1. K-12 State Reporting Overview for Administrators
July 1, 2012
Copyright © 2011, FCMAT/California School Information Services

2. Agenda Objectives State Reporting Requirements Overview
Why should you care about State Reporting?
Lessons Learned and Best Practices
Resources and Support
K-12 State Reporting Overview for Administrators, v2.0,

3. Objectives Participants will have an understanding of:
Statewide Education Data Systems
The scope of data included in required reporting and how it is used
State Reporting
Lessons learned from LEAs in state reporting
Support for Best Practices
Best Practices
Resources available to support reporting and data management
K-12 State Reporting Overview for Administrators, v2.0,

4. State Reporting Requirements Overview
K-12 State Reporting Overview for Administrators, v2.0,

5. Transitions in State Reporting
California’s response to the NCLB accountability tracking requirement
Reporting based on statewide identifiers
Individual-level data v. aggregate reporting
Multiple collections throughout the school year
K-12 State Reporting Overview for Administrators, v2.0,

6. Impact of Changes in State Reporting on LEAs
All changes in student enrollments, demographics, and program eligibility/participation must be reported to CALPADS
Detailed data elements – many not collected previously
Student information systems may not be completely compliant with requirements
Tech staff abandoned by program and site staff
Impact on schools with high mobility
K-12 State Reporting Overview for Administrators, v2.0,

7. CALPADS Design Repository of statewide student identifiers (SSIDs)
SSID is key to CALPADS and accountability systems
Data is submitted throughout the year as students enter and exit schools
Multiple collections throughout the school year
Each collection has a set of certification reports that must be verified and certified
Each collection requires two levels of digital certification
K-12 State Reporting Overview for Administrators, v2.0,

8. CALPADS Users CALPADS Administrator LEA Users School Users
Create accounts
Maintain accounts
Train local staff
Contact support
Manage codes
Submit and post data for any or all schools in LEA
Certify submissions
Submit and post data for specific schools depending on roles
K-12 State Reporting Overview for Administrators, v2.0,

9. How CALPADS Data Are Used Consequences for Not Certifying
Why Should You Care About State Reporting?
How CALPADS Data Are Used Consequences for Not Certifying
K-12 State Reporting Overview for Administrators, v2.0,

10. CALPADS Data Collections
Fall 1
Enrollment as of Info Day
Completers
Dropouts
Title III Eligible Immigrants
English Learners
Fall 2
Course Enrollment as of Info Day
Certificated Staff Assignments
Services to English Learners
Spring 1
Students Reclassified
EOY 1
7-12 Course Completions
Career Tech Ed Data
EOY 2
Program Participation
Homeless Students
EOY 3
Discipline
EOY 4
CAHSEE Waivers and Exemptions
K-12 State Reporting Overview for Administrators, v2.0,

11. CALPADS Data Collections
Data Extracted from local Student Information System
Data Submitted to CALPADS
Data Validated and Posted to CALPADS
CALPADS Aggregates Posted Data and Generates Certification Errors and Reports
Reports Verified for Accuracy
Data Processor Certifies Level 1
Superintendent/Designee Certifies Level 2
K-12 State Reporting Overview for Administrators, v2.0,

12. Fall 2 Certification Report Sample
K-12 State Reporting Overview for Administrators, v2.0,

13. Assessment and Accountability
Assessment Results loaded throughout school year as data becomes available
Summary and Detailed Reports available
Accountability Reports detail which students are counted in which subgroups
Mismatched records need to be resolved in Suspense Resolution
K-12 State Reporting Overview for Administrators, v2.0,

14. Direct Certification
Data matched monthly to directly certify students eligible for free meals
Uses address information to match to CalWORKs and Food Stamp data file extracts
Address Validation process available for address correction
K-12 State Reporting Overview for Administrators, v2.0,

15. How CALPADS Data are Used
Annual Submission
State or Federal
State/Federal Data Usage
LEA Impact if Not Certified
Fall 1
State
DataQuest (Enrollment, Graduates, Dropouts, and SNOR)
0 counts
School Accountability Report Card (SARC)
No SARC prepopulation
Economic Impact Aid (EIA) “Concentration Factor”
0 counts & 0 funding for COEs operating Juvenile Court schools and EIA-designated small rural districts
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
K-12 State Reporting Overview for Administrators, v2.0,

16. How CALPADS Data are Used
Annual Submission
State or Federal
State/Federal Data Usage
LEA Impact if Not Certified
Fall 1
Federal
Adequate Yearly Progress (AYP) targets
Failed AYP & API
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 Immigrant Program (SNOR)
0 counts & 0 funding
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
K-12 State Reporting Overview for Administrators, v2.0,

