1. TOM TORLAKSON State Superintendent of Public Instruction CALIFORNIA DEPARTMENT OF EDUCATION Tom Torlakson, State Superintendent of Public Instruction CALPADS Changes for the 2014-2015 Academic Year and Q&A California Department of Education 2014 Statewide Workshop Series

2. TOM TORLAKSON State Superintendent of Public Instruction Introduction Brandi Jauregui, Staff Information Systems Analyst CALPADS/CBEDS/CDS Operations Office Lead Analyst on the CALPADS Project since 2009 2

3. TOM TORLAKSON State Superintendent of Public Instruction Agenda 2014-2015 CALPADS Major Changes Summary –Student Information File Changes –Student Enrollment File Changes –Student Program File Changes –Addition of new Student English Language Acquisition File General CALPADS Q&A 3

4. TOM TORLAKSON State Superintendent of Public Instruction General Change Implications End-of-Year Submission window will be shortened (July 18 th ) –NO AMENDMENT WINDOW System shut down July 19 th – July 28 th to implement changes 4

5. TOM TORLAKSON State Superintendent of Public Instruction CALPADS Data Takes Center Stage CALPADS data have become critical to funding, accountability, and assessment functions –Disadvantaged student counts for Local Control Funding Formula (LCFF) supplemental and concentrations grants –Student enrollment/exit, demographic, and program data are used to determine accountability subgroups –Enrollment data will be used to register students for the Smarter Balanced computer-based assessments. 5

6. TOM TORLAKSON State Superintendent of Public Instruction 2014-15 Change Overview High stakes data requires better quality. Highlights of the 2014 – 2015 changes include: –Redistribution of elements in the Student Information (SINF) file Reduces frequency of submission –Utilizes students’ Grade Level from the Student Enrollment (SENR) record Easier to associate a grade level with a specific enrollment –Requires enrollment records to be exited at the end of each school year –Creates a new file - Student English Language Acquistion (SELA) file, for the submission of English learner data Reduces redundancy of records, increases data integrity 6

7. TOM TORLAKSON State Superintendent of Public Instruction 2014-15 Change Overview –Moves the District of Geographic Residence and Student School Transfer (formerly Interdistrict Transfer Category) fields to the SENR file format Also adds two new Student School Transfer Codes to capture types of county office transfers for LCFF calculations –Adds new education program codes and data elements to the Student Program (SPRG) file format and retires the Primary Residence Code. Homeless Program Foster Program 7

8. TOM TORLAKSON State Superintendent of Public Instruction Student Information File (SINF) Changes 8

9. TOM TORLAKSON State Superintendent of Public Instruction Current SINF Student Information File Grade Level Code Interdistrict Transfer Code District of Geographic Residence Primary Language Code English Language Acquisition Status Code English Language Acquisition Status Start Date Primary Residence Category Code Student Proficient or Advanced for ELA Code Remove all filler fields Student Name Elements Student Birth Date Student Gender Code Student Birth City Student Birth State or Province Student Race/Ethnicity Elements Parent Highest Education Level Parent/Guardian Name Elements Address Elements Student Initial US School Enrollment Date 9

10. TOM TORLAKSON State Superintendent of Public Instruction NEW SINF Student Information File Move to SENR Grade Level Code Interdistrict Transfer Code District of Geographic Residence Move to NEW SELA Primary Language Code English Language Acquisition Status Code English Language Acquisition Status Start Date RETIRE Primary Residence Category Code Student Proficient or Advanced for ELA Code Remove all filler fields Student Name Elements Student Birth Date Student Gender Code Student Birth City Student Birth State or Province Student Race/Ethnicity Elements Parent Highest Education Level Parent/Guardian Name Elements Address Elements Student Initial US School Enrollment Date 10

11. TOM TORLAKSON State Superintendent of Public Instruction SINF – Change in Business Practice  Remaining information generally DOES NOT CHANGE  Only required for NEW SSIDs and not for existing students unless there is a change  Address info. should be updated annually (direct certification)  Student Address file subtype will be available for these changes 11

