1. Aeries Conference
Ontario March 9, 2015
Aeries Conference

2. End of Year Submission (EOY) Smarter Balanced – (SBAC)
Agenda
Fall 2
End of Year Submission (EOY)
Smarter Balanced – (SBAC)
Assessment Data in CALPADS
NSLP/FRPM local practices & LCFF impact
Questions
Aeries Conference

3. CALPADS Fall 2 Submission
Aeries Conference

4. Final Deadline – April 2, 2015 - THURSDAY Common Issues
Fall 2 Submission
Final Deadline – April 2, THURSDAY
Common Issues
Title II - NCLB Core Course Compliance
EL Services Provided
Instructional Strategy
Job Class – Itinerant
FTE
Staff on Leave of Absence
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5. NCLB Core Course Sections
Fall 2 Submission
NCLB Core Course Sections
Record
Element(s)
Values and/or Notes
CRSE
CRS-NCLB Core Course Instructional Level Code (9.19)
Indicates whether the course is considered NCLB core.
HQT Competency Code (9.28)
Indicates if a course section is being taught by a highly qualified teacher. Required for NCLB course courses (NCLB Core Course Instructional Level Code = E or S).
Make sure to review your passed CRSE records for CRSE0127 warnings. These warnings highlight courses reported with a CRS-NCLB Core Course Instructional Level Code that the state expects to be used for an NCLB core course, but have been reported as non-core. The CRS-NCLB Core Course Instructional Level Code values are critical for accurate HQT reporting.
The Course Group Master Combos tab of the CALPADS Valid Code Combinations document listed on the Resources slide can tell you whether a course is expected to be NCLB core.
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6. Fall 2 Submission CRSE0127 warnings What do these warnings mean?
If CRS-State Course Code is indicated as likely to be core then NCLB Core Course may not equal N
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7. Fall 2 Submission
Refer to the CALPADS Valid Code Combo document found on the CALPADS documentation page
Refer to tab “Course Group Master Combos”
Y = Always NCLB Core
N = Never NCLB Core
U = May or may not be NCLB Core
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8. Options to correct CRSE0127 warnings
Fall 2 Submission
Options to correct CRSE0127 warnings
Update the State Course Code to a Non Core Course
or if appropriate
Change the NCLB Core to “S” or “E”
and report the HQT status
Remember Report 3.4 is only including courses that you have flagged (reported) as core courses. It is not including non core courses.
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9. Fall 2 Submission EL Services Provided Check for CERT104 Warnings
Refer to CALPADS Report 2.4 English Learner Education Services Unduplicated count derived from the field Education Services, per course section
Check for CERT104 Warnings
The Education Service Code field (9.20) is not populated for a course section in which English Learners are enrolled
CALPADS Field 9.20 Education Service English Learners, Where to enter in Aeries
Elementary on the Teacher Form under “other fields”
Secondary on the Master Schedule under “more info”
Populate this field if the staff are providing EL services in the particular course section regardless of the Instruction Strategy code.
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10. Instructional Strategy hierarchy
Fall 2 Submission
Instructional Strategy hierarchy
Special Education
Home and Hospital
Any of the EL Strategies
The Instructional strategy was put in place when the CDE removed specific Special Ed Courses. This is a way to differentiate if the course is instructed specifically special ed, home teaching or EL.
You can still have courses with instructional strategy of example 700 Special Ed and still be providing EL services
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11. Fall 2 Submission Job Classification Assignment
1 total FTE Assignment reported per Job Class by school, SEID
Itinerant - Refer to the valid code combinations and the tab “NonClassSuppAsgn – Job Class” if the staff is teaching non classroom based otherwise relate to the state course codes.
Definition for NonClassSuppAsgn – A Job assignment that does NOT involve the instruction of STUDENTS
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12. Fall 2 Submission Itinerant Staff
Staff assigned to more than one school site and/or a teacher who provides one-on-one or small group support or resource instruction by either pulling students out of the classroom, or coming into the classroom to provide the instruction
Can report at District or at all assigned sites
Reporting student course enrollment is optional
Report student course enrollments if EL services are being provided
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13. Additional Staff/Course Information
Fall 2 Submission
Additional Staff/Course Information
Only courses that provide the primary instruction for a student in an NCLB Core Content Area are subject to NCLB compliance. Courses providing supplemental instruction (pull-out, push-in instruction) in these content areas are NOT subject to NCLB Compliance.
