1. CALPADS Updates May 2017

2. Contact Information
Brandi Jauregui
Senior Info. Systems Analyst
CALPADS/CBEDS/CDS Operations Office

3. Agenda Student Absence Summary File CASEMIS to CALPADS Transition
CAASPP and CALPADS
Direct Certification
General Updates

4. Student Absence Summary (STAS) File

5. Student Absenteeism Summary (STAS)
Intended to identify students who are chronically absent (10% or more of the days they were expected to attend)
Required in EOY
Certification of cumulative enrollment will also be required
CCEs must be resolved
Most recent file format is available at :

6. Who’s In and Out? You MUST submit STAS data for:
Students with PRIMARY and SHORT-TERM enrollments
Enrolled between 7/1/2016 and 6/30/2017
You DO NOT have to submit STAS data for:
Home/hospital students
Students enrolled at NPS schools
Students who are primarily enrolled but are attending college 100% of the school day
Students enrolled in summer school

7. Talk to your VENDORS
SIS vendors are responsible for developing the business rules for the STAS extract
Talk to your vendors to understand how each of the STAS fields are being calculated.

8. STAS Input Validation Errors
Error Number
Error Message
Error Description
Severity
STAS0303
Invalid Absence Summary Information when Exemption is not Indicated
The following Student Absence Summary information must be populated if the Student Absence Summary Data Collection exemption Indicator is null. - Hourly Attendance School Type Indicator - Expected Attendance Days - Days Attended - Days Absent out-of-school suspension - Days in Attendance In-School Suspension - Days Absent Excused Non-Suspension - Days Absent Unexcused Non-Suspension - Incomplete Independent Study Days
Fatal
STAS0304
Invalid Absence Summary Information when Exemption is Indicated
The following Student Absence Summary information must be null if Student Absence Summary Data Collection Exemption Indicator is equal to "Y" (yes) Hourly Attendance School Type Indicator - Expected Attendance Days - Days Attended - Days Absent out-of-school suspension - Days in Attendance In-School Suspension - Days Absent Excused Non-Suspension - Days Absent Unexcused Non-Suspension - Incomplete Independent Study Days

9. STAS Input Validation Errors
Invalid Expected Attendance Days
When populated, Expected Attendance Days must be between 1 and 250 days, inclusive
Fatal
STAS0306
Invalid Days Attended
When populated, Days Attended must be less than or equal to Expected Attendance Days
STAS0307
Invalid Out-of-School Suspension days absent
When populated, Days Absent Out-of-School Suspension must be less than or equal to Expected Attendance Days Less Days Attended (May be 0)
STAS0308
Invalid In-School Suspension days attended
When populated, Days in Attendance In-School Supsension must be less than or equal to Expected Attendance Days Less Days Attended (May be 0)

10. STAS Input Validation Errors
Invalid Excused Non-Suspension days absent
When populated, Days Absent Excused Non-Suspension must be less than or equal to Expected Attendance Days Less Days Attended (May be 0)
Fatal
STAS0310
Invalid Unexcused Non-Suspension days absent
When populated, Days Absent Unexcused Non-Suspension must be less than or equal to Expected Attendance Days Less Days Attended (May be 0)
STAS0311
Invalid Incomplete Indpendent Study Days
When populated, Incomplete Independent Study Days must be less than or equal to Expected Attendance Days Less Days Attended (May be 0)
STAS0313
Absence Summary Exemption Only for NPS or Home/Hospital Schooled Student
Student must be enrolled in Non-public school (NPS) or is receiving instruction through at home/hospital instructional setting to be exempt from submitting Student Absence Summary Data
Warning

11. STAS Certification Validation Errors#
Validation Rule Name
Description
Lvl
CERT125
Missing In-School Suspension Data for a student who was reported as attending in-school suspension
Students who are reported as attending in-school suspensions in the absence summary data must have an associated SDIS data for the same school in the same academic year where the student's disciplinary action taken was In-school suspension
Fatal
CERT126
Missing Primary or Short-term Enrollment record for a student with Absence Summary Data
Students who are reported as attending school in the absence summary data must have associated SENR data for the same school in the same academic year with an enrollment status of Primary or Short-term.

12. STAS Certification Validations
Missing Out-of-School Suspension Data for a student who was reported as absent due to out-of-school suspension
Students who are reported as absent due to Out-of-school suspensions in the absence summary data must have an associated SDIS data for the same school in the same academic year where the student's disciplinary action taken was Out-of-school suspension
Fatal
CERT128
Missing Absence Summary Data for Student
Each student who has an SENR record with an enrollment status of Primary or short-term in grades KN-12, UE, US must have an assocated STAS record for the same school and academic year.

