CALPADS Information Meeting Preferred: Audio default - Computer - - PowerPoint PPT Presentation

October 20, 2015 CIM, Slide 1

CALPADS Information Meeting

• Preferred:

Audio default - Computer speakers or headphones.

• Other:

Toll call - click icon at bottom right hand corner

October 20, 2015 CIM, Slide 2

CALPADS Information Meeting

October 20, 2015

This presentation may be downloaded from: https://csis.fcmat.org/Pages/October-20-2015-CALPADS- Information-Meeting-(CIM).aspx

October 20, 2015 CIM, Slide 3

• Agenda Review
• CALPADS Update
• CALPADS Support Update
• Next Meeting

Agenda

October 20, 2015 CIM, Slide 4

Procedures for Asking Questions

• To ask a question:
• Click on the “Chat” in the upper right-hand section of your screen

to open the chat box.

• Do NOT send your message to “Everyone” to minimize chat

traffic

• In the “Send to” dropdown, select “Presenter”
• Type your question in the chat box and press “Send”
• We will:
• Respond to questions during the meeting as time permits
• Address unanswered questions via an upcoming Flash or in

additions to FAQs as appropriate

• If your question is not answered, please submit a service ticket

October 20, 2015 CIM, Slide 5

Hiding the Chat box

• Minimize the chat box by selecting the “Chat” icon in the

upper right hand side of your WebEx screen (see below).

October 20, 2015 CIM, Slide 6

CALPADS Update

Paula Mishima, Administrator CALPADS/CBEDS/CDS Operations Office, CDE

October 20, 2015 CIM, Slide 7

CALPADS Update Topics

• CDE Personnel Updates
• Fall 1
• Fall 2
• General Program Updates
• Assessments and CALPADS
• Accountability Update
• Looking Ahead

October 20, 2015 CIM, Slide 8

CDE Personnel Updates

• Please join us in welcoming

JERRY WINKLER

• Jerry replaces Cindy Kazanis as the director of the

Educational Data Management Division (EDMD)

• Cindy Kazanis is now the director for Analysis,

Measurement and Accountability Reporting Division (AMARD)

• Keric Ashley (former AMARD Director) is Deputy

for the District and School Innovation Branch

• We are in the process of filling the manager over

the CALPADS/CBEDS/CDS Operations Office

October 20, 2015 CIM, Slide 9

CDE Personnel Updates

California Department of Education (CDE) Fiscal Crisis Management Assistance Team (FCMAT) Admin., Finance, Technology & Infrastructure Branch Nick Schweitzer Deputy District and School Innovation Branch Keric Ashley Deputy California School Information Services (CSIS) Nancy Sullivan Chief Operations Officer

Technology Services Division (TSD) Kevin Matsuo Educational Data Management Division (EDMD) Jerry Winkler Analysis, Measurement & Accountability Reporting Division (AMARD) Cindy Kazanis Assessment Development & Administration Division (ADAD) Michelle Center Information Systems Amy Fong Requirements Rima Mendez Client Services Martha Friedrich CALPADS Support Unit Alan Nakahara CCCOO Vacant Data Reporting Office Randy Bonnell

October 20, 2015 CIM, Slide 10

Congratulations on 2014-15 Submissions

• The CDE would like to congratulate
• 100% of LEAs for certifying Fall 1!
• About 99% of LEAs for certifying Fall 2 and their End-of-Year

submissions!

• The CDE recognizes that the data LEAs submit to

CALPADS have become key to many critical functions, putting more responsibility and workload on those who work on CALPADS

• We recognize your work and will continue to convey its

critical importance to your superintendents

October 20, 2015 CIM, Slide 11

Fall 1 Updates

October 20, 2015 CIM, Slide 12

Fall 1 – New Snapshot Process

• New Snapshot Process has been implemented
• System metrics are continually being analyzed and

based on those metrics optimizations are being made to improve snapshot processing

• Goal is to reliably provide LEAs same day

certification report snapshots to facilitate review and certification

October 20, 2015 CIM, Slide 13

Fall 1 – Use of CALPADS Data in LCFF

• LEAs that certify Fall 1 by the December 18, 2015

deadline will receive a private preview of their Unduplicated Pupil Count (UPC) used as the basis to calculate the LCFF supplemental and concentration grants provided in the First Principal (P1) apportionment