Example, if a teacher is providing pull-out instruction in a general math course, rather than mapping your course code to Course Group State Code 2400 (General Math), you should map it to code 3020 (Consultation/instructional support).
Staff Leave of Absence
New this year – Report assignment code 6018, FTE 0.00 for staff still employed however on leave of absence
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14. End of Year Submission
End of Year Submission
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15. EOY Reporting Calendar
End of Year Submission
EOY Reporting Calendar
June 1, 2015
July 31, 2015
August 1, 2015
September 4, 2015
Amendment
Window Opens
Window Opens
Initial Deadline
Final Deadline
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16. End of Year Submission Year-round Reporting by Academic Year
EOY records attached to open or closed enrollments within the Academic Year included
All updates must be posted prior to Certification
Report Period = Academic Year July 1, 2014 thru June 30, 2015
Update Year round
Year-round Reporting by Academic Year
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17. EOY Reporting Requirements
End of Year Submission
EOY Reporting Requirements
EOY 1
EOY 2 *
EOY 3 *
EOY 4
7-12 Course Completion
CTE concentrators and completers
All Grade levels Program participation counts
9-12
Waiver and Exemptions
All Grade levels Discipline Incidents
* All LEAs report EOY 2 and EOY 3
EOY 1 and EOY 4 reporting is based on school type and grade levels served
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18. End of Year Submission ALL EOY EOY 1 EOY 2 EOY 3 EOY 4 End of Year
SENR
SINF
SPRG – All
SELA
EOY 1
SCSC
CRSC
SCTE
EOY 2
SPRG
EOY 3
SDIS
EOY 4
SWAV
End of Year
File Types
Course Completion
Program
Discipline
Waivers & Exemptions
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19. End of Year Submission File Type Requirement
SENR
Any open or closed enrollment between 7/1/2014 and 6/30/2015
SINF
Complete SINF
SPRG
For Reporting Counts: Participated in any of the following Ed Program codes 108, 113, 162, 180, 185, 101, 122, 174, 190 Subgroups for filtering: 135, 127, 144, 181, 182
SELA
ELAS record
CRSC
Same as CRSE
SCSC - Same as SCSE plus…
Student Credits Attempted
Student Credits Earned
Student Course Final Grade
SCTE
CTE data only
Whether or not the student completed a CTE course in the Academic Year
SDIS
Student Discipline
SWAV
Student Waivers
SDEM
Teachers hired after 10/3/2013 must be added
SASS
Not required, do not upload or enter
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20. EOY 3 – Discipline – new requirements
End of Year Submission
EOY 3 – Discipline – new requirements
New File Format & Expanded business rules on grade level
Report Discipline Incidents on infants (IN), toddlers (TD), and Preschoolers (PS) who have a program code = 144
New data Element *
SDIS file (new field 4.23) – Removal to Interim Alternative Setting
A coded value representing the reason a student was removed to an interim alternative setting for 45 days or less
Hearing Officer Removal (1)
School Personnel Removal (2)
No Removal (3)
*This field will not be required for the academic year, but will be required for all special education students for who discipline incidents are reported in the academic year.
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21. End of Year Submission New Validations and CVRs Validation
File/submission
Severity
Description
IVR
SDIS
Warning 14-15,
Fatal 15-16
Validate if an overlapping SPRG record where Education Program Code = 144 (Special Education) and with a Student Offense Code equals 100, 103, 105, 200, 400, 401, 500, 503, 505, Removal to Interim Alternative Setting Reason Code is required
Fatal
(conditional if 4.23 – Removal to Interim Alternative Setting is submitted)
Validate if Interim Alternative Setting Reason Code is populated and not equal to (3) "No Removal" Incident Disciplinary Action Duration Days must be less than or equal to 45
Validate if Disciplinary Action Taken Code = 300 (no suspension or expulsion) Removal to Interim Alternative Setting Reason must = 3 (No Removal)
Validate if Disciplinary Action Duration is more than 10 days, then Instructional Support Indicator must be populated.
