Transcript May 15, 2012 CAG Presentation in ppt

California Department of Education
California School Information Services
Advisory Group Meeting
May 15, 2012
This presentation may be downloaded from:
http://www.csis.k12.ca.us/library/cag-documents/
May 2012 CAG, Slide 1
Agenda

CALPADS Policy Update/Reminders

CALPADS Update

CALPADS Support Update

CALPADS Q & A

Next Meeting
May 2012 CAG, Slide 2
CALPADS Policy Update &
Reminders
Keric Ashley, Director
Data Management Division, CDE
May 2012 CAG, Slide 3
CALPADS Policy Update
 2011-12 CALPADS Submissions
• Congratulations! Over 99 percent of LEAs
certified their Fall 1, Fall 2, and Spring 1
submissions!
• End of Year (EOY) is the remaining major
CALPADS submission that will roll out on
June 4
May 2012 CAG, Slide 4
CALPADS Policy Update
 EOY Submission Priorities
• As communicated to superintendents, the CDE suggests
working on the EOY submissions in the following priority:
- EOY 2, Program Participation
- EOY 3, Discipline
- EOY 1, Course Completion/Career Technical Education
- EOY 4, Waivers (CAHSEE Waivers and Exemptions)
• There are no planned contingencies for EOY 2 and
EOY 3 this year and so it is important for LEAs to certify
this data to meet federal reporting requirements
May 2012 CAG, Slide 5
CALPADS Policy Update
 Assessment and Accountability
• Will be rolled out in the May or June
• LEAs are not required to certify any assessment
data
• For 2011-12 assessments, LEAs will not be
required to resolve “suspense” records, that is
matching student assessment results that do not
have a matching enrollment in the LEA
May 2012 CAG, Slide 6
CALPADS Policy Update
 2010-11 Graduate Rates
• The 4-year Graduate Cohort rate will be released
at the end of May
• As in past years, LEAs will be able to preview the
rate before it is released to the public
May 2012 CAG, Slide 7
CALPADS Policy Update
 Consolidated Application Reporting System
(CARS)
• CARS was rolled out on April 9, 2012
• Due date for most data is May 25, 2012
• Current functionality replaces part of the ConApp
• CDE is now working on the next set of CARS
functionality which will replace more of the
ConApp
May 2012 CAG, Slide 8
CALPADS Policy Update
 Consolidated Application Reporting System
(CARS)
• Spring Release
- Schedule release data currently TBD
- Release will not occur until after Winter data collection
- Considering releasing the 2012-13 Application for
Funding prior to the 2011-12 EOY Reports
• CARS Service Desk
- As of May 2nd there were 255 active service requests
and 931 closed service requests
May 2012 CAG, Slide 9
CALPADS Update
Randy Bonnell, Administrator,
CALPADS Operations Office, CDE
May 2012 CAG, Slide 10
CALPADS Update
Topics
 2011-12 Submission Update
 End of Year (EOY)
 Assessment and Accountability (A&A)
 2012-13 Submissions
May 2012 CAG, Slide 11
2011-12 Submission Update
 Congratulations on 2011-12 Submissions
• Number of LEAs/IRCs certified by submission
- Fall 1: 1,640 (99.6 percent)
- Fall 2: 1,609 (99.3 percent)
- Spring 1: 1,614 (99.6 percent)
May 2012 CAG, Slide 12
End of Year (EOY) Update
 EOY Current Status
• EOY UAT began April 16, 2012 and will continue
through May 18, 2012
• EOY is scheduled for production release on
June 4, 2012
• The certification deadline for EOY is July 18
• Due to the late opening of the collection window,
this year the amendment window will close on
September 12
May 2012 CAG, Slide 13
End of Year (EOY) Update
 EOY Priorities
• EOY 2: Program Participation – ALL LEAs
• EOY 3: Discipline – ALL LEAs
• EOY 1: Course Completion and Career
Technical Education – Students in grades 7-12
in departmentalized courses (except alternative
schools)
• EOY 4: Waivers – (CAHSEE Waivers and
Exemptions) – Students in grades 10-12
May 2012 CAG, Slide 14
End of Year (EOY) Update
 EOY 1 Course Completion – Key Points
• Includes all students primarily or secondarily
enrolled at any time during the academic year
who completed a departmentalized course in
grades 7-12
- Alternative Education schools not required to submit
data (see CFS Figure 2-1 for expected school types)
• In 2012-13, EOY 1 data will be used:
- For Perkins reporting
- DataQuest reports
May 2012 CAG, Slide 15
End of Year (EOY) Update
 EOY 2 Program Participation - Key Points
• Will not include CVR 95 (fatal) and 96 (warning) which
would have required an effective SINF in the reporting
year
• Will include CVR 101 which requires Field 2.33 Primary
Residence Category to be populated for each student
enrolled within the LEA during the reporting period
