1. State Reporting Overview for Administrators Copyright © 2016, FCMAT/California School Information Services August 12, 2016

2. Agenda CALPADS Background Required Annual Statewide Data Collections Reporting ScheduleReportsHow Data Are Used DATA MANAGEMENT Key Roles Organizational Best Practices Putting it all Together State Reporting Overview for Administrators V3.2, 9/2016 2

3. Session Outcomes The intention of this training is to provide LEA administrators and other leaders with a high level overview of: – How CALPADS data are collected, what data are required to be reported annually and how those data are used – How to foster good local data management practices and the key staff involved with CALPADS reporting State Reporting Overview for Administrators V3.2, 9/2016 3

4. CALPADS California Longitudinal Pupil Achievement Data System Repository of 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 CALPADS http://www.cde.ca.gov/d s/sp/cl/ CALPADS http://www.cde.ca.gov/d s/sp/cl/ State Reporting Overview for Administrators V3.2, 9/2016 4

5. Working with CALPADS Web-based Application Username and Password Required Each LEA has a CALPADS LEA Administrator LEA Administrator or CALPADS Coordinator submits data State Reporting Overview for Administrators V3.2, 9/2016 5

6. 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 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 State Reporting Overview for Administrators V3.2, 9/2016 CALPADS Student Information Systems 6

7. CALPADS Data Matches Direct Certification Demographic/ Address data matched with CalWorks and Food Stamps databases to certify students as eligible for free meals Medi-Cal match to be added Used in LCFF calculations Foster Youth Demographic data matched with Dept of Social Services database to identify foster youth Used in LCFF calculations Assessments Smarter Balanced assessments Assessment results loaded from Assessment Vendor Matched to demographic/ enrollment data Used in reporting and accountability calculations State Reporting Overview for Administrators V3.2, 9/2016 7

8. Local Student Information System Data extracted from local SIS Upload files Posted records processed Processing Posted records processed Processing Passed Records Fatal Errors Staging Area Operational Data Store Uploaded files processed using Input Validation Rules and compared to CALPADS data Warnings CALPADS Submission/Certification Process Smarter Balanced State Reporting Overview for Administrators V3.2, 9/2016 Foster Youth Matches Direct Certification 8

9. Local Student Information System Data extracted from local SIS Upload files Posted records processed Processing Posted records processed Processing Fatal Errors Passed Records Certification Reports Report Review and 2-Level Certification Report Review and 2-Level Certification Fatal Errors Staging Area Operational Data Store Uploaded files processed using Input Validation Rules and compared to CALPADS data State Reporting Snapshots Warnings CALPADS Submission/Certification Process State Reporting Overview for Administrators V3.2, 9/2016 Warnings 9

10. 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 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 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 July 1–June 30 5.1 Program Participants Count 5.4 Homeless Students Enrolled Unduplicated Count by School 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 State Reporting Overview for Administrators V3.2, 9/2016 10

11. CALPADS Data Collections Fall 1 As of info day 1.1 Enrollment Primary Status by Subgroups1.6 Graduates and Dropouts by Subgroup1.9 Completers and Dropouts Count1.17 FRPM/English Learner/Foster Youth Count2.1 Title III Eligible Immigrants Count2.8 English Language Acquisition Status Count by Primary Language2.9 English Language Acquisition Status Census Comparison2.12 English Language Acquisition Status ELs Reclassified RFEP Counts as of Information Day 8/16/ prior year - 8/15 reporting year Day after prior year Information Day – current year Information Day State Reporting Overview for Administrators V3.2, 9/2016 11

12. 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 Area3.6 Course Section Enrollment Count by Content Area4.1 Staff Count and FTE by Job Classification Counts as of Information Day State Reporting Overview for Administrators V3.2, 9/2016 12

13. 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 State Reporting Overview for Administrators V3.2, 9/2016 13

14. CALPADS Data Collections EOY 2 July 1–June 30 5.1 Program Participants Count 5.4 Homeless Students Enrolled Unduplicated Count by School State Reporting Overview for Administrators V3.2, 9/2016 14

