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April 2013 CAG, Slide 1
California Department of EducationCalifornia School Information Services
Advisory Group Meeting
April 23, 2013
This presentation may be downloaded from:http://csis.fcmat.org//Pages/April2013CAG.aspx
April 2013 CAG, Slide 2
Agenda Review
CALPADS Update
CALPADS Support Update
CALPADS Q & A
Next Meeting
Agenda
April 2013 CAG, Slide 3
CDE UpdateRandy Bonnell, Administrator
Data Reporting Office, CDE
April 2013 CAG, Slide 4
CDE UpdateTopics
CDE Organizational Changes 2012-13 EOY Submissions Assessments & Accountability Update 2012-13 Amendments Changes for 13-14 & Beyond 2013-14 Fall Submissions
April 2013 CAG, Slide 5
CDE Organizational Changes Staff changes since the last CAG:
• Keric Ashley is now the Director of the Analysis, Measurement, and Accountability Reporting Division
• Cindy Kazanis is now the Director of the Educational Data Management Division
• Randy Bonnell is now the Administrator of the Data Reporting Office (DRO) under Keric Ashley taking the place of Karl Scheff who has retired
• Jessica Barr moved from the Assessment Division and is now the Administrator of the CALPADS/CBEDS/CDS (CCCOO) Operations Office
The DRO and CCCOO will continue working closely in the areas of data collection/use, and LEA communication
April 2013 CAG, Slide 6
2012-13 EOY Submissions The dates for the EOY submissions are
posted: • Window Opens: April 29
• Certification Deadline: July 31
• End of Amendment Window: September 11
All submissions will be required this year• CDE will provide a private preview of EOY 3 –
Discipline data for LEAs/IRCs that meet the certification deadline
April 2013 CAG, Slide 7
Assessment & Accountability Update
CALPADS Assessment & Accountability (A&A) functionality turned on February 12, 2013
A&A pilot began February 13 with a few LEAs
A&A pilot suspended due to issues with nightly suspension resolution process
2012-13 CAHSEE and CELDT data are currently being loaded
Some A&A defects will be addressed April
CDE plans to restart the A&A pilot in May
April 2013 CAG, Slide 8
2012-13 Amendments
2012-13 Fall 2:
Amendment window extended so LEAs could address data quality issues
Fall 2 closed on March 22
Review of Fall 2 data indicates many LEAs addressed data quality issues
Reminder #1: Engage SMEs in data review
Reminder #2: Pay attention to the reports
April 2013 CAG, Slide 9
2012-13 Amendments2012-13 Fall 1: School-level file for Free and Reduced Price Meal
(FRPM) eligibility posted on DataQuest
• Posted FRPM data are as of February 8, 2013
• FRPM data are used for funding and grant eligibility determination (see programs on file detail)
• CDE considering LEA requests to decertify Fall 1 data on a case-by-case basis
• Approved LEAs must recertify by May 10, 2013 after which data will be pulled for the final FRPM counts
April 2013 CAG, Slide 10
2012-13 Amendments Not CALPADS data for Provision 2 and 3
Higher of the following percentages applied to CALPADS 2012-13 enrollment data:
• FRPM from October 2012 claims data submitted to CDE’s Nutrition Services Division (NSD)
• FRPM certified in the Consolidated Application Reporting System (CARS) in 2011-12
• LEAs will not be able to modify the Provision 2 and 3 data in CALPADS or CARS
• Contact NSD regarding problems Provision data
April 2013 CAG, Slide 11
2012-13 Amendments 4-Year Cohort Graduation Rate
• CDE will provide in April:• A school & LEA level graduation data file indicating if
schools & LEA met AYP graduation rate criteria
• A student level file indicating which students are in the cohort and which were counted as graduates
• CALPADS ODS data will be pulled after June 28 for final calculation of the 2011-12 4 year Cohort Graduation Rate
• There will be no other correction window for these data
April 2013 CAG, Slide 12
2012-13 Amendments Continuous Enrollment & Demographic Data
• CALPADS ODS data will be pulled after June 28 to calculate the 2013 Growth API:
• Enrollment and exit data to determine students who are continuously enrolled
• Student demographic data to determine subgroups
• Previously demographic data submitted on the Pre-ID were used for subgroup determination
• The CDE hopes demographic changes for 2013 Growth API will be done through CALPADS
April 2013 CAG, Slide 13
Changes for 2013-14 System Upgrade
• A major system upgrade will occur in the summer or early fall of 2013 – date still TBD
• This is a critical upgrade that must be done
• Will require CALPADS to be down for about a week
• Targeting a period of low system use
• Upgrade will include a more robust test environment that will mirror production
• LEAs will benefit from this new test environment and other enhancements
April 2013 CAG, Slide 14
Changes for 2013-14 Spring collection moving to Fall in 2013-14 in
order to:• Certify FRPM and EL counts on same census day
for the anticipated Local Control Funding Formula
• Immigrant counts will be based on the Fall count
• Provide additional time to complete Fall 2
• Ease the burden for completing Office of Civil Rights (OCR) collection
April 2013 CAG, Slide 15
Changes for 2013-14 Transitional Kindergarten (TK)
