Transcript Communicating Bad News

Charter School Reporting Requirements
Presented by:
Gary Quiring, CSIS Implementation Specialist
Fiscal Crisis & Management Assistance Team
Data Reporting Roadmap
for the School Year
Data Reporting Roadmap Topics
• State reporting changes for 2011-2012
• CALPADS roadmap for 2011-2012 & 2012-2013
• Lessons learned
• Best practices
• Charter school closure requirements
• Data management services provided by FCMAT/CSIS
• Resources
Changes in State
Reporting 2011-2012
State Reporting Changes
• California Longitudinal Pupil Achievement Data System
(CALPADS)
• California Teacher Integrated Data Education System
(CALTIDES)
• California Basis Education Data System-Online Reporting
Application (CBEDS-ORA)
• Online Public Update for Schools-County-District-School (OPUSCDS)
• Assessment and Accountability
• School Accountability Report Card (SARC)
State Reporting Changes, cont.
CALPADS
• Fall 1, Fall 2, and Spring 1
• No new data elements
• New code set values
–
Course group state
–
Added exploratory wheel/enrichment/activity class
–
Nonclassroom based or support assignment
–
Added other certificated noninstructional asssignment
–
Four updates to special education support assignments
State Reporting Changes, cont.
CALPADS
–
New code set values (cont)
–
Disability category
–
Changed mental retardation/intellectual disability
–
Country international standards organization
–
Retired, added, changed seven codes
–
English language acquisition status state
–
EO name definition updated – English or American
Sign Language only
State Reporting Changes, cont.
CALPADS
–
Input validation rule changes in 2011-12
–
SENR0031
–
SINF0213
–
SINF0216
–
SINF0252
–
SPRG0247
–
SCSC0140 & SCSC0141
–
Certification error changes in 2011-2012
–
CERT046
–
CERT093
State Reporting Changes, cont.
CALPADS
– Certification report changes in 2011-2012
– Students with E230/330 exits are counted as
Completer and graduate
– Students with T460 exits are no longer counted as
dropouts
State Reporting Changes, cont.
CALPADS
• End-of-year reporting to be implemented 2011-12
• Course completion grades 7-12
• CTE participants, concentrators, and completers
• Program participation grades K-12
• Student discipline
• CAHSEE waivers
State Reporting Changes, cont.
CALPADS
• End-of-year new code set values
• Education program
• Added 504 accommodation plan
• Weapon category
• Added multiple weapons w/firearm, multiple weapons
w/o firearm
State Reporting Changes, cont.
CALTIDES
• Funding was cut in the 2011-2012 budget
• Development discontinued
CBEDS-ORA
• New questions added regarding modes of instruction,
instructional technology and School Improvement Grant
(SIG) participants
• Removed data that will be collected via ASAM
OPUS-CDS
• No changes
State Reporting Changes, cont.
Assessment and Accountability
• Three years of historical assessment data to be loaded into
CALPADS – targeted for end-of-year implementation
• SSID validation between assessment results and
CALPADS
• SSID, birth date and gender used for matching
• May require some reconciliation to verify
• Downloadable extracts – will use current fixed file
formats
State Reporting Changes, cont.
Assessment and Accountability
• Accountability will continue to use data from answer
documents for 2011-12
• Anticipate multiyear phase-in for full CALPADS pre-id and
scoring
• Will be dependent on keeping CALPADS updated
State Reporting Changes, cont.
School Accountability Report Card (SARC)
• Available via Ed-Data website:
http://www.ed-data.k12.ca.us
• Allows schools to create their SARC for posting on local
website at no cost.
Roadmap for 2011-12
& 2012-13
2011-12 Reporting Timelines
March 2012
• Data submission – Spring 1
• Collection window: March 2, 2011 – March 1, 2012
• Information day – March 1, 2012
• Spring 1 snapshots available - March 2, 2012
• NO data submissions required if information is kept up-to-date in
CALPADS
• Otherwise
• Submit SENR for new enrollments and exits
• Submit SINF for any new students or
changes for continuously enrolled
students
2011-12 Reporting Timelines, cont.
March – April 2012
• Certification reports review – Spring 1
• Certification deadline: March 28, 2012
• Amendment deadline: April 18, 2012
• Analyze and resolve fatal certification errors
• Review preliminary reports and make corrections as needed
• Distribute reports to data stewards for verification and
signatures
• Certify level 1 and level 2
• Print reports for records
2011-12 Reporting Timelines, cont.
