Transcript K-12-Ed-Data-Overview-notes

New Data Coordinator Training
K-12 Educational Data
Management Overview
July 1, 2011
Copyright © 2010, FCMAT/California School Information Services
Agenda
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Introductions
Purpose and Objectives
CSIS Overview
Statewide Education Data Systems
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Required Reporting
 Best Practices
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Data Management Teams
Data Security
 Resources
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Introductions
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Name
Local Educational Agency
Title/Job Responsibilities
Special Populations
Reason for attending
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Session Objectives
Participants will have an understanding of:
 Statewide Education Systems
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CALPADS, CALTIDES, CBEDS-ORA, OPUS-CDS,
CSIS, Assessments and Accountability
What reporting is required and how the data are used
 Best Practices
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Data Management Teams
Data Security
 Resources available to support reporting and
data management
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California School
Information Services
CSIS is a statewide program administered by
FCMAT that:
 Assists with state reporting through training and
support
 Facilitating electronic records transfer
 Supports Local Education Agencies (LEA) in
building local capacity for data collection and
local use
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Building Local Capacity
CSIS supports LEAs to:
 Collect, maintain and report complete studentand staff-level data
 Implement sustainable local data management
practices
 Use data for decision making
 Comply with privacy and confidentiality
requirements
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FCMAT Services
Fiscal Crisis and Management Assistance Team
(FCMAT)
 Supports LEAs fulfill their financial and
management responsibilities by providing:
 Fiscal oversight and assistance
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Management assistance by request
Training and other related school business
services
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Statewide Education Systems
California Longitudinal Pupil Achievement Data
System (CALPADS)
California Basic Educational Data System/
Online Reporting Application (CBEDS-ORA)
Online Public Update for Schools-CountyDistrict-School (OPUS-CDS)
California School Information Services (CSIS)
Statewide Assessments and Accountability
Systems
California Teacher Integrated Data Education
System (CALTIDES)
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CALPADS
California Longitudinal Pupil Achievement Data
System
 The foundation of California’s K-12 education
data system
 Implemented Fall 2009
 Designed to include student demographic,
program participation, enrollment, course
enrollment and completion, discipline,
certificated staff, and statewide assessment data
http://www.cde.ca.gov/ds/sp/cl/
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CALPADS Purpose
 Provides the data necessary to comply with
federal NCLB and state reporting requirements,
including:
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Class size, cohort graduation rate, core courses, HQT
teachers, and enrollment
 Provides a tool for evaluating educational progress
and investments over time
 Provides LEAs information for local use
 Establishes a means of maintaining longitudinal
statewide pupil level data
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CALPADS Benefits
 Immediate access to information reported by
previous LEAs on transferring students
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Enrollment history
Primary language and English language acquisition
status (ELAS)
Program eligibility and participation
 Longitudinal view of student data and state
assessment results
 Planned capacity to maintain at least 20 years of
data
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CALTIDES
Statewide Educator Tracking System
 Integrates existing California Commission on
Teacher Credentialing (CCTC) data into a repository
of longitudinal educator data
 Implementation on hold due to budget cuts
 Will include data such as educator credentials,
education, teacher preparation program
participation, and salary data
http://www.cde.ca.gov/ds/td/lo/caltides.asp
 Key element is the Statewide Educator ID (SEID)
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CBEDS-ORA Overview
California Basic Education Data System – Online
Reporting Application (CBEDS-ORA)
 A web-based application to collect LEA:
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Contact Information
Institution information
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Address information
Student Educational Options
Education Calendar
School Status
Classified Staff Information
http://www.cde.ca.gov/ds/sd/cb/opuscbeds.asp
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OPUS-CDS Overview
Online Public Update for Schools-CountyDistrict-School
 Web-based application used by authorized
coordinators to notify the CDE of updates to the
Public School Directory
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Replaces the process of LEAs submitting updates on
paper forms
Not all school and/or LEA information can be updated
using the OPUS-CDS application
http://www.cde.ca.gov/ds/si/ds/opuscds.asp
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CSIS Services and Systems
 CALPADS Training and Support
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Training for LEAs and help desk support
 Eligibility in the Local Context (ELC)
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Transcript service for 11th grade students who may be
eligible for admission to a University of California
campus
 Address Validation
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A free service that either automatically corrects and
standardizes addresses that do not comply with U.S.
