1. Overview of Objectives and Requirements
Essential 1
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2. Introductions and Ground Rules
4/22/2017
Introductions and Ground Rules
Introductions
Trainers
Ground Rules
Mute phones while listening
Do not place your phone on HOLD
Silence cell phones
Introduce yourself (name and local educational agency (LEA)) when speaking
One conversation at a time
My name is <CSIS presenter name, agency, and title>. Also co-conducting this session with me is: [Let them introduce themselves]
Here are the ground rules for this WebEx training session:
During this training session, please keep in mind that extraneous noise, such as shuffling paper or side conversations carries over the speaker phone, so put your phone on mute if necessary.
However, please DO NOT put your phone on HOLD as many phone systems carry background music, which is very disruptive. If necessary, hang up and then call back in, rather than use HOLD.
You should also silence your cell phones, even if you have your phone on mute.
Feel free to to ask questions at any time. However, when you do, please identify yourself (name and local educational agency or LEA, which includes school districts, county offices of education, and independently reporting charter schools) so we know who’s speaking.
Also, allow us to address the question that was just asked before introducing another question. 2
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3. CALPADS Overview (Essential 1)
4/22/2017
Course Description
CALPADS Overview (Essential 1)
This course provides a basic overview of:
Goals and benefits of CALPADS
CALPADS Data Requirements and File Specifications
Key Changes for
CALPADS Statewide Student Identifier (SSID) and Enrollment Procedures
The intent of this training is to provide you with an overview of (casually cover each bullet). 3
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4. Target Audience and Objectives
4/22/2017
Target Audience and Objectives
The target audience for this course is LEA program, data management staff, and administrators responsible for reporting and certifying data in CALPADS.
Understanding of:
Goals and benefits of CALPADS
Which data are expected
Key changes with CALPADS
Awareness of:
The CALPADS SSID and Enrollment Procedures
The calendar of yearly activities
The target audience for this session includes all staff who may be responsible for submitting data to CALPADS, and for reviewing and certifying the required submission reports generated from that data.
We would like to add that after this training session if you recognize that there are other staff in your LEA that should have attended this session, we strongly encourage you to sign-up for another training so that those staff can attend. It is to your benefit to have all staff on the same page for the CALPADS reporting this year.
This training is also available as a self-paced training, which will allow you and/or your staff to attend as best fits their schedule. 4
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5. CALPADS Training Courses
4/22/2017
CALPADS Training Courses
WebEx and/or Online Self-Paced Trainings:
Essential 2: Features, Code Mapping, and User Access
Essential 3: SSID Requests, Enrollment, and Maintenance
Essential 4 : SSID Anomalies
Fall 1: State Reporting and Certification
Fall 1 Advanced: State Reporting and Certification
Fall 2: Data Population
Fall 2: Reporting and Certification
Spring 1: Reporting and Certification
End-of-Year 1-4: Reporting and Certification
Q & A Conference Calls:
Fall Error Correction
Fall General
Here is the list of the CALPADS Training Courses that are currently planned for this year (casually cover each bullet).
We also are offering Q&A conference calls on these topics (casually cover each bullet). 5
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6. Introduction to CALPADS Introduction to SSID Enrollment
4/22/2017
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment
Data Management Expectations
CALPADS SSID and Enrollment Procedures
State Reporting Calendar
Key Changes for Fall 1
Here is the training agenda (casually cover each bullet).
Let’s start with the introduction to CALPADS. 6
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7. Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
4/22/2017
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
(casually cover each bullet) 7
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8. Introduction to CALPADS
4/22/2017
Introduction to CALPADS
Goals of CALPADS
Provide LEAs and CDE access to the data necessary to comply with federal NCLB reporting requirements
Provide a better means of evaluating educational progress and investments over time
Provide LEAs information that can be used to improve pupil achievement
Provide an efficient, flexible, and secure means of maintaining longitudinal statewide pupil level data
The goals of CALPADS are:
To provide LEAs and the CDE with the data needed to meet NCLB reporting requirements.
To provide LEAs, CDE, and the state legislature with information needed to better evaluate educational programs over time.
To provide LEAs with data that will assist them in improving student achievement.
Establish a longitudinal statewide pupil level data system that is efficient, flexible, and secure. 8
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9. Introduction to CALPADS
4/22/2017
Introduction to CALPADS
Benefits of CALPADS
Streamlined data collection and maintenance process
Immediate access to information on new students captured by previous LEAs
Visibility to data to support school performance improvement
Extraction and download of data from CALPADS to conduct analyses using local analysis tools
The benefits of CALPADS for LEAs are:
Your data reporting and maintenance process will be streamlined. You can update your data throughout the year and the number of separate state and federal reports that you have been submitting has been reduced.
