State Reporting Overview
for Administrators
October 14, 2014
Copyright © 2014, FCMAT/California School Information Services
State Reporting Overview for Administrators V1.0, 10/14/2014
Agenda
CALPADS
DATA
MANAGEMENT
RESOURCES
Organizational Best
Practices
System Documentation
Key Roles
Training
Planning and Coordination
Correspondence
Background
Data Components
Design
Required Annual Statewide
Data Collections
Reporting Schedule
How Data Are Used
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State Reporting Overview for Administrators V1.0, 10/14/2014
Session Outcomes
 The
intention of this training is to provide LEA
administrators and other leaders with a high level
overview of:
3
–
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 V1.0, 10/14/2014
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

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State Reporting Overview for Administrators V1.0, 10/14/2014
Working with CALPADS

Web-based application


Each LEA identifies a CALPADS LEA administrator who is
responsible for





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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 V1.0, 10/14/2014
Other CALPADS Data Uploads and Matches
Assessments
• Assessment
results loaded
from
Assessment
Vendor
• Matched to
demographic/
enrollment
data
• Used in
reporting and
accountability
calculations
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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 V1.0, 10/14/2014
CALPADS Data Extracts
Demographic data
is extracted from
CALPADS to load
into TIDE 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
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State Reporting Overview for Administrators V1.0, 10/14/2014
Data Submission/Certification Process
Local Student
Information
System
Upload files
Data
extracted
from
local SIS
Passed
Records
Errors
Posted records processed
Operational Data Store (ODS)
SBAC
Data Matches
Certification Errors
Accountability
Certification Reports
Report Review and
2-Level Certification
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State Reporting Overview for Administrators V1.0, 10/14/2014
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 – Jun 30
July 1 – Jun 30
July 1 – Jun 30
July 1 – Jun 30
Enrollment as
of Info Day
Course
Enrollment as
of Info Day
7-12 Course
Completions
Program
Participation
Discipline
Incidents and
Actions
Completers
Dropouts
FRPM/English
Learner/Foster
Youth Count
English
Learners
English
Learner
Services
Certificated
Staff
Assignments
Students
Reclassified
Title III Eligible
Immigrants
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NCLB Core
Course
Compliance
CAHSEE
Waivers and
Exemptions
Career Tech
Ed
Participants,
Pathways,
and
Completers
Homeless
Counts
Persistently
Dangerous
Offense
Expulsions
State Reporting Overview for Administrators V1.0, 10/14/2014
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 – Jun 30
July 1 – Jun 30
July 1 – Jun 30
July 1 – Jun 30
Enrollment as
of Info Day
Course
Enrollment as
of Info Day
7-12 Course
Completions
Program
Participation
Discipline
Incidents and
Actions
Completers
Dropouts
FRPM/English
Learner/Foster
Youth Count
English
Learners
English
Learner
Services
Certificated
Staff
Assignments
Students
Reclassified
Title III Eligible
Immigrants
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NCLB Core
Course
Compliance
CAHSEE
Waivers and
Exemptions
Career Tech
Ed
Participants,
Pathways,
and
Completers
Homeless
Counts
Persistently
Dangerous
Offense
Expulsions
State Reporting Overview for Administrators V1.0, 10/14/2014
Fall 1 -- Sample Certification Report
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State Reporting Overview for Administrators V1.0, 10/14/2014
Certification Report – 1.17
Supplemental funding counts are based on:
1. Being identified as FRPM Eligible or
2. Being classified as English Learners or
3. Being identified as Foster Youth.
More detail in Section 14 of the CALPADS User Manual
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State Reporting Overview for Administrators V1.0, 10/14/2014
Certification Reports -- Fall Aggregates
Fall 1
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
2.12 English Language Acquisition Status ELs Reclassified RFEP
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
Fall 2
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
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State Reporting Overview for Administrators V1.0, 10/14/2014
Certification Reports -- Fall Aggregates
EOY 1
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
EOY 2
5.1 Program Participants Count
5.4 Homeless Students Enrolled Unduplicated Count by School
2.8 English Language Acquisition Status Count by Primary Language
2.9 English Language Acquisition Status Census Comparison
EOY 3
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
