CALPADS Overview Copyright © 2013, FCMAT/California School Information Services September 18, 2013

Agenda CALPADS Overview 2 State Reporting Overview Data Management Best Practices Resources and Support

CALPADS Overview 3 State Reporting Overview

CALPADS Data Collections Fall 1 Enrollment as of Info Day Completers Dropouts FRPM/English Learner/Foster Youth Count English Learners Students Reclassified Title III Eligible Immigrants Fall 2 Course Enrollment as of Info Day English Learner Services Certificated Staff Assignments NCLB Core Course Compliance EOY Course Completions Career Tech Ed Data EOY 2 Program Participation Homeless Counts EOY 3 Discipline Incidents and Actions Persistently Dangerous Offense Expulsions EOY 4 CAHSEE Waivers and Exemptions CALPADS Overview 4 California Longitudinal Pupil Achievement Data System

Data Submission/ Certification Process CALPADS Overview 5 Data extracted from local SIS Upload files Passed Records Posted records processed Overnight Processing Posted records processed Overnight Processing Reports Verified and Certified

Certification Reports Fall Aggregates CALPADS Overview 6 Aggregate Reports Fall 1 Fall Enrollment Primary Status by Subgroupsx 1.6 Graduates and Dropouts by Subgroupx 1.9 Completers and Dropouts Countx 1.17 FRPM/English Learner/Foster Youth Countx 2.12 English Language Acquisition Status ELs Reclassified RFEPx 2.1 Title III Eligible Immigrants Countx 2.8 English Language Acquisition Status Count by Primary Languagex 2.9 English Language Acquisition Status Census Comparisonx 2.4 English Learner Education Services Student Count Unduplicated x 2.5 English Learner Education Services Unduplicated Count of Teachers Providing EL Services x 3.4 NCLB Core Course Section Compliance Count by Content Area x 3.6 Course Section Enrollment Count by Content Area x 4.1 Staff Count and FTE by Job Classification x

Certification Reports EOY Aggregates CALPADS Overview 7 Aggregate ReportsEOY1EOY2EOY3EOY4 3.9 Course Sections Completed Count by Content Area for Departmentalized Courses x 3.12 Career Technical Education Participants Count Disaggregatedx 3.14 Career Technical Education Concentrators and Completers Count by Pathway x 5.1 Program Participants Count x 5.4 Homeless Students Enrolled Unduplicated Count by School x 7.1 Discipline Incidents Count by Most Severe Offense x 7.3 Disciplinary Actions Count x 7.4 Discipline Actions Count by Offense x 7.6 Discipline Actions Persistently Dangerous Offense Expulsions x 6.1 CAHSEE Waivers and Exemptions Count x

Fall 1 Sample Certification Report CALPADS Overview 8

Fall 1 Sample Certification Report CALPADS Overview FRPM/English Learner/Foster Youth Count Academic Year: LEA:Santa Dimingo View:SNAPSHOT School Type:Continuation High Schools,High School District,High Schools (Public) As Of:10/2/2012 School:ALL Non-Charter School(s) Free/Reduced Meal Eligibility Counts Based On: School CodeSchool Name Total Enrollment Free & Reduced Meal Program: 181/182 Foster or Homeless 1 Migrant Program: 135 Direct Certification Total Unduplicated Eligible Free/Reduced Meal Counts EL Funding Eligible 2 Unduplicated FRPM/EL Eligible Count CDSS Foster Youth 3 Unduplicated FRPM/EL/ Foster Youth Total San German Continuation High San Benificial High Juvenile Justice High TOTAL-Selected Schools Charter School(s) Free/Reduced Meal Eligibility Counts Based On: School CodeSchool Name Total Enrollment Free & Reduced Meal Program: 181/182 Foster or Homeless 1 Migrant Program: 135 Direct Certification Total Unduplicated Eligible Free/Reduced Meal Counts EL Funding Eligible 2 Unduplicate d FRPM/EL Eligible Count CDSS Foster Youth 3 Unduplicated FRPM/EL/ Foster Youth Total Santa Dimingo Preparatory San Benificial Performing Arts Academy TOTAL-Selected Schools

