New Data Coordinator Training K-12 Educational Data Management Overview Copyright © 2010, FCMAT/California School Information Services July 1, 2012

2 Agenda  Introductions  Purpose and Objectives  CSIS Overview  Statewide Education Data Systems  Required Reporting  Consequences for Not Certifying  Best Practices  Data Management Teams  Data Security  Resources K-12 Educational Data Management Overview v

3 Introductions  Name  Local Educational Agency  Title/Job Responsibilities  Special Populations  Reason for attending

4 Session Objectives Participants will have an understanding of:  Statewide Education Systems  CALPADS, CALTIDES, CBEDS-ORA, OPUS-CDS, CSIS, Assessments and Accountability  What reporting is required and how the data are used  Consequences for not certifying CALPADS  Best Practices  Data Management Teams  Data Security  Resources available to support reporting and data management K-12 Educational Data Management Overview v

5 California School Information Services CSIS is a statewide program administered by FCMAT that:  Assists with state reporting through training and support  Facilitating electronic records transfer  Supports Local Education Agencies (LEA) in building local capacity for data collection and local use

K-12 Educational Data Management Overview v Building Local Capacity CSIS supports LEAs to:  Collect, maintain and report complete student- and staff-level data  Implement sustainable local data management practices  Use data for decision making  Comply with privacy and confidentiality requirements

K-12 Educational Data Management Overview v FCMAT Services Fiscal Crisis and Management Assistance Team (FCMAT)  Supports LEAs fulfill their financial and management responsibilities by providing:  Fiscal oversight and assistance  Management assistance by request  Training and other related school business services

K-12 Educational Data Management Overview v Statewide Education Systems California Longitudinal Pupil Achievement Data System (CALPADS) California Basic Educational Data System/ Online Reporting Application (CBEDS-ORA) Online Public Update for Schools-County- District-School (OPUS-CDS) California School Information Services (CSIS) Statewide Assessments and Accountability Systems California Teacher Integrated Data Education System (CALTIDES)

K-12 Educational Data Management Overview v California Longitudinal Pupil Achievement Data System  The foundation of California’s K-12 education data system  Implemented Fall 2009  Designed to include student demographic, program participation, enrollment, course enrollment and completion, discipline, certificated staff, and statewide assessment data CALPADS

K-12 Educational Data Management Overview v CALPADS Purpose  Provides the data necessary to comply with federal NCLB and state reporting requirements, including:  Class size, cohort graduation rate, core courses, HQT teachers, and enrollment  Provides a tool for evaluating educational progress and investments over time  Provides LEAs information for local use  Establishes a means of maintaining longitudinal statewide pupil level data

K-12 Educational Data Management Overview v CALPADS Benefits  Immediate access to information reported by previous LEAs on transferring students  Enrollment history  Primary language and English language acquisition status (ELAS)  Program eligibility and participation  Longitudinal view of student data and state assessment results  Planned capacity to maintain at least 20 years of data

K-12 Educational Data Management Overview v CALTIDES Statewide Educator Tracking System  Integrates existing California Commission on Teacher Credentialing (CCTC) data into a repository of longitudinal educator data  Will include data such as educator credentials, education, teacher preparation program participation, and salary data  Key element is the Statewide Educator ID (SEID)  Implementation cancelled due to budget cuts  New legislation for similar system is pending

K-12 Educational Data Management Overview v CBEDS-ORA Overview California Basic Education Data System – Online Reporting Application (CBEDS-ORA)  A web-based application to collect LEA:  Contact Information  Institution information  Address information  Student Educational Options  Education Calendar  School Status  Classified Staff Information

OPUS-CDS Overview Online Public Update for Schools-County- District-School  Web-based application used by authorized coordinators to notify the CDE of updates to the Public School Directory  Replaces the process of LEAs submitting updates on paper forms  Not all school and/or LEA information can be updated using the OPUS-CDS application K-12 Educational Data Management Overview v

