1. New Data Coordinator Training
K-12 Educational Data
Management Overview
July 1, 2013
Copyright © 2013, FCMAT/California School Information Services

2. Agenda Purpose and Objectives Introductions
Statewide Education Data Systems
Required Annual Reporting
Best Practices
Resources and Support
Data Management - Roadmap for the School Year, v2.1,

3. Objectives Participants will have an understanding of:
CALPADS, CBEDS-ORA, OPUS-CDS, Assessments and Accountability, FCMAT
Required reporting and how the data are used
Consequences for not certifying CALPADS data
Statewide Education Systems and Services
Data Management Teams
Data Security
Best Practices
Resources available to support reporting and data management
Data Management - Roadmap for the School Year, v2.1,

4. Introductions
Name Local Educational Agency Title/Job Responsibilities Special Populations Reason for attending
Data Management - Roadmap for the School Year, v2.1,

5. Statewide Education Systems and Services
California Longitudinal Pupil Achievement Data System (CALPADS)
California Basic Educational Data System/ Online Reporting Application (CBEDS-ORA)
Online Public Update for Schools-County-District- School (OPUS-CDS)
Consolidated Application Reporting (CARS)
Fiscal Crisis and Management Assistance Team (FCMAT)
Statewide Assessments and Accountability Systems
Data Management - Roadmap for the School Year, v2.1,

6. CALPADS California Longitudinal Pupil Achievement Data System
The foundation of California’s K-12 education data system
Implemented Fall 2009
Includes student demographic, program participation, enrollment, course enrollment and completion, discipline, certificated staff, and statewide assessment data
Data Management - Roadmap for the School Year, v2.1,

7. Tool for evaluating educational progress and investments over time
5/1/2018
CALPADS
Collects the data needed for federal NCLB and state reporting requirements
Tool for evaluating educational progress and investments over time
Establishes a means of maintaining longitudinal statewide pupil level data
Immediate access to information reported by previous LEAs on transferring students
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8. CBEDS-ORA
California Basic Education Data System – Online Reporting Application (CBEDS-ORA)
A web-based application to collect LEA:
Contact Information
Institution information
Address information
Student Educational Options
Education Calendar
School Status
Classified Staff Information
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9. OPUS-CDS Online Public Update for Schools-County-District-School
Web-based application used by authorized coordinators to notify the CDE of updates to the Public School Directory
Replaces the process of LEAs submitting updates on paper forms
Not all school and/or LEA information can be updated using the OPUS-CDS application
Data Management - Roadmap for the School Year, v2.1,

10. CARS Consolidated Application and Reporting System (CARS)
Web-based data collection system to apply for Categorical Program Funding and to report on the use of those funds
Data Management - Roadmap for the School Year, v2.1,

11. FCMAT
Fiscal Crisis and Management Assistance Team supports LEAs fulfill their financial and management responsibilities by providing:
Fiscal oversight and assistance
Management assistance by request
Training and other related school business services
Charter school workshops
Data Management - Roadmap for the School Year, v2.1,

12. Relationship of Education Data
Local Systems (SIS)
Community
CALPADS
Feds
Data Management - Roadmap for the School Year, v2.1,

13. Statewide Education Systems
CALPADS
Statewide Assessments
OPUS-CDS
CBEDS-ORA
CASEMIS
CARS
Data Management - Roadmap for the School Year, v2.1,

14. 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
Unique, 10-digit, randomly generated, non-personally-identifiable number
Data Management - Roadmap for the School Year, v2.1,

15. Best Practices for SSIDs
Requesting SSIDs
Take care when requesting new SSIDs or choosing/using existing SSID
Maintenance of SSIDs
Data should be updated in accordance with student mobility rates
Data should be updated as changes occur (ELAS status, Program eligibility/participation, etc.)
Adopt strategies to prevent anomalies
Data Management - Roadmap for the School Year, v2.1,

16. How the Identifiers Link Data
Assessments
CALPADS
SEID
SSID
CTC
SEID
Student Info System
SEID
SEID
CASEMIS
HR System
County
Office
SEID
Data Management - Roadmap for the School Year, v2.1,