• Will include certification reports that display a cumulative
count of homeless students enrolled during the year
• When updating the Primary Residence Category it is
important to not overwrite previously reported homeless
status information during the year
May 2012 CAG, Slide 16
End of Year (EOY) Update
 EOY 3 Discipline – Key Points
• Suspension and expulsion data from EOY 3
replaces the data formerly collected in the
ConApp and will be posted on DataQuest
• Discipline data is also used to meet federal
reporting requirements
May 2012 CAG, Slide 17
End of Year (EOY) Update
 EOY 4 Waivers – Key Points
• This collection is for CAHSEE waivers and
exemptions only
• Districts and IRCs not serving grades 10-12 are
not required to submit data for EOY 4
May 2012 CAG, Slide 18
End of Year (EOY) Update
 EOY Training
• EOY training schedule is posted on the CALPADS
Training Schedule website at:
http://www.csis.k12.ca.us/e-learning/calpadsregistration/
• LEAs should attend training now prior to the
rollout of the EOY functionality on June 4
May 2012 CAG, Slide 19
Assessments & Accountability Update
 Assessments & Accountability (A&A)
Implementation Update
• Projected rollout of the A&A functionality is May
or June 2012
• Assessment training begins this week
• LEAs with high numbers of suspense records
will be given training priority
- CALPADS Service Desk will contact these LEAs
May 2012 CAG, Slide 20
Assessments & Accountability Update
 Assessment Functionality
• CALPADS will include 2008-09, 2009-10, and 2010-11
STAR, CAHSEE, and CELDT results with matching
student enrollments in the LEA where the student took
the test
• 2011-12 assessment results:
- STAR results will be loaded in August 2012
- CAHSEE results through December 2011, with the remaining
results loaded when available
- CELDT results through December 2011 (all annuals and some
initials), with the remaining results loaded when available
• Beginning July 2012, results will be loaded monthly, with a lag
May 2012 CAG, Slide 21
 Assessment Functionality (continued)
• CALPADS will provide download extracts that will
enable LEAs to obtain the assessment results for
new students (students that did NOT test in the
LEA)
May 2012 CAG, Slide 22
Assessments & Accountability Update
 Accountability Functionality
• This year CALPADS demographic data will not be used
in AYP and API calculations, however, its eventual use
in the accountability calculations emphasizes the
importance of:
- Updating CALPADS on a regular basis
- Learning to resolve unmatched students in suspense
• This fall, CALPADS will provide API and AYP summary
and detail reports that show which students were
included and excluded from API and AYP calculations
and for what reasons
- LEAs will be able to extract these data for analysis
May 2012 CAG, Slide 23
2012-13 Submission Update
 CALPADS File Specification (CFS) Update
• CFS for 2012-13 will be published June 29, 2012
- Minimal 2012-13 Data Changes
• One new Non-Classroom Based or Support
Assignment Code: Employee on Leave (6018)
- In response issues related to staff who are on leave
and therefore have no assignment
May 2012 CAG, Slide 24
2012-13 Submission Update
• Two new program codes: Free Meal Program
(181) and Reduced-Price Meal Program (182)
- LEAs will be required to submit students eligible for
“free” meals and “reduced” priced meals
- New certification report will show all students reported
as eligible or participating in Free and Reduced priced
meal programs, as well as students eligible for Free
priced meals because they are homeless, migrant, or
directly certified
- The report will provide an unduplicated total which will
be used for Title I & II allocations (for county offices and
directed funded charters) and EIA entitlements (for
county offices and small & rural districts)
May 2012 CAG, Slide 25
2012-13 Submission Update
 Enhancements
• Developing “view only” screens to provide easy
viewing of basic student information including
English Language Acquisition Status,
assessments, and course completion
May 2012 CAG, Slide 26
2012-13 Submission Update
 Updating CALPADS for Next Fall 1
• Refer to the CALPADS SSID Enrollment Procedures and
CALPADS Data Guide posted at www.cde.ca.gov/calpads
under System Documentation for information about
submitting data to and maintaining data in CALPADS
- CALPADS SSID Enrollment Procedures: The purpose
of this document is to provide LEAs with direction and guidance on
data submission practices and business rules for submitting,
updating, and maintaining high quality data in the CALPADS.