K-12 Educational Data Management Overview v CSIS Services and Systems  CALPADS Training and Support  Training for LEAs and help desk support  Eligibility in the Local Context (ELC)  Transcript service for 11 th grade students who may be eligible for admission to a University of California campus  Address Validation  A free service that either automatically corrects and standardizes addresses that do not comply with U.S. postal mailing standards or identifies errors when automatic correction is not possible

K-12 Educational Data Management Overview v FEDS Each Local Education Agency (LEA) Local Use STATE Local Data Entry COMMUNITY LOCAL SYSTEMS

K-12 Educational Data Management Overview v STATE CASEMIS CONAPP CALPADS CALTIDES Statewide Assessments CBEDS- ORA OPUS- CDS CSIS

K-12 Educational Data Management Overview v Statewide Student Identifier (SSID)  SSID is a unique, 10-digit, randomly generated, non-personally-identifiable number  All local education agencies are required to assign and maintain SSIDs  SSID is follows student throughout K-12 for more accurate reporting of enrollment, dropout, graduation rates

K-12 Educational Data Management Overview v Best Practices for SSIDs  Requesting SSIDs  Take care when requesting new SSIDs or choosing/using existing SSID  Maintenance of SSIDs  Data should be updated in accordance with student mobility rates  Data should be updated as changes occur (ELAS status, Program eligibility/participation, etc.)  Adopt strategies to prevent anomalies

K-12 Educational Data Management Overview v Statewide Educator Identifier (SEID)  A 10-digit, numeric, randomly generated, non- personally identifiable number  Required for all educators working in the K-12 public schools in a position that requires a credential or authorization granted by the CCTC  LEAs must work with their County Offices of Education to obtain and populate the SEID in LEA student information and human resources systems  SEID will link teacher data system (TBD) with CALPADS to verify staff credentials and assignments

K-12 Educational Data Management Overview v How the Identifiers Link Data Student Info System CALPADS CALTIDES HR System SSID SEID County Office County Office SEID CTC SEID

K-12 Educational Data Management Overview v Statewide Assessments Standardized Testing and Reporting (STAR) Results are used for student and school accountability purposes California English Language Development Test (CELDT) Required state test for English language proficiency California High School Exit Examination (CAHSEE) All public school students are required to pass to earn a high school diploma

K-12 Educational Data Management Overview v Accountability Systems Academic Performance Index (API)  School academic performance and growth measure  Based on results of CST’s and CAHSEE Adequate Yearly Progress (AYP)  Required of all LEAs and schools  AYP calculations include percent proficient performance on:  STAR  API growth  Graduation rates (high schools only)

K-12 Educational Data Management Overview v Accountability Systems School Accountability Report Card (SARC)  Required for all schools  Required components  Available at no cost via Ed-Data system Alternative Schools Accountability Model (ASAM)  Voluntary reporting system for alternative schools serving high-risk pupils  LEA reports three indicators of performance for each eligible school  Due at end of the school year

K-12 Educational Data Management Overview v Student System (SIS) School Site Data Entry STATE CALPADS LEA AYP COMMUNITY API CELDT CAHSEE STAR Pre-ID for State Assessments Academic Performance Index (API) Adequate Yearly Progress (AYP) Program Improvement KEY CONCEPTS Program Improvement DATAQUEST TESTING VENDORS

K-12 Educational Data Management Overview v Required Annual Reporting  Information Day – 1 st Wednesday in Oct  CALPADS  Fall 1  Fall 2  CBEDS-ORA  Information Day – March 1 st  CALPADS  Spring 1  Year-Round  OPUS-CDS  Attendance  Financial reports

K-12 Educational Data Management Overview v Required Annual Reporting  End of Year  CALPADS  EOY 1 – Course Completion for Grades 7-12 and CTE Participants, Concentrators, and Completors  EOY 2 – Program Participation  EOY 3 – Student Discipline  EOY 4 – CASHEE Waivers

