October 2013 CAG, Slide 1 California Department of Education California School Information Services Advisory Group Meeting October 15, 2013 This presentation may be downloaded from: Advisory-Group-Meeting.aspx

October 2013 CAG, Slide 2  Mute outgoing sound until it is your turn to ask questions  Sites will be called upon for questions in the following order: Remote Site Reminders 1. Sacramento8. Los Angeles 2. Ventura9. Kern 3. Santa Clara10. Imperial 4. San Diego North Co. (San Marcos) 11. Fresno 5. San Diego (Linda Vista Rd.) 12. Butte 6. San Bernardino13. Alameda 7. Mendocino

October 2013 CAG, Slide 3  Agenda Review  CALPADS Update  CALPADS Support Update  CALPADS Q & A  Next Meeting Agenda

October 2013 CAG, Slide 4 CDE Update Jessica Barr, Administrator CALPADS/CBEDS/CDS Operations Office, CDE

October 2013 CAG, Slide 5 CDE Update Topics  2013–14 Data Collection Calendar  CALPADS Fall 1  Changes for 2013–14 and Beyond  CALPADS and Local Control Funding Formula  Assessment Update  CALPADS and CalMAPP  CALPADS and Accountability  CALPADS Recognitions

October 2013 CAG, Slide –14 Data Collection Calendar Census Day Primary Data Collection Window Certification Deadline Amendment Window Fall 1 October 2 Enrollment Graduates/ Dropouts Immigrants English Learners FRPM Eligible October 2 to December 13 December 14 To February 7 Fall 2 October 2 Course Enrollment Teachers EL Services October 2 to February 21 February 22 To March 28 End of Year n/a Courses Grades Participants Discipline TBD

October 2013 CAG, Slide 7 CALPADS Fall 1  LEAs that certify CALPADS Fall 1 by the December 13 certification deadline: Will be able to preview their 2013–14 enrollment, and 2012–13 graduate and dropout counts in time to make changes in CALPADS before the February 7, 2014 final deadline  LEAs that fail to certify will have no official enrollment counts  High School districts that fail to certify will have no official graduate or dropout counts and will fail AYP

October 2013 CAG, Slide 8 Changes for 2013–14 (Implemented)  Spring collection moved to Fall in 2013 – 14 in order to: Certify FRPM and EL counts on same census day for the Local Control Funding Formula Base official Immigrant counts on Fall 1 data Provide additional time to complete Fall 2  Reclassified Students Represents students reclassified from October to October Reports (2.8, 2.9, 2.12)

October 2013 CAG, Slide 9 Changes for 2013–14 (Implemented)  Transitional Kindergarten (TK) TK participation is being collected through CALPADS with a program record New program code required for 2013–14 A new filter has been added to Report 1.5– Enrollment by Status – Disaggregated so LEAs can view the number of TK students enrolled during the Fall

October 2013 CAG, Slide 10 Changes for 2013–14 (Implemented)  CTE Code Changes A number of changes to the Career Technical Education (CTE) pathways and associated courses recently adopted by the State Board of Education Updated Code Set and Valid Code Combinations documents were released in September 2013 LEA program staff should review the new pathways and courses to ensure local codes are appropriately mapped

October 2013 CAG, Slide 11 Changes for 2013–14  To be implemented in January: 4 Year Cohort Graduation Report Completed the requirements for implementing a new cohort report Allows LEAs to view their 4 year cohort data within CALPADS.

October 2013 CAG, Slide 12 Changes for 2013–14 and Beyond  Top Priorities Extract file showing students’ most recent ELAS and CELDT history Create View Only module in CALPADS Modify reports to make socioeconomically disadvantaged definition consistent Automate foster youth matching Create test registration and implementation plan for new assessments

October 2013 CAG, Slide 13 CALPADS and Local Control Funding Formula  In addition to base funding, the new Local Control Funding Formula (LCFF) provides local educational agencies (LEAs) supplemental and concentration grants for disadvantaged students  CALPADS will be the source for disadvantaged student counts 13

October 2013 CAG, Slide 14 CALPADS and Local Control Funding Formula  Supplemental Grant LEAs receive 20 percent of base grant for disadvantaged students  Concentration Grant LEAs receive 50 percent of base grant for disadvantaged students exceeding 55 percent of the LEAs’ enrollment 14

