Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011 Overview of Objectives and Requirements Essential 1

2 Introductions and Ground Rules Introductions – Trainers Ground Rules – Mute phones while listening – Do not place your phone on HOLD – Silence cell phones – Introduce yourself (name and local educational agency (LEA)) when speaking – One conversation at a time Essential 1 - Overview of Objectives and Requirements v2.0, September 07,

3 Course Description This course provides a basic overview of: Goals and benefits of CALPADS CALPADS Data Requirements and File Specifications Key Changes for CALPADS Statewide Student Identifier (SSID) and Enrollment Procedures CALPADS Overview (Essential 1) 3

4 Target Audience and Objectives The target audience for this course is LEA program, data management staff, and administrators responsible for reporting and certifying data in CALPADS. Understanding of: – Goals and benefits of CALPADS – Which data are expected – Key changes with CALPADS Awareness of: – The CALPADS SSID and Enrollment Procedures – The calendar of yearly activities Essential 1 - Overview of Objectives and Requirements v2.0, September 07,

5 CALPADS Training Courses WebEx and/or Online Self-Paced Trainings: – Essential 2: Features, Code Mapping, and User Access – Essential 3: SSID Requests, Enrollment, and Maintenance – Essential 4 : SSID Anomalies – Fall 1: State Reporting and Certification – Fall 1 Advanced: State Reporting and Certification – Fall 2: Data Population – Fall 2: Reporting and Certification – Spring 1: Reporting and Certification – End-of-Year 1-4: Reporting and Certification Q & A Conference Calls: – Fall Error Correction – Fall General Essential 1 - Overview of Objectives and Requirements v2.0, September 07,

6 Agenda Introduction to CALPADS Introduction to SSID Enrollment – Data Management Expectations – CALPADS SSID and Enrollment Procedures State Reporting Calendar Key Changes for Fall 1 Essential 1 - Overview of Objectives and Requirements v2.0, September 07,

7 Agenda (cont.) Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4 Getting Started Resources Essential 1 - Overview of Objectives and Requirements v2.0, September 07,

8 Introduction to CALPADS Provide LEAs and CDE access to the data necessary to comply with federal NCLB reporting requirements Provide a better means of evaluating educational progress and investments over time Provide LEAs information that can be used to improve pupil achievement Provide an efficient, flexible, and secure means of maintaining longitudinal statewide pupil level data Goals of CALPADS Essential 1 - Overview of Objectives and Requirements v2.0, September 07,

9 Introduction to CALPADS Streamlined data collection and maintenance process Immediate access to information on new students captured by previous LEAs Visibility to data to support school performance improvement Extraction and download of data from CALPADS to conduct analyses using local analysis tools Benefits of CALPADS Essential 1 - Overview of Objectives and Requirements v2.0, September 07,

Introduction to CALPADS Enrollment Data Responsibilities Ongoing Data Maintenance Ownership of Data Operational Data Store (ODS) Snapshot State Reporting Key Concepts for CALPADS Each of the following concepts is key to understanding CALPADS functionality: Essential 1 - Overview of Objectives and Requirements v2.0, September 07,

Introduction to CALPADS Key Concepts for CALPADS CALPADS is designed for LEAs to submit data throughout the academic year to provide up-to- date information in CALPADS At specific times during the academic year, CALPADS will take snapshots from the data in the ODS to support state and federal reporting needs Essential 1 - Overview of Objectives and Requirements v2.0, September 07,

Introduction to CALPADS Solution Components Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011 Where LEA’s uploaded data is initially loaded. Where error reports are produced. 12

13 Agenda Introduction to CALPADS Introduction to SSID Enrollment – Data Management Expectations – CALPADS SSID and Enrollment Procedures State Reporting Calendar Key Changes for Fall 1 Essential 1 - Overview of Objectives and Requirements v2.0, September 07,

14 Introduction to SSID Enrollment an annual accounting of all students accurate dropout and graduate counts access to current information on transferring students to facilitate appropriate placement and services high-quality data for local, state and federal use Data Management Expectations LEAs need to regularly report enrollments and exits to CALPADS to ensure: Essential 1 - Overview of Objectives and Requirements v2.0, September 07,

15 Introduction to SSID Enrollment SSID and Enrollment Procedures Overview The California Department of Education (CDE) has developed new enrollment procedures as well as updated some existing procedures for CALPADS These procedures guide and define the algorithms that are employed to process and maintain the data submitted to CALPADS See link below for the complete listing of the procedures – Essential 1 - Overview of Objectives and Requirements v2.0, September 07,