When a student enrolls in your LEA, once you assign the correct SSID for the student you will have immediate access there prior data in CALPADS. These data include assessment results, such as CELDT and CAHSEE scores, and Direct Certification status. This will enable you to place students appropriately and to determine whether any assessments are necessary.
CALPADS provides LEAs with access to longitudinal data and reports on their own students and schools.
You can also download the data in CALPADS to do your own local analysis. 9
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10. Introduction to CALPADS
4/22/2017
Introduction to CALPADS
Key Concepts for CALPADS
Each of the following concepts is key to understanding CALPADS functionality:
Enrollment Data Responsibilities
Ongoing Data Maintenance
Ownership of Data
Operational Data Store (ODS)
Snapshot
State Reporting
Enrollment Data Responsibilities - Reporting requirements of the federal No Child Left Behind (NCLB) Act require the assignment of unique, non-personally identifiable identifiers for all K-12 students in California public schools. All schools, including charter schools, are required by law to obtain and maintain SSIDs for students enrolled under their jurisdiction. All schools must acquire new SSIDs for students enrolling for the first time in a California public school, and report those students leaving the school. All LEAs are strongly encouraged to do this work on an ongoing basis.
Ongoing Data Maintenance – CALPADS is designed to encourage Local Educational Agencies (LEAs) to submit data throughout the academic year to provide up-to-date information. The expectation is that data will be updated on a regular basis as changes occur, such as students enrolling and exiting in schools, or participating or exiting from specific educational programs.
Ownership of Data – The LEA where a student is enrolled owns that data. However, when a student is not exited and has enrolled in another LEA, CALPADS generates a system exit for the student and student ownership is transferred to LEA-2 after 14 calendar days. Note that when CALPADS generates a system exit it does not mean that the CCE has been resolved. It solely transfers the ownership of the data to LEA-2 and the CCE will still be considered unresolved for both LEAs.
ODS - the Operational Data Store (ODS) is where the data is stored in CALPADS and is retrieved, updated and used for reporting.
Snapshot – Several times during the year, a snapshot of the data will be generated from the operational data store. Once validated by CALPADS and certified by each LEA, the snapshot will be frozen along with derived data as an historical point of reference that can be used for analysis.
State Reporting – as mentioned earlier, there is no more SSID-Only or State Reporting. Everyone will be reporting detailed data to the state. There is also a change in what State Reporting means, for CALPADS, it is the process of providing data to support state and federal reporting needs
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11. Introduction to CALPADS
4/22/2017
Introduction to CALPADS
Key Concepts for CALPADS
CALPADS is designed for LEAs to submit data throughout the academic year to provide up-to-date information in CALPADS
At specific times during the academic year, CALPADS will take snapshots from the data in the ODS to support state and federal reporting needs
This first concept is the basis for the SSID and Enrollment Procedures that we will be covering shortly. (Casually explain the bullet). Doing this has two benefits that were mentioned earlier:
It will make your Fall, Spring, and End of Year reporting easier to certify.
It will provide LEAs with immediate access to information on new students when they transfer from another CA LEA.
The second concept explains how CALPADS will support the CDE need to gather the data needed meet state and federal reporting requirements.
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12. Introduction to CALPADS
4/22/2017
Introduction to CALPADS
Solution Components
Where LEA’s uploaded data is initially loaded.
Where error reports are produced.
This flowchart represents how data flows in and out of CALPADS and how the data is processed and stored.
LEA Users – include the CALPADS administrator who will set up and administer users within their LEA, including school users. The LEA users will also maintain SSIDs and submit, validate, and certify data for state reporting, retrieve assessment results, and access student information and reports.
State Users – will use CALPADS to administer users, data submissions, set up reference data, like the List of Expected Schools and the data collection windows, and to access reports.
Assessment Vendors – will be able to retrieve pre-ID files, get demographic information for scoring and reporting, and will update assessment results.
CALPADS Portal - the CALPADS portal is the interface that all users who interact with CALPADS will see.
Alternatively,
LEA Systems – can interface directly with CALPADS using the School Interoperability Framework (or SIF) protocols with a Zone Integration Server (ZIS). The local zone integration server interfaces directly with the CALPADS integration hub.
CALPADS Integration Hub – includes a zone integration server, which can also be used to submit web services to other systems, like invoking web services to receive assessment results from assessment vendors. The integration hub also has a “landing zone,” which is a temporary storage for incoming files to CALPADS. Data from those file submissions are processed in the landing zone before being posted to the Staging area.