- CALPADS Data Guide: The purpose of this guide is to
prepare local educational agency staff – staff who are responsible
for data that are collected and maintained in local systems, such as
student information, food service, special education, and human
resources systems – for submission of required CALPADS data.
May 2012 CAG, Slide 27
CALPADS Support Update
Angela Ratty
Services Architect, FCMAT/CSIS
May 2012 CAG, Slide 28
CALPADS Support Update
Topics
 EOY Preparations
 Best Practices
 2012-13 Readiness
 Training
 Resources
May 2012 CAG, Slide 29
Expected Schools
End of Year
Participants
1
2
End of Year
3
4
Participants
Crs Staff CTE Pgm Disc Waiv
Public
Sector
Y
Y
Y
Y
Y
Y
Non-Public Private
N
N
N
N
N
N
Non-Public
Nonsectarian
N
N
N
N
N
N
School Instructional Level
Pre-Kindergarten
N
N
N
N
N
N
Elementary
N
N
N
Y
Y
N
Y(1)
Y
Y(1)
Y
Y
N
High School
Y
Y
Y
Y
Y
Y
K-12 School
Y(1)
Y
Y(1)
Y
Y
Y(2)
Adult Education
N
N
N
N
N
N
Postsecondary
N
N
N
N
N
N
Ungraded
N
N
N
N
N
N
Intermediate/Mid/Jr.
(1)
(2)
(3)
(4)
30
Only students completing courses in grades 7-12 and US
Only schools with students in grades 10-12 and US
ROC/Ps will not submit data directly to CALPADS.
CALPADS collects ROC/P course enrollment and
completion through EOY 1.
Charters that do not award credits or grades are exempt
1
2
3
4
Crs Staff CTE Pgm Disc Waiv
School Type
Traditional (noneducational options
Y(4) Y(4)
schools)
County Community
N
N
District Community
N
N
Day
Division of Juvenile
N
N
Justice
Juvenile Court Schools N
N
Continuation High
N
N
Schools
Opportunity
N
N
Alternative Schools of
N
N
Choice
State Special Schools
Y
Y
Home and Hospital
N
N
Special Education
N
N
Consortium
Special Education
ROP/ROC(3)
Y
Y
Y
Y(2)
Y
Y
Y
Y(2)
Y
Y
Y
Y(2)
Y
Y
Y
Y(2)
Y
Y
Y
Y(2)
Y
Y
Y
Y(2)
Y
Y
Y
Y(2)
Y
Y
Y
Y(2)
Y
Y
Y
Y
Y
Y
Y(2)
Y(2)
Y
Y
Y
Y(2)
Y(1)
Y
Y(1)
Y
Y
Y(2)
N
N
N
N
N
N
May 2012 CAG, Slide 30
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 10/5/2011
• Post SPRG file
- Participation Membership vs Eligibility Membership
May 2012 CAG, Slide 31
EOY Preparations
 EOY 2 – Program Participation
Code(s)
Program
Type
122, 174
Title I Part A
Federal
164, 171, 172, 173
Title I Part D
Federal
113
California Partnership Academy
State
162
California School-Age Families Education (CalSAFE)
State
180
CAHSEE Intensive Instruction
State
108
Opportunities Program
State
101
504 Accommodation Plan (eligible or participating)
State
May 2012 CAG, Slide 32
EOY Preparations
 EOY 3 – Discipline
• Maintain discipline locally as incidents occur
• Assign “Incident IDs” to discipline incidents
(unique within each school)
Be Familiar with Categories of Incidents collected:
• All non-special education students who were suspended
or expelled due to a commission of a student offense (Ed
Code section 48900 & 48915)
• All special education students who committed a student
offense regardless of the action taken
• All students who committed a firearm offense (codes
100-102, 106) regardless of action taken
May 2012 CAG, Slide 33
EOY Preparations
 EOY 3 – Discipline
Severity-of-Offense Suggested Hierarchy Guideline:
1. Homicide
2. Forcible rape
3. Robbery/extortion
4. Assault with a deadly weapon
5. Battery
6. Possession of a weapon
7. Sexual offenses (other than forcible rape)
May 2012 CAG, Slide 34
EOY Preparations
 EOY 3 – Discipline
Severity-of-Offense Suggested Hierarchy Guideline:
8. Sale or furnishing of drugs
9. Possession of drugs for sale
10. Possession/sale of alcohol