12. TOM TORLAKSON State Superintendent of Public Instruction SINF – Change Benefits Reduces redundant data Only static data remain in the SINF Reduces frequency of submission Only required when data actually change (e.g., student address) Moves elements that are known to change to other files 12

13. TOM TORLAKSON State Superintendent of Public Instruction Change Detail Summary – Student Information File FileChangeChange in Business PracticeRationale/Benefit SINF These fields will be moved from the SINF to another file or retired: Moving to SENR:  Grade Level Code  Interdistrict Transfer Code  District of Geographic Residence Moving to new Student English Language Acquisition (SELA) file:  Primary Language Code  English Language Acquisition Status Code  English Language Acquisition Status Start Date Retired Elements:  Primary Residence Category Code  Student Proficient or Advanced for ELA Code  All current filler fields  Information generally DOES NOT CHANGE  Only required for NEW SSIDs and not for existing students unless there is a change  Address info. should be updated annually (direct certification)  Student Address file subtype will be available for these changes Reduces redundant data Reduces frequency of submission Moves elements that are known to change to other files 13

14. TOM TORLAKSON State Superintendent of Public Instruction Questions? 14

15. TOM TORLAKSON State Superintendent of Public Instruction Student Enrollment (SENR) File Changes 15

16. TOM TORLAKSON State Superintendent of Public Instruction SENR Grade Level Changes  Updated through the SENR  Student School Start Date renamed Enrollment Start Date  Two new Exit codes  mid-year updates (E150)  year-end enrollment exits (E155)  Convert students’ grade histories to align with their enrollment histories 16

17. TOM TORLAKSON State Superintendent of Public Instruction SENR- Grade Level Business Practice Changes  LEAs must exit all students at the end of the year with E155 (Year End Enrollment Exit) and a date of the last day of school (if returning to same school) beginning in May 2014  LEAs must enroll/reenroll all students each year with the date of the first day of school and a new grade level (if changed)  SINF is NO LONGER REQUIRED ANNUALLY  Any changes to grade data prior to 2014–15 can only be made online (no batch files) 17

18. TOM TORLAKSON State Superintendent of Public Instruction SENR - Grade Level Change Benefits  Makes a student’s grade level clear throughout the year  Smarter Balance registration  4-year cohort graduation rate  Resolves summer concurrent enrollment issue 18

19. TOM TORLAKSON State Superintendent of Public Instruction SENR Changes for Local Control Funding Formula (LCFF)  District of Geographic Residence and Student School Transfer fields are moved from SINF to SENR  Two new transfer codes are added for county office of education (COE) to indicate the type of transfer  Students transferring to COE voluntarily will be counted at districts of residence for supplemental and concentration grants 19

20. TOM TORLAKSON State Superintendent of Public Instruction SENR - LCFF Business Practice Changes COEs must identify the following student populations for LCFF –Type “C” (expelled per Education Code Section 48915, on probation, or probation referred) –Juvenile Court students –All Others (voluntary transfers) These students will be counted at district of residence for supplemental and concentration grants. 20

21. TOM TORLAKSON State Superintendent of Public Instruction SENR – LCFF Change Benefits Enables the collection of data required for LCFF calculations pursuant to statute 21