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Key Procedures LEAs are expected to access CALPADS to acquire a student’s SSID for enrollment purposes (1.0) LEAs shall update CALPADS with a student’s school enrollment no later than 14 calendar days after the student’s expected first day of attendance (4.0) LEAs shall update CALPADS with student exit data no later than 14 calendar days after the date the district exits the student in their local system. The exit date to be used is the date of the last full day of attendance (4.0) LEAs are not allowed to obtain and maintain student SSIDs in CALPADS for summer or inter-session terms (4.0) Introduction to SSID Enrollment 16

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Introduction to SSID Enrollment Key Procedures LEAs may pre-enroll a student in CALPADS up to 6 months prior to the student’s first expected day of attendance (Student School Start Date) (4.1) While LEAs may pre-enroll students in their local systems, SSID requests to CALPADS should be delayed until a date closer to student’s first expected day of attendance. This practice will reduce the number of “No Shows” and concurrent enrollment anomalies reported to CALPADS. 17

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Introduction to SSID Enrollment SSID & Enrollment Procedures Appendices 18

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Agenda Introduction to CALPADS Introduction to SSID Enrollment – Data Management Expectations – CALPADS SSID and Enrollment Procedures State Reporting Calendar Key Changes for Fall 1 19

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011 Snapshot Collection Windows Fall 1 Annual Enrollment Graduates and Dropouts Enrollment Subgroups Fall 2 Course Enrollment Certificated Staff Assignments English Learner (EL) Services Spring 1 English Language Acquisition Status Title III Eligible Immigrants End of Year 1 Course Completion Career Technical Education (CTE) End of Year 2 Program Participation End of Year 3 Discipline and Truancy End of Year 4 Waivers Introduction to State Reporting Which Data are Expected in ? 20

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011 Introduction to State Reporting Snapshots Certification & Amendment Calendar CALPADS Submission Census Day Snapshot Collection Window Certification Deadline Amendment Window Fall 1October 5 Fall 2October 5 Spring 1March 1 EOY 1none EOY 2none EOY 3none EOY 4none See the CALPADS Submission Calendar for the current dates: 21

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Agenda Introduction to CALPADS Introduction to SSID Enrollment – Data Management Expectations – CALPADS SSID and Enrollment Procedures State Reporting Calendar Key Changes for Fall 1 22

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Data changes by content area: – Student Enrollment – Student Information – Student Programs Content to be Presented Key Changes with CALPADS 23

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Data Information: – Students to whom the data applies – CALPADS element number, example: “1.15” “1.” = CALPADS Data Submission File (see CFS) “.15” = Element number in the CALPADS File Specifications – Applicable CALPADS SSID and Enrollment Procedure(s) – Applicable CALPADS Code Set – Applicable CALPADS Validation Error – Action needed to prepare for CALPADS submissions Content to be Presented Key Changes with CALPADS 24

Key Changes with CALPADS Field #Titles 1.04Reporting LEA* 1.05School of Attendance* 1.06School of Attendance NPS 1.07Academic Year ID* 1.08SSID* 1.09Local Student ID* 1.10Student Legal First Name* 1.11Student Legal Middle Name 1.12Student Legal Last Name* 1.13Student Legal Name Suffix Code 1.14Student Alias First Name 1.15Student Alias Middle Name Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Student Enrollment (Applies to All Students) 25

Key Changes with CALPADS Field #Titles 1.16Student Alias Last Name 1.17Student Birth Date* 1.18Student Gender Code* 1.19Student Birth City 1.20Student Birth State Province Code 1.21Student Birth Country Code* 1.22Primary Language Code* 1.23Student School Start Date* 1.24Enrollment Status Code* 1.25Grade Level Code* 1.26Student School Exit Date 1.27Student Exit Reason Code Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Student Enrollment (Applies to All Students) 26

Key Changes with CALPADS Field #Titles 1.28Student School Completion Status Code 1.29Expected Receiver School of Attendance 1.30Student Met all UC CSU Requirements Indicator Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Student Enrollment (Applies to All Students) 27

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Ensure data entry staff understand the following changes in the SENR validation rules: SENR0203: Invalid Student School Exit Date for Student School Completion Status Code 108 (CAHSEE Exemption SENR0204: Student School Exit Date must be between May 15 and August 15 when Student Exit Reason Code = N420 (No Show Same School) Student Enrollment (Applies to All Students) Key Changes with CALPADS 28

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Ensure staff understand how to enroll preschool students 1.24 Enrollment Status Code (Procedure 2.2, Appendix A) – Code Set – Enrollment Status – Use Primary Enrollment (10) for special education and non-special education students – For special education students that also receive services from another LEA, that LEA is to use Secondary Enrollment (20) – Use Secondary Enrollment (20) for non-special education students enrolled in a Head Start Program that also are primarily enrolled in the LEA preschool program Student Enrollment (Applies to Preschool Students) Key Changes with CALPADS 29

