1. On-line data submission training www.cal-pass.org California Partnership for Achieving Student Success

2. Cal-PASS on-line data training Presented by: Mary Kay Patton Cal-PASS Database Administrator/Data Coordinator

3. Agenda Overview and history Changes this year Validating your data Submitting your data Downloading your partners’ data Using Cal-PASS data

4. What is Cal-PASS? Creates regional data sharing partnerships Links primary, secondary and post- secondary institutions on a regional basis Tracks groups of students from one segment to the next Participants include over 1000 K-12 schools, 64 community colleges and 17 universities throughout California

5. How Does Cal-PASS Work? K-12, K-8, 9-12 Community CollegesUniversity

6. Steps to Cal-PASS Sign MOU Cal-PASS office sends welcome email to member district. Request for identification of IT and Program Contacts. Email to IT Contact giving direction on data submission. Website address Data Element Dictionary User’s Guide Validation Program User ID and Password given to the Program Contact (by phone).

7. Cal-PASS Data Collection Cycle Initial submission of 5 years Ongoing annual submission Domain defined by consortium Optional files determined by consortium Cal-PASS files contain data at the school level but are submitted and downloaded at the district level

8. Changes this year Data elements mirror CSIS requirements Comma delimited format Addition of STAR data file Created by validation program New data submission website No local applet installed Student Information Systems have Cal-PASS extract Eagle Aeries (complete) Powerschool (in development) Maximus (in development)

9. Resources for creation of datasets Data Element Dictionary Record layout for input file to the validator Record layout for output from download User’s Guide Step by step guide to submission, download and query Validation Program Data files must be pre-edited (validated) prior to submission through the Cal-PASS website. Available from the Cal-PASS website at www.cal-pass.org\submission_links.htm www.cal-pass.org\submission_links.htm

10. Create files Student, Course, Award, STAR files May also have optional files Primary key School, academic year, locally assigned student identifier One to many relationship between student file and course file One to one or one to many relationship between the student file and the award file For multiple year submission (initial) there will be multiple records for each student each with different academic year and grade level

11. Eagle Aeries Creating a Cal-PASS extract from Aeries

12. Processing Aeries extract

13. Input File Format Sample of file layout

14. Cal-PASS Validator Download from Cal-PASS website Program runs locally Checks for valid codes in all fields Encrypts all student identifiers SSN, Locally assigned ID, CSIS ID Creates two derived keys Partial first name, partial last name, birthdate and gender Second key uses high school of origin

15. Validator Validation program generates files error files containing records that don’t meet edit criteria submission files containing data that passed the edit process Files are stored in two separate subdirectories (Error Logs and Uploads) in the directory where the program was installed The Student file must be edited first in order for the program to successfully perform referential checks between files.

16. Folders created by Program

17. Set Maximum Errors

18. Validate the Student File

19. Select Student File First

20. Errors are shown on screen

21. Referential check between student, course and award files.

22. Validating Star Test Data Data are extracted directly from CD Can be submitted independent of student, course and award files to allow for past years data submission Program prompts for multiple CD’s and/or multiple years Prompts user for year (very important) Uses format used by testing vendor File name contains 5 digit District ID (no ‘K’)

23. Transmittal File

24. Select files

25. Program creates transmit file

26. Submitting Data Password protected Cannot query until at least 1 submission is completed Student, Course and Award files must be included for K-12 districts Student and Course files for K-8 districts Star data and Optional files may be submitted independently

27. Submission login page

28. Browse for files

29. Add/Delete Selection Boxes

30. Navigate to Uploads folder

31. Selected files

32. Progress bar

33. Process files

34. Confirms and sends email

35. Data Download User ID and Password Access based on MOU share list Reciprocal agreement to share Data files are csv format Available by academic year CC and University files have multiple terms in each file

37. Select files for download

38. View available files

39. Save or run file

40. Performing Records Match SSN Not always available Best match, if available Derived Key 1 Created from partial names, birthdate and gender reliable only within regions Derived key 2 Same as derived key 1 but includes school of origin (improved match between K-12 and University)

41. Security and Privacy Confidentiality -FERPA Physical security of Cal-PASS servers Encrypted identifiers Password protection Published info will not have the potential to identify individuals Cal-PASS Security Document on website

42. Guiding Principles Data Ownership Retained by district/institution Data Uses Primarily for internal institutional use Sensitivity to other members No use of the data will disadvantage any other member Confidentiality No individual will ever be identified Any use of the data outside of the consortium will have prior approval by all consortium members Consortium members will maintain security that meets the Cal-PASS security minimums

43. Help is on the way! Mary Kay Patton mkpatton@calpass.org (916) 995-3183 Kay Crabbe kcrabbe@calpass.org (916) 683-2152

44. Questions?