• Following the private preview, these LEAs will have an
• pportunity to amend their data during the Amendment

Window which ends on February 19, 2016

• The data certified in CALPADS by the end of the Fall 1

Amendment Window will be used for the Second Principal (P2) apportionment

13

October 20, 2015 CIM, Slide 14

Fall 1 – Use of CALPADS Data in LCFF

• LEAs will not have an opportunity to amend their certified

data following the close of the Amendment Window

• If an LEA determines that the certified data were incorrect, then

a correction to those data may be submitted through the Principal Apportionment Data Collection Software (PADC), AND must be accompanied by either an audit finding or a letter of concurrence from an auditor

• Any change submitted through PADC will only affect LCFF

funding and not other programs that use enrollment or unduplicated pupil data

• Once the adjustment is confirmed by the auditor and submitted

through PADC, the net adjustment will be reflected as a prior year adjustment at the next principal apportionment

October 20, 2015 CIM, Slide 15

Fall 1 – FRPM Eligibility in Provision Schools

• Education Code section 42238.01(a) was recently amended

(Chapter 327, Statutes of 2015) to further reduce the data collection burden of schools participating in National School Lunch Program (NSLP) under provisions 2, 3 or Community Eligibility

• Provision schools may establish a “LCFF Base Year” every

four years

• In its LCFF Base Year, provision schools must collect the

same eligibility data that non-provision schools collect

• Students are eligible based on
• Income from an NSLP application or alternative household income

data collection form,

• State or local direct certification, or
• Categorical eligibility (migrant, homeless, foster status)

October 20, 2015 CIM, Slide 16

Fall 1 – FRPM Eligibility in Provision Schools

• All students found to be eligible in the base year, including those

eligible based on direct certification or their categorical status, are deemed eligible in the intervening (non-base) years

• In order to receive LCFF funding for students eligible based on an NSLP

application or household income data collection form, provision schools must submit an FRPM program record for these students annually

• LEAs do not need to submit an FRPM record for students who continue to

be eligible in non-base years based on direct certification or their migrant, homeless, or foster status, because these students will continue to be counted based on their direct certification or categorical status

• However, if these students are not directly certified or are no longer

categorically eligible, LEAs will have to submit an FRPM record in order to receive LCFF funding for these students

• In all cases, LEAs should continue to submit to CALPADS

program records for migrant and homeless students per those program rules

October 20, 2015 CIM, Slide 17

Fall 1 – FRPM Eligibility in Provision Schools

• During the intervening years LEAs may submit an FRPM

program record for any newly enrolled students determined to be eligible based on an alternative household income data collection form

• NSLP application or alternative household income data

collection forms are confidential but may be shared for purposes of determining LCFF funding [EC sections 42238.01(a)(5) and 49558(e)]

• Refer to the FAQs referenced below for guidance on when such

documentation can be used for LCFF determinations

• Updated Frequently Asked Questions (FAQs) that address

various scenarios will be posted soon; CALPADS users will be notified in a FLASH when the FAQs are posted

October 20, 2015 CIM, Slide 18

Fall 1 – Revised LCFF Validation

• This is the second year County Offices of Education (COE) are

required to populate Student School Transfer Code and District

• f Geographic Residence for purposes of allocating funding

under LCFF; data displayed in C/A 1.19 – C/A COE LCFF - Count

• Based on common data issues experienced last year, an

existing input validation rule (SENR 0192) has been adjusted to prevent a District of Residence from being identified as a county

• ffice of education, a charter school, or an inactive school
• COEs are reminded to review students’ District of Geographic

Residence to ensure they still reside in the district and update accordingly

October 20, 2015 CIM, Slide 19

Fall 1 – LCFF TK Adjustment

• Recently enacted legislation allows LEAs to enroll students who

turn 5 after December 2 in a transitional kindergarten program at the start of the school year, but disallows them from being included in the Unduplicated Pupil Percentage used to determine funding under Supplemental and Concentration grant funding under LCFF

• Note: an LEA may not claim average daily attendance for these students

until the student turns 5

• LEAs should enroll these students in their student information

systems; however, CDE will remove these students from the enrollment and Unduplicated Pupil Count LEAs certify on Report 1.17, and the resulting count will be used as the basis for calculating the supplemental and concentration grants

• A change request is in process to add a filter to Report 1.17 to

enable LEAs to view their LCFF Unduplicated Pupil Count excluding these TK students