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, For preschool students being served through a District-Level Special Education Consortium 1.24 Enrollment Status Code (Procedure 2.2 and Appendix B) – Request a CDS code for a “District Special Education Consortium School” – Use Primary Enrollment (10) for special education students at the District Special Education Consortium School – District of Special Education Accountability cannot have these students enrolled in CALPADS Student Enrollment (Applies to Preschool Students) Key Changes with CALPADS 30

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Ensure staff understand how to enroll adult special education students 1.24 Enrollment Status Code – Code Set – Enrollment Status – Use Primary Enrollment (10) 1.25 Grade Level Code – Code Set – Grade Level – Use 12 (Twelfth Grade) or US (Ungraded Secondary) Student Enrollment (Applies to Adult Special Education Students) Key Changes with CALPADS 31

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Use only for students who completed the highest grade offered at the school 1.27 Student Exit Reason Code (Procedure 5.3) – Code Set – Student Exit Category Exit reason should be E230 (completer) 1.28 Student School Completion Status – Code Set – Student Completion Status Enter appropriate school completion status Student Exits (Applies to Graduates and Completers) Key Changes with CALPADS 32

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Essential 3 addresses common errors that occur in batch and online submission Fall Error Corrections Q & A address common errors that occur in batch and online submission Attend those trainings (WebEx or Self-Paced) or conference calls to learn how to fix the errors Student Enrollment Submission Errors Key Changes with CALPADS 33

Key Changes with CALPADS Field #Titles 2.04Effective Start Date* 2.05Effective End Date 2.06Reporting LEA* 2.07School of Attendance* 2.08Academic Year ID* 2.09SSID* 2.10Local Student ID* 2.11Student Legal First Name * 2.12Student Legal Middle Name 2.13Student Legal Last Name* 2.14Student Legal Name Suffix Code Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Student Information (Applies to All Students) 34

Key Changes with CALPADS Field #Titles 2.15Student Alias First Name 2.16Student Alias Middle Name 2.17Student Alias Last Name 2.18Student Birth Date* 2.19Student Gender Code* 2.20Student Birth City 2.21Student Birth State Province Code 2.22Student Birth Country Code* 2.23Primary Language Code* 2.24Student Hispanic Ethnicity Indicator* 2.25Student Ethnicity Missing Indicator* 2.26Student Race Code* Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Student Information (Applies to All Students) 35

Key Changes with CALPADS Field #Titles 2.27Student Race 2 Code 2.28Student Race 3 Code 2.29Student Race 4 Code 2.30Student Race 5 Code 2.31Student Race Missing Indicator* 2.32Grade Level Code* 2.33Primary Residence Category Code* 2.34Interdistrict Transfer Code 2.35District of Geographic Residence 2.36Residential Address Line 1* 2.37Residential Address Line Residential Address City Name* Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Student Information (Applies to All Students) 36

Key Changes with CALPADS Field #Titles 2.39Residential Address State Province Code* 2.40Residential Address Zip Code* 2.41English Language Acquisition Status Code* 2.42English Language Acquisition Status Start Date* 2.43Student Proficient of Advanced for ELA Code 2.44Student Birth Country Special Circumstances Indicator 2.45Student Initial US School Enrollment Date 2.46Enrolled in US School less than Three Cumulative Years Indicator 2.47Student Initial Ninth Grade Entry Year 2.48CTE Pathway Code Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Student Information (Applies to All Students) 37

Key Changes with CALPADS Field #Titles 2.49CTE Pathway Completer Indicator 2.50Parent Guardian Highest Education Level Code* 2.51Guardian 1 First Name 2.52Guardian 1 Last Name 2.53Guardian 2 First Name 2.54Guardian 2 Last Name Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Student Information (Applies to All Students) 38

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Ensure data entry staff understand the following changes in the SINF validation rules: 2.45 Student Initial US School Enrollment Date (SINF0058) Required if English Language Acquisition Status = EL 2.42 English Language Acquisition Status Start Date (SINF0164) Required if English Language Acquisition Status Code is not equal to EO SINF0213: SINF Record Effective Start Date Cannot be prior to the English Language Acquisition Status Start Date Student Information (Applies to all students) Key Changes with CALPADS 39

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Ensure data entry staff understand the following changes in the SINF validation rules: SINF0214: History of prior English Language Acquisition Status being overwritten by this submission (Warning) SINF0215: English Language Acquisition Status Start Date Greater Than the Current System Date SINF0216: Student Primary Language Code cannot equal English (00) or Sign Language (37) when English Language Acquisition Status Code equals EL, RFEP, or IFEP Student Information (Applies to all students) Key Changes with CALPADS 40