CALPADS Staging Area – the Staging Area is the temporary storage for the data submitted by LEAs until that data are corrected, validated and posted.
ODS – once the data in the Staging area has been corrected and validated, the posting process moves the data to the ODS. The ODS captures and maintains all validated and posted data submitted by LEAs and assessment vendors. This data store is the source for reporting and data extraction.
Data from the ODS will be harvested at specific points in time in a data collection window to create snapshots which are stored the CALPADS State Reporting Snapshots database. For instance, a snapshot of data will be taken in the fall, which LEAs will have the opportunity to review and certify.
CALPADS State Reporting Snapshots - Once the snapshot data is certified, it will be frozen for official state reporting and analysis and available for retrieval by the LEA.
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13. Introduction to CALPADS Introduction to SSID Enrollment
4/22/2017
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment
Data Management Expectations
CALPADS SSID and Enrollment Procedures
State Reporting Calendar
Key Changes for Fall 1
Let’s now go over CALPADS Data Management expectation and CALPADS SSID and enrollment procedures. 13
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14. Introduction to SSID Enrollment
4/22/2017
Introduction to SSID Enrollment
Data Management Expectations
LEAs need to regularly report enrollments and exits to CALPADS to ensure:
an annual accounting of all students
accurate dropout and graduate counts
access to current information on transferring students to facilitate appropriate placement and services
high-quality data for local, state and federal use
You are expected to update CALPADS with your student enrollments and exits on an on-going basis throughout the year. Doing so has the following benefits for all LEAs and the CDE:
It will ensure that there is an accounting for all California public school students
It will assist in providing more accurate dropout and graduate counts
It will provide a benefit to all LEAs, as was mentioned earlier, access to current information on transferring students for appropriate placement and services
It will assist in providing high-quality data for local, state and federal use 14
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15. Introduction to SSID Enrollment
4/22/2017
Introduction to SSID Enrollment
SSID and Enrollment Procedures Overview
The California Department of Education (CDE) has developed new enrollment procedures as well as updated some existing procedures for CALPADS
These procedures guide and define the algorithms that are employed to process and maintain the data submitted to CALPADS
See link below for the complete listing of the procedures
CDE has developed some key SSID and Enrollment Procedures to support CALPADS processing including (casually cover each bullet). We will provide a high-level overview of all the Enrollment Procedures in the next few slides. The procedures will be covered in greater detail in training sessions 2, 3, and 4. Most of the enrollment procedures have been in place for years, but now have been consolidated into a single document. A few of the procedures are new or have been modified and we will note them as we review. It is strongly recommended that you access the procedures document using the URL on this slide and review them in preparation for the other trainings. 15
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16. Introduction to SSID Enrollment
4/22/2017
Introduction to SSID Enrollment
Key Procedures
LEAs are expected to access CALPADS to acquire a student’s SSID for enrollment purposes (1.0)
LEAs shall update CALPADS with a student’s school enrollment no later than 14 calendar days after the student’s expected first day of attendance (4.0)
LEAs shall update CALPADS with student exit data no later than 14 calendar days after the date the district exits the student in their local system. The exit date to be used is the date of the last full day of attendance (4.0)
LEAs are not allowed to obtain and maintain student SSIDs in CALPADS for summer or inter-session terms (4.0)
Now let’s review key procedures that you’ll need to understand as you attend the other CALPADS trainings and begin to use CALPADS.
[Casually review bullets and note the numbers refer to the procedure numbers]
After Bullet 3: It is important to understand that CALPADS will detect CCEs if the exit date from school A and the enroll date for school B are the same date – CSIS did not do this. Therefore it is important that you train all staff to enter the exit date as the last FULL day of instruction.  For example, If student exits at 12 noon on 9/10 and enrolls elsewhere that same day, the exit date for the student should be 9/9 – not 9/10.  This will help avoid CCEs. 16
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17. Introduction to SSID Enrollment
4/22/2017
Introduction to SSID Enrollment
Key Procedures
LEAs may pre-enroll a student in CALPADS up to 6 months prior to the student’s first expected day of attendance (Student School Start Date) (4.1)
While LEAs may pre-enroll students in their local systems, SSID requests to CALPADS should be delayed until a date closer to student’s first expected day of attendance. This practice will reduce the number of “No Shows” and concurrent enrollment anomalies reported to CALPADS.