October 20, 2015 CIM, Slide 20

4-year Graduation Cohort Data

• In order to meet the federal reporting deadline for cohort
• utcome data:
• LEAs will be given one private preview of the cohort data,

including AYP targets, for correction purposes following the initial Fall 1 certification deadline

• LEAs that do not certify their Fall 1 data by the initial

certification deadline will not receive a cohort preview

• LEAs will be required to complete all cohort corrections in

the CALPADS ODS by the close of the Fall 1 amendment window

• These final data will be posted on DataQuest and used for

accountability and federal reporting purposes

October 20, 2015 CIM, Slide 21

Fall 2 Updates

October 20, 2015 CIM, Slide 22

Fall 2 – English Learner Services

• To improve the quality of English Learner (EL) instructional

services data, LEAs are now required to report the EL instructional service provided in every course in which an EL is enrolled

• LEAs will receive a fatal error (CERT063 – EL Student

Reported for Whom No Education Course is Indicated), and will not be able to certify their Fall 2 submission if, for any EL student, they fail to report the type of EL instructional service being provided in at least one course or that no service is being provided

• New EL Services Code: 5 – No English Learner Services

October 20, 2015 CIM, Slide 23

Fall 2 – English Learner Services

• LEAs are reminded that:
• Counseling and tutoring do not qualify as EL instructional

services

• Special Education students who are English Learners

must receive EL instructional services in accordance with their Individualized Education Plan (IEP)

• LEAs should not assume that appropriate services are

being provided based simply on teachers’ credentials or authorizations

October 20, 2015 CIM, Slide 24

Fall 2 – Student Course Enrollments

• In 2015-16 all LEAs, including alternative education

schools, are required to submit student course enrollments for their students

October 20, 2015 CIM, Slide 25

Impact of CAHSEE Suspension

Senate Bill (SB) 172

• SB 172 suspends the administration of the California High

School Exit Exam (CAHSEE)

• Passing the CAHSEE is no longer a requirement for

receiving a high school diploma for the 2015-16, 2016-17, and 2017-18 school years

• LEAs are also required to grant a diploma of graduation to

any student who completed grade 12 in the 2003-04 school year, or a subsequent school year, and has met all applicable graduation requirements other than passing the CAHSEE

• LEAs may start issuing diplomas on January 1, 2016

October 20, 2015 CIM, Slide 26

Impact of CAHSEE Suspension

Are LEAs required to change or update any existing CALPADS data due to the suspension

• f the CAHSEE requirement?
• Generally NO
• The data in CALPADS reflects implementation of

the graduation requirements at the time the data was reported

• Prior year graduate counts will not be recalculated;

therefore, LEAs do not need to change or update any CALPADS data as a result of the suspension

• f the CAHSEE requirement except in two

scenarios

October 20, 2015 CIM, Slide 27

Impact of CAHSEE Suspension

Scenario 1: 2014-15 Graduates

• LEAs will be required to change data if they have already

submitted exit/completion data for 2014–15 graduates

• For 2014–15 graduates (students who have met all

applicable graduation requirements other than the passage

• f the CAHSEE), LEAs should make sure that these

students are exited with a Student Exit Category Code of E230 (Completer Exit) and a School Completion Status Code of 100 (Graduated, standard HS diploma)

• Any students reported with a School Completion Status

Code of 104 (Completed local and state requirements, failed CAHSEE, and did not receive a high school diploma) will not be counted as graduates

October 20, 2015 CIM, Slide 28

Impact of CAHSEE Suspension

Scenario 2: 2012-13 and 2013-14 “Now” Graduates

• For students who met all applicable graduation

requirements in 2012-13 and 2013-14 except for passage of the CAHSEE,

• LEAs may enroll these students in the 2014-15 academic

year for one day and then exit them the next day with a Student Exit Category of E230 (Completer Exit) and a School Completion Status code of 100 (Graduated, standard HS diploma) if LEAs want these students to be counted as 5th or 6th year graduates

October 20, 2015 CIM, Slide 29

Impact of CAHSEE Suspension

Graduating Class Year: Update CALPADS to: To be counted as: 2014-15 Exit Code E230, Completion Code 100 A 2014-15 graduate 2013-14 A one day enrollment in the 2014-15 academic year with Exit Code E230, Completion Code 100 A 2014-15 5th year graduate 2012-13 A one day enrollment in the 2014-15 academic year with Exit Code E230, Completion Code 100 A 2014-15 6th year graduate 2011-12 and before No updates No changes