This IVR is effective for all student populations, not just Special Ed.
SPRG
Prevent usage of field 3.21 Primary Disability Code established medical disability for students who are not age 3 or 4
Modify existing SDIS0096 If Incident Disciplinary Action Taken Code does not equal 300, then Incident Disciplinary Action Duration Days must be populated.
NOTE: With this modification, the IVR will now be effective for all student populations, not just Special Ed.
Validate on Incident Disciplinary Action Duration Days - If Incident Disciplinary Action Duration Days (Field 4.20) = 0 Then Expulsion Modification Category Code (Field 4.22) must = 100 (Enforcement Suspended) OR 200 (Shortened)
Disable current IVR Invalid Incident Disciplinary Action Taken Code
CVR
EOY3
Validate on all current students and trigger on any student who has a reported Primary Disability Code 281 that is not 3 or 4 years of age
EOY1
Requires that a student has a SCSC record associated with the CTE Pathway identified in the SCTE file.
Warning
Warns a district when no SCTE records have been submitted for a Perkins-funded district
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22. Ways to prepare yourself for EOY
End of Year Submission
Ways to prepare yourself for EOY
Upload Program NOW
Check for Discipline quality
Stay on top of Vendor updates
Discipline will have a new file format as of June 1 – new field
Meet and work with local staff
Review Problems encountered last year to avoid this year
Communicate to sites about what is needed
Set timelines
Provide reports so staff can address and correct any issues now.
Aeries Conference

23. Smarter Balanced - SBAC
Smarter Balanced Assessment Consortium
CAASPP
California Assessment of Student Performance and Progress
TOMS
Test Operations Management System
&
CALPADS
California Longitudinal Achievement Data System
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24. Smarter Balanced - SBAC
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
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25. Smarter Balanced - SBAC
CAASPP
TOMS
LEA Entry of
supports and accommodations
&
grade level entry
for assessment if
US, UE reported in CALPADS
CALPADS data transferred nightly
See updates within 48 hours
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26. Smarter Balanced - SBAC
Students who are not in CALPADS will not be able to access tests
Specific student-level data elements must be kept up-to-date in CALPADS, especially before and during testing windows
Demographic data is extracted from CALPADS to load into test identification system for Smarter Balanced assessments
Aeries Conference

27. Smarter Balanced - SBAC
The Smarter Balanced and CAASPP assessment is relying on CALPADS data as the authoritative source for student test registration in the Test Operations Management System (TOMS). Student demographic, enrollment, and program data are pulled nightly from CALPADS to refresh TOMS.
New for the School year for CAASPP
Pre-Identification – This year, CALPADS student-level data will be used to create Pre-ID labels for the paper-pencil assessments. CALPADS will be the authoritative source for student demographic, enrollment, and program data. LEAs are no longer required to submit Pre-ID files to the test vendor.
Student mailing addresses need to be current and accurate in CALPADS.
The address will be used to create a mailing label for reporting assessment results to parents.
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28. Smarter Balanced - SBAC
New in Aeries to accommodate the CAASPP mailing labels -
SIAD (Student Information Address File) Extract
Options are available to use the residential address or the mailing address.
The residential address is the default option.
The options are as follows:
Use RESIDENTIAL ADDRESS in the SINF and SIAD Extracts:
This option pulls the following address fields: RAD, RCY, RST, RZC and RZX
Use MAILING ADDRESS in the SINF and SIAD Extracts:
This option pulls the following address fields: AD, CY, ST, ZC and ZX
When subsequent SINF or SIAD files are created the following messages will display:
The SIAD and SINF extracts will use the MAILING ADDRESS
The last Student Information extract was SIAD on 2/5/2015 using Mailing Address
The SINF –will pull the address based on the SIAD Extract address option.
The SIAD will extract all the students while the SINF file will continue to extract changes only
Refer to Aeries documentation for complete detail and instruction
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29. Smarter Balanced - SBAC
General Timeline regarding major data pull dates from CALPADS
January 2015 – Pre-ID labels printing begins, depending on paper-pencil testing window
March 2015 – Summative Smarter Balanced testing begins
March/April 2015 – Student addresses need to be current and accurate. The addresses will be used to create a mailing label for reporting assessment results to parents.
