Language Acquisition Status Count by Primary Language
2.9 English Language Acquisition Status Census Comparison
2.12 English Language Acquisition Status ELs Reclassified RFEP
10/7/15
8/16/15 - 8/15/16
10/2/14 – 10/7/15
12
State Reporting Overview for Administrators V2.0, 10/26/2015
CALPADS Data Collections
Fall 2
As of info day
2.4 English Learner Education Services Student Count Unduplicated
2.5 English Learner Education Services Unduplicated Count of Teachers
Providing EL Services
3.4 NCLB Core Course Section Compliance Count by Content Area
3.6 Course Section Enrollment Count by Content Area
4.1 Staff Count and FTE by Job Classification
10/1/15
State Reporting Overview for Administrators V2.0, 10/26/2015
CALPADS Data Collections
EOY 1
July 1–June 30
3.9 Course Sections Completed Count by Content Area for
Departmentalized Courses
3.12 Career Technical Education Participants Count Disaggregated
3.14 Career Technical Education Concentrators and Completers Count
by Pathway
7/1/15 – 6/30/16
State Reporting Overview for Administrators V2.0, 10/26/2015
CALPADS Data Collections
EOY 2
July 1–June 30
5.1 Program Participants Count
5.4 Homeless Students Enrolled Unduplicated Count by
School
7/1/15 – 6/30/16
State Reporting Overview for Administrators V2.0, 10/26/2015
CALPADS Data Collections
EOY 3
July 1–June 30
7.1 Discipline Incidents Count by Most Severe Offense
7.3 Disciplinary Actions Count
7.4 Discipline Actions Count by Offense
7.6 Discipline Actions Persistently Dangerous Offense
Expulsions
7/1/15 – 6/30/16
State Reporting Overview for Administrators V2.0, 10/26/2015
CALPADS Data Collections
EOY 4
July 1–June 30
6.1 CAHSEE Waivers and Exemptions Count
7/1/15 – 6/30/16
State Reporting Overview for Administrators V2.0, 10/26/2015
Sample Fall 1 Certification Report – 1.1
State Reporting Overview for Administrators V2.0, 10/26/2015
Sample Fall 1 Certification Report – 1.17
Supplemental funding counts are based on:
1. Being identified as FRPM Eligible or
2. Being classified as English Learners
State Reporting Overview for Administrators V2.0, 10/26/2015
How CALPADS Data are Used
How CALPADS Data Are Used
Purpose
CA Dept of Finance
Funding and Budget Planning
CA Local Educational Agencies
(LEAs)
New Enrollments, program placement
Operational Data CA Dept of Education
Store (ODS)
Non-certified
Smarter Balanced
data
Graduation Cohorts, Accountability, Assessment Subgroups, Federal
Reporting
Student Demographics/Subgroups
CA Dept of Social Services
Direct Certification of students eligible for free meals and to identify
Foster Youth
CA Dept of Health Services
Direct Certification of students eligible for free meals
Various External Stakeholders
After School programs, and other Miscellaneous Uses
State Reporting Overview for
Administrators V2.0, 10/26/2015
How Certified CALPADS Data are Used
Annual
Submission
Fall 1
State or
Federal
State
State/Federal Data Usage
LEA Impact if Not Certified
DataQuest (Enrollment, Graduates, Dropouts, and
SNOR)
0 counts
School Accountability Report Card (SARC)
No SARC prepopulation
Department of Finance for LCFF Supplemental and
Concentration funding
0 counts and impact on funding
LCFF State Priority Snapshot
0 counts
Quality Education Investment Act (QEIA) funding
0 counts & 0 funding
Department of Finance for budget projections
0 counts
To address requests from policy makers,
researchers, and other entities
0 counts
State Reporting Overview for Administrators V2.0, 10/26/2015
How Certified CALPADS Data are Used
Annual
Submission
State or Federal
State/Federal Data Usage
LEA Impact if Not Certified
Title I and Title II
0 counts & 0 funding for
COEs and Direct Funded
Charter schools
NCLB Consolidated State Performance Report (CSPR)
0 counts
NCLB Title III Limited English Proficiency Program
0 counts & 0 funding
NCLB Title III Immigrant Program (SNOR)
0 counts & 0 funding
Titles VI & IX reports for the Civil Rights Act of 1964
0 counts
Individuals with Disabilities Education Act (IDEA)
0 counts
Various U.S. Department of Education (ED) organizational
websites
0 counts
Eligibility to apply for various state and federal grants
(especially those based on counts of socioeconomically
disadvantaged students)
0 counts and ineligibility to
apply for grants
Federal
Fall 1
State &
Federal
State Reporting Overview for
Administrators V2.0, 10/26/2015
How Certified CALPADS Data are Used
Annual
Submission
State or
Federal
State
Fall 2
State/Federal Data Usage
LEA Impact if Not
Certified
DataQuest (Teacher Counts, Course Enrollments and EL
Services)
0 counts
CCR Title V, Section 97 (certificated staff)
0 counts
EL Services
0 counts
NCLB Consolidated State Performance Report (CSPR)
0 counts
Highly Qualified Teacher (HQT)
0 counts and
potential placement
on sanction list
Federal
State Reporting Overview for
Administrators V2.0, 10/26/2015
How Certified CALPADS Data are Used
Annual
Submission
State or
Federal
State/Federal Data Usage
LEA Impact if Not Certified
DataQuest (Course Completion & CTE)
0 counts
LCFF State Priority Snapshot
0 counts
Carl Perkins Program (CTE Concentrators and Completers)
0 counts & grant
eligibility
DataQuest (Programs and Homeless)
0 counts
Elementary and Secondary Education Act (ESEA) Title 1, Part A
Neglected
0 counts & grant
eligibility
EDEN (Education Data Exchange Network) Reporting
0 counts
NCLB Consolidated State Performance Report (CSPR)
0 counts
DataQuest (Discipline)
0 counts
NCLB Consolidated State Performance Report (CSPR)
0 counts
NCLB Title IX - At Risk/Persistently Dangerous Schools
0 counts
ESEA Title IV, Part A, Subpart 3, Section 4141 (e) - Firearm
Offenses
0 counts
Gun Free Schools Act Annual Survey
0 counts
DataQuest (Waivers and Exemptions)
0 counts
State
EOY-1
Federal
State
EOY-2
Federal
State
EOY-3
EOY-4
Federal
State
State Reporting Overview for
Administrators V2.0, 10/26/2015
How CALPADS Data are Used
Annual Submission
State or
Federal
State/Federal Data Usage
LEA Impact if Not Certified
School Accountability Report Card (SARC)
State
Academic Performance Index (API) Base and Growth student
groups
Calculating the four-year graduation cohort rate used in the
Adequate Yearly Progress (AYP) accountability measure.
Accountability
Federal
Data are pulled from
the ODS at
Determining which students were continuously enrolled at the announced times and
school or local educational agency (LEA), and which student
used for these
test scores to “roll back” from an alternative education program
purposes
(AEP) to the original school or LEA.
Determining which students were enrolled in a U.S. school for
five or more years for the purpose of calculating Annual
Measurable Achievement Objectives (AMAOs).
Assessments
State
Registering students for the California Assessment of Student
Performance and Progress (CAASPP)
State Reporting Overview for
Administrators V2.0, 10/26/2015
DATA MANAGEMENT
State Reporting Overview for Administrators V2.0, 10/26/2015
Organizational Best Practices
•
Successful Reporting requires Collaboration
• Required data crosses the LEA
• Subject matter expertise is required
• Points of failure
•
•
•
Data Owners are Accountable
Establish a Data Management Calendar
Responsibilities are Established
State Reporting Overview for Administrators V2.0, 10/26/2015
Key Roles
Site Staff
•Data Entry
•Course Data
•Discipline
Administration
LEA
Administrator
•Data Verification
•Certification
•User Accounts
•Training
•Support
HR
Data
Coordinator
•Staff Info
•HQT
•Analytical Skills
•Resources
•Support
Program Staff
•Data Source
•Verification
State Reporting Overview for Administrators V2.0, 10/26/2015
Common Problems
 Staff
do not have right skill set
 Understand
local system
 Understand data and reporting requirements
 Coordination and communication
 Troubleshooting
 Self-directed
 Staff
are not trained
 Responsibilities and expectations not clearly
established
 Data collection and entry are an afterthought
 Single points of failure
State Reporting Overview for Administrators V2.0, 10/26/2015
RESOURCES AND SUPPORT
State Reporting Overview for Administrators V2.0, 10/26/2015
Training Options
 Training
Opportunities
http://csis.fcmat.org/Pages/Trainings.aspx
Basic courses
• Advanced courses
• Self-Paced Training Modules
• Q&A
• Data Management
• Vendor Training and User Groups
•
State Reporting Overview for Administrators V2.0, 10/26/2015
Resources
State Reporting Overview for Administrators V2.0, 10/26/2015
CALPADS Documentation

