Essential 1 CALPADS Data Coordinator Orientation CALPADS and beyond

Who’s Supposed to Be Here New Data Coordinators New to Education Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Training Sequence Essential 1: Data Coordinator Orientation Essential 2: Interface & Administration Essential 3: Data Submission Essential 4: Anomalies Fall 1 Fall 2 Data Population Fall 2 Reporting and Certification EOY 1 & 4 EOY 2 & 3 CALPADS 2014-15 System Changes Here is a list of all the CALPADS trainings we provide which are available in both self-paced and webinar formats. Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Statewide Education Systems Assessments and Accountability Agenda Data Management Objectives Statewide Education Systems Next Steps Assessments and Accountability Resources Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Objectives Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Participants will have an understanding of: Objectives Participants will have an understanding of: CALPADS Data Collections and Workflow CBEDS-ORA, OPUS-CDS, CARS, CASEMIS Assessments and Accountability How systems link Statewide Education Systems Key Roles in CALPADS Reporting Data Management Teams Data Privacy and Security Introduction to Data Management Resources to support reporting and data management Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Statewide Education Systems Essential 1 - Data Management Coordinator Orientation - May 24, 2016

CALPADS CBEDS-ORA OPUS-CDS CARS CASEMIS Statewide 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 Consolidated Application and Reporting System CARS California Special Education Management Information System CASEMIS Essential 1 - Data Management Coordinator Orientation - May 24, 2016

A Foundation for Student Data Smarter Balanced Accountability Subgroups LCFF Essential 1 - Data Management Coordinator Orientation - May 24, 2016

CALPADS California Longitudinal Pupil Achievement Data System http://www.cde.ca.gov/ds/sp/cl/ Collects student enrollment, demographic, program participation, course enrollment and completion, discipline, certificated staff, and statewide assessment data Data are used to track students over time Fulfill state and federal reporting requirements Provide information about students and schools to state decision-makers, parents, community and researchers Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Working with CALPADS Username and Password Required Web-based Application Username and Password Required Each LEA has a CALPADS LEA Administrator LEA Administrator or CALPADS Coordinator submits data Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Introduction to CALPADS 10/13/2018 Introduction to CALPADS LEAs submit data throughout the year to keep CALPADS up-to-date Data uploaded from local student information systems Or from custom systems, Excel templates, online entry Recommend every two weeks for new enrollments and exits CALPADS data pulled to match with other state databases, assessment identification, and accountability calculations CALPADS processing based on identifiers At specific times during the year, CALPADS will take snapshots from the data in the Operational Data Store (ODS) for state and federal reporting requirements Student Information Systems CALPADS Essential 1 - Data Management Coordinator Orientation - May 24, 2016

CALPADS Submission Process Upload files Local Student Information System Uploaded files processed using Input Validation Rules and compared to CALPADS data Staging Area Data extracted from local SIS Passed Records Fatal Errors Warnings Posted records processed Operational Data Store Data Matches Assessments Accountability Essential 1 - Data Management Coordinator Orientation - May 24, 2016

CALPADS Submission Process Upload files Local Student Information System Uploaded files processed using Input Validation Rules and compared to CALPADS data Staging Area Data extracted from local SIS Passed Records Fatal Errors Warnings Posted records processed Operational Data Store Certification Reports Fatal Errors State Reporting Snapshots Report Review and 2-Level Certification Warnings Essential 1 - Data Management Coordinator Orientation - May 24, 2016

