K-12 State Reporting Overview for Administrators July 1, 2012 Copyright © 2011, FCMAT/California School Information Services

Agenda Objectives State Reporting Requirements Overview Why should you care about State Reporting? Lessons Learned and Best Practices Resources and Support K-12 State Reporting Overview for Administrators, v2.0, 20120801

Objectives Participants will have an understanding of: Statewide Education Data Systems The scope of data included in required reporting and how it is used State Reporting Lessons learned from LEAs in state reporting Support for Best Practices Best Practices Resources available to support reporting and data management K-12 State Reporting Overview for Administrators, v2.0, 20120801

State Reporting Requirements Overview K-12 State Reporting Overview for Administrators, v2.0, 20120801

Transitions in State Reporting California’s response to the NCLB accountability tracking requirement Reporting based on statewide identifiers Individual-level data v. aggregate reporting Multiple collections throughout the school year K-12 State Reporting Overview for Administrators, v2.0, 20120801

Impact of Changes in State Reporting on LEAs All changes in student enrollments, demographics, and program eligibility/participation must be reported to CALPADS Detailed data elements – many not collected previously Student information systems may not be completely compliant with requirements Tech staff abandoned by program and site staff Impact on schools with high mobility K-12 State Reporting Overview for Administrators, v2.0, 20120801

CALPADS Design Repository of statewide student identifiers (SSIDs) SSID is key to CALPADS and accountability systems Data is submitted throughout the year as students enter and exit schools Multiple collections throughout the school year Each collection has a set of certification reports that must be verified and certified Each collection requires two levels of digital certification K-12 State Reporting Overview for Administrators, v2.0, 20120801

CALPADS Users CALPADS Administrator LEA Users School Users Create accounts Maintain accounts Train local staff Contact support Manage codes Submit and post data for any or all schools in LEA Certify submissions Submit and post data for specific schools depending on roles K-12 State Reporting Overview for Administrators, v2.0, 20120801

How CALPADS Data Are Used Consequences for Not Certifying Why Should You Care About State Reporting? How CALPADS Data Are Used Consequences for Not Certifying K-12 State Reporting Overview for Administrators, v2.0, 20120801

CALPADS Data Collections Fall 1 Enrollment as of Info Day Completers Dropouts Title III Eligible Immigrants English Learners Fall 2 Course Enrollment as of Info Day Certificated Staff Assignments Services to English Learners Spring 1 Students Reclassified EOY 1 7-12 Course Completions Career Tech Ed Data EOY 2 Program Participation Homeless Students EOY 3 Discipline EOY 4 CAHSEE Waivers and Exemptions K-12 State Reporting Overview for Administrators, v2.0, 20120801

CALPADS Data Collections Data Extracted from local Student Information System Data Submitted to CALPADS Data Validated and Posted to CALPADS CALPADS Aggregates Posted Data and Generates Certification Errors and Reports Reports Verified for Accuracy Data Processor Certifies Level 1 Superintendent/Designee Certifies Level 2 K-12 State Reporting Overview for Administrators, v2.0, 20120801

Fall 2 Certification Report Sample K-12 State Reporting Overview for Administrators, v2.0, 20120801

Assessment and Accountability Assessment Results loaded throughout school year as data becomes available Summary and Detailed Reports available Accountability Reports detail which students are counted in which subgroups Mismatched records need to be resolved in Suspense Resolution K-12 State Reporting Overview for Administrators, v2.0, 20120801

Direct Certification Data matched monthly to directly certify students eligible for free meals Uses address information to match to CalWORKs and Food Stamp data file extracts Address Validation process available for address correction K-12 State Reporting Overview for Administrators, v2.0, 20120801

How CALPADS Data are Used Annual Submission State or Federal State/Federal Data Usage LEA Impact if Not Certified Fall 1 State DataQuest (Enrollment, Graduates, Dropouts, and SNOR) 0 counts School Accountability Report Card (SARC) No SARC prepopulation Economic Impact Aid (EIA) “Concentration Factor” 0 counts & 0 funding for COEs operating Juvenile Court schools and EIA-designated small rural districts Quality Education Investment Act (QEIA) funding 0 counts & 0 funding Department of Finance for budget projections To address requests from policy makers, researchers, and other entities K-12 State Reporting Overview for Administrators, v2.0, 20120801

How CALPADS Data are Used Annual Submission State or Federal State/Federal Data Usage LEA Impact if Not Certified Fall 1 Federal Adequate Yearly Progress (AYP) targets Failed AYP & API 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 Immigrant Program (SNOR) 0 counts & 0 funding Titles VI & IX reports for the Civil Rights Act of 1964 Individuals with Disabilities Education Act (IDEA) Various U.S. Department of Education (ED) organizational websites State & Federal Eligibility to apply for various state and federal grants (especially those based on counts of socioeconomically disadvantaged students) 0 counts and ineligibility to apply for grants K-12 State Reporting Overview for Administrators, v2.0, 20120801

How CALPADS Data are Used Annual Submission State or Federal State/Federal Data Usage LEA Impact if Not Certified Fall 2 State DataQuest (Teacher Counts and Course Enrollments) 0 counts CCR Title V, Section 97 (certificated staff) EL Services Federal NCLB Consolidated State Performance Report (CSPR) Highly Qualified Teacher (HQT) Spring 1 DataQuest (EL and FEP Counts, and SNOR) Economic Impact Aid (EIA) Program 0 counts & 0 funding NCLB Title III Limited English Proficiency Program NCLB Title III Immigrant Program (SNOR) K-12 State Reporting Overview for Administrators, v2.0, 20120801