• TK participation will be collected through CALPADS with a program record
• New program code will be effective July 1, 2013
• LEAs will certify TK program participation during the year as part of EOY 2 – Program Participation
• A new filter will be added to Report 1.5– Enrollment by Status – Disaggregated so LEAs can view the number of TK students enrolled during the Fall
April 2013 CAG, Slide 16
Changes for 2013-14 CTE Code Changes
• A number of changes to the Career Technical Education (CTE) pathways and associated courses recently adopted by the State Board of Education
• Updated Code Set and Valid Code Combinations documents will be released in June 2013
• CALPADS changes will be effective July 1, 2013
• LEA program staff should review the new pathways and courses to ensure local codes are appropriately mapped
April 2013 CAG, Slide 17
Changes for 2013-14 Local Control Funding Formula (LCFF) report
• The CDE plans to provide a CALPADS report this fall displaying data used as part of the supplemental and concentration portions of the proposed LCFF
• Specifics of the formula are still being discussed
• If enacted this year, the 2013-14 Fall 1 data will be used for the LCFF
• The importance of the FRPM, EL and foster youth counts will increase with the new formula
April 2013 CAG, Slide 18
Changes for 2013-14 Note: The current LEA level Student Poverty and
English Learner Designation file posted on DataQuest is for informational purposes
http://www.cde.ca.gov/ds/sd/sd/filesspel.asp
These data will not be used as part of a funding formula
April 2013 CAG, Slide 19
Changes for 2013-14 4 Year Cohort Graduation Report
• The CDE is working on developing a new cohort report that will allow LEAs to view their 4 year cohort graduation data within CALPADS
• Availability is still TBD
• The CDE will report on the status of this development at the next CAG
April 2013 CAG, Slide 20
Changes for 2013-14 and Beyond View Only Screen Module
• The CDE still plans to implement a view only screen module
• The widely requested view only screens will make it easier for users, especially at the site level, to view data on students
• The CDE will be working during 2013-14 to make this module available in 2014-15
April 2013 CAG, Slide 21
2013-14 Submission DatesTentative 2013-14 Submission Dates: Fall 1
• Window Opens: October 2, 2013
• Certification Deadline: December 13, 2013
• Preview of Fall 1 Date: January 22, 2014
• End of Amendment Window: February 7, 2014
April 2013 CAG, Slide 22
2013-14 Submission Dates Fall 2
• Window Opens: October 2, 2013
• Certification Deadline: February 21, 2014
• CDE will review the quality of the Fall 2 data after the certification deadline
• End of Amendment Window: March 28, 2014
April 2013 CAG, Slide 23
2013-14 Submission Dates End of Year
• Window Opens: April 28, 2014
• Certification Deadline: July 18, 2014
• Preview of Discipline Data: TBD
• End of Amendment Window: September 12, 2014
April 2013 CAG, Slide 24
CALPADS Support UpdateAngela Ratty
Services Architect, FCMAT/CSIS
April 2013 CAG, Slide 25
CALPADS Support UpdateTopics
Submission Statistics New / Revised Functionality EOY Preparations 4 Year Cohort Data Support Tips
April 2013 CAG, Slide 26
Submission Statistics
• Deadlines Met
Submission Certification Deadline
Amendment Deadline
Fall 1 94.4% 99.6%
Fall 2 68.3% 99.1%
Spring 1 92.2% 99.8%
April 2013 CAG, Slide 27
April 2013 CAG, Slide 28
New / Revised Functionality County/Authorizing LEA reports
• Aggregate (not student level)
• New Roles Certification Error Reports Two certification level buttons Include one or many schools in extracts New extract for SSIDs obtained online EOY 2 – No longer collect Juvenile Justice Title I Part D
programs Enrollment Status 30 (short-term) no longer considered a
Lost Transfer anomaly
April 2013 CAG, Slide 29
New / Revised Functionality Validation Rules:
• SINF0255 warning about invalid ELA status code changes
• SASS0256 fatal error for duplicate staff assignments
• SINF0259 warning when overwriting a prior homeless Primary Residence Category Code
April 2013 CAG, Slide 30
EOY Preparations
Snapshot starts
April 29
Certification deadlineJuly 31
Amendment windowSeptember 11
CALPADS Calendar:http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
April 2013 CAG, Slide 31
EOY 2 – Program Participation
EOY Preparations
Count of homeless students and students participating in programs
All LEAs must certify EOY 2
Code(s) Program Type
122 /174 Title I Part A Federal
113 California Partnership Academy State
162 Pregnant or Parenting (formerly Cal-SAFE) State
180 CAHSEE Intensive Instruction State
108 Opportunity Program State
101 504 Accommodation Plan (eligible or participating)
State
April 2013 CAG, Slide 32
EOY PreparationsEOY 2 – Program Participation
• Update Enrollment for all students through last day of school
• Verify Primary Residence field populated in local SIS
• Post Student Demographics (SINF) for students enrolled after 03/01/2013
• Post SPRG file
April 2013 CAG, Slide 33
EOY Preparations EOY 3 – Discipline
• Report the final disciplinary action taken
• For non-special education students, suspensions and expulsions that are one full day or more must be reported.