17. Statewide Assessments
Standardized Testing and Reporting (STAR)
Suspended for
Will be replaced with California Measurement of Academic Performance and Progress (CalMAPP) assessments in
California English Language Development Test (CELDT)
Required state test for English language proficiency
California High School Exit Examination (CAHSEE)
All public school students are required to pass to earn a high school diploma
Data Management - Roadmap for the School Year, v2.1,

18. Accountability Systems
Academic Performance Index (API)
School academic performance and growth measure
Based on results of CST’s and CAHSEE
Adequate Yearly Progress (AYP)
Required of all LEAs and schools
AYP calculations include percent proficient performance on:
STAR*
API growth
Graduation rates (high schools only)
*For this year only. Future AYP calculations will be based upon new state testing system.
Data Management - Roadmap for the School Year, v2.1,

19. Accountability Systems
School Accountability Report Card (SARC)
Required for all schools
Required components
Available at no cost via Ed-Data system
Alternative Schools Accountability Model (ASAM)
Voluntary reporting system for alternative schools serving high-risk pupils
LEA reports three indicators of performance for each eligible school
Due at end of the school year
Data Management - Roadmap for the School Year, v2.1,

20. Required Annual reporting
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21. CALPADS Data Collections
Fall 1
Enrollment as of Info Day
Completers
Dropouts
FRPM/EL/FY
Title III Eligible Immigrants
English Learners
Students Reclassified
Fall 2
Course Enrollment as of Info Day
English Learner Services
Certificated Staff Assignments
NCLB Core Course Compliance
EOY 1
7-12 Course Completions
Career Tech Ed Data
EOY 2
Program Participation
Homeless Counts
EOY 3
Discipline
Persistently Dangerous Schools
EOY 4
CAHSEE Waivers and Exemptions
Data Management - Roadmap for the School Year, v2.1,

22. CALPADS Fall 1 Info Day 1st Wed in Oct
Data Usage
Not Certified
State
DataQuest (Enrollment, Graduates, Dropouts, and SNOR)
0 counts
School Accountability Report Card (SARC)
No SARC prepopulation
Economic Impact Aid (EIA) Program funding calculation
0 counts & 0 funding for COEs operating Juvenile Court schools and EIA-designated small rural districts
Department of Finance for LCFF Supplemental and Concentration funding
0 counts and impact on funding
Quality Education Investment Act (QEIA) funding
0 counts & 0 funding
Department of Finance for budget projections
To address requests from policy makers, researchers, and other entities
Data Management - Roadmap for the School Year, v2.1,

23. CALPADS Fall 1 Info Day 1st Wed in Oct
Data Usage
Not Certified
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 Program
0 counts & 0 funding
NCLB Title III Immigrant Program (SNOR)
Titles VI & IX reports for the Civil Rights Act of 1964
Individuals with Disabilities Education Act (IDEA)
Various U.S. Department of Education (ED) organizational websites
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
Data Management - Roadmap for the School Year, v2.1,

24. CALPADS Fall 2 Info Day 1st Wed in Oct
Data Usage
Not Certified
State
DataQuest (Teacher Counts, Course Enrollments and EL Services)
0 counts
CCR Title V, Section 97 (certificated staff)
Federal
NCLB Consolidated State Performance Report (CSPR)
Highly Qualified Teacher (HQT)
0 counts and potential placement on sanction list
Data Management - Roadmap for the School Year, v2.1,

25. CALPADS EOY 1-2 July 1 – June 30
Data Usage
Not Certified
EOY 1
State
DataQuest (Course Completion & CTE)
0 counts
Federal
Carl Perkins Program (CTE Concentrators and Completers)
0 counts & grant eligibility
EOY 2
DataQuest (Programs and Homeless)
Elementary and Secondary Education Act (ESEA) Title 1, Part A Neglected
EDEN (Education Data Exchange Network) Reporting
NCLB Consolidated State Performance Report (CSPR)
Data Management - Roadmap for the School Year, v2.1,

26. CALPADS EOY 3-4 July 1 – June 30
Data Usage
Not Certified
EOY-3
State
DataQuest (Discipline)
0 counts
Federal
NCLB Consolidated State Performance Report (CSPR)
NCLB Title IX - At Risk/Persistently Dangerous Schools
ESEA Title IV, Part A, Subpart 3, Section 4141 (e) - Firearm Offenses
Gun Free Schools Act Annual Survey
EOY 4
DataQuest (Waivers and Exemptions)
Data Management - Roadmap for the School Year, v2.1,