October 20, 2015 CIM, Slide 30

Impact of CAHSEE Suspension

CALPADS Impacts

• Completion status Code 104 (met grad

requirements, failed CAHSEE) – In November Release will be retired 08/15/2014 (end of dropout reporting cycle)

• Completion Status Codes 106 (Grad with CAHSEE

Waiver) and 108 (Grad, CAHSEE exempt)– In November Release will be retired with an end date

• f 06/30/2015
• NOTE: There is no need to update students with

completion status codes 106 and 108 because they are already counted as graduates

October 20, 2015 CIM, Slide 31

Impact of CAHSEE Suspension

• Since Enrollment Status Code 40 (Receiving

Specialized Services Only) is only to be used for students taking CAHSEE Intensive Instruction, the CDE is considering retiring this Enrollment Status

• LEAS currently using this status for purposes other than

CAHSEE Intensive Instruction should begin using Enrollment Status code 10 (primary) or 20 (secondary)

• Current guidance is for LEAs to enroll special education

and preschool students with an enrollment status of 10 or 20

• End-of-Year (EOY) 4 Student Waivers collection

will be discontinued in 2015-16

October 20, 2015 CIM, Slide 32

Impact of CAHSEE Suspension

• For more information on the CAHSEE

Suspension, visit the CDE’s FAQ About the Suspension of the CAHSEE, at:

http://www.cde.ca.gov/ta/tg/hs/cahseesuspend faq.asp

October 20, 2015 CIM, Slide 33

Direct Certification Modification

Impact of recent modification to the Direct Certification matching logic

• CALPADS student data (name, date of birth, student

address, and gender) are matched against California Department of Social Services (CDSS) data on family participation in the CALFresh (SNAP) and CALWorks (TANF) programs

• A secondary match is then conducted without the

address on students who were not matched with the address

• This process meets the United States Department of

Agriculture (USDA) National School Lunch Program (NSLP) requirements

October 20, 2015 CIM, Slide 34

Direct Certification Modification

• As a result of this change, 372,210 more students were

directly certified as eligible for free or reduced price meals between the months of July 2015 and September 2015

• While the secondary match process results in more false

positives, it is a very small number compared to the increased number of valid matches

• CDE continues to work with CDSS to further refine the

matching process to reduce the number of false positives

• LEAs should carefully word communications to families who

are directly certified to mitigate concerns should a student be falsely matched

• If a family reports a student as a false positive, the food

service director should change the food service system to reflect that the student was not directly certified

October 20, 2015 CIM, Slide 35

Direct Certification Modification

Invalid Addresses no longer identified

• As a result of the change in matching logic, LEAs

no longer receive an indication that an address is invalid

• CDE recognizes that LEAs used this indication to

identify addresses that needed cleaning up and will consider ways to provide this functionality in the future

October 20, 2015 CIM, Slide 36

Long-Term English Learner Report

• Current law (Education Code section 313.1) requires the

CDE to annually report on the number of “Long-term English Learners” (LTELs) and English Learners at risk of becoming an LTEL

• Senate Bill (SB) 750 (Chapter 660, Statutes of 2015) was

recently enacted to modify how LTELs are calculated

• Per the amended law, to calculate 2014-15 LTELs, 2013-14

Smarter Balanced assessment results are needed

• Since Smarter Balanced assessment results do not exist for

2013-14, the 2014-15 LTEL determinations as specified in law cannot be made this year

October 20, 2015 CIM, Slide 37

Assessments and CALPADS

October 20, 2015 CIM, Slide 38

Assessments and CALPADS

• CDE is updating the assessment functionality in CALPADS

for rollout this year

• Some of the functionality has been implemented and

defects are being addressed

• Streamline load process - implemented
• Assessment roles have been consolidated to operate

across all assessment types - implemented

• Reports based on students currently enrolled regardless
• f where students took test – CELDT report available but

addressing defects

• Student assessment summary more accessible -

implemented

October 20, 2015 CIM, Slide 39

Assessments and CALPADS

• The following has been loaded
• CELDT: 2012-13, 2013-14, 2014-15 (post DRM)
• The following will be loaded this year
• CELDT 2011-12, 2014-15 FINAL
• CAASPP
• Smarter Balanced English language arts/literacy and

mathematics 2014-15

• Science: California Standards Test, California Alternate

Performance Assessment, California Modified Assessment 2013- 14, 2014-15

• CAHSEE
• Legacy STAR

October 20, 2015 CIM, Slide 40

CAASPP and CALPADS

• Turnaround time:

LEA uploads new enrollments in CALPADS

• n…

Enrollments show up in the Test Operations Management System (TOMS) on the morning of… Thursday Monday Friday Tuesday Monday Wednesday Tuesday Thursday Wednesday Friday

October 20, 2015 CIM, Slide 41

CAASPP and CALPADS

What enrollments are sent to TOMS?

• CDE sends the most current primary or short-

term enrollment each Sunday through Thursday night

• If a student is concurrently enrolled, CALPADS

sends the enrollment with the most recent start date

• Therefore, a Concurrent Enrollment does not

need to be resolved for a student to test UNLESS the latter LEA enrolled the student in error

October 20, 2015 CIM, Slide 42

CAASPP and CALPADS

What student demographics are used in TOMS, the Online Reporting System (ORS) and posted summary reports?

• The most current demographic data from CALPADS sent

daily in the testing year are used in TOMS, ORS, and posted summary reports

• Keeping CALPADS up-to-date with student demographic

and program participation data will facilitate accurate reporting in all systems

• In 2015-16, LEAs will be able to view report aggregates in

ORS much earlier which will enable LEAs to identify issues and update data prior to public posting of aggregate results

October 20, 2015 CIM, Slide 43

CAASPP and CALPADS

What student demographics are used in accountability?

• CDE uses most up-to-date demographics in the

CALPADS Operational Data Store (ODS) when calculating accountability measures

• CDE informs LEAs when ODS data will be pulled

for this purpose

• CDE will continue to show LEAs the students used

in accountability metrics so that LEAs can update data prior to final calculation and posting of accountability measures

October 20, 2015 CIM, Slide 44

CAASPP and CALPADS

How important is it to update special education and 504 program records in CALPADS?

• This year it is critically important that LEAs update

CALPADS with students’ Special Education and Section 504 plan program records

• LEAs will only be able to load accommodations for

students with a Special Education or 504 program record loaded from CALPADS to TOMS

• This is a change from last year

October 20, 2015 CIM, Slide 45

CAASPP and CALPADS

What student address should LEAs submit to CALPADS?

• If a student has both a residential and mailing address,

LEAs should submit the mailing address to CALPADS

• The mailing address meets both CALPADS purposes for

maintaining student addresses:

• For the Direct Certification matching process
• To provide to TOMS for LEAs opting for student addresses on

Individual Student Reports (ISRs)

• NOTE: Since the mailing address meets all current

purposes, there are currently no plans to modify CALPADS to maintain both address types

October 20, 2015 CIM, Slide 46

CAASPP and CALPADS

What grade is used for students taking the California Alternate Assessment (CAA)?

• The process remains the same as last year
• TOMS will display UE, US, UU and Date of Birth

(DOB) and LEAs will be able to select the appropriate exam based on the rule of subtracting “5” from the age the student was on September 1 of the academic year

• EXAMPLE: If a student was 10 on September 1,

2015, then the student should be tested with the Grade 5 test (10 – 5 = 5) in spring 2016

October 20, 2015 CIM, Slide 47

CAASPP and CALPADS

Who should I contact for technical questions, such as when a school or student is not in TOMS?

California Technical Assistance Center 800-955-2954 CalTAC@ets.org http://caaspp.org/about/smarter-balanced/ http://caaspp.org/administration/instructions/ Hours of operation: Monday through Friday, 7 a.m. to 5 p.m. PT

October 20, 2015 CIM, Slide 48

CAASPP and CALPADS

Who should I contact for policy or program questions?

