1. Essential 1 CALPADS Data Coordinator Orientation
CALPADS and beyond

2. Who’s Supposed to Be Here
New Data Coordinators
New to Education
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

3. Training Sequence Essential 1: Data Coordinator Orientation
Essential 2: Interface & Administration
Essential 3: Data Submission
Essential 4: Anomalies
Fall 1
Fall 2 Data Population
Fall 2 Reporting and
Certification
EOY 1
EOY 2 & 3
CALPADS System Changes
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

4. Statewide Education Systems Assessments and Accountability
Agenda
Data Management
Objectives
Statewide Education Systems
Next Steps
Assessments and Accountability
Resources
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

5. Statewide Education Systems
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

6. CALPADS CBEDS-ORA OPUS-CDS CASEMIS Statewide Systems
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
California Special Education Management Information System
CASEMIS
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

7. CALPADS California Longitudinal Pupil Achievement Data System
Data collected throughout the school year as students enroll and exit
Student enrollment, demographic, program eligibility and participation, course enrollment and completion, discipline, and chronic absenteeism
Statewide assessment data
Certificated staff demographics and assignments
Statewide data systems matches
Specific data collections
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

8. Introduction to CALPADS
5/9/2018
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
CALPADS processing based on identifiers
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
Student Information Systems
CALPADS
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

9. CALPADS – Which Students Are Included?
Private School
Private school special ed students will be included in CASEMIS reporting
Public, K-12, Ungraded
Pre-K Special Ed. Students (optional for general ed.)
Adult Education
Statewide Student Identifier
NPS, K-12, Ungraded
Pre-Kinder
Graduation
Collects longitudinal data about students from first enrollment to exit
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

10. Local Data Sources Registration/ Enrollment Forms
Student Information System
Registration/ Enrollment Forms
Teachers, administrators, programs, discipline
Nutrition Services
Course Information
Special Ed System
Human Resources
Attendance
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

11. CALPADS Data Sources CALPADS SBAC Student Information System
CA Dept of Social Services
CALPADS
CalFresh
CalWorks
CWS/CMS
Special Education Information System
SBAC
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

12. CALPADS – What data are collected and when?
Student Enrollments and Exits
Student Absenteeism
Student Demographics
END-OF-YEAR
FALL
Student Discipline
Student Program Eligibility and Participation
Student Career Technical Education
Student English Language Acquisition
Student Course Enrollment and Completion
Staff Data
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

13. CALPADS Data Collections
Fall 1
As of census day
2017–18 Enrollment Counts
2016–17 Grads and Drops
LCFF eligible students
English Language Acquisition Status
Immigrant Counts
Fall 2
Student Course Enrollments
Staff Assignments and FTE
English Learner Education Services
EOY 1
July 1–June 30
Course completion for grades 7–12
CTE participants, concentrators, completers (Perkins Report)
EOY 2
Program
Participation
Homeless Students
EOY 3
Student Discipline/
Spec Ed
Student Absence Summary
Cumulative Enrollment
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

14. CALPADS Snapshot Collection Windows
Information Day
First Wed in Oct
Initial Deadline
Dec 15, 2017
Final Deadline
Jan 26, 2018
Fall 1
Submission Window
Amendment Window
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Amend
Submission Am
Fall 2
End of Year
Final Deadline
TBD
Snapshots Available
Dec 20, 2017
Initial Deadline
Feb 23, 2018
Start of Submission
May 14, 2018
Initial Deadline
Jul 31, 2018
Final Deadline
Mar 23, 2018
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

15. OTHER Required Annual reporting
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

16. CBEDS-ORA
California Basic Educational Data System – Online Reporting Application
Data Reported as of Information Day
1st Wednesday in October
Aggregate Data Reporting including
School Calendars
Educational Options Students
Username and Password Required
Web-based Application
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

17. OPUS-CDS Online Public Update for Schools - County-District-School
Notify CDE of updates to the Public School Directory throughout the year
Contact information
Key personnel
Agency name
School type
Grade span
Username and Password Required
Web-based Application
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

18. Collects student-level data of special education students for
CASEMIS
California Special Education Management Information System
Collects student-level data of special education students for
Monitoring special education programs in California
Data analysis for planning, policymaking, and administration of special education programs.
Evaluation of special education programs against education goals
Evaluating the effectiveness of special education programs in California
Meeting statutory and programmatic needs
Projecting future needs of students with disabilities in California
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

19. Assessments and Accountability
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

20. Demographic data from CALPADS
Smarter Balanced
Smarter Balanced Assessment Consortium (SBAC)
Multistate consortium developed student assessment system aligned with common core
Designed to measure student progress toward college and career readiness
Digital Assessments
Demographic data from CALPADS
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

21. Assessment Programs
Standardized assessments undergoing transformation to align with Common Core
Smarter Balanced system of assessments for mathematics and English–language arts
CAPA: California Alternate Performance Assessment
English‒language arts and mathematics, in grades 3‒8
*CMA: California Modified Assessment
English‒language arts and mathematics, in grade 11
*CST:  California Standards Test
Science for CST*, CMA*, CAPA*,  in grades 5, 8, and 10
California Assessment of Student Performance and Progress (CAASPP)
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