CALPADS File Specifications (CFS)
–
–

CALPADS Code Sets
–

This document contains descriptions for each error generated when submitting data to CALPADS
CALPADS Data Guide
–

This document shows codes that can only be used in specific combinations in CALPADS
CALPADS Error List
–

Code Sets document includes the code set name, coded value, name, and description for each code value in
the table
CALPADS Valid Code Combinations
–

Two versions
Includes an overview of the CALPADS file formats, an overview of the CALPADS data submission windows,
the CALPADS submission calendar, descriptions of the document conventions, and a detailed outline of all
CALPADS file formats
This document provides guidance for LEAS regarding the collection and submission of data for CALPADS
CALPADS User Manual
–
This document contains detailed instructions on “how to use” CALPADS, including “How to log in,” “How to
navigate,” “How to enroll a student,” etc.
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
State Reporting Overview for Administrators V2.0, 10/26/2015
Key Points





CALPADS data are used for funding, accountability, state and
federal reporting requirements, research and more
Data are submitted throughout the year as students enroll and
exit
Data coordinator key to successful reporting
Organizational coordination and collaboration required
Multiple training and support options are available
State Reporting Overview for Administrators V2.0, 10/26/2015
Training Evaluation
Questions
Please Complete Our Survey
http://bit.ly/1n1yKOD
35
State Reporting Overview for Administrators V2.0, 10/26/2015