CALPADS will allow you to pre-enroll a student up to 6 months prior to the student’s first expected day of attendance, the Student School Start Date. However, the best practice is to establish a local policy that determines which students you would pre-enroll and when you would do the pre-enrollment. Doing so will reduce the No Show errors as well as CCEs in CALPADS. This will also help reduce the number of CERT003 and CERT004 fatal certification errors for Fall 1 & 2.
If you have questions regarding the procedures, contact the CALPADS Operations Office within the Data Management Division of CDE. 17
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18. Introduction to SSID Enrollment
4/22/2017
Introduction to SSID Enrollment
SSID & Enrollment Procedures Appendices
There are two appendices in the documentation that are important to review. Appendix A clarifies what LEA is responsible for the assignment of SSID for special education and adult students. Let’s take a quick look at this appendix (share out document).
Appendix B provides guidance on how to assign SSIDs for students being served via a SELPA. This also includes the data reporting requirements. 18
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19. Introduction to CALPADS Introduction to SSID Enrollment
4/22/2017
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment
Data Management Expectations
CALPADS SSID and Enrollment Procedures
State Reporting Calendar
Key Changes for Fall 1
Now let’s review the State Reporting Calendar for CALPADS. 19
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20. Introduction to State Reporting
4/22/2017
Introduction to State Reporting
Which Data are Expected in ?
Snapshot Collection Windows
Fall 1
Annual Enrollment
Graduates and Dropouts
Enrollment Subgroups
Fall 2
Course Enrollment
Certificated Staff Assignments
English Learner (EL) Services
Spring 1
English Language Acquisition Status
Title III Eligible Immigrants
End of Year 1
Course Completion
Career Technical Education (CTE)
End of Year 2
Program Participation
End of Year 3
Discipline and Truancy
End of Year 4
Waivers
As I am sure you know, this is the data that will be collected in CALPADS this year (casually cover each bullet).
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21. Introduction to State Reporting
4/22/2017
Introduction to State Reporting
Snapshots Certification & Amendment Calendar
CALPADS Submission
Census Day
Snapshot Collection Window
Certification Deadline
Amendment Window
Fall 1
October 5
Fall 2
Spring 1
March 1
EOY 1
none
EOY 2
EOY 3
EOY 4
See the CALPADS Submission Calendar for the current dates:
This table shows the timelines for CALPADS snapshot reports that you will review and certify. The dates that we will be providing you are contained in the CALPADS Submission Calendar, which is posted at the URL listed on the slide. It also contains the timeline for the review and certification of report amendments. It is important to keep in mind, as we covered earlier, each snapshot is based upon the status of your data in the ODS. You will not be resubmitting all your data on the date the snapshot window opens. If you have been maintaining your data in CALPADS, you will only need to submit any recent changes. (Share the webpage and cover the dates for each submission).
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22. Introduction to CALPADS Introduction to SSID Enrollment
4/22/2017
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment
Data Management Expectations
CALPADS SSID and Enrollment Procedures
State Reporting Calendar
Key Changes for Fall 1
We are now going to point out the key changes for Fall 1 reporting. 22
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23. Key Changes with CALPADS
4/22/2017
Key Changes with CALPADS
Content to be Presented
Data changes by content area:
Student Enrollment
Student Information
Student Programs
We will be covering the list of data changes by content area. As we go through all of the content areas today, please remember that we will only be talking about those elements we thought may have the most impact on you locally. For complete information on all of the required elements, refer to the CALPADS file specifications document. 23
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24. Key Changes with CALPADS
4/22/2017
Key Changes with CALPADS
Content to be Presented
Data Information:
Students to whom the data applies
CALPADS element number, example: “1.15”
“1.” = CALPADS Data Submission File (see CFS)
“.15” = Element number in the CALPADS File Specifications
Applicable CALPADS SSID and Enrollment Procedure(s)
Applicable CALPADS Code Set
Applicable CALPADS Validation Error
Action needed to prepare for CALPADS submissions
For each of the content areas we will be providing you with grade levels or students to which the data applies, the CALPADS element number so that you can find it in the CALPADS File Specifications (CFS) if more research is needed, the CALPADS Procedures and/or Code Set, if applicable, and the actions are that you should implement. 24
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25. Key Changes with CALPADS
Student Enrollment (Applies to All Students)
Field #
Titles
1.04
Reporting LEA*
1.05
School of Attendance*
1.06
School of Attendance NPS
1.07
Academic Year ID*
1.08
SSID*
1.09
Local Student ID*
1.10
Student Legal First Name*
1.11