17. How CALPADS Data are Used
Annual Submission
State or Federal
State/Federal Data Usage
LEA Impact if Not Certified
Fall 2
State
DataQuest (Teacher Counts and Course Enrollments)
0 counts
CCR Title V, Section 97 (certificated staff)
EL Services
Federal
NCLB Consolidated State Performance Report (CSPR)
Highly Qualified Teacher (HQT)
Spring 1
DataQuest (EL and FEP Counts, and SNOR)
Economic Impact Aid (EIA) Program
0 counts & 0 funding
NCLB Title III Limited English Proficiency Program
NCLB Title III Immigrant Program (SNOR)
K-12 State Reporting Overview for Administrators, v2.0,

18. How CALPADS Data are Used
Annual Submission
State or Federal
State/Federal Data Usage
LEA Impact if Not Certified
EOY-1
State
DataQuest (Course Completion & CTE)
0 counts
CALPASS (future)
Federal
Carl Perkins Program (CTE Concentrators and Completers)
0 counts & grant eligibility
EOY-2
DataQuest (Programs and Homeless)
CAHSEE Intensive Instruction (AB 347) Valenzuela bill
NCLB Title 1 Part A Basic Grant
NCLB Title 1 Part A, Neglected
NCLB Title 1 Part D Neglected, Delinquent, or At-Risk Youth - Demographics
Elementary and Secondary Education Act (ESEA) Title 1, Part A and Homeless Education
McKinney Vento Grant
EOY-3
DataQuest (Discipline)
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
EOY-4
DataQuest (Waivers and Exemptions)
K-12 State Reporting Overview for Administrators, v2.0,

19. How CALPADS Data are Used
Annual Submission
State or Federal
State/Federal Data Usage
LEA Impact if 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
K-12 State Reporting Overview for Administrators, v2.0,

20. Other Required Reporting
California Basic Education Data System – Online Reporting Application (CBEDS-ORA)
Collects aggregated counts
District and School Information
Required in fall
Can be updated throughout the year
Online Public Update for Schools – County-District-School (OPUS-CDS)
Used to notify CDE of updates to information contained in the Public School Directory
K-12 State Reporting Overview for Administrators, v2.0,

21. Lessons Learned and Best Practices
K-12 State Reporting Overview for Administrators, v2.0,

22. It Takes an Organization
TEAMWORK
State reporting is the responsibility of the LEA
Required data crosses the LEA
Subject matter expertise is required
CALPADS needs to be kept up-to-data throughout the year
Two levels of certification are required
2nd level is Superintendent Certify
K-12 State Reporting Overview for Administrators, v2.0,

23. The Right People for the Job
Get the right person/people to coordinate
Mix of technical, operational knowledge, and organizational skills required
Allocate adequate resources
One person cannot do everything
They need your support
K-12 State Reporting Overview for Administrators, v2.0,

24. Lots of Details Data collected covers a wide range of topics
Logic
There are processing rules for all aspects of reporting and certifying
Training
Training is critical
Many training and support options
Changes
New processing rules, policies and “fixes” can be implemented throughout the year
Local Processes
Make it as easy as possible for staff to succeed
K-12 State Reporting Overview for Administrators, v2.0,

25. 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
K-12 State Reporting Overview for Administrators, v2.0,

26. Data Management Team
Create and Support a cross-functional Data Management Team
Set policies
Hold accountable
Take a systematic approach to systems
Make sure systems can work together and can be supported
K-12 State Reporting Overview for Administrators, v2.0,

27. FCMAT Services
Fiscal Crisis and Management Assistance Team (FCMAT) supports LEAs to fulfill their financial and management responsibilities by providing:
Fiscal oversight and assistance
Management assistance by request
Training and other related school business services
K-12 State Reporting Overview for Administrators, v2.0,

28. Resources CSIS http://csis.fcmat.org CDE http://www.cde.ca.gov/
CALPADS
CBEDS-ORA
FCMAT
K-12 State Reporting Overview for Administrators, v2.0,

29. CSIS Resources
Data Management Resources
CALPADS Tools and Samples
K-12 State Reporting Overview for Administrators, v2.0,

30. Resources
Listservs
CALPADS:
CSIS:
CETPA
K-12 State Reporting Overview for Administrators, v2.0,

31. Summary State Reporting Requirements Overview
Why you should care about State Reporting
Lessons Learned and Best Practices
Resources and Support
K-12 State Reporting Overview for Administrators, v2.0,

32. Please Complete Our Survey
K-12 State Reporting Overview for Administrators, v2.0,

33. Questions
K-12 State Reporting Overview for Administrators, v2.0,