22. TOM TORLAKSON State Superintendent of Public Instruction Change Detail Summary – Student Enrollment File FileChangeChange in Business PracticeRationale/Benefit SENR Changes Related to Grade:  updated through the SENR  Student School Start Date will become Enrollment Start Date  Two new Exit codes  mid-year updates (E150)  year-end enrollemnt exits (E155)  Convert students’ grade histories to align with their enrollment histories  LEAs must exit all students at the end of the year  Students that are expected to return to same school, should be exited with E155, and a date of the last day of school  LEAs must enroll/reenroll all students each year with the date of the first day of school and a new grade (if changed)  SINF is NO LONGER REQUIRED ANNUALLY  Any changes to grade data prior to 2014–15 can only be made online  Makes a student’s grade level clear throughout the year  Smarter Balanced  4-year cohort graduation rate  Resolves summer concurrent enrollments Changes to Collect Data for County/LEA LCFF Calculations:  District of Geographic Residence and Student School Transfer fields are moved from SINF to SENR  Two new transfer codes are added for COE to indicate the type of transfer  County offices of education must populate for all students (except those in Juvenile Hall schools), the Interdistrict Transfer field to identify which disadvantaged students will be attributed to their district of geographic residence for LCFF purposes Enables the collection of data required for LCFF calculations pursuant to statute 22

23. TOM TORLAKSON State Superintendent of Public Instruction Questions? 23

24. TOM TORLAKSON State Superintendent of Public Instruction Student Program (SPRG) File Changes 24

25. TOM TORLAKSON State Superintendent of Public Instruction SPRG – Program Membership Code Changes  Changes to Use of Membership Code  Certain programs will always be treated as “eligible” and other programs will always be treated as “participating”  Data submitted in Education Program Membership Code field will be ignored  When a student exits a school, select program participation records will automatically be closed  Title I Targeted  Opportunity Program  Pregnant or Parenting  Transitional Kindergarten  504 Accommodation Plan  Title I Part A Neglected  California Partnership Academy 25

26. TOM TORLAKSON State Superintendent of Public Instruction SPRG – Program Membership Code Changes Free or Reduced-Price Meal Program Records will now be closed automatically at the end of the year, regardless of exit code 26

27. TOM TORLAKSON State Superintendent of Public Instruction SPRG – Program Membership Code Change in Business Practice LEAs no longer have to consider whether to submit a program as eligible or participating LEAs no longer have to close program records when exiting a student LEAs no longer have to close NSLP records at the end of the year 27

28. TOM TORLAKSON State Superintendent of Public Instruction SPRG – Program Membership Code Change Benefits Streamlines the rules for processing program data Saves time spent on closing program records 28

29. TOM TORLAKSON State Superintendent of Public Instruction SPRG – Foster Program Change  Adding new foster program code  Program Code 190 (Foster Program)  Adding new field, Student Foster Identifier (Client ID)  Must be populated if this type of program record is submitted  Separate process to identify foster students via a direct matching process with Department of Social Services 29

30. TOM TORLAKSON State Superintendent of Public Instruction SPRG – Foster Program Change in Business Practice LEAs that identify foster youth – based on a local match conducted with their county welfare departments – who are not identified by the statewide match should submit a program record to CALPADS identifying the student’s foster status –Should ONLY include students placed into foster care by court order –NOT students who are voluntarily placed –Currently working with legislative staff to clarify the definition of “foster students” for LCFF 30

31. TOM TORLAKSON State Superintendent of Public Instruction SPRG – Foster Program Change Benefits Provides LEAs that identify foster youth based on local matches conducted with county welfare departments with a way to submit students’ foster statuses to CALPADS for purposes of LCFF 31

32. TOM TORLAKSON State Superintendent of Public Instruction SPRG – Homeless Program Change  Adding new homeless program code  Program code 191 (Homeless Program)  Adding three new elements submitted for homeless students only  Homeless Dwelling Type  Code values stay the same as previous homeless codes in Primary Residence Category  Unaccompanied Youth Indicator  Runaway Indicator 32

33. TOM TORLAKSON State Superintendent of Public Instruction SPRG – Homeless Program Change in Business Practice LEAs must collect two new statuses (unaccompanied youth and runaway) for homeless students; required for federal reporting 33

34. TOM TORLAKSON State Superintendent of Public Instruction SPRG – Homeless Program Change Benefits  More effectively maintains homeless data  Enables the collection of additional information about homeless students required for federal reporting 34