Student Legal Middle Name
1.12
Student Legal Last Name*
1.13
Student Legal Name Suffix Code
1.14
Student Alias First Name
1.15
Student Alias Middle Name
On this slide and the next 2 slides are the fields in the Student Enrollment (SENR) file. All required fields are marked with an asterisk. We are not going to go over these in detail as they are covered in depth in the other CALPADS trainings. 25
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26. Key Changes with CALPADS
Student Enrollment (Applies to All Students)
Field #
Titles
1.16
Student Alias Last Name
1.17
Student Birth Date*
1.18
Student Gender Code*
1.19
Student Birth City
1.20
Student Birth State Province Code
1.21
Student Birth Country Code*
1.22
Primary Language Code*
1.23
Student School Start Date*
1.24
Enrollment Status Code*
1.25
Grade Level Code*
1.26
Student School Exit Date
1.27
Student Exit Reason Code 26
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27. Key Changes with CALPADS
Student Enrollment (Applies to All Students)
Field #
Titles
1.28
Student School Completion Status Code
1.29
Expected Receiver School of Attendance
1.30
Student Met all UC CSU Requirements Indicator 27
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28. Key Changes with CALPADS
4/22/2017
Key Changes with CALPADS
Student Enrollment (Applies to All Students)
Ensure data entry staff understand the following changes in the SENR validation rules:
SENR0203: Invalid Student School Exit Date for Student School Completion Status Code 108 (CAHSEE Exemption
SENR0204: Student School Exit Date must be between May 15 and August 15 when Student Exit Reason Code = N420 (No Show Same School)
These are the 2 data submission errors that were recently added. You need to make sure that your data entry staff understand the changes so that you do not have problems in the student enrollment submission this year (casually cover each bullet). 28
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29. Key Changes with CALPADS
4/22/2017
Key Changes with CALPADS
Student Enrollment (Applies to Preschool Students)
Ensure staff understand how to enroll preschool students
1.24 Enrollment Status Code (Procedure 2.2 , Appendix A)
Code Set – Enrollment Status
Use Primary Enrollment (10) for special education and non-special education students
For special education students that also receive services from another LEA, that LEA is to use Secondary Enrollment (20)
Use Secondary Enrollment (20) for non-special education students enrolled in a Head Start Program that also are primarily enrolled in the LEA preschool program
Ensure staff understand how to enroll preschool students:
As you know, LEAs are required to acquire a SSID for special education preschool students because the SSID is required for submission to the California Special Education Management Information System (CASEMIS). LEAs should enroll these students as primary enrollments and must also submit student information and program records for them. If you don’t submit the SINF and SPRG it will cause fatal certification errors for Fall 1. LEAs must maintain these students’ data in the same way as other K-12 students, including resolving anomalies related to their SSIDs. Preschool primary enrollments are included in the “Enrollment – Primary Status by Subgroup” certification report (report 1.1) that LEAs must certify for Fall 1, but their enrollment is not considered part of the LEA’s official K-12 enrollment count. (The enrollment report can be filtered by grade for a count of K-12 students only.)
If the student is also receiving services from another LEA, or is enrolled in a Head Start Program in the same LEA, they are to be reported to CALPADS as a Secondary Enrollment. Refer to Procedures 2.2 and Appendix A for more information. 29
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30. Key Changes with CALPADS
4/22/2017
Key Changes with CALPADS
Student Enrollment (Applies to Preschool Students)
For preschool students being served through a District-Level Special Education Consortium
1.24 Enrollment Status Code (Procedure 2.2 and Appendix B)
Request a CDS code for a “District Special Education Consortium School”
Use Primary Enrollment (10) for special education students at the District Special Education Consortium School
District of Special Education Accountability cannot have these students enrolled in CALPADS
For preschool special education students being served through a district-level special education consortium, or SELPA, the following rules apply:
You must a CDS code for a District Special Education Consortium School.
The student is to be report as a Primary Enrollment in that school.
And the District of Special Education Accountability cannot have the student enrolled in their district.
See Procedure 2.2 and Appendix B for more information 30
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31. Key Changes with CALPADS
4/22/2017
Key Changes with CALPADS
Student Enrollment (Applies to Adult Special Education Students)
Ensure staff understand how to enroll adult special education students
1.24 Enrollment Status Code
Code Set – Enrollment Status
Use Primary Enrollment (10)
1.25 Grade Level Code
Code Set – Grade Level
Use 12 (Twelfth Grade) or US (Ungraded Secondary)
Ensure that your staff understand how to enroll adult special education students:
The Enrollment Status Code must be Primary Enrollment.