11. Use of drugs/alcohol
12. Possession of paraphernalia
13. Destructive/explosive device (bomb threat
included)
May 2012 CAG, Slide 35
EOY Preparations
 EOY 1-Course Completion
• Post SDEM for new staff since 10/5/11
• Post SENR for enrollments 7/1/11thru 6/30/12
• Post SINF updates through 6/30/12
• Post CRSC in 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
May 2012 CAG, Slide 36
EOY Preparations
 EOY 4 – Waivers
• Capture student requests for:
- CAHSEE Waiver –passed with modified score and
accommodations
- CAHSEE Exemptions – required to take CAHSEE,
but not required to pass
• Capture disposition or outcome of student
request
May 2012 CAG, Slide 37
EOY Preparations
EOY File Submissions
End of Year
U=Updated
R=Required
Record Type
SSID/Enrollment
Student Information
Student Program
Course Section Completion
Student Course Section
Completion
Staff Demographics
Student Career Technical
Education
Student Discipline
Student Waivers
1- Course
Completion/
Career
Technical
Education
U
U
U
R
2 -Program
Participation 3- Discipline 4-Waivers
U
U
R
U
U
U
U
R
U
R
R
R
May 2012 CAG, Slide 38
Best Practices
 Support Data Quality
• Provide staff development for all involved in data
collection, reporting and analysis
- Include the purpose of the information requested and
understand the link to instructional programs and
reporting requirements
 Document Systems and Processes
 Establish Support Structure
 Audit data regularly
39
May 2012 CAG, Slide 39
Best Practices
 Have a good understanding of data and
requirements
• Know local data (and know when it’s wrong)
• Audit data regularly
 Analyze problems and make adjustments
• Continuous improvement process
 Have a backup plan
• Cross train staff
 Take advantage of available resources
40
May 2012 CAG, Slide 40
Best Practices
 Establish a yearly data management calendar
 Review CALPADS accounts at the beginning of
each year to:
• Identify accounts to be revoked for staff that has
left
• Modify account roles for staff with new
responsibilities
• Request new LEA Admin account if current LEA
Admin has left
• Remind staff of CALPADS security rules to
ensure that an account is not being used by
multiple staff members
41
May 2012 CAG, Slide 41
Best Practices
 CALPADS Submissions
• Keep data up to date throughout the year
• Stay informed about changing requirements
• Review certification reports early in submission
cycle
• Develop sign-off procedures prior to certification
for programs and schools
• Hold post-submission reviews:
- document what needs to be improved for the next
submission
- train staff on the needed changes
42
May 2012 CAG, Slide 42
2012-13 Readiness
 Close out 2011-12 records
• Verify that SINF records have been submitted for all
students that registered after 10/5/2011 and have since
exited
• Update exit dates/reasons/completions status fields for
exits during the 2011-12 school year
• Update English Language Acquisition Status (ELAS)
• Add Membership End Date to Free or Reduced Price
Meal (NSLP) program record
• Verify graduates with UC/CSU flag
• Verify Initial 9th Grade Entry Year field on graduates
May 2012 CAG, Slide 43
2012-13 Readiness
 Prep Work Prior to October 2012
• Obtain SSIDs
• Update No Show Dropouts with N420
• Use ODS reports to check graduate and dropout lists
• Obtain SEIDs for new staff
• Add/Update security roles for users (i.e., Free/Reduced
Meals, Direct Certification)
• Create and distribute 2012-2013 Data Submission
Calendar to key staff