35. TOM TORLAKSON State Superintendent of Public Instruction Change Detail Summary – Student Program File FileChange Change in Business Practice Rationale/Benefit SPRG Changes to Use of Membership Code  Certain programs will always be treated as “eligible” and other programs will always be treated as “participating”  Any data submitted in Education Program Membership Code field will be ignored  Existing membership code data will be converted to align with new requirements LEAs no longer have to consider whether to submit a program as eligible or participating Streamlines the rules for processing program data Changes Related to Foster Status:  Adding new foster program code  Adding new field, Foster Client ID LEAs that identify foster youth – based on a local match conducted with their county welfare departments – who are not identified by the statewide match should submit a program record to CALPADS identifying the student’s foster status Provides LEAs that identify foster youth based on local matches conducted with county welfare departments with a way to submit students’ foster statuses to CALPADS Changes Related to Homeless Status:  Adding new homeless program code  Adding new element, Dwelling Type, to collect the dwelling type for homeless students only  Adding two new elements, Unaccompanied Youth Indicator, Runaway Indicator LEAs must collect two new statuses (unaccompanied youth and runaway) for homeless students; required for federal reporting  More effectively maintains homeless data  Enables the collection of additional information about homeless students required for federal reporting 35

36. TOM TORLAKSON State Superintendent of Public Instruction Questions? 36

37. TOM TORLAKSON State Superintendent of Public Instruction Student English Language Acquisition (SELA) File Changes 37

38. TOM TORLAKSON State Superintendent of Public Instruction SELA - Changes  New Student English Language Acquisition (SELA) file will include:  Primary Language Code  English Language Acquisition Status Code  English Language Acquisition Status Start Date 38

39. TOM TORLAKSON State Superintendent of Public Instruction SELA – Change in Business Practice  Primary language will no longer be used as a weight in SSID scoring (removed from SENR)  Records should only be submitted when there is a change in status and upon creation of a new SSID  “To Be Determined” will only be allowed as the first status for a new SSID  The SSID extract will include students’ current ELAS facilitating upload of this data in local systems  When LEAs submit a duplicate ELAS with a later start date, CALPADS will inform the user that the data will be ignored. 39

40. TOM TORLAKSON State Superintendent of Public Instruction SELA – Change Benefits  Removing the primary language from SSID scoring will improve the list of students available for matching  Processing the SELA in a transactional manner will make it clear when students’ statuses change  Including the ELAS in the SSID Extract will enable LEAs a way to update their systems with the ELAS of new students  Reduces the amount of redundant data currently in CALPADS 40

41. TOM TORLAKSON State Superintendent of Public Instruction Change Detail – Student English Language Acquisition file FileChangeChange in Business PracticeRationale/Benefit SELA New Student English Language Acquisition (SELA) file will include:  Primary Language Code  English Language Acquisition Status Code  English Language Acquisition Status Start Date  Primary language will no longer be used as a weight in SSID scoring  Records should only be submitted when there is a change in status  “To Be Determined” will only be allowed as the first status for a new SSID  The SSID extract will include students’ current ELAS facilitating upload of this data in local systems  When LEAs submit a duplicate ELAS status with a later start date, CALPADS will inform the user that the data will be ignored  Removing the primary language from SSID scoring will improve the list of students available for matching  Processing the SELA in a transactional manner will make it clear when students’ statuses change  Inlcuding the ELAS in the SSID Extract will enable LEAs a way to update their systems with the ELAS of new students  Collapsing ELAS history will reduce the amount of redundant data in CALPADS helping LEAs understand students’ previous designations 41

42. TOM TORLAKSON State Superintendent of Public Instruction General CALPADS Q&A 42

43. TOM TORLAKSON State Superintendent of Public Instruction Contact Information CALPADS/CBEDS/CDS Operations Office Brandi Jauregui, Staff Information Systems Analyst Bjauregu@cde.ca.gov * 916-327-7367 Bjauregu@cde.ca.gov California School Information Services (CSIS) 916-325-9200 (Main Line) CALPADS Support Desk Calpads-support@cde.ca.gov 43