13. STAS Certification Validations
Expected Attendance Days is greater than Total Enrollment Days
A student's Expected Attendance Days must be less than or equal to their Total Enrollment Days** at the same school for the same academic year.
** Total enrollment days based on SENR records
Fatal

14. CASEMIS TO CALPADS (C2C)

15. CASEMIS TO CALPADS (C2C)
UPDATES
CASEMIS file layouts will be MODIFIED for to mirror names and code values proposed for C2C
In lieu of “pilot” or “beta” test
Draft file layouts and code sets have been distributed to special education system vendors

16. CASEMIS TO CALPADS (C2C)
REMINDERS FOR EOY 3
SELPAs MUST review discipline reports for students with disabilities prior to certification
Establish a local review process
Provide access to CALPADS reports for SELPA
Letter will go out to Superintendents in May

17. CASEMIS TO CALPADS (C2C)
REMINDERS FOR EOY 3
If “Removals to Interim Alternative Setting” > 1 for an LEA, data could be inaccurate – verify with SELPA
New fatal error when Removal to Interim Alternative Setting has been populated for a student WITHOUT a disability (no 144 program)
Ensure that K-3 students are not being suspended solely for Disruption/Defiance (Code 511)
Verify using Report Discipline Actions - Count by Offense
Exception for “teacher suspensions” for disruption/defiance

18. CASEMIS TO CALPADS (C2C)
Special Education Division is now requesting that LEAs obtain SSIDs for preschoolers with plan type 30 (Pending evaluation)
Do not submit SPRG record until student is determined “eligible for services”
If student is determined to be ineligible, exit student with an N470 (No Show Exit)
LEAs should NOT obtain SSIDs for any K-12 students with plan type 30

19. CASEMIS TO CALPADS (C2C)
CASEMIS Roadshows
Spring roadshows have concluded
Additional roadshows will be announced in the Fall
Sign up for the CASEMIS to CALPADS listserv for updates

20. CAASPP AND CALPADS

21. CAASPP and CALPADS
When Should LEAs exit students from CALPADS? And, what student data are used in reports?
For 2017 summative testing ETS freezes the demographic data it receives from CALPADS at the end of the LEA’s testing window OR when the student exits, whichever comes first, and uses these data for reports in TOMS, the Online Reporting System (ORS), and on the public Website
This means…
For students who leave during a selected testing window, LEAs can and should exit their students when the student exits—LEAs should not wait until the end of the testing window
Students who complete the school year at the school should be exited at the end of the school year
Demographic data for students who are not exited prior to the end of the testing window will be frozen as of the end of the testing window

22. CAASPP and CALPADS
Do NOT manually close any of the following program records during the testing window:
504 Accommodations
Special Education
Migrant
National School Lunch Program (NSLP)
Keep in mind that NSLP records will close automatically on the date you exit a student
Coordinate exit submissions with your assessment coordinators!!

23. CAASPP and CALPADS BEFORE THE END OF AUGUST
Ensure student has a current-year enrollment for interim testing

24. DIRECT CERTIFICATION

25. Direct Certification Changes
May Extract Includes:
S – SNAP-Certified
T – TANF-Certified
M – Medi-Cal Free Certified*
R – Medi-Cal Reduced Certified*
N – Not Certified
*only 14 pilot LEAs will see all M- and R-certified students (available statewide July 2, 2017)

26. DC/CALPADS Coordination
July 2nd DC match is largest match of the year
Includes E155 exits
Excludes all other exits
Best practice is to have NEW incoming students enrolled in CALPADS for the new academic year by July 1 so they are included in July match (Kinder or matriculating students)
This ensures they start receiving meals as of the first day of school
Work with your food service staff to coordinate

27. Direct Certification Workshops
Remaining DC workshop locations and dates (times for all sessions are 9:00 am to 1:00 pm):
Corona-Norco May 18 and 19
See CALPADS Flash #124 for registration instructions

28. ESSA TEACHER REPORTING REQUIREMENTS

29. ESSA Teacher Reporting Requirements
ANNUAL counts of minority and socioeconomically disadvantaged students compared to counts of non-minority, non-socioeconomically disadvantaged students taught by the following:
“Ineffective Teachers”
“Out-of-Field” Teachers
Teachers with “Emergency or Provisional Credentials”
“Inexperienced Teachers”

30. ESSA Teacher Reporting Requirements
CDE will report the following in (no additional collection requirements for LEAs)
Teachers with “Emergency or Provisional Credentials”
“Inexperienced Teachers”
A plan on how the remaining data will be collected is still in development

31. ESSA Teacher Reporting Requirements
Professional Learning Support Division will be holding stakeholder meetings over the next two months to solicit input on the term “Ineffective Teacher” which will be included in the draft ESSA State Plan
Could potentially affect “Out-of-Field” definition as well
Definitions will be sent to the State Board for review in July 2017, finalized in September 2017

32. General Updates

33. CALPADS Administrator Account Renewal
LEA Administrator applications over one year old will be required to submit a new application upon password reset
All users will be required to annually renew their acceptance the CALPADS Confidentiality and Security Agreement

34. WHY????!!! High % of expired LEA Administrator Accounts
Local accounts can ONLY be created by the LEA Admin
Data in CALPADS are highly confidential – CDE must know who has access

35. COMING SOON - GOOD NEWS!
LEA Administrator accounts will be assigned ALL roles in CALPADS
You WON’T need multiple accounts if you wear many hats in your LEA

36. Exit Certification is Moving to End-of-Year!
We are considering moving the certification of exits (grads and drops) to a NEW EOY submission
Fall 1 submission would only reflect current year enrollments

37. Potential Discipline Anomalies
CA reported a high % of K-3 students committing:
Sexual assault
Sexual battery
Sexual harassment
Ensure sites are selecting the appropriate Offense Code
If offense does not meet Penal Code definition – choose a different offense code!!!!

38. Additional Questions?