EOY 4
6.1 CAHSEE Waivers and Exemptions Count
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State Reporting Overview for Administrators V1.0, 10/14/2014
CALPADS Reporting Schedule 2014-15
July
August
September
October
November
December
Fall1 Submission Window
CALPADS
Submissions
EOY Subm
Window
January
February
March
April
May
June
F1 Amdmt Window
EOY
Submission
Window
EOY Amendment
Wndow
Fall 2
Fall 2 Submission Window
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Amendment
Window
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State Reporting Overview for Administrators V1.0, 10/14/2014
How CALPADS Data are Used
How CALPADS Data Are Used
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
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Purpose
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 V1.0, 10/14/2014
How Certified CALPADS Data are Used
Annual
Submission
Fall 1
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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
Economic Impact Aid (EIA) Program funding calculation
0 counts & 0 funding for COEs
operating Juvenile Court schools and
EIA-designated small rural districts
Department of Finance for LCFF Supplemental and
Concentration funding
0 counts and impact on funding
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 V1.0, 10/14/2014
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
Federal
Fall 1
State &
Federal
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Eligibility to apply for various state and federal grants (especially
0 counts and ineligibility to
those based on counts of socioeconomically disadvantaged
apply for grants
students)
State Reporting Overview for Administrators V1.0, 10/14/2014
How Certified CALPADS Data are Used
Annual
Submission
State or
Federal
LEA Impact if Not
Certified
State/Federal Data Usage
DataQuest (Teacher Counts, Course Enrollments and EL Services)
0 counts
CCR Title V, Section 97 (certificated staff)
0 counts
NCLB Consolidated State Performance Report (CSPR)
0 counts
Highly Qualified Teacher (HQT)
0 counts and potential
placement on
sanction list
State
Fall 2
Federal
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State Reporting Overview for Administrators V1.0, 10/14/2014
How Certified CALPADS Data are Used
Annual
Submission
State or
Federal
State
State/Federal Data Usage
LEA Impact if Not Certified
DataQuest (Course Completion & CTE)
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
EOY-1
Federal
State
EOY-2
Federal
State
EOY-3
EOY-4
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Federal
State
State Reporting Overview for Administrators V1.0, 10/14/2014
How CALPADS Data are Used
Annual
Submission
State or Federal
State/Federal Data Usage
School Accountability Report Card (SARC)
State
Assessments
Academic Performance Index (API) Base and Growth
Federal
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Adequate Yearly Progress (AYP) targets
LEA Impact if Not Certified
Assessment data is not
certified, but if Suspense
records are not fixed counts
will be lower. Enrollment
and Exit data in the
CALPADS Operational Data
Store are used to determine
continuous enrollment;
STAR and CAHSEE scores
of students not continuously
enrolled will not be included
in API and AYP calculations.
State Reporting Overview for Administrators V1.0, 10/14/2014
Organizational Best Practices
•
Successful Reporting requires Collaboration
• Required data crosses the LEA
• Subject matter expertise is required
• Points of failure
•
•
•
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Data Owners are Accountable
Establish a Data Management Calendar
Responsibilities are Established
State Reporting Overview for Administrators V1.0, 10/14/2014
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
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State Reporting Overview for Administrators V1.0, 10/14/2014
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
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State Reporting Overview for Administrators V1.0, 10/14/2014
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
•
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State Reporting Overview for Administrators V1.0, 10/14/2014
Resources
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State Reporting Overview for Administrators V1.0, 10/14/2014
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
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State Reporting Overview for Administrators V1.0, 10/14/2014
Key Points





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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 V1.0, 10/14/2014
Training Evaluation
Questions
Please Complete Our Survey
http://bit.ly/1n1yKOD
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State Reporting Overview for Administrators V1.0, 10/14/2014