postal mailing standards or identifies errors when
automatic correction is not possible
http://www.csis.k12.ca.us/
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FEDS
COMMUNITY
STATE
LOCAL SYSTEMS
Local Data Entry
Each Local Education Agency (LEA)
Local
Use
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CBEDSORA
CASEMIS
Statewide
Assessments
STATE
OPUSCDS
CALPADS
CALTIDES
CONAPP
CSIS
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Statewide Student Identifier
(SSID)
 SSID is a unique, 10-digit, randomly generated,
non-personally-identifiable number
 All local education agencies are required to
assign and maintain SSIDs
 SSID is follows student throughout K-12 for
more accurate reporting of enrollment, dropout,
graduation rates
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Best Practices for SSIDs
 Requesting SSIDs
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Take care when requesting new SSIDs or
choosing/using existing SSID
 Maintenance of SSIDs
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Data should be updated in accordance with
student mobility rates
Adopt strategies to prevent anomalies
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Statewide Educator
Identifier (SEID)
 A 10-digit, numeric, randomly generated, nonpersonally identifiable number
 Required for all educators working in the K-12 public
schools in a position that requires a credential or
authorization granted by the CCTC
 LEAs must work with their County Offices of
Education to obtain and populate the SEID in LEA
student information and human resources systems
 SEID will link CALTIDES data with CALPADS to
verify staff credentials and assignments
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How the Identifiers Link Data
CALPADS
SSID
SEID
SEID
Student Info
System
CALTIDES
CTC
HR System
SEID
SEID
SEID
County
Office
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Statewide
Assessments
Standardized Testing and
Reporting (STAR)
Results are used for student and
school accountability purposes
California English Language
Development Test (CELDT)
Required state test for English
language proficiency
California High School Exit
Examination (CAHSEE)
All public school students are
required to pass to earn a high
school diploma
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Accountability Systems
Academic Performance Index (API)
 School academic performance and growth measure
 Based on results of CST’s and CAHSEE
Adequate Yearly Progress (AYP)
 Required of all LEAs and schools
 AYP calculations include percent proficient performance
on:
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STAR
API growth
Graduation rates (high schools only)
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Accountability Systems
School Accountability Report Card (SARC)
 Required for all schools
 Required components
 Transitioning to Ed-Data
 Implementation targeted for November 2011
Alternative Schools Accountability Model (ASAM)
 Voluntary reporting system for alternative schools
serving high-risk pupils
 LEA reports three indicators of performance for each
eligible school
 Due at end of the school year
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API
DATAQUEST
AYP
Program
Improvement
STATE
COMMUNITY
CALPADS
TESTING
VENDORS
CELDT
KEY CONCEPTS
STAR
Student
System
(SIS)
Pre-ID for State Assessments
Academic Performance Index (API)
CAHSEE
Adequate Yearly Progress (AYP)
School Site
Data Entry
LEA
Program Improvement
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Required Annual Reporting
 Information Day – 1st Wednesday in Oct
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CALPADS
 Fall 1
 Fall 2
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CBEDS-ORA
 Information Day – March 1st
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CALPADS
 Spring 1
 Year-Round
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OPUS-CDS
Attendance
Financial reports
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Other Annual Reporting
 Based on school calendar
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Assessments
 Results
Suspense resolution
 Pre-ID
 Reporting
 End of Year
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CALPADS
 EOY 1-4
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Consolidated Application (ConApp)
Carl Perkins Adult Ed
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How CALPADS Data are used
 State Reports
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California Basic Educational Data System (CBEDS)
Language Census
Governmental Code sections 13073 and 13073.5
California Code of Regulations, Title V, Section 97
 Federal Reports
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State NCLB Consolidated State Performance Report
(CSPR)
Student National Origin Report
Carl Perkins
Titles VI and IX of the Civil Rights Act of 1964
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How CALPADS Data are used
 Provide the Department of Finance with enrollment
counts used for budget projections.