22. English Language Proficiency Assessment for California (ELPAC)
Assessment Programs
English Language Proficiency Assessment for California (ELPAC)
Targeted for 2018
The ELPAC will replace the California English Language Development Test (CELDT) and will be aligned with the California English Language Development Standards.
It will be comprised of two separate ELP assessments: one for the initial identification of students as English learners (ELs), and a second for the annual summative assessment to measure a student’s progress in learning English and to identify the student's level of ELP.
State and federal law require that local educational agencies administer a state test of English language proficiency (ELP) to eligible students in kindergarten through grade twelve.
The California Department of Education (CDE) is transitioning from the CELDT to the ELPAC as the state ELP assessment by 2018.
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

23. California Accountability Model and School Dashboard
Based on the Local Control Funding Formula (LCFF)
Accountability system that is based on multiple measures.
Measures are used to determine local educational agency (LEA) and school progress toward meeting the needs of their students.
Measures are based on factors that contribute to a quality education, including high school graduation rates, college/career readiness, student test scores, English learner (EL) progress, suspension rates, and parent engagement.
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

24. Data in the Fall 2017 Dashboard
Indicator
Data Used for Status
Data Used for Change
Suspension Rate
2016–17 suspension rate
2016–17 suspension rate minus 2015–16 suspension rate
English Learner Progress
2017 and 2016 CELDT +
2016 reclassification data
2017 and 2016 CELDT reclassification data
minus
2016 and 2015 CELDT reclassification data
Graduation Rate
2015–16 four–year cohort graduation rate (Class of 2016)
2015–16 four–year cohort graduation rate
Three–year weighted average (i.e., 2014–15, 2013–14, and 2012–13)
Academic: Grades 3–8
2016 Smarter Balanced Summative Assessments (ELA and mathematics)
2017 Average Distance from Level 3 minus
2016 Average Distance from Level 3
College/Career (No performance level or color)
Graduates in the 2015–16 four–year graduation cohort (class of 2016)
Reporting to be determined
Not Applicable
Grade 11 Distance from Level 3 (No performance level or color)
2017 Smarter Balanced Summative Assessments (ELA and mathematics)
Source: California School Dashboard Technical Guide School Year
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

25. Statewide System Linkages
State Agencies
OPUS-CDS
CARS
CASEMIS
Student Information Systems
CALPADS
Statewide Assessments
Accountability Systems
LCAP Evaluation Rubrics
Dataquest
CBEDS-ORA
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

26. Introduction to Data Management
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

27. Key Roles in CALPADS Reporting
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
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

28. Key Roles in CALPADS Reporting
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
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

29. 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
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

30. 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
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

31. Data Privacy Guidebook
CSESSA TTSC
CETPA
Fagen Friedman & Fulfrost LLP
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

32. Family Educational Rights and Privacy Act (FERPA)
Directory information (non-confidential data elements) may be disclosed without consent
Schools must notify parents and eligible students of their right to opt out of data release
Means of notification at the discretion of the school
Flag students in SIS whose parents have opted out
Schools with grades 11 and 12 must establish procedures to release data to military
Records can be shared without consent under specific circumstances
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

33. Data Security Staff Agreements Passwords Snooping Social Engineering
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
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

34. Resources
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

35. Resources – System Links
CALPADS
CBEDS-ORA
OPUS-CDS
CASEMIS
CARS
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

36. CALPADS Student Information System Local Planning What’s Next
Get to know your system
Get documentation
Find out about user groups/listervs
CALPADS
Complete Essential 2-3 Training
Self-paced versions available
All training requires an account
Attend Submission Trainings
Local Planning
Establish local calendar for reporting
Coordinate with key staff
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

37. Summary
CALPADS is the foundation of California’s statewide education systems
Data is updated throughout the year as students enroll and exit
Additional data reported to meet state and federal reporting requirements
CBEDS-ORA, OPUS-CDS, CARS, and CASEMIS are used to report additional information about LEAs
There are three assessment programs in California
Assessment results and CALPADS data are used to calculate accountability measures
The CALPADS LEA administrator and the data coordinator have key responsibilities in ensuring timely and accurate reporting
FERPA guides student data privacy
Training and support are available to help with reporting and data management
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

38. Resources – Training and References
Web-based Training
Self-paced Training
CALPADS Q & A Sessions – Every Wednesday
Enrollment -
FAQs
CALPADS -
LCFF -
Free and Reduced-Price Meal (FRPM) Income Eligibility Under the LCFF
Unduplicated Pupils at Schools with Provision 2 and 3 or Community Eligibility Provision (CEP) Status
English Learners Under the LCFF
Foster Youth Under the LCFF
County Office of Education Schools and Alternative Education 38
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

39. Resources - Listservs CALPADS
CSIS
CAASP
LCFF
CETPA 39
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

40. Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Support
Web:
Phone:
Listserv:
Essential 1 - Data Management Coordinator Orientation - July 26, 2017

41. Please complete our survey
Training Evaluation
Please complete our survey
Essential 1 - Data Management Coordinator Orientation - July 26, 2017