CALPADS Data Collections Fall 1 As of info day 1.1 Enrollment Primary Status by Subgroups 1.6 Graduates and Dropouts by Subgroup 1.9 Completers and Dropouts Count 1.17 FRPM/English Learner/Foster Youth Count 2.1 Title III Eligible Immigrants Count 2.8 English Language Acquisition Status Count by Primary Language 2.9 English Language Acquisition Status Census Comparison 2.12 English Language Acquisition Status ELs Reclassified RFEP Fall 2 2.4 English Learner Education Services Student Count Unduplicated 2.5 English Learner Education Services Unduplicated Count of Teachers Providing EL Services 3.4 NCLB Core Course Section Compliance Count by Content Area 3.6 Course Section Enrollment Count by Content Area 4.1 Staff Count and FTE by Job Classification EOY 1 July 1–June 30 3.9 Course Sections Completed Count by Content Area for Departmentalized Courses 3.14 Career Technical Education Concentrators and Completers Count by Pathway EOY 2 5.1 Program Participants Count 5.4 Homeless Students Enrolled Unduplicated Count by School EOY 3 7.1 Discipline Incidents Count by Most Severe Offense 7.3 Disciplinary Actions Count 7.4 Discipline Actions Count by Offense 7.6 Discipline Actions Persistently Dangerous Offense Expulsions 7.7 – Discipline Removals for Students with Disabilities - Count 7.8 – Unilateral Removals for Students with Disabilities - Count These are the current CALPADS Data Collections and a high level view of the data collected in each. Essential 1 - Data Management Coordinator Orientation - May 24, 2016

CALPADS Data Collections Fall 1 As of info day 1.1 Enrollment Primary Status by Subgroups 1.6 Graduates and Dropouts by Subgroup 1.9 Completers and Dropouts Count 1.17 FRPM/English Learner/Foster Youth Count 2.1 Title III Eligible Immigrants Count 2.8 English Language Acquisition Status Count by Primary Language 2.9 English Language Acquisition Status Census Comparison 2.12 English Language Acquisition Status ELs Reclassified RFEP These are the current CALPADS Data Collections and a high level view of the data collected in each. Counts as of Information Day 8/16/ prior year - 8/15 reporting year Day after prior year Information Day – current year Information Day Essential 1 - Data Management Coordinator Orientation - May 24, 2016

CALPADS Data Collections Fall 2 As of info day 2.4 English Learner Education Services Student Count Unduplicated 2.5 English Learner Education Services Unduplicated Count of Teachers Providing EL Services 3.4 NCLB Core Course Section Compliance Count by Content Area 3.6 Course Section Enrollment Count by Content Area 4.1 Staff Count and FTE by Job Classification These are the current CALPADS Data Collections and a high level view of the data collected in each. Counts as of Information Day Essential 1 - Data Management Coordinator Orientation - May 24, 2016

CALPADS Data Collections EOY 1 July 1–June 30 3.9 Course Sections Completed Count by Content Area for Departmentalized Courses 3.14 Career Technical Education Concentrators and Completers Count by Pathway These are the current CALPADS Data Collections and a high level view of the data collected in each. Essential 1 - Data Management Coordinator Orientation - May 24, 2016

CALPADS Data Collections EOY 2 July 1–June 30 5.1 Program Participants Count 5.4 Homeless Students Enrolled Unduplicated Count by School These are the current CALPADS Data Collections and a high level view of the data collected in each. Essential 1 - Data Management Coordinator Orientation - May 24, 2016

CALPADS Data Collections EOY 3 July 1–June 30 7.1 Discipline Incidents Count by Most Severe Offense 7.3 Disciplinary Actions Count 7.4 Discipline Actions Count by Offense 7.6 Discipline Actions Persistently Dangerous Offense Expulsions 7.7 – Discipline Removals for Students with Disabilities - Count 7.8 – Unilateral Removals for Students with Disabilities - Count These are the current CALPADS Data Collections and a high level view of the data collected in each. Essential 1 - Data Management Coordinator Orientation - May 24, 2016

OTHER Required Annual reporting Essential 1 - Data Management Coordinator Orientation - May 24, 2016

CBEDS-ORA California Basic Educational Data System – Online Reporting Application http://www.cde.ca.gov/ds/dc/cb/ Data Reported as of Information Day 1st Wednesday in October Aggregate Data Reporting including School Calendars Educational Options Students Username and Password Required Web-based Application Essential 1 - Data Management Coordinator Orientation - May 24, 2016