The Grade Level Code must be 12th Grade or Ungraded Secondary. 31
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32. Key Changes with CALPADS
4/22/2017
Key Changes with CALPADS
Student Exits (Applies to Graduates and Completers)
Use only for students who completed the highest grade offered at the school
1.27 Student Exit Reason Code (Procedure 5.3)
Code Set – Student Exit Category
Exit reason should be E230 (completer)
1.28 Student School Completion Status
Code Set – Student Completion Status
Enter appropriate school completion status
Ensure staff understand how to appropriately exit your graduates and students who have completed the highest grade offered at the school, meaning your matriculating students:
1.27 Student Exit Reason Code – the exit reason should be code E230 (Completer Exit). Refer to Procedure 5.3 for more information.
1.28 Student School Completion Status - if the E230 code was selected as the exit category, you would then have to further qualify the exit with a School Completion Status Code. There is one code for non-grade 12 completers, the rest are for high school completers.
It is important to note that for students completing the highest grade level offered at a school and matriculating to any grades 7-12, they should be exited with an E230 (CompleterExit) and a school completion status of 480 (Promoted (matriculated)). The reason why you should use the E230/480 status is that if such students are exited with a T160 (TransCASchl) or the E450 (Pre-K 6Exit) and they do not show up at another California public school, the LEA that exited the students will be charged with a dropout. If, on the other hand, students are exited with an E230/480 and students do not show up at another California public school, the dropouts will be counted at the state level and not at the district level.
For matriculating K-5 students you can use the E230/480 status, but you may also use either the T160 (TransCASchl) or the E450 (Pre-K 6Exit) status. For your K-5 students it is important to note that if you use the E230/480 or T160 if they do not show-up at another CA school it will generate an ERD for your LEA. 32
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33. Key Changes with CALPADS
4/22/2017
Key Changes with CALPADS
Student Enrollment Submission Errors
Essential 3 addresses common errors that occur in batch and online submission
Fall Error Corrections Q & A address common errors that occur in batch and online submission
Attend those trainings (WebEx or Self-Paced) or conference calls to learn how to fix the errors
To understand how to correct student enrollment submission errors you have two options. One is to attend Essential 3 training, either live or self-paced. The other is what we mentioned previously, attend the Fall Error Correction Q&A. 33
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34. Key Changes with CALPADS
Student Information (Applies to All Students)
Field #
Titles
2.04
Effective Start Date*
2.05
Effective End Date
2.06
Reporting LEA*
2.07
School of Attendance*
2.08
Academic Year ID*
2.09
SSID*
2.10
Local Student ID*
2.11
Student Legal First Name *
2.12
Student Legal Middle Name
2.13
Student Legal Last Name*
2.14
Student Legal Name Suffix Code
On this slide and the next 4 slides are the fields in the Student Information (SINF) file. All required fields are marked with an asterisk. We are not going to go over these in detail as they are covered in depth in the other CALPADS trainings. 34
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35. Key Changes with CALPADS
Student Information (Applies to All Students)
Field #
Titles
2.15
Student Alias First Name
2.16
Student Alias Middle Name
2.17
Student Alias Last Name
2.18
Student Birth Date*
2.19
Student Gender Code*
2.20
Student Birth City
2.21
Student Birth State Province Code
2.22
Student Birth Country Code*
2.23
Primary Language Code*
2.24
Student Hispanic Ethnicity Indicator*
2.25
Student Ethnicity Missing Indicator*
2.26
Student Race Code* 35
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36. Key Changes with CALPADS
Student Information (Applies to All Students)
Field #
Titles
2.27
Student Race 2 Code
2.28
Student Race 3 Code
2.29
Student Race 4 Code
2.30
Student Race 5 Code
2.31
Student Race Missing Indicator*
2.32
Grade Level Code*
2.33
Primary Residence Category Code*
2.34
Interdistrict Transfer Code
2.35
District of Geographic Residence
2.36
Residential Address Line 1*
2.37
Residential Address Line 2
2.38