K-12 Educational Data Management Overview v Other Annual Reporting  End of Year  Consolidated Application (ConApp)  Carl Perkins Adult Ed

How CALPADS Data are used  State Reports  California Basic Educational Data System (CBEDS)  Language Census  Governmental Code sections and  California Code of Regulations, Title V, Section 97  Federal Reports  State NCLB Consolidated State Performance Report (CSPR)  Student National Origin Report  Carl Perkins  Titles VI and IX of the Civil Rights Act of 1964 K-12 Educational Data Management Overview v

How CALPADS Data are used  Provide the Department of Finance with enrollment counts used for budget projections.  Student enrollment counts are the LEAs’ official enrollment counts for the year and are used for multiple enrollment-based funding formulas  Data are published on DataQuest to provide the general public with access to aggregate information on the state’s schools  Data are used to respond to ad hoc report requests from policy makers, researchers, and other entities K-12 Educational Data Management Overview v

How CALPADS Data are Used  Title III eligible immigrant counts  Funding LEAs for the NCLB Title III Immigrant Program  Reporting to the United States Department of Education (ED) on the Consolidated State Performance Report  The higher of the two counts taken in the fall and spring will be used for funding and reporting purposes K-12 Educational Data Management Overview v

How CALPADS Data are Used  English language acquisition status (ELAS) counts  Counts of eligible limited-English-proficient students for the purposes of funding LEAs for the NCLB Title III LEP Program  LEP counts for the USDOE on the Title III Biennial Report and other federal reports  Language Census report of English language acquisition statuses, services, and strategies  Direct certification of students who are eligible for free meals K-12 Educational Data Management Overview v

How CALPADS Data are Used  Career Technical Education concentrators and completers  Pre-identification of state assessments and for the reporting of assessment results in subgroups K-12 Educational Data Management Overview v

CONSEQUENCES FOR NOT CERTIFYING 34

Fall 1, Fall 2, or Spring 1 Certification Deadline:  LEAs that do not certify by the certification deadline will not be able to preview their data in DataQuest 35 Consequences for Not Certifying

Fall 1 Amendment Deadline:  Zero enrollment reported if Fall 1 is not certified, which will reduce any State or Federal program funds based on enrollment  Schools marked as failing AYP if Fall 1 is not certified (schools serving grades 7-12 only)  NCLB Title III Immigrant Program funding will be 0 if Fall 2 or Spring 1 are not certified 36 Consequences for Not Certifying

Fall 1 Amendment Deadline:  LEA will not fulfill federal reporting requirements which include Highly Qualified Teacher (HQT)  LEA DataQuest reports will show 0 37 Consequences for Not Certifying

Fall 2 Amendment Deadline:  NCLB Title III Immigrant Program funding will be 0 if Fall 2 or Spring 1 are not certified  LEA will not fulfill federal reporting requirements which include Highly Qualified Teacher (HQT) if Fall 2 is not certified  LEA DataQuest reports will show 0 38 Consequences for Not Certifying

Spring 1 Amendment Deadline:  NCLB Title III Immigrant Program funding will be 0 if Fall 2 or Spring 1 are not certified  Economic Impact Aide (EIA) funding will be 0 if Spring 1 is not certified  LEA DataQuest reports will show 0 39 Consequences for Not Certifying

Fall 1, Fall 2, Spring 1, or End-of-Year 1-4 Amendment Deadline:  LEAs that do not certify will be higher on the list for a compliance audit  Authorizing Agency has grounds for non-renewal or revocation of an independently reporting charter 40 Consequences for Not Certifying

Best Practices: Data Management Data Security K-12 Educational Data Management Overview v

42 Data Management Team Members Data Stewards CALPADS LEA Administrator LEA CALPADS Coordinator Data entry staff Technical staff Data Quality/Compliance staff Pupil records staff Leadership staff K-12 Educational Data Management Overview v