October 2013 CAG, Slide 15  Disadvantaged Students under LCFF English Learners (EL) Free or Reduced Price Meal (FRPM) – Eligible Foster Youth  Student must be enrolled on Census Day (October 2, 2013) as EL, FRPM-Eligible, or Foster Youth  CALPADS determines unduplicated count  LEAs must certify unduplicated count in CALPADS 15 CALPADS and Local Control Funding Formula

October 2013 CAG, Slide 16 CALPADS and Local Control Funding Formula English Learners  Update CALPADS with students’ EL statuses once known  Recommend using local scoring process to determine status  Fall 1 amendment window closes February 7,

October 2013 CAG, Slide 17 CALPADS and Local Control Funding Formula FRPM-Eligible  Update in CALPADS FRPM program records, migrant program, and primary residency (determines homeless, foster status)  CALPADS “automatically” counts these students as FRPM-eligible  Fall 1 amendment window closes February 7,

October 2013 CAG, Slide 18 CALPADS and Local Control Funding Formula Foster Youth  CALPADS data will be matched with statewide foster youth data from the California Department of Social Services  These students will be included in LEAs’ unduplicated disadvantaged student count  Ongoing process for providing student level data for foster youth planned for 2014–15 18

October 2013 CAG, Slide 19 Assessment Update  CALPADS Assessment functionality turned on February 12, 2013  Assessment Pilot suspended in April 2013 pending resolution of identified issues  STAR, CELDT, and CAHSEE data loaded from 2008–09 through 2012–13  Managing suspense for 2012–13 and beyond  Pending final resolution, the Assessment portion of the pilot may be restarted in November 2013

October 2013 CAG, Slide 20 CALPADS and CalMAPP Assembly Bill 484 authorized the California Measurement of Academic Performance and Progress (CalMAPP) which significantly modifies how assessments are administered. Integration with CALPADS Test Registration System Implementation Plan 20

October 2013 CAG, Slide 21 CALPADS and CalMAPP  CALPADS Assessment reports will still include: STAR - CST Science - CAPA - Early Assessment Program CAHSEE CELDT  Future CalMAPP Reports 21

October 2013 CAG, Slide 22 CALPADS and CalMAPP  Potential Challenges Regularly update CALPADS Operational Data Store (ODS) Statewide Student Identifiers (SSID’s) Ungraded students Matching grade levels Charter schools 22

October 2013 CAG, Slide 23 CALPADS and CalMAPP  Unknowns Suspense process with Common Core assessments Mobility between schools/districts and impact on testing Concurrent Enrollments Release of STAR/EAP scores Reporting 23

October 2013 CAG, Slide 24 CALPADS and Accountability  CALPADS data used for API and AYP reporting: Race and Ethnicity English Learner Status Socioeconomically Disadvantaged (FRPM/Parent Ed Level) Students with Disabilities Gender  August 29, 2013 release of Accountability Progress Report (APR) reflects Academic Performance Index (API) and Adequate Yearly Progress (AYP)  Calculated based on enrollment and exit data pulled from the CALPADS ODS on June 28, 2013 to determine continuous enrollment and student groups and update the 4-year cohort graduation rate

October 2013 CAG, Slide 25 CALPADS and Accountability  Starting with the 2012–13 accountability reporting cycle, demographic and program data corrections for STAR and CAHSEE are being made through CALPADS ODS  Letters to county and district superintendents and charter school administrators (Aug. 2 and Sept. 17)  ETS Webcast located at webcast_ html webcast_ html  September 26, 2013 passphrases and files released to accountability coordinators 25

October 2013 CAG, Slide 26 CALPADS and Accountability  The corrected CALPADS data will be used to revise the state and federal accountability reports. The three files available for download are: Continuous Enrollment for the Standardized Testing and Reporting (STAR) Program and California High School Exit Examination (CAHSEE) Demographic for the STAR Program and CAHSEE 2011–12 Cohort Graduation Rate  Accountability Functionality 26

October 2013 CAG, Slide 27 CALPADS and Accountability  Enrollment and exit data will be pulled from the CALPADS ODS to update the API and AYP on November 1, 2013 to: Recalculate the 4-year cohort graduation rate that will be used in a revised AYP released in January 2014 Recalculate continuous enrollment and update student groups that will be used in a revised 2013 Growth API and AYP to be released in early 2014