• For special education students, all incidents must be reported.
Count of incidents and disciplinary actions
All LEAs must certify EOY 3
April 2013 CAG, Slide 34
EOY Preparations EOY 3 – Discipline
• Maintain discipline locally as incidents occur
• Assign “Incident IDs” to discipline incidents (unique within each school)
• SDIS is a full replacement file (by school and Academic Year)
• New: Discipline data will be posted to DataQuest; include local data stewards in review of reports prior to certification
April 2013 CAG, Slide 35
EOY Preparations EOY 1-Course Completion
Count of completed courses & CTE students
Only LEAs with grades 7-12 departmentalized courses are required to
certify
CTE:Non-Concentrators: Primary, secondary, or short term enrollments
Concentrators or Completers:Primary enrollments
April 2013 CAG, Slide 36
EOY Preparations EOY 1-Course Completion
• Post SDEM for new staff since 10/3/12
• Post SENR for enrollments 7/1/12 thru 6/30/13
• Post SINF updates through 6/30/13
• Post CRSC for the Academic Year (AY)
• Post SCSC for course completion in AY• Student Credits Attempted• Student Credits Earned• Student Course Final Grade• Marking Period
• Post SCTE for CTE Pathway elements
April 2013 CAG, Slide 37
EOY Preparations EOY 4 – Waivers and Exemptions
Count of waivers and exemptions
Only LEAs with students in grades 10-12 are required to certify
WAIVER: Allows a student to pass the CAHSEE with a modified score and
accommodations
EXEMPTION: Indicates that a student is required to take the CAHSEE, but not
required to pass
April 2013 CAG, Slide 38
Cohort Data 4 Year Cohort Data
• Forms the basis for calculating graduation and dropout rates. The cohort is the group of students that could potentially graduate during a 4-year time period (grade 9 through grade 12).
4 Year Cohort Graduation Rate:
# of cohort members who earned a regular high school diploma by the end of year 4 in the cohort
# of first-time grade 9 students in year 1 (starting cohort) plus students who transfer in, minus
students who transfer out, emigrate, or die during school years 1, 2, 3, and 4
April 2013 CAG, Slide 39
Cohort Data Initial 9th Grade Entry Year (2.47) data element is
no longer used Grade level record and Effective Date are used to
determine Cohort assignments “Early Completers” stay in the original cohort and
contribute to the graduation rate “Late Completers” (aka 5th year graduates) stay in
the original cohort Cohort Rules:
http://data1.cde.ca.gov/dataquest/cohortrates/CohortOutcomeDefinitions2012_4_30.doc
April 2013 CAG, Slide 40
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
April 2013 CAG, Slide 41
Support Tips Help Yourself First
• Reference key documents before contacting support:• Quick Reference Guides (Help function of CALPADS)• System documentation on CDE website:
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp• Check the Upcoming Events on the main CALPADS
portal• Subscribe to the CALPADS one-way listserv• Attend Training or Use Self Paced Trainings• Attend Q & As
October 2012 CAG, Slide 41
April 2013 CAG, Slide 42
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
WebEx is being replaced by Lync
Support Tips
April 2013 CAG, Slide 43
Support Tips Resources
• Release Updates and Known Issues
• Error List
• Flash Updates
• Data Guide
• Self-Paced Training Modules
• Glossary (User Guide)
• FAQs
April 2013 CAG, Slide 44
CALPADS Q&AFacilitated by:
Nancy SullivanChief Operations Officer, FCMAT/CSIS
April 2013 CAG, Slide 45
Next MeetingNancy Sullivan
Chief Operations Officer, FCMAT/CSIS
April 2013 CAG, Slide 46
October 15, 2013from 9:30 – 12:00
Next Meeting
Video Conference from Sacramento • Remote locations throughout the state• Registration available by August 15th
Please provide feedback on 2 vs. 3 CAGs