California Department of Education Accommodations, Test Policy, Testing Irregularities CAASPP Office 916-445-8765 caaspp@cde.ca.gov For Security Breaches: 916-319-0969 CAASPPirreg@cde.ca.gov

October 20, 2015 CIM, Slide 49

Accountability Update

October 20, 2015 CIM, Slide 50

Accountability Update - State

Changes to Academic Performance Index (API):

• No API will be produced for 2014-15 or 2015-16
• Moving to a new accountability system that is based
• n “multiple measures”
• One component likely be a College and Career Indicator (CCI)

that includes multiple ways for schools to demonstrate that their students are prepared for college and career

• Proposals will be presented to the State Board of

Education next spring

October 20, 2015 CIM, Slide 51

Adequate Yearly Progress (AYP) will be calculated for all schools based on (pending final federal approval):

• Elementary and Middle Schools
• Participation in Smarter Balanced Assessments grades 3-8
• An attendance rate proxy based on Average Daily

Attendance

• High Schools
• Participation in Smarter Balanced Assessments grade 11
• 4-year Graduation Cohort Rate

Accountability Update - Federal

October 20, 2015 CIM, Slide 52

Accountability Update - Federal

• LEAs will be provided an AYP report in November

displaying the students included and not included in AYP calculations and subgroups

• The aggregate and student level report will be

provided through CALPADS

October 20, 2015 CIM, Slide 53

Looking ahead….

October 20, 2015 CIM, Slide 54

Looking Ahead – Perkins Transition

Transition of Perkins E1 to CALPADS

• Perkins E1: includes CTE participants, concentrators,

and completers (concentrators completing a capstone course)

• 2014-15 Parallel Year: data from Perkins Data System

(PDS) will be used for federal reporting

• For 2015-16 CTE reports in CALPADS will be modified

to reflect how data is reported for E1

October 20, 2015 CIM, Slide 55

Looking Ahead – CASEMIS Transition

• LEAs must submit discipline data for all students including

special education students

• Since discipline data are already collected in CALPADS, it

is being transitioned earlier

• CASEMIS discipline data will be used for federal reporting in

2014-15

• EOY 3 CALPADS discipline data will be used in 2015-16
• Additional CALPADS reports will be provided in 2015-16

which reflect how data will be reported to meet federal reporting requirements for IDEA

October 20, 2015 CIM, Slide 56

Looking Ahead – CASEMIS Transition

• The CDE will be transitioning other California Special

Education Management Information System (CASEMIS) data to CALPADS over the next several years

• General timeframe – pilot in 2017-18
• CDE will work closely with special education

management information system vendors; almost all LEAs use the same system

October 20, 2015 CIM, Slide 57

Looking Ahead – System Improvements

• CDE continues to work to address some overall

performance issues:

• Posting: CDE recognizes the need to address the

length of time it takes for posting and plans to improve this functionality in the future

• View Only Functionality: CDE recognizes the value of

such functionality to LEAs and continues to plan for this enhancement

• ODS Report Processing: ODS report processing will be

updated

October 20, 2015 CIM, Slide 58

CALPADS Support Update

Martha Friedrich Client Services Officer, FCMAT/CSIS

October 20, 2015 CIM, Slide 59

CALPADS Support Update

Topics

• EOY Submission Statistics
• New / Revised Functionality
• Fall Submission Strategies
• Recognition Program
• Support Tips

October 20, 2015 CIM, Slide 60

EOY Submission Statistics

Submission Expected LEAs Total Certified Percent Certified EOY 1 1533 1500 97% EOY 2 1755 1749 99% EOY 3 1755 1749 99% EOY 4 865 862 99%

October 20, 2015 CIM, Slide 61

2015-16 Summary of Fall 1 Changes

Functionality Change Code Set *Primary Language – New code values added: 66-Amharic, 67- Bulgarian, 68-Kikuyu (Gikuyu), 69-Kashmiri, 70-Swedish, 71- Zapoteco, 72-Uzbek Code Set *School Completion Status - Modified Code 320 title and description to accommodate CA approval of three different high school equivalency exams Report Report 1.17 - Foster Youth types consolidated into one column since all Foster Youth are eligible for FRPM Validation SPRG0263 – Modified severity from Fatal to Warning Validation SENR0192 – Modified to only accept valid CDS codes in SENR Field 1.32 "District of Geographic Residence (DOR)" Validation CERT056 - Modified from a Warning to Fatal, Special Education Exit Code for Non-Special Education Student

* Check CALPADS Code Sets document for details and update local SIS as necessary

October 20, 2015 CIM, Slide 62

2015-16 Summary of Fall 1 Changes

Change Impact Validation No Certification Warnings for this year ONLY Suspension of CAHSEE (SB 172) LEAs can now exit eligible students meeting all other graduation requirements with Exit Reason Code E230 and completion code 100 Code Sets Retire Completion Status codes 104, 106, 108. Code 104 retired date 8/15/14 Code 106 retired date 6/30/15 Code 108 retired date 6/30/15