43 Key Concepts SYSTEMS OF RECORD STUDENT SYSTEM Student Name Address Gender - Ethnicity Birth date Parent Info Disability Codes IEP Info – Services Student Name Gender – Ethnicity Birth date SPECIAL EDUCATION TEACHER INFO NAME EXPERIENCE CREDENTIALS HUMAN RESOURCES FOOD SERVICES FREE/REDUCED INFO STUDENT NAME ADDRESS PARENT INFO Special Ed Staff HR Staff Food Service Staff School Site Staff DATA STEWARDS K-12 Educational Data Management Overview v

Role of the CALPADS LEA Administrator  Managing User Accounts  Assigning userids and roles  Resetting passwords  Revoking accounts  Training Local Staff  All staff assigned User IDs should be trained  Contacting Support on behalf of LEA Users 44 K-12 Educational Data Management Overview v

Role of the LEA CALPADS Coordinator  Understand requirements and timelines  Coordinate local data collection  Verify data completeness  Versus Accuracy  Implement local practices to improve data quality  Keep staff apprised of changes 45 K-12 Educational Data Management Overview v

46  Large District: HR, Program Coordinators, IT, and Administrative staff Site: Data Entry, Counselors and Administrative staff  Small District/Site: Data Entry, Program, and Administrative staff COE: HR staff Collaborate with other LEAs K-12 Educational Data Management Overview v Data Management Team Members

47 Data Management Team Responsibilities  Designate Data Stewards  Identify System of Record  Adopt State Codes  Reduce redundancies by linking data systems  Develop data management calendar K-12 Educational Data Management Overview v Best Practices for Data Management Team

48 Best Practices for Data Management Teams  Develop and share data management tools  Assign responsibility for data based upon job responsibilities (e.g. HR is responsible for HR data)  Cross train staff  Stay informed about changing requirements K-12 Educational Data Management Overview v

49 Best Practices for Data Management Teams  Hold regularly scheduled meetings  Have an agenda  Distribute to members in advance  Follow-up on assignments  Conduct post-submission analyses  Incorporate lessons learned  Implement practices to facilitate data quality K-12 Educational Data Management Overview v

50 Data Security Security and Confidentiality  Data Access  Passwords  Physical Environment  Staff Development – User Training  Security Settings  Data-Breach Procedures  Monitor Logs  Incident Response Plan  Disaster Recovery Plan  Rotation  Off Site Storage K-12 Educational Data Management Overview v

51 Data Confidentiality Legislation FERPA Regulations (Family Educational Rights and Privacy Act) Protects the privacy of student education records  Non-Confidential Data Elements  Parent Notification  Opt-out of Directory Information Release  Military Release  Sharing SSIDs  Confidential Data Elements K-12 Educational Data Management Overview v

52 Data Confidentiality Legislation (cont)  HIPAA (Health Insurance Portability and Accountability Act)  Protects the privacy of individual’s health information   FERPA takes precedence in any conflict between FERPA and HIPAA regulations in a K- 12 setting K-12 Educational Data Management Overview v

53 Data Confidentiality  Snooping  Social Engineering  Data release procedure/protocols  Log requests  Approval process  Board Policies  Faxing  K-12 Educational Data Management Overview v

54 Summary  CSIS Overview  Statewide Education Data Systems  Required Reporting  Best Practices  Data Management Teams  Data Security  Data Security and Confidentiality K-12 Educational Data Management Overview v

55 Resources  Listservs  CALPADS:  CSIS:  CETPA K-12 Educational Data Management Overview v

56 Resources  CSIS  CDE  CALPADS  CALTIDES  CBEDS-ORA K-12 Educational Data Management Overview v

57 CSIS Resources  CALPADS Training: registration/  CSIS Services Training: registration/default.asp registration/default.asp  Data Management Resources: K-12 Educational Data Management Overview v

Please Complete Our Survey  58 K-12 Educational Data Management Overview v

59 Questions K-12 Educational Data Management Overview v