27. CALPADS EOY 3-4 July 1 – June 30
Data Usage
Not Certified
Assessments
State
School Accountability Report Card (SARC)
Assessment data is not certified, but if Suspense records are not fixed counts will be lower. Enrollment and Exit data in the CALPADS Operational Data Store is used to determine continuous enrollment; STAR and CAHSEE scores of students not continuously enrolled will not be included in API and AYP calculations
Academic Performance Index (API) Base and Growth
Federal
Adequate Yearly Progress (AYP) targets
Data Management - Roadmap for the School Year, v2.1,

28. Other Annual Reporting
End of Year
Consolidated Application Reporting System (CARS)
Carl Perkins Adult Ed
Data Management - Roadmap for the School Year, v2.1,

29. Best Practices: Key Roles Data Management Data Confidentiality
Data Management - Roadmap for the School Year, v2.1,

30. Contact Support on behalf of LEA Users
Key Roles
CALPADS LEA Administrator
Manage User Accounts
Assign userids and roles
Reset passwords
Revoke accounts
Train Local Staff
All staff assigned User IDs should be trained
Contact Support on behalf of LEA Users
Verify/map codes
Data Management - Roadmap for the School Year, v2.1,

31. Key Roles LEA CALPADS Coordinator
Understand requirements and timelines
Coordinate local data collection
Verify all required data is reported
Recommend local practices to improve data quality
Keep staff apprised of changes
Audit data periodically
Data Management - Roadmap for the School Year, v2.1,

32. IDENTIFY SYSTEM OF RECORD DESIGNATE DATA STEWARDS
Information Systems
IDENTIFY SYSTEM OF RECORD
HUMAN
RESOURCES
SPECIAL
EDUCATION
TEACHER INFO
NAME
EXPERIENCE
CREDENTIALS
HR Staff
Special Ed Staff
Disability Codes
IEP Info – Services
Student Name
Gender – Ethnicity
Birth date
STUDENT
SYSTEM
FOOD
SERVICES
School Site Staff
Student Name
Address
Gender - Ethnicity
Birth date
Parent Info
FREE/REDUCED INFO
Food Service Staff
STUDENT NAME
ADDRESS
PARENT INFO
DESIGNATE DATA STEWARDS
Data Management - Roadmap for the School Year, v2.1,

33. Data Management Team Members
CALPADS LEA Administrator
LEA CALPADS Coordinator
Data Stewards
Data entry staff
Technical staff
Assessment/Accountability staff
Pupil records staff
Leadership staff
Data Management - Roadmap for the School Year, v2.1,

34. Family Educational Rights and Privacy Act (FERPA)
Protects the privacy of student education records
Non-Confidential Data Elements
Parent Notification
Opt-out of Directory Information Release
Military Release
Sharing SSIDs
Confidential Data Elements
Data Management - Roadmap for the School Year, v2.1,

35. Data Confidentiality Staff Agreements Passwords Snooping
Form to be reviewed and signed each year
Staff Agreements
Set guidelines for establishing passwords and change frequency
Passwords
Legitimate access but outside scope of responsibilities
Snooping
Techniques used to “trick” people into disclosing confidential info
Social Engineering
Establish written policies, maintain careful records
Data release procedure/protocols
Board can set appropriate access, samples available
Board Policies
Put procedures in place to safeguard confidential information
Faxing
Best practice is to avoid using with personally identifiable information
Data Management - Roadmap for the School Year, v2.1,

36. Summary Statewide Education Data Systems Best Practices
Required Reporting
Best Practices
Data Management Teams
Data Security
Data Security and Confidentiality
Data Management - Roadmap for the School Year, v2.1,

37. Resources
Listservs
CALPADS:
CSIS:
CETPA
Data Management - Roadmap for the School Year, v2.1,

38. Resources CSIS http://csis.fcmat.org CDE http://www.cde.ca.gov CALPADS
CBEDS-ORA
FCMAT
Local Control Funding Formula
Data Management - Roadmap for the School Year, v2.1,

39. CSIS Resources CALPADS Training:
CSIS Services Training:
Data Management Resources:
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40. Please Complete Our Survey
Data Management - Roadmap for the School Year, v2.1,

41. Questions
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