Residential Address City Name* 36
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37. Key Changes with CALPADS
Student Information (Applies to All Students)
Field #
Titles
2.39
Residential Address State Province Code*
2.40
Residential Address Zip Code*
2.41
English Language Acquisition Status Code*
2.42
English Language Acquisition Status Start Date*
2.43
Student Proficient of Advanced for ELA Code
2.44
Student Birth Country Special Circumstances Indicator
2.45
Student Initial US School Enrollment Date
2.46
Enrolled in US School less than Three Cumulative Years Indicator
2.47
Student Initial Ninth Grade Entry Year
2.48
CTE Pathway Code 37
Essential 1: CALPADS Overview V 1.1

38. Key Changes with CALPADS
Student Information (Applies to All Students)
Field #
Titles
2.49
CTE Pathway Completer Indicator
2.50
Parent Guardian Highest Education Level Code*
2.51
Guardian 1 First Name
2.52
Guardian 1 Last Name
2.53
Guardian 2 First Name
2.54
Guardian 2 Last Name 38
Essential 1: CALPADS Overview V 1.1

39. Key Changes with CALPADS
4/22/2017
Key Changes with CALPADS
Student Information (Applies to all students)
Ensure data entry staff understand the following changes in the SINF validation rules:
2.45 Student Initial US School Enrollment Date (SINF0058) Required if English Language Acquisition Status = EL
2.42 English Language Acquisition Status Start Date (SINF0164) Required if English Language Acquisition Status Code is not equal to EO
SINF0213: SINF Record Effective Start Date Cannot be prior to the English Language Acquisition Status Start Date
These are the 3 data validation errors that were recently added. You need to make sure that your data entry staff understand the changes so that you do not have problems in the student information submission this year (casually cover each bullet). 39
Essential 1: CALPADS Overview V 1.1 39 39

40. Key Changes with CALPADS
4/22/2017
Key Changes with CALPADS
Student Information (Applies to all students)
Ensure data entry staff understand the following changes in the SINF validation rules:
SINF0214: History of prior English Language Acquisition Status being overwritten by this submission (Warning)
SINF0215: English Language Acquisition Status Start Date Greater Than the Current System Date
SINF0216: Student Primary Language Code cannot equal English (00) or Sign Language (37) when English Language Acquisition Status Code equals EL, RFEP, or IFEP
These are the 3 data submission errors that were recently added. You need to make sure that your data entry staff understand the changes so that you do not have problems in the student information submission this year (casually cover each bullet). 40
Essential 1: CALPADS Overview V 1.1 40 40

41. Key Changes with CALPADS
4/22/2017
Key Changes with CALPADS
Student Information Submission Errors
Fall Error Corrections Q & A address common errors that occur in batch and online submission
Attend those conference calls to ask and learn how to fix the errors
The Fall Error Correction Q&A conference calls that we mentioned previously are your opportunity to learn how to address and fix submission errors in CALPADS. We strongly recommend that you attend these sessions as needed. 41
Essential 1: CALPADS Overview V 1.1 41 41

42. Key Changes with CALPADS
Student Program (Applies to All Students)
Field #
Titles
3.04
Reporting LEA*
3.05
School of Attendance*
3.06
Academic Year ID*
3.07
SSID*
3.08
Local Student ID*
3.09
Student Legal First Name *
3.10
Student Legal Last Name*
3.11
Student Birth Date*
3.12
Student Gender Code*
3.13
Education Program Code*
3.14
Education Program Membership Code*
3.15
Education Program Membership Start Date* 42
Essential 1: CALPADS Overview V 1.1

43. Key Changes with CALPADS
Student Program (Applies to All Students)
Field #
Titles
3.16
Education Program Membership End Date
3.17
Education Service Academic Year
3.18
Education Service Code
3.19
California Partnership Academy ID
3.20
Migrant Student ID
3.21
Primary Disability Code
3.22
District of Special Education Accountability 43
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44. Key Changes with CALPADS
4/22/2017
Key Changes with CALPADS
Student Programs (Applies to All Students)
Ensure data entry staff understand the following changes in the SPRG validation rules:
SPRG0070: Open Education Program record exists with different Membership Start Date.
SPRG0149: Invalid California Partnership Academy ID.
SPRG0151: Invalid Education Program Code and California Partnership Academy ID combination.