Aeries Conference

30. Smarter Balanced - SBAC
Best Practice tips for CAASPP
Refer to Flash 97 for the CALPADS data elements that will be used to populate TOMS
During your LEA testing window
Update any new enrollments in CALPADS daily to include, current grade, demographic and program data
Work with site staff to stay abreast of any data changes on current students that need to be updated in TOMs
Update mailing address in CALPADS using the SIAD file from Aeries
When testing window is complete remember to update address data back to residential for Direct Certification process
Remember keeping your data up to date in CALPADS on a regular basis is good data management however during your LEA testing window, updates are needed daily ONLY IF current student data changes or new students enroll in your LEA.
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31. Assessment data in CALPADS - Update -
Assessment in CALPADS
Assessment data
in CALPADS
- Update -
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32. Assessment in CALPADS Assessment Functionality in CALPADS
CDE is evaluating when to start UAT testing with a small group of LEAs and when to fully implement
Key changes
Suspense functionality has been streamlined and simplified and is modeled after the current MID anomaly process
Select reports modified
Capability to search and view student assessment results
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33. NSLP/FRPM Local Practice NSLP/FRPM local practices & LCFF impact
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34. NSLP/FRPM Local Practice
Two sides to the data
FRPM Eligible
Year Around
FRPM Eligible
on Census Day
NSLP Application process
CALPADs Direct Certification
COE Direct Certification
Foster Youth Matches
Homeless
Migrant
Based on information day enrollment
Eligibility determined via Application by 10-31
CALPADs Direct Certification record by November results
COE Direct Certification determined by and a NSLP record submitted to CALPADS with a program membership start date - information day or earlier
Foster Youth Matches as of 10-1
Homeless Program record as of 10-1
Migrant Program Record as of 10-1
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35. NSLP/FRPM Local Practice
NSLP Processing Scenarios
Nuance
Local Lunches and/or Nutrition system
CALPADS
Aeries
Possible resolutions and/or local processes to consider
30 day carry over
Entered and tracked in
lunch program system
NEVER report in CALPADS
NEVER report in Aeries
Do not roll over the previous year's data in FRE OR do not submit a SPRG file until you have eligibility data in for the current Academic Year.
Applications received & student found eligible by of reporting year
Report eligibility in CALPADS by submitting a Program 181/182 Record
FRPM Eligible
Reported on 1.17 for LCFF
In Aeries - FRE record with an eligible start date on or prior to
information day
(F or R converted by Aeries
to 181 or 182)
When no status dates are entered in FRE, Aeries will automatically use July 1 of current year.
When no end date is used, Aeries will use the student leave date or last school calendar date.
Applications received and student found eligible after 10-31
of reporting year
Report eligibility in CALPADS
by submitting a Program 181/182 Record with proper eligibility date
Not reported on 1.17 for LCFF (even if student enrolled on
information day)
In Aeries - FRE record with an eligible start date after
(F or R converted by Aeries to 181 or 182)
Enter current status including eligibility date on
FRE record
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36. NSLP/FRPM Local Practice
Ensure staff responsible for each data set fully understand:
FRPM (Free Reduced Priced Meal) criteria
FRPM for LCFF (Local Control Funding Formula) criteria
Make sure all coordinators of data sources understand Aeries processes, NSLP and LCFF rules, if your local practice links this data together
Work closely with your Nutrition Services Coordinator
Document local processes
Resources
LCFF FAQ
FRPM Eligibility
CALPADS Frequently asked Questions
CSIS/FCMAT Mapping Guides 1.17
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37. High Level Summary Fall 2 final deadline EOY Window EOY Changes CAASPP
Thursday, April 2
EOY Window
June 1 – July 31
Amendment Window – August 1 – September 4
EOY Changes
new data element & file format change to SDIS file
New CTE CVRs
CAASPP
Address Data – mailing labels
Assessment Functionality in CALPADS
Outline NSLP/FRPM data management practices locally
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38. Questions
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