October 2013 CAG, Slide 28 CALPADS Recognitions  Two recognition programs are being created: Training Recognition, recognizing those who complete the core CALPADS trainings: Essentials 1-4 Fall 1 Reporting & Certification (or Adv) Fall 2 Data Population & Fall 2 Reporting & Certification (or Adv) End of Year 2 and 3 Reporting & Certification End of Year 1 & 4 Reporting and Certification if the LEA is required to complete these submissions Data Management Recognition, recognizing staff in LEAs that certify on time and maintain quality data

October 2013 CAG, Slide 29 CALPADS Support Update Martha Friedrich Client Services Officer, FCMAT/CSIS

October 2013 CAG, Slide 30 CALPADS Support Update Topics  EOY Submission Statistics  New / Revised Functionality  Fall Submission Strategies  Support Tips

October 2013 CAG, Slide 31 Submission Statistics Deadlines Met SubmissionCertification Deadline Amendment Deadline EOY 175%94% EOY 282%98% EOY 384%98% EOY 486%98%

October 2013 CAG, Slide 32

October 2013 CAG, Slide 33 New / Revised Functionality  New LCFF Certification reports 1.17 and 1.18 replacing report 5.1a and 5.3a from Certification UI for AY  New County-level aggregate report of LCFF supplemental funding categories.  Birth Country = Puerto Rico modified in Title III Eligible Immigrant counts in Snapshot and ODS Reports 2.1 and 2.2 to use new Business Rules.  Spring reports incorporated into Fall 1 2.1, 2.8, 2.9, 2.12

October 2013 CAG, Slide 34 New / Revised Functionality  Validation Rules: SINF0266 (Fatal) - Invalid initial English Language Acquisition Status Code for newly enrolled student SINF0267 (Fatal) - Invalid change to "EL" English Language Acquisition Status Code SENR0265 (Warning) - Invalid Student Age for GED Completion Code SINF0269 (Warning) - Student Grade Level is outside the designated grade span for the school

October 2013 CAG, Slide 35 New / Revised Functionality  Certification Rules: CERT104 (Fatal) - Course Section Missing Education Service Code (Fatal) CERT106 (Fatal) - Invalid “TBD” English Language Acquisition Status Code (Fatal) CERT105 (Warning) - Invalid Staff FTE %

October 2013 CAG, Slide 36 New / Revised Functionality  Direct Certification Changes All students, including previously certified, are included in the monthly matching process Certification date only changes if status changes from not-certified to certified Direct Certification counts missing on reports during monthly data pull window

October 2013 CAG, Slide 37 New / Revised Functionality  Direct Certification Changes (cont.) New Codes ( Implementation Date TBD ) B - Student is eligible for free lunches through both SNAP and TANF programs. This will be a new code. S - Student is eligible for free lunches through only the SNAP program. This will be a new code. T - Student is eligible for free lunches through only the TANF program. This will be a new code. C - Student was certified prior to the code set change and it is unknown if certification is due to SNAP or TANF. This existing code will eventually be phased out by using B, S, or T.

October 2013 CAG, Slide 38 New / Revised Functionality  New Job Retention Policies Jobs will be archived in the following number of calendar days... If the Job Status is... And the job has this many errors... 7Complete0 14Complete1 or more 21 In Review/Ready for Review Any Value 28 Any other status Any Value 60Partial PostAny Value

October 2013 CAG, Slide 39 November Changes  English Learner report, 2.4 drilldown modified to provide better visibility to ELs receiving specific educational services.  Validation Rules: SASS0272 – new, Invalid use of Superintendent-level Nonclassroom Based or Support Assignment Codes CRSE change to Fatal, Invalid NCLB Core Course Instructional Level CRSE0274 – new, More than one Education Service Code submitted for the same course

October 2013 CAG, Slide 40 November Changes (cont.)  Certification Rules: CERT107 - change to trigger at Student Level, Invalid Free Meal Program (181) or Reduced Price Meal Program (182) Records CERT108 – new, Compare Total FTE to Total Staff CERT109 –new, Missing Employment Status Category

October 2013 CAG, Slide 41 Fall Preparations Snapshot starts October 2 Certification deadline December 13 Amendment window February 7 CALPADS Calendar:

October 2013 CAG, Slide 42 Submission Strategies Fall 1Fall 2 10/2 Census Day September Populate local data 10/31 Upload data 12/2 Upload data 12/13 Fall 1 due 2/21 Fall 2 due Populate local data Census Day 2/7 Review reports 11/22 Review reports

October 2013 CAG, Slide 43 Submission Strategies Set Up Accounts Submit Data Reconcile Review/ Certify County Level Approval

October 2013 CAG, Slide 44 Submission Strategies  Fall 1 Suggested Milestones 10/31 – Complete SIS Data Population Verify NSLP eligibility and participation Track the TBD status for ELAS records Determine No Show exits for grades 7 to 12 10/2-11/21 – Upload SENR, SINF and SPRG Review validation errors, reconcile as needed Resolve CCE and MID anomalies to 2% Update TBD in ELAS records 11/22-12/12 – Review reports & reconcile as needed 12/13 – Certify

October 2013 CAG, Slide 45 Submission Strategies  Fall 1 Certification Strategy Obtain SSIDs before October Update enrollments for October Determine No Show exits for grade 7 to 12 Submit SINF and SPRG for all students enrolled on information day Allow several weeks to evaluate certification (snapshot) reports and revise data Know your local data

October 2013 CAG, Slide 46 Submission Strategies  Fall Certification Errors and Reports Resolve fatal errors first Review and reconcile aggregate reports Start with 1.1 first Use supporting reports to assist in reconciliation Use warnings for trend analysis Fix local data and re-upload as needed

October 2013 CAG, Slide 47 Submission Strategies  Fall 2 Suggested Milestones 12/2 – Complete Data Population Staff Demographics/Assignments English Learner Services 12/2-12/20 – Upload Staff and Course files Review validation errors, reconcile as needed 01/03 – Post Staff and Course files 02/07-02/20 – Review reports & reconcile as needed 02/21 – Certify

October 2013 CAG, Slide 48 Submission Strategies  Fall 2 Certification Strategies Update records Add employment end dates for staff no longer employed Post a SDEM for currently employed certificated staff Update Years of Service Update Effective Start Date (7/1/ /2/2013) Update Staff Assignments (even if no change from 12-13) Update Course sections occurring on Census Day

October 2013 CAG, Slide 49 Submission Strategies  Fall 2 Certification Strategies 1.Complete Fall 1 2.Submit and post Staff Demographics 3.Submit and post Staff Assignments 4.Submit and post Course Section 5.Submit and post Student Course Section

October 2013 CAG, Slide 50 Submission Strategies  Why meet the Fall 1 deadline? Preview DataQuest County Office of Education reviews LEA’s Certified Reports Avoid CDE letter to Superintendent Poised to succeed with Fall 2 Preliminary Accountability reports Be a kind and courteous neighbor

October 2013 CAG, Slide 51 Support Tips  Expedite Support Response Time Reference Known Issues Advise site users to contact LEA Admin Configure Security Questions Use or web form Include Job ID, SSID, SEID, Error Number

October 2013 CAG, Slide 52 Support Tips  Help Yourself First Reference key documents before contacting support: Quick Reference Guides (Help function of CALPADS) System documentation on CDE website: Check the Upcoming Events on the main CALPADS portal Subscribe to the CALPADS one-way listserv Attend Training or Use Self Paced Trainings Attend Q & As October 2013 CAG, Slide 52

October 2013 CAG, Slide 53  Training Opportunities Training.aspxhttp://csis.fcmat.org/Pages/Self-Paced- Training.aspx Basic courses Advanced courses Self-Paced Training Modules  Create a CSIS/FCMAT account to register for training Support Tips

October 2013 CAG, Slide 54 Support Tips  Resources Release Updates and Known Issues Error List (now available from “Help”) Flash Updates Data Guide Self-Paced Training Modules Glossary (User Guide) FAQs

October 2013 CAG, Slide 55 CALPADS Q&A Facilitated by: Nancy Sullivan Chief Operations Officer, FCMAT/CSIS

October 2013 CAG, Slide 56 Next Meeting Nancy Sullivan Chief Operations Officer, FCMAT/CSIS

October 2013 CAG, Slide 57 April 22, 2014 from 9:30 – 11:30 Next Meeting  Video Conference from Sacramento Remote locations throughout the state Registration available by February 14 th Optional Vendor Meeting at 11:30