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Fall Error Corrections Q & A address common errors that occur in batch and online submission Attend those conference calls to ask and learn how to fix the errors Student Information Submission Errors Key Changes with CALPADS 41

Key Changes with CALPADS Field #Titles 3.04Reporting LEA* 3.05School of Attendance* 3.06Academic Year ID* 3.07SSID* 3.08Local Student ID* 3.09Student Legal First Name * 3.10Student Legal Last Name* 3.11Student Birth Date* 3.12Student Gender Code* 3.13Education Program Code* 3.14Education Program Membership Code* 3.15Education Program Membership Start Date* Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Student Program (Applies to All Students) 42

Key Changes with CALPADS Field #Titles 3.16Education Program Membership End Date 3.17Education Service Academic Year 3.18Education Service Code 3.19California Partnership Academy ID 3.20Migrant Student ID 3.21Primary Disability Code 3.22District of Special Education Accountability Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Student Program (Applies to All Students) 43

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Ensure data entry staff understand the following changes in the SPRG validation rules: SPRG0070: Open Education Program record exists with different Membership Start Date. SPRG0149: Invalid California Partnership Academy ID. SPRG0151: Invalid Education Program Code and California Partnership Academy ID combination. SPRG0193: Invalid District of Special Education Accountability Student Programs (Applies to All Students) Key Changes with CALPADS 44

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Essential 3 addresses common errors that occur in batch and online submission Fall Error Corrections Q & A address common errors that occur in batch and online submission Attend those trainings (WebEx or Self-Paced) or conference calls to learn how to fix the errors Student Program Submission Errors Key Changes with CALPADS 45

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Agenda (cont.) Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4 Getting Started Resources 46

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Fall 2, Spring, and EOY 1- 4 Training Introduction to State Reporting Submission Data Submitted Training Name Fall 2 Course Enrollment Certificated Staff Assignments English Learner (EL) Services Data Population Reporting & Certification Spring 1 English Language Acquisition Status Title III Eligible Immigrants Reporting & Certification End of Year 1 Course Completion Career Technical Education (CTE) To be announced End of Year 2 Program Participation To be announced End of Year 3 Discipline and Truancy To be announced End of Year 4 Waivers To be announced 47

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Agenda (cont.) Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4 Getting Started Resources 48

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Getting Started Preparing for Essential 2 Training Target Audience LEA program and data management staff responsible for overall district enrollment, and LEA system administration staff Topics Include: System components Home Page functionality System navigation System security set-up Administration of access rights for users at the local level Management of user contacts Mapping of local codes Reports and extracts Data processing and management Register for CALPADS Essential 2 CALPADS Features, Key Concepts, and System Administration 49

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Getting Started Checklist Items To Complete 1.Download and review the CALPADS system documentation located on the CDE CALPADS web-site ( 2.Schedule installation of student information system (SIS) updates (if applicable) to support CALPADS File Specifications. 3.Confirm client workstations used to access CALPADS meet the CDE’s minimum web browser requirements located on the CDE web-site ( 4.Plan staff time to attend the CALPADS training sessions ( 5.Ensure the appropriate LEA staff have subscribed to the CALPADS-LEA listserv ( 50

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Agenda (cont.) Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4 Key Changes for Fall 2, Spring, & End-of-Year 1-4 Getting Started Resources 51

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011 Resources CDE CALPADS: – CALPADS File Specifications, Code Sets, Data Guide, & Enrollment Procedures : – Sign up for CALPADS listserv: – CSIS CALPADS: –

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011 Resources CALPADS File Upload Templates – – Login, then click on the Help menu CALPADS User Manual – – Login, then click on the ? Menu CALPADS Update FLASH – CALPADS Known Issues updates –

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011 Resources CALPADS Support: – CALPADS Training Registration page: – CALPADS Self-Paced Training: – training/CALPADS/sp-training.asp training/CALPADS/sp-training.asp CALPADS FAQs: –

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011 Resources File FallSpringEnd of Year 1-Annual Enrollment Update/ Title III Eligible Immigrants 2-Course Enrollment/ Staff Assignment/ EL Services 1-English Language Acquisition/ Title III Eligible Immigrants 1- Course Completion / Career Technical Education 2 -Program Participation 3- Discipline/ Truancy4-Waivers SSID/Enrollment R (1) UUUUUU Student Information R (2) URUUUU Student Program R (3) UUUR Student Health (4) Course Section R R Student Course Section R R Staff Demographics R U Staff Assignments R Student Waivers R Student Discipline R CALPADS Data Collection Periods, Windows, and Required File Formats 55

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, 2011 Training Evaluation Please complete our survey 56

Essential 1 - Overview of Objectives and Requirements v2.0, September 07, Questions 57