How CALPADS Data are Used Annual Submission State or Federal State/Federal Data Usage LEA Impact if Not Certified EOY-1 State DataQuest (Course Completion & CTE) 0 counts CALPASS (future) Federal Carl Perkins Program (CTE Concentrators and Completers) 0 counts & grant eligibility EOY-2 DataQuest (Programs and Homeless) CAHSEE Intensive Instruction (AB 347) Valenzuela bill NCLB Title 1 Part A Basic Grant NCLB Title 1 Part A, Neglected NCLB Title 1 Part D Neglected, Delinquent, or At-Risk Youth - Demographics Elementary and Secondary Education Act (ESEA) Title 1, Part A and Homeless Education McKinney Vento Grant EOY-3 DataQuest (Discipline) NCLB Consolidated State Performance Report (CSPR) NCLB Title IX - At Risk/Persistently Dangerous Schools ESEA Title IV, Part A, Subpart 3, Section 4141 (e) - Firearm Offenses EOY-4 DataQuest (Waivers and Exemptions) K-12 State Reporting Overview for Administrators, v2.0, 20120801

How CALPADS Data are Used Annual Submission State or Federal State/Federal Data Usage LEA Impact if Not Certified Assessments State School Accountability Report Card (SARC) 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 is used to determine continuous enrollment; STAR and CAHSEE scores of students not continuously enrolled will not be included in API and AYP calculations Academic Performance Index (API) Base and Growth Federal Adequate Yearly Progress (AYP) targets K-12 State Reporting Overview for Administrators, v2.0, 20120801

Other Required Reporting California Basic Education Data System – Online Reporting Application (CBEDS-ORA) Collects aggregated counts District and School Information Required in fall Can be updated throughout the year Online Public Update for Schools – County-District-School (OPUS-CDS) Used to notify CDE of updates to information contained in the Public School Directory K-12 State Reporting Overview for Administrators, v2.0, 20120801

Lessons Learned and Best Practices K-12 State Reporting Overview for Administrators, v2.0, 20120801

It Takes an Organization TEAMWORK State reporting is the responsibility of the LEA Required data crosses the LEA Subject matter expertise is required CALPADS needs to be kept up-to-data throughout the year Two levels of certification are required 2nd level is Superintendent Certify K-12 State Reporting Overview for Administrators, v2.0, 20120801

The Right People for the Job Get the right person/people to coordinate Mix of technical, operational knowledge, and organizational skills required Allocate adequate resources One person cannot do everything They need your support K-12 State Reporting Overview for Administrators, v2.0, 20120801

Lots of Details Data collected covers a wide range of topics Logic There are processing rules for all aspects of reporting and certifying Training Training is critical Many training and support options Changes New processing rules, policies and “fixes” can be implemented throughout the year Local Processes Make it as easy as possible for staff to succeed K-12 State Reporting Overview for Administrators, v2.0, 20120801

IDENTIFY SYSTEM OF RECORD DESIGNATE DATA STEWARDS Information Systems IDENTIFY SYSTEM OF RECORD HUMAN RESOURCES SPECIAL EDUCATION TEACHER INFO NAME EXPERIENCE CREDENTIALS HR Staff Special Ed Staff Disability Codes IEP Info – Services Student Name Gender – Ethnicity Birth date STUDENT SYSTEM FOOD SERVICES School Site Staff Student Name Address Gender - Ethnicity Birth date Parent Info FREE/REDUCED INFO Food Service Staff STUDENT NAME ADDRESS PARENT INFO DESIGNATE DATA STEWARDS K-12 State Reporting Overview for Administrators, v2.0, 20120801

Data Management Team Create and Support a cross-functional Data Management Team Set policies Hold accountable Take a systematic approach to systems Make sure systems can work together and can be supported K-12 State Reporting Overview for Administrators, v2.0, 20120801

FCMAT Services Fiscal Crisis and Management Assistance Team (FCMAT) supports LEAs to 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 State Reporting Overview for Administrators, v2.0, 20120801

Resources CSIS http://csis.fcmat.org CDE http://www.cde.ca.gov/ CALPADS http://www.cde.ca.gov/ds/sp/cl/ CBEDS-ORA http://www.cde.ca.gov/ds/sd/cb/ FCMAT http://www.fcmat.org/ K-12 State Reporting Overview for Administrators, v2.0, 20120801

CSIS Resources Data Management Resources http://csis.fcmat.org/Pages/Data-Management.aspx CALPADS Tools and Samples http://csis.fcmat.org/Pages/Tools-Samples-Links.aspx K-12 State Reporting Overview for Administrators, v2.0, 20120801

Resources Listservs CALPADS: http://www.cde.ca.gov/ds/sp/cl/listservs.asp CSIS: http://csis.fcmat.org/Pages/Listserv.aspx CETPA http://www.cetpa-k12.org/pub/htdocs/listserv.html K-12 State Reporting Overview for Administrators, v2.0, 20120801

Summary State Reporting Requirements Overview Why you should care about State Reporting Lessons Learned and Best Practices Resources and Support K-12 State Reporting Overview for Administrators, v2.0, 20120801

Please Complete Our Survey K-12 State Reporting Overview for Administrators, v2.0, 20120801

Questions K-12 State Reporting Overview for Administrators, v2.0, 20120801