15. CALPADS Data Collections EOY 3 July 1–June 30 7.1 Discipline Incidents Count by Most Severe Offense7.3 Disciplinary Actions Count7.4 Discipline Actions Count by Offense7.6 Discipline Actions Persistently Dangerous Offense Expulsions7.7 – Discipline Removals for Students with Disabilities - Count7.8 – Unilateral Removals for Students with Disabilities - Count State Reporting Overview for Administrators V3.2, 9/2016 15

16. Information Day First Wed in Oct Initial Deadline Dec 2, 2016 Final Deadline Jan 27, 2017 2016-17 Initial Deadline Mar 3, 2017 Final Deadline Mar 31, 2017 Initial Deadline Jul 31, 2017 Final Deadline Aug 11, 2017 Start of Submission May 15, 2017 Snapshots Available Dec 28, 2016 Fall 1 Submission WindowAmendment Window OctNovDecJanFebMarAprMayJunJulAugSep Submission WindowAmend Submission Am Fall 2End of Year CALPADS Snapshot Collection Windows 16 State Reporting Overview for Administrators V3.2, 9/2016

17. Upcoming Changes State Reporting Overview for Administrators V3.2, 9/2016 17

18. CALPADS Reports Submission Reports Most recent file submission and related error reports ODS Reports Reports reflect the most up-to- date data in CALPADS Aggregate and detail reports Extracts Extracts reflect the most current data from the (ODS) Extracts can be downloaded to reconcile CALPADS data with the local SIS County/Authorizing LEA Reports The county/ authorizing LEA Reports display data from the Snapshot Database at the LEA level Only LEAs certified at level 2 will be reported for a county/ authorizing LEA Aggregate Reports Also referred to as certification reports, snapshot reports Generated during submission windows State Reporting Overview for Administrators V3.2, 9/2016 18

19. Sample Report – 1.1 State Reporting Overview for Administrators V3.2, 9/2016 19

20. Sample Report – 1.17 State Reporting Overview for Administrators V3.2, 9/2016 20

21. 1.17 Sample County/Authorizing Report State Reporting Overview for Administrators V3.2, 9/2016 21

22. 1.19 – Sample COE Report State Reporting Overview for Administrators V3.2, 9/2016 22

23. How CALPADS Data are Used Dataquest LCAP Evaluation Rubrics LCFF and other Funding Statewide Assessments Accountability Systems CALPADS State and Federal Reporting Eligibility for state and federal grants Ed-Data School Accountability Report Cards State Agencies (Data Matches) State Agencies (Data Matches) Research State Reporting Overview for Administrators V3.2, 9/2016 23

24. How CALPADS Data are Used Operational Data Store (ODS) Non-certified data How CALPADS Data Are UsedPurpose CA Dept of FinanceFunding and Budget Planning CA Local Educational Agencies (LEAs) New Enrollments, program placement CA Dept of Education Graduation Cohorts, Accountability, Assessment Subgroups, Federal Reporting Smarter BalancedStudent Demographics/Subgroups CA Dept of Social Services Direct Certification of students eligible for free meals and to identify Foster Youth CA Dept of Health ServicesDirect Certification of students eligible for free meals Various External StakeholdersAfter School programs, and other Miscellaneous Uses State Reporting Overview for Administrators V3.2, 9/2016 24

25. Annual Submission State or Federal State/Federal Data UsageLEA Impact if Not Certified Fall 1 State DataQuest (Enrollment, Graduates, Dropouts, and SNOR) 0 counts School Accountability Report Card (SARC)No SARC prepopulation Department of Finance for LCFF Supplemental and Concentration funding 0 counts and impact on funding LCFF State Priority Snapshot0 counts Quality Education Investment Act (QEIA) funding0 counts & 0 funding Department of Finance for budget projections0 counts To address requests from policy makers, researchers, and other entities 0 counts How Certified CALPADS Data are Used State Reporting Overview for Administrators V3.2, 9/2016 25

26. Annual Submission State or FederalState/Federal Data UsageLEA Impact if Not Certified Fall 1 Federal 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 Limited English Proficiency Program0 counts & 0 funding NCLB Title III Immigrant Program (SNOR)0 counts & 0 funding Titles VI & IX reports for the Civil Rights Act of 19640 counts Individuals with Disabilities Education Act (IDEA)0 counts Various U.S. Department of Education (ED) organizational websites 0 counts 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 How Certified CALPADS Data are Used State Reporting Overview for Administrators V3.2, 9/2016 26

