Transcript April 2013 CAG Presentation

California Department of Education
California 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 1
Agenda
 Agenda Review
 CALPADS Update
 CALPADS Support Update
 CALPADS Q & A
 Next Meeting
April 2013 CAG, Slide 2
CDE Update
Randy Bonnell, Administrator
Data Reporting Office, CDE
April 2013 CAG, Slide 3
CDE Update
Topics
 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 4
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 5
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 6
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 7
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 8
2012-13 Amendments
2012-13 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 9
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 10
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 11
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 12
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 13
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 14
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 15
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 16
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 17
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 18
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 19
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 20
2013-14 Submission Dates
Tentative 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 21
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 22
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 23
CALPADS Support Update
Angela Ratty
Services Architect, FCMAT/CSIS
April 2013 CAG, Slide 24
CALPADS Support Update
Topics
 Submission Statistics
 New / Revised Functionality
 EOY Preparations
 4 Year Cohort Data
 Support Tips
April 2013 CAG, Slide 25
Submission Statistics
• Deadlines Met
Submission Certification
Deadline
Fall 1
94.4%
Fall 2
68.3%
Spring 1
92.2%
Amendment
Deadline
99.6%
99.1%
99.8%
April 2013 CAG, Slide 26
April 2013 CAG, Slide 27
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 28
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 29
EOY Preparations
Snapshot
starts
April 29
Certification
deadline
July 31
Amendment
window
September 11
CALPADS Calendar:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
April 2013 CAG, Slide 30
EOY Preparations
EOY 2 – Program Participation
Count of homeless students and
students participating in programs
All LEAs must certify EOY 2
Code(s)
122 /174
Program
Title I Part A
Type
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 31
EOY Preparations
EOY 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 32
EOY Preparations
 EOY 3 – Discipline
Count of incidents and disciplinary
actions
All LEAs must certify EOY 3
• 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.
April 2013 CAG, Slide 33
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 34
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 35
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 36
EOY Preparations
 EOY 4 – Waivers and Exemptions
Count of waivers and exemptions
Only LEAs with students in grades 1012 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 37
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 38
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/Coh
ortOutcomeDefinitions2012_4_30.doc
April 2013 CAG, Slide 39
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 40
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
April 2012
2013 CAG, Slide 41
Support Tips
 Training Opportunities
• http://csis.fcmat.org/Pages/Trainings.aspx
• http://csis.fcmat.org/Pages/Self-PacedTraining.aspx
• Basic courses
• Advanced courses
• Self-Paced Training Modules
 Create a CSIS/FCMAT account to register
for training
 WebEx is being replaced by Lync
April 2013 CAG, Slide 42
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 43
CALPADS Q&A
Facilitated by:
Nancy Sullivan
Chief Operations Officer, FCMAT/CSIS
April 2013 CAG, Slide 44
Next Meeting
Nancy Sullivan
Chief Operations Officer, FCMAT/CSIS
April 2013 CAG, Slide 45
Next Meeting
October 15, 2013
from 9:30 – 12:00
 Video Conference from Sacramento
• Remote locations throughout the state
• Registration available by August 15th

Please provide feedback on 2 vs. 3 CAGs
April 2013 CAG, Slide 46