May 2012 CAG, Slide 44
Submission Strategies
 Potential Obstacles
• Staff turnover – new LEA Admin account
• Fall 1 and Fall 2 Overlap
• Lack of Planning
• System Constraints
• CERT003 and CERT004 errors
• Coordination with Human Resources
• SIS Upgrades
• Data Reconciliation
May 2012 CAG, Slide 45
Submission Strategies
Fall 1 & 2
Starts
10/03/2012
Fall 1 Due
12/19/2012
Fall 2 Due
1/16/2013
Fall 2
Uploads
11/30/2012
Fall 1 Timeline
6/1510/31
Prep/Data
Population
10/3111/09
Upload
Data
11/1212/18
11/3012/21
Upload
Data
1/071/15
Review
Cert
Reports
Fall 2 Timeline
6/1511/13
Prep/Data
Population
Review
Cert
Reports
May 2012 CAG, Slide 46
Submission Strategies
 Fall 1 Suggested Milestones
•10/31 – Complete SIS Data Population
•Ensure Initial 9th Grade Entry Year
•Determine No Show exits for grade 7 to 12
•10/10-11/09 – Upload SENR, SINF and SPRG
•Review validation errors, reconcile as needed
•11/12-12/18 - Review reports & Reconcile as needed
•12/19 – Certify
May 2012 CAG, Slide 47
Submission Strategies
 Fall 1 Certification Strategy
• Obtain SSIDs before October
• Update enrollments for October
• Determine No Show exits for grade 7 to 12
• Submit SINF and SPRG for all students enrolled on
information day
• Allow several weeks to evaluate certification (snapshot)
reports and revise data
• Know your local data
May 2012 CAG, Slide 48
Submission Strategies
 Fall 2 Suggested Milestones
• 11/30 – Complete Data Population
- Staff Demographics/Assignments
- Course attributes
• 11/30-12/21 – Upload Staff and Course files
- Review validation errors, reconcile as needed
• 01/04 – Post Staff and Course files
• 01/07-01/15 - Review reports & Reconcile as needed
• 01/16 – Certify
May 2012 CAG, Slide 49
Submission Strategies
 Fall 2 Certification Strategy
• Coordinate with HR (staff assignments, SEIDS)
• Submit as follows (sequence is key):
1. Staff Demographics (SDEM)
2. Staff Assignments (SASS)
3. Course Files (CRSE, SCSE)
4. Distribute Certification Reports for Review and
Verification

Staff Assignment and Course files are “full replacement”
•
Use Online Maintenance with caution
May 2012 CAG, Slide 50
Submission Strategies
Set Up
Accounts
Submit Data
Roles
SENR
Submit Data
Reconcile
SDEM
SINF
SPRG
SASS CRSE
Aggregate
Reports
Site Review
Data Processor
– Level 1
/Approval
SCSE
Local
Data
Superintendent
– Level 2
May 2012 CAG, Slide 51
Support Tips
 Training Opportunities
• http://www.csis.k12.ca.us/e-learning/calpadsregistration/
- Basic courses
- Advanced courses
- Self-Paced Training Modules
• CSIS Training Opportunities
- Data Management Overview
- State Reporting Overview for Administrators
May 2012 CAG, Slide 52
Support Tips
 Resources
• IBM Release Updates and Known Issues
• Error List
• Flash Updates
• Data Guide
• Self-Paced Training Modules
• Glossary (User Guide)
• FAQs
May 2012 CAG, Slide 53
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
May 2012 CAG, Slide 54
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
• Join SIS user group and/or listserv
May 2012 CAG, Slide 55
CALPADS Q&A
Facilitated by:
Nancy Sullivan
Deputy Operations Officer, FCMAT/CSIS
May 2012 CAG, Slide 56
Next Meeting
Nancy Sullivan
Deputy Operations Officer, FCMAT/CSIS
May 2012 CAG, Slide 57
Next Meeting
October 16, 2012
from 9:30 – 11:30
 CETPA Conference in Monterey
Optional vendor meeting to follow the CAG
May 2012 CAG, Slide 58
Thank you
for
participating in the CAG
Optional vendor meeting to start in a few minutes
May 2012 CAG, Slide 59