OPUS-CDS Online Public Update for Schools - County-District-School http://www.cde.ca.gov/ds/si/ds/opuscds.asp Notify CDE of updates to the Public School Directory throughout the year Contact information Key personnel Agency name School type Grade span Username and Password Required Web-based Application Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Data collected from the CARS are used primarily for: Consolidated Application and Reporting System http://www.cde.ca.gov/fg/aa/co/cars.asp Data collected from the CARS are used primarily for: Meeting federal categorical program reporting to the U.S. Department of Education’s (ED) EDFacts System; Providing data to state program staff; Providing supporting documentation during federal audits and on-site reviews; and Responding to Public Records Act (PRA) requests Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Collects student-level data of special education students for CASEMIS California Special Education Management Information System http://www.cde.ca.gov/sp/se/ds/ Collects student-level data of special education students for Monitoring special education programs in California Data analysis for planning, policymaking, and administration of special education programs. Evaluation of special education programs against education goals Evaluating the effectiveness of special education programs in California Meeting statutory and programmatic needs Projecting future needs of students with disabilities in California Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Assessments and Accountability Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Demographic data from CALPADS Smarter Balanced Smarter Balanced Assessment Consortium (SBAC) Multistate consortium developed student assessment system aligned with common core Designed to measure student progress toward college and career readiness Digital Assessments Demographic data from CALPADS Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Assessment Programs Standardized assessments undergoing transformation to align with Common Core Smarter Balanced system of assessments for mathematics and English–language arts CAPA: California Alternate Performance Assessment English‒language arts and mathematics, in grades 3‒8 *CMA: California Modified Assessment English‒language arts and mathematics, in grade 11 *CST:  California Standards Test Science for CST*, CMA*, CAPA*,  in grades 5, 8, and 10 California Assessment of Student Performance and Progress (CAASPP) Essential 1 - Data Management Coordinator Orientation - May 24, 2016

California English Language Development Test (CELDT) Assessment Programs California English Language Development Test (CELDT) Initial assessment for new students with home language other than English to determine English fluency Annual assessment for English Learners 2017-18 will become English Language Proficiency Assessment for California (ELPAC) and will include an initial “screener” and an annual “summative” test California High School Exit Exam (CAHSEE) – Legislation has been proposed to suspend this exam beginning in 2015-16 California English Language Development Test (CELDT) – will become English Language Proficiency Assessment for California (ELPAC) in 2017-18 and will include an initial “screener” and an annual “summative” test Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Academic Performance Index (API) Accountability Academic Performance Index (API) Measures the academic performance and growth of schools on a variety of academic measures Adequate Yearly Progress (AYP) Federal accountability system mandated by the No Child Left Behind (NCLB) which requires each state to ensure that all schools and districts make Adequate Yearly Progress Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Statewide System Linkages State Agencies OPUS-CDS CARS CASEMIS Student Information Systems CALPADS Statewide Assessments Accountability Systems LCAP Evaluation Rubrics Dataquest CBEDS-ORA Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Introduction to Data Management Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Key Roles in CALPADS Reporting CALPADS LEA Administrator Manage User Accounts Assign userids and roles Reset passwords Revoke accounts Train Local Staff All staff assigned User IDs should be trained Contact Support on behalf of LEA Users Verify/map codes Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Key Roles in CALPADS Reporting LEA CALPADS Coordinator Understand requirements and timelines Coordinate local data collection Verify all required data is reported Recommend local practices to improve data quality Keep staff apprised of changes Audit data periodically Essential 1 - Data Management Coordinator Orientation - May 24, 2016