27. Annual Submission State or Federal State/Federal Data Usage LEA Impact if Not Certified Fall 2 State DataQuest (Teacher Counts, Course Enrollments and EL Services) 0 counts CCR Title V, Section 97 (certificated staff)0 counts EL Services0 counts FederalNCLB Consolidated State Performance Report (CSPR)0 counts How Certified CALPADS Data are Used State Reporting Overview for Administrators V3.2, 9/2016 27

28. Annual Submission State or Federal State/Federal Data UsageLEA Impact if Not Certified EOY-1 State DataQuest (Course Completion & CTE)0 counts LCFF State Priority Snapshot0 counts Federal Carl Perkins Program (CTE Participants, Concentrators and Completers) 0 counts & grant eligibility EOY-2 StateDataQuest (Programs and Homeless)0 counts Federal Elementary and Secondary Education Act (ESEA) Title 1, Part A Neglected 0 counts & grant eligibility EDEN (Education Data Exchange Network) Reporting0 counts NCLB Consolidated State Performance Report (CSPR)0 counts EOY-3 StateDataQuest (Discipline)0 counts Federal NCLB Consolidated State Performance Report (CSPR)0 counts NCLB Title IX - At Risk/Persistently Dangerous Schools0 counts ESEA Title IV, Part A, Subpart 3, Section 4141 (e) - Firearm Offenses 0 counts Gun Free Schools Act Annual Survey0 counts How Certified CALPADS Data are Used State Reporting Overview for Administrators V3.2, 9/2016 28

29. Annual Submission State or Federal State/Federal Data UsageLEA Impact if Not Certified Accountability State School Accountability Report Card (SARC) Data are pulled from the ODS at announced times and used for these purposes Academic Performance Index (API) Base and Growth student groups Federal Calculating the four-year graduation cohort rate used in the Adequate Yearly Progress (AYP) accountability measure. Determining which students were continuously enrolled at the school or local educational agency (LEA), and which student test scores to “roll back” from an alternative education program (AEP) to the original school or LEA. Determining which students were enrolled in a U.S. school for five or more years for the purpose of calculating Annual Measurable Achievement Objectives (AMAOs). Assessments State Registering students for the California Assessment of Student Performance and Progress (CAASPP) How CALPADS Data are Used State Reporting Overview for Administrators V3.2, 9/2016 29

30. DATA MANAGEMENT State Reporting Overview for Administrators V3.2, 9/2016 30

31. Key Roles Site Staff Data Entry Course Data Discipline LEA Administrator User Accounts Training Support Data Coordinator Analytical Skills Resources Suppor t Program Staff Data Source Verification HR Staff Info HQT Administration Data Verification Certification State Reporting Overview for Administrators V3.2, 9/2016 31

32. Successful Data Management Practices Build a data management team Build a data reporting calendar Review source data forms Perform periodic data audits Invest in training/support tools Provide annual reviews and updates State Reporting Overview for Administrators V3.2, 9/2016 32

33. Putting it all together Data Coordinator Skills Training Backup Other responsibilities Competing priorities Support SIS Users Skills Training Data Usage Support Consistent Practices SIS and other systems Ease of use Audit capabilities Systems synchronization Support models Alternative collection models Third-party tools State Reporting Overview for Administrators V3.2, 9/2016 33

34. Putting it all together State Reporting Overview for Administrators V3.2, 9/2016 Data Stewards Coordination and cooperation Responsibilities established Accountability Timely verification of reports Planning Cross-training Data Coordinator Specific data elements Emergencies 34

35. Training Options State Reporting Overview for Administrators V3.2, 9/2016 Basic courses Advanced courses Self-Paced Training Modules Q&A Data Management Vendor Training and User Groups http://csis.fcmat.org/Pages/Trainings.aspx 35

36. Key Points CALPADS data are used for funding, accountability, state and federal reporting requirements, research and more Data are submitted throughout the year as students enroll and exit Data coordinator key to successful reporting Organizational coordination and collaboration required Multiple training and support options are available State Reporting Overview for Administrators V3.2, 9/2016 36

37. State Reporting Overview for Administrators V3.2, 9/2016 Training Evaluation Please Complete Our Survey http://bit.ly/1n1yKOD 37 Questions 37