SPRG0193: Invalid District of Special Education Accountability
These are the 4 data submission errors that were recently added. You need to make sure that your data entry staff understand the changes so that you do not have problems in the student program submission this year (casually cover each bullet). 44
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45. Key Changes with CALPADS
4/22/2017
Key Changes with CALPADS
Student Program Submission Errors
Essential 3 addresses common errors that occur in batch and online submission
Fall Error Corrections Q & A address common errors that occur in batch and online submission
Attend those trainings (WebEx or Self-Paced) or conference calls to learn how to fix the errors
To understand how to correct student program submission errors you have two options. One is to attend Essential 3 training, either live or self-paced. The other is what we mentioned previously, attend the Fall Error Correction Q&A. 45
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46. Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
4/22/2017
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
Now we are going to identify the Fall 2, Spring, and EOY 1-4 reporting trainings that you need to plan on attending later this year. 46
Essential 1: CALPADS Overview V 1.1

47. Introduction to State Reporting
4/22/2017
Introduction to State Reporting
Fall 2, Spring, and EOY 1- 4 Training
Submission
Data Submitted
Training Name
Fall 2
Course Enrollment
Certificated Staff Assignments
English Learner (EL) Services
Data Population
Reporting & Certification
Spring 1
English Language Acquisition Status
Title III Eligible Immigrants
End of Year 1
Course Completion
Career Technical Education (CTE)
To be announced
End of Year 2
Program Participation
End of Year 3
Discipline and Truancy
End of Year 4
Waivers
This slide show the trainings you need to plan on attending this year for each data submission. 47
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48. Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
4/22/2017
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
So now let’s review so things you should be doing to be ready for CALPADS in 48
Essential 1: CALPADS Overview V 1.1

49. Preparing for Essential 2 Training
4/22/2017
Getting Started
Preparing for Essential 2 Training
Target Audience
LEA program and data management staff responsible for overall district enrollment, and LEA system administration staff
Topics Include:
System components
Home Page functionality
System navigation
System security set-up
Administration of access rights for users at the local level
Management of user contacts
Mapping of local codes
Reports and extracts
Data processing and management
Register for CALPADS Essential 2
CALPADS Features, Key Concepts, and System Administration
If you will be attending the Essential 2 training, here is what you need to do to prepare for the training:
Consider the target audience;
Review session topics;
And meet with staff to determine who should attend the session.
Then, of course, register to attend. 49
Essential 1: CALPADS Overview V 1.1 49

50. Checklist Items To Complete
4/22/2017
Getting Started
Checklist Items To Complete
Download and review the CALPADS system documentation located on the CDE CALPADS web-site (
Schedule installation of student information system (SIS) updates (if applicable) to support CALPADS File Specifications.
Confirm client workstations used to access CALPADS meet the CDE’s minimum web browser requirements located on the CDE web-site (
Plan staff time to attend the CALPADS training sessions (
Ensure the appropriate LEA staff have subscribed to the CALPADS-LEA listserv (
So now let’s review so things you should be doing to be ready for CALPADS in (casually cover each item). 50
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51. Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
4/22/2017
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
Key Changes for Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
Now we will review some resources you will find helpful. 51
Essential 1: CALPADS Overview V 1.1

52. Sign up for CALPADS listserv:
4/22/2017
Resources
CDE CALPADS:
CALPADS File Specifications, Code Sets, Data Guide, & Enrollment Procedures :
Sign up for CALPADS listserv:
CSIS CALPADS:
Here are some resources to assist you in preparing for CALPADS. [Casually cover each item]. 52
Essential 1: CALPADS Overview V 1.1

53. CALPADS File Upload Templates
4/22/2017
Resources
CALPADS File Upload Templates
Login, then click on the Help menu
CALPADS User Manual
Login, then click on the ? Menu
CALPADS Update FLASH
CALPADS Known Issues updates
[Casually cover each item]. Note that the User Manual is also posted on the CALPADS System Documentation web page too. 53
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54. CALPADS Training Registration page:
4/22/2017
Resources
CALPADS Support:
CALPADS Training Registration page:
CALPADS Self-Paced Training:
CALPADS FAQs:
[Casually cover each item]. 54
Essential 1: CALPADS Overview V 1.1

55. 4/22/2017
Resources
CALPADS Data Collection Periods, Windows, and Required File Formats
 File
Fall
Spring
End of Year
1-Annual Enrollment Update/
Title III Eligible Immigrants
2-Course Enrollment/ Staff Assignment/
EL Services
1-English Language Acquisition/ Title III Eligible Immigrants
1- Course Completion/ Career Technical Education
2 -Program Participation
3- Discipline/ Truancy
4-Waivers
SSID/Enrollment
R(1) U
Student Information
R(2) R
Student Program
R(3)
Student Health (4)
Course Section
Student Course Section
Staff Demographics
Staff Assignments
Student Waivers
Student Discipline
This table shows the data files that are required for each data collection. R means that it is required and U means that you need to update the data.
Essential 1: CALPADS Overview V 1.1

56. Please complete our survey
4/22/2017
Training Evaluation
Please complete our survey
We are now going to share out the training survey so you can complete it. After the survey is completed we will address any other questions you may have.
Share out survey…
Essential 1: CALPADS Overview V 1.1

57. Questions 57 4/22/2017 Any Questions? 57
Essential 1: CALPADS Overview V 1.1 57