October 20, 2015 CIM, Slide 63

2015-16 Summary of Fall 1 Changes

Change Impact View Submission Status screen can track posted jobs

• 2 new columns added
• 3 new statuses added
• 1 status deleted (Complete)

LEAs need to correlate posted data to appropriate snapshot revision to identify what is included in the aggregate counts Multiple snapshot revisions are now available in CALPADS

• Snapshot reports refresh as new

updates post to ODS

• New column added to manage revisions
• 2 new snapshot statuses have been

added

• User can freeze a snapshot so it is not

modified by any new updates

• The default snapshot version will be

Revised Uncertified

• LEAs will be able to see new snapshots

after each successful data update/post

• LEAs may need to consider how to take

advantage of multiple revisions or when to even check for a new revision

• The Revised Uncertified version can be

refreshed multiple times daily depending on system load and posting backlog

October 20, 2015 CIM, Slide 64

Summary of Changes and Impact

• Snapshot Reports refreshed during the day
• As relevant data are posted a new snapshot

revision is created

• The revision frequency will be based on server

load and other factors

October 20, 2015 CIM, Slide 65

File Status Definition Revision in Progress Posted records are being extracted and in process

• f generating the Snapshot reports

Revision Complete New snapshot reports generated successfully

File Submission Status: New Statuses

October 20, 2015 CIM, Slide 66

Snapshots: Revision Status

Revision Status Definition Revised Uncertified Most recent revision that has not been certified. In Review Uncertified Revision flagged by the LEA to be kept. Newer revisions may exist. Certified LEA has approved snapshot revision as complete and accurate. Decertified LEA chose to remove its certification. Most recent decertified revision will be kept.

October 20, 2015 CIM, Slide 67

Uncertified Watermark

October 20, 2015 CIM, Slide 68

All Certification Warnings Disabled

68 Significant changes in school No data Conflicting numbers Questionable proportions Invalid records

LEAs will need to do their own analysis against prior year submissions

School LEA Enrollment X Enrollment by grade X Enrollment by race/ethnicity X Graduate % X Graduate % (UC/CSU requirements met) X Dropouts and dropout rate X LEP and LEP % X ELs / FEPs / RFEPs X FEP proportion X FRPM X X Gate X X Special Ed X X Title I Part C Migrant X X Title III Eligible Immigrants X X Graduates (among last year’s 12th graders) Dropouts (in a school with grades 9-12) FRPM GATE Homeless Special Ed Title I Part C Migrant Title III More Graduates than prior year 12th Graders Title I Part C Migrant Over 25% of students in school are in Special Ed Over 25% of students in LEA are in Special Ed

October 20, 2015 CIM, Slide 69

Important Fall 1 Dates

Census Day

• Oct. 7

Certification deadline December 18 Amendment deadline February 19

69 CALPADS Calendar: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp

October 20, 2015 CIM, Slide 70

Fall - 1 Suggested Milestones

Now  Complete Fall 1 data population in local SIS  Post SENR, SPRG, SELA & optional SINF files 10/25 – 10/30  Resolve anomalies, resolve certification errors, review certification reports and update records if necessary 11/2 – 11/20  Certify Fall-1 (level 1 & level 2) 12/7 – 12/11 Now – 10/23  Upload SENR, SELA, and SPRG files. Review validation errors and reconcile as needed (SINF

• ptional)

 Send reports to site leaders for approval 11/23 – 12/4

October 20, 2015 CIM, Slide 71

Submission Strategies

• Fall Certification Errors and Reports
• Resolve fatal errors first
• Review and reconcile aggregate reports
• Start with 1.1 or 1.5
• Refer to Report Mapping Guide
• Manually check trend edits
• Use supporting reports to assist in reconciliation
• Fix local data and re-upload as needed
• Minimize use of Online Maintenance

October 20, 2015 CIM, Slide 72

Submission Strategies

• Why meet the Fall 1 deadline?
• Preview DataQuest
• County Office of Education reviews LEA’s Certified

Reports

• Avoid CDE letter to Superintendent
• Poised to succeed with Fall 2
• Preliminary Accountability reports
• Eligible for Data Management Recognition
• Be a kind and courteous neighbor