Fall 2 Sample Certification Report CALPADS Overview 10

CALPADS File Submissions Student Profile ( Enrollments) Enrollment (SENR) Student Information (SINF) Student Programs (SPRG) Fall 1 Enrollment (SENR) Student Information (SINF) Student Programs (SPRG) Fall 2 Staff Demographics (SDEM) Staff Assignments (SASS) Course Sections (CRSE) Student Course Section (SCSE) EOY 1 Course Section Completion (CRSC) Student Course Completion (SCSC) EOY 2 Student Programs (SPRG) EOY 3 Discipline (SDIS) EOY 4 Waivers and Exemptions (SWAV) CALPADS Overview 11

CALPADS Submission Certification Process All Data Required Updated in CALPADS Zero Fatal Errors Less than 2% Anomaly Rate for Fall 1 All Certification Reports Reviewed All Reports and All Schools are Certified as a Whole Two Certification Levels Level 1 (Data Processor) Level 2 (Superintendent) K-12 State Reporting Overview for Administrators, v2.0,

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 CALPADS Overview 13

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  Data used in FRPM calculations CALPADS Overview 14

CALPADS Reporting Schedule JulyAugustSeptemberOctoberNovemberDecemberJanuaryFebruaryMarchAprilMayJune CALPADS Submissions EOY Subm Window EOY Amendment Window Fall1 Submission Window F1 Amdmt Window EOY Submission Window Fall 2 Submission Window Fall 2 Amendment Window Assessment Corrections Suspense Resolution STAR P2 Corrections Suspense Resolution STAR P3 Corrections SR CELDT Corr’s Suspense Resolution SR CAHSEE Data Corrections (for 12-13) Suspense Resolution CALPADS Overview 15

Statewide Identifiers Statewide Student Identifier (SSID) Statewide Educator Identifier (SEID) Requested through CALPADS All local education agencies are required to assign and maintain SSIDs for enrolled students Follows student throughout K-12 for more accurate reporting of enrollment, dropout, graduation rates Issued by the CCTC Required for all educators working in the K-12 public schools in a position that requires a credential or authorization LEAs work with their County Offices of Education to obtain SEIDs CALPADS Overview Unique, 10-digit, randomly generated, non-personally-identifiable number 16

CALPADS Overview 17 How the Identifiers Link Data Student Info System CALPADS HR System SSID SEID County Office County Office SEID CTC SEID Assessments CASEMIS

CALP ADS Overv iew CDE CALPADS US Department of Education State Reports DataQuest Funding & Grants Education Policy Funding & Grants Education Policy Federal Reports How CALPADS Data are Used 18

DATA MANAGEMENT BEST PRACTICES CALPADS Overview 19

Organizational Best Practices Successful Reporting requires Organizational Collaboration Required data crosses the LEA Subject matter expertise is required Points of failure Coordination is critical to success (or lack thereof) Staffing (skill sets, training) CALPADS Overview 20

Data Best Practices Reconcile data between SIS and CALPADS Synchronize data from multiple local systems (migrant ed, special ed, food services, assessments) Take advantage of training and support resources Contact SIS Vendor for support CALPADS Overview 21

Data Best Practices Establish a Data Reporting Calendar Audit Local Data Regularly Provide feedback to staff Keep CALPADS Up-to-Date Use the data in your local information systems CALPADS Overview 22

Submission Best Practices Review certification reports early in submission cycle Develop sign-off procedures prior to certification Hold post-submission reviews Analyze problems and make adjustments Incorporate into training and processes Plan for contingencies CALPADS Overview 23

RESOURCES AND SUPPORT CALPADS Overview 24

Training  Training Opportunities  Q&A  Basic courses  Advanced courses  Self-Paced Training Modules  K-12 State Reporting Overview for Administrators 25 CALPADS Overview

Training  Training Supplement  Quick Links: CALPADS Overview

LCFF Information  CDE    subscribe to the LCFF listserv by sending a "blank" message to  CALPADS Overview 27

CALPADS Documentation  CALPADS File Specifications (CFS)  CALPADS Code Sets  CALPADS Valid Code Combinations  CALPADS Error List  CALPADS Data Guide  CALPADS SSID and Enrollment Procedures  CALPADS User Manual with Glossary CALPADS Overview 28

CALPADS Overview 29 Resources  CSIS  CDE  CALPADS  CBEDS-ORA

Support Tips & Strategies  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  Join SIS user group and/or listserv 30 CALPADS Overview

31 Questions

Contact Information  Martha Friedrich  Client Services Officer    Lisa Hayes  Implementation Specialist   CALPADS Overview 32