 Student enrollment counts are the LEAs’ official
enrollment counts for the year and are used for
multiple enrollment-based funding formulas
 Data are published on DataQuest to provide the
general public with access to aggregate information on
the state’s schools
 Data are used to respond to ad hoc report requests
from policy makers, researchers, and other entities
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How CALPADS Data are Used
 Title III eligible immigrant counts
 Funding LEAs for the NCLB Title III Immigrant
Program
 Reporting to the United States Department of
Education (ED) on the Consolidated State
Performance Report
 The higher of the two counts taken in the fall and
spring will be used for funding and reporting
purposes
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How CALPADS Data are Used
 English language acquisition status (ELAS) counts
 Counts of eligible limited-English-proficient
students for the purposes of funding LEAs for the
NCLB Title III LEP Program
 LEP counts for the USDOE on the Title III
Biennial Report and other federal reports
 Language Census report of English language
acquisition statuses, services, and strategies
 Direct certification of students who are eligible for
free meals
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How CALPADS Data will be
used (2011-12)
 Career Technical Education concentrators and
completers
 Pre-identification of state assessments and for
the reporting of assessment results in subgroups
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Best Practices:
Data Management
Data Security
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Data Management Team
Members
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Data Stewards
CALPADS LEA Administrator
LEA CALPADS Coordinator
Data entry staff
Technical staff
Data Quality/Compliance staff
Pupil records staff
Leadership staff
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Key Concepts
SYSTEMS OF RECORD
TEACHER INFO
NAME
EXPERIENCE
CREDENTIALS
HUMAN
RESOURCES
SPECIAL
EDUCATION
Special Ed
Staff
HR Staff
Disability Codes
IEP Info – Services
Student Name
Gender – Ethnicity
Birth date
FOOD
SERVICES
Food Service
Staff
FREE/REDUCED INFO
STUDENT NAME
ADDRESS
PARENT INFO
STUDENT
SYSTEM
School Site
Staff
Student Name
Address
Gender - Ethnicity
Birth date
Parent Info
DATA STEWARDS
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Role of the CALPADS LEA
Administrator
 Managing User Accounts
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Assigning userids and roles
Resetting passwords
Revoking accounts
 Training Local Staff
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All staff assigned User IDs should be trained
 Contacting Support on behalf of LEA Users
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Role of the LEA CALPADS
Coordinator
 Understand requirements and timelines
 Coordinate local data collection
 Verify data completeness
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Versus Accuracy
 Implement local practices to improve data quality
 Keep staff apprised of changes
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Data Management
Team Members
 Large
• District: HR, Program Coordinators, IT, and
Administrative staff
• Site: Data Entry, Counselors and Administrative staff
 Small
• District/Site: Data Entry, Program, and Administrative
staff
• COE: HR staff
• Collaborate with other LEAs
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Best Practices for Data
Management Team
Data Management Team Responsibilities
 Designate Data Stewards
 Identify System of Record
 Adopt State Codes
 Reduce redundancies by linking data systems
 Develop data management calendar
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Best Practices for Data
Management Teams
 Develop and share data management tools
 Assign responsibility for data based upon job
responsibilities (e.g. HR is responsible for HR
data)
 Cross train staff
 Stay informed about changing requirements
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Best Practices for Data
Management Teams
 Hold regularly scheduled meetings
 Have an agenda
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Distribute to members in advance
 Follow-up on assignments
 Conduct post-submission analyses
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Incorporate lessons learned
Implement practices to facilitate data quality
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Data Security
Security and Confidentiality
 Data Access
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Passwords
Physical Environment
Staff Development – User Training
Security Settings
 Data-Breach Procedures
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Monitor Logs
Incident Response Plan
 Disaster Recovery Plan
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Rotation
Off Site Storage
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Data Confidentiality
Legislation
FERPA Regulations (Family Educational Rights
and Privacy Act)
Protects the privacy of student education
records
www.ed.gov/policy/gen/guid/fpco/ferpa/index.html
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Non-Confidential Data Elements
Parent Notification
Opt-out of Directory Information Release
Military Release
Sharing SSIDs
Confidential Data Elements
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Data Confidentiality
 Snooping
 Social Engineering
 Data release procedure/protocols
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Log requests
Approval process
 Board Policies
 Faxing
 E-mail
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Summary
 CSIS Overview
 Statewide Education Data Systems
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Required Reporting
 Best Practices
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Data Management Teams
Data Security
 Data Security and Confidentiality
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Resources
 Listservs
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CALPADS:
http://www.cde.ca.gov/ds/sp/cl/listservs.asp
CSIS:
http://www.csis.k12.ca.us/listserv/
CETPA
http://www.cetpa-k12.org/pub/htdocs/listserv.html
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Resources
 CSIS
http://www.csis.k12.ca.us/
 CDE
http://www.cde.ca.gov/
 CALPADS
http://www.cde.ca.gov/ds/sp/cl/
 CALTIDES
http://www.cde.ca.gov/ds/td/lo/caltides.asp
 CBEDS-ORA
http://www.cde.ca.gov/ds/sd/cb/
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CSIS Resources
 CALPADS Training:
http://www.csis.k12.ca.us/e-learning/calpadsregistration/
 CSIS Services Training:
http://www.csis.k12.ca.us/e-learning/servicesregistration/default.asp
 Data Management Resources:
http://www.csis.k12.ca.us/services/DM/default.asp
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Please Complete Our
Survey
 http://www.csis.k12.ca.us/survey/calpads-training/
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Questions
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