October 20, 2015 CIM, Slide 73

Fall 2 Changes

• Fall 2 snapshot refreshes begin in November
• Retired NonClasSuppAssgn-Teacher Librarian

code 0204

• Added Course - Information and Digital Literacy

and Digital Citizenship code 6026

• Added seven course codes representing

college level courses taken for college credit

• Corrected Valid Code Combo grade span for

courses 2435 – 2477

October 20, 2015 CIM, Slide 74

Fall 2 Changes

• Added Education Service English Learner code

5, No English Learner Services

• CRSE0127 - triggers on all school types

Invalid NCLB Core Course Instructional Level Code

• CERT063 – changed from a Warning to Fatal,

EL Student Reported for Whom No Services are Indicated

October 20, 2015 CIM, Slide 75

Fall - 2 Suggested Milestones

Now – 11/3  Complete Fall 2 data population in local SIS  Post SDEM, SASS, CRSE, SCSE files 11/28/15 – 1/8/16  Resolve certification errors, review certification reports and update records if necessary 1/11/16 – 2/12/16  Certify Fall-2 (level 1 & level 2) 2/29/16 – 3/4/16 11/9 – 11/25  Upload SDEM, SASS, CRSE, SCSE files. Review validation errors and reconcile as needed  Send reports to site leaders for approval 2/15/16 - 2/26/16

October 20, 2015 CIM, Slide 76

Submission Strategies

• Fall 2 Certification Strategies
• 1. Complete Fall 1
• 2. Submit and post Staff Demographics
• 3. Submit and post Staff Assignments
• 4. Submit and post Course Section
• 5. Submit and post

Student Course Section

1 2 4 5 3

October 20, 2015 CIM, Slide 77

Fall 2 High Profile Validations

• CRSE0127 - Invalid NCLB Core Course

Instructional Level Code

• CERT063 - EL Student Reported for Whom

No Services are Indicated

• CERT108 - Total FTE to Total Staff ratio is

greater than 1.25 or less than .75

October 20, 2015 CIM, Slide 78

General Submission Strategies

Set Up Accounts Submit Data Reconcile Review/ Certify County Level Review

October 20, 2015 CIM, Slide 79

Submission Strategies

Fall 1 Fall 2 10/7

Census Day

September

Populate local data

10/23

Upload data

11/28

Upload data

12/18

Fall 1 due

3/4

Fall 2 due Populate local data Census Day

2/12

Review reports

11/20

Review reports

2015 2016

October 20, 2015 CIM, Slide 80

CALPADS Recognitions

• Recognition Program Counts:
• Training Recognition, recognizing those who

complete the nine core CALPADS trainings

• 2013-14 Cohort = 96
• 2014-15 Cohort = 296
• Data Management Recognition, recognizing LEAs

that certify on time and maintain quality data

• 2013-14 Cohort = 1,719
• 2014-15 Cohort = 1,463

October 20, 2015 CIM, Slide 81

Fall 1 Submission

Submission Window Posting Process Backlog

October 20, 2015 CIM, Slide 82

Support Tips

• Expedite Support Response Time
• Reference Known Issues
• Advise site users to contact LEA Admin
• Configure Security Questions
• Use email or web form
• Include Job ID, SSID*, SEID, Error Number

*Do not include personally identifiable information; the SSID is sufficient

October 20, 2015 CIM, Slide 83

• Training Opportunities
• http://csis.fcmat.org/Pages/Trainings.aspx
• http://csis.fcmat.org/Pages/Self-Paced-

Training.aspx

• Basic courses
• Advanced courses
• Self-Paced Training Modules
• Create a CSIS/FCMAT account to register

for training

Support Tips

October 20, 2015 CIM, Slide 84

Support Tips

• Resources
• Release Updates and Known Issues
• Error List (now available from “Help”)
• Flash Updates
• Data Guide
• Self-Paced Training Modules
• Mini Tutorial Clips
• Glossary (User Guide)
• FAQs

October 20, 2015 CIM, Slide 85

Survey

Please complete our survey

http://1drv.ms/1NCRBgS OR https://onedrive.live.com/redir?page=survey&resid=f96746930a468a37!113&a uthkey=!ANDb00MvNrD9n0Y&ithint=file%2cxlsx

October 20, 2015 CIM, Slide 86

April 19, 2016 from 9:30 – 12:00

Next Meeting

• WebEx from Sacramento