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 Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Data Management Team Members CALPADS LEA Administrator LEA CALPADS Coordinator Data Stewards Data entry staff Technical staff Assessment/Accountability staff Pupil records staff Leadership staff Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Data Privacy Guidebook CSESSA TTSC CETPA Fagen Friedman & Fulfrost LLP http://www.f3law.com/downloads/COMPLETE%20Privacy%20Guidebook%2009_18_15.pdf Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Family Educational Rights and Privacy Act (FERPA) Directory information (non-confidential data elements) may be disclosed without consent Schools must notify parents and eligible students of their right to opt out of data release Means of notification at the discretion of the school Flag students in SIS whose parents have opted out Schools with grades 11 and 12 must establish procedures to release data to military Records can be shared without consent under specific circumstances Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Data Security Staff Agreements Passwords Snooping Social Engineering Form to be reviewed and signed each year Staff Agreements Set guidelines for establishing passwords and change frequency Passwords Legitimate access but outside scope of responsibilities Snooping Techniques used to “trick” people into disclosing confidential info Social Engineering Establish written policies, maintain careful records Data release procedure/protocols Board can set appropriate access, samples available Board Policies Put procedures in place to safeguard confidential information Faxing Best practice is to avoid using with personally identifiable information E-mail Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Resources Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Resources – Training and References Web-based Training http://csis.fcmat.org/Pages/Trainings.aspx Self-paced Training https://csis.fcmat.org/Pages/Self-Paced-Training.aspx CALPADS Q & A Sessions – Every Wednesday Enrollment - http://csis.fcmat.org/Pages/Trainings.aspx FAQs CALPADS - http://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.asp LCFF - http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp Free and Reduced-Price Meal (FRPM) Income Eligibility Under the LCFF Unduplicated Pupils at Schools with Provision 2 and 3 or Community Eligibility Provision (CEP) Status English Learners Under the LCFF Foster Youth Under the LCFF County Office of Education Schools and Alternative Education 41 Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Resources – System Links CALPADS http://www.cde.ca.gov/ds/sp/cl/ CBEDS-ORA http://www.cde.ca.gov/ds/dc/cb/ OPUS-CDS http://www.cde.ca.gov/ds/si/ds/opuscds.asp CASEMIS http://www.cde.ca.gov/sp/se/ds/casemis.asp CARS http://www.cde.ca.gov/fg/aa/co/cars.asp Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Resources - Listservs CALPADS http:// www.cde.ca.gov/ds/sp/cl/listservs.asp CSIS http://csis.fcmat.org/Pages/Listserv.aspx CAASP http://www.cde.ca.gov/ta/tg/sa/sbac-updates.asp LCFF http://www.cde.ca.gov/fg/aa/lc/ CETPA http://www.cetpa-k12.org/pub/htdocs/listserv.html 43 Essential 1 - Data Management Coordinator Orientation - May 24, 2016

CALPADS Student Information System Local Planning What’s Next Get to know your system Get documentation Find out about user groups/listervs CALPADS Complete Essential 2-3 Training Self-paced versions available All training requires an account Attend Submission Trainings Local Planning Establish local calendar for reporting Coordinate with key staff Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Summary CALPADS is the foundation of California’s statewide education systems Data is updated throughout the year as students enroll and exit Additional data reported to meet state and federal reporting requirements CBEDS-ORA, OPUS-CDS, CARS, and CASEMIS are used to report additional information about LEAs There are three assessment programs in California Assessment results and CALPADS data are used to calculate accountability measures The CALPADS LEA administrator and the data coordinator have key responsibilities in ensuring timely and accurate reporting FERPA guides student data privacy Training and support are available to help with reporting and data management Essential 1 - Data Management Coordinator Orientation - May 24, 2016

Web: http://www2.cde.ca.gov/calpadshelp/default.aspx Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspx Phone: 916-325-9210 E-mail: Calpads-support@cde.ca.gov Listserv: http://www.cde.ca.gov/ds/sp/cl/listservs.asp Essential 1 - Data Management Coordinator Orientation - May 24, 2016

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