May – August 2012
• Data submissions – EOY
• Collection window: 2011-2012 academic year
• Snapshot reports available – May 14, 2012
• EOY 1: Course completion – 7-12 with exceptions
• EOY 2: Program participation
• EOY 3: Student discipline
• EOY 4: CAHSEE Waivers
2011-12 Reporting Timelines, cont.
May – August 2012
• Data submissions – EOY 1
• Collection window: 2011-2012 academic year
• EOY 1: Course completion – 7-12
• Submit staff demographics (SDEM) for all teachers reported
in course completion
• Submit course section (CRSC) for all courses completed
during the school year
• Submit student course section (SCSC) for all courses
completed during the school year
2011-12 Reporting Timelines, cont.
May – August 2012
• Data submissions – EOY 2
• Collection window: 2011-2012 academic year
• EOY 2: Program participation
• Submit student program (SPRG) for programs
students participated in during the school year
2011-12 Reporting Timelines, cont.
May – August 2012
• Data submissions – EOY 3
• Collection window: 2011-2012 academic year
• EOY 3: Student discipline
• Submit student discipline (SDIS) for all Ed Code
48900 offenses occurring during the school year
2011-12 Reporting Timelines, cont.
May – August 2012
• Data submissions – EOY 4
• Collection window: 2011-2012 academic year
• EOY 4: Waivers
• Submit student waivers (SWAV) for all 12th-grade
students requesting CAHSEE waivers during the
school year
2011-12 Reporting Timelines, cont.
May – August 2012
• Certification reports review – EOY 1-4
• Certification deadline: July 18, 2012
• Amendment deadline: August 15, 2012
• Analyze and resolve fatal certification errors
• Review preliminary reports and make corrections as needed
• Distribute reports to data stewards for verification and
signatures
• Certify level 1 and level 2
• Print reports for records
2011-12 Summer Activities
July - August
• Close out 2011-12 records – Exits
• Verify and post exit dates, exit reasons and completions
status for all students who left during the 2011-12 school year
• Matriculating students
• Use exit reason E230 for students completing the highest
grade offered at any school
• Use completion status 480 for K-8 students
• Students transferring to private schools,
out-of-state or out-of-country, use
Transfer exit code
2011-12 Summer Activities, cont.
July - August
• Close out 2011-12 records – Exits
• Completers
• Use exit reason E230 with appropriate completion
code
• Update the UC/CSU flag for all 2011-12 graduates
• Verify Initial 9th-grade entry year for all graduates
• Initial 9th-grade entry year is used for calculating the
four-year completion rate
2011-12 Summer Activities, cont.
July - August
• Verify 2011-12 records are complete
• Verify that student information (SINF) records are posted for
all students that enrolled after 10/5/2011 and exited during
the school year
• Update English language acquisition status (ELAS) for
students whose status has changed since last year (TBD,
RFEP)
• Update program membership end dates for free or reduced
price meal (NSLP) records in
2011-12
2012-13 Submission Activities
September – early October
• Prep work
• Attend vendor training and CALPADS training
• Meet with data management team
• Create and distribute 2012-2013 data submission calendar to
key staff
• Train local staff
• Install vendor updates for local systems
• Make sure all documentation is up-to-date
• Check expected schools in OPUS-CDS
• Verify charter school reporting status
2012-13 Submission Activities, cont.
September – early October
• Prep work (cont)
• Obtain SSIDs for new students
• Update no show dropouts with N420 - use exit code if known
• Obtain SEIDs for new staff (demographics)
• Exit staff who are no longer employed
• Add/revoke CALPADS accounts for users
• Add/update security roles for users (i.e., free/reduced meals,
direct certification)
• Verify/map codes
2012-13 Submission Activities, cont.
September – early October
• Prep work (cont)
• Use ODS reports to check graduate and dropout lists
• Resolve anomalies (ERDs, MIDs, CCEs)
• Anomaly rate for combined MIDs and CCEs must be 2.0% or
less for Fall 1 certification
• Be a good CALPADS citizen – Resolve anomalies in a timely
manner
• Update exit codes if no information is available
• Analyze causes of anomalies to identify
problems with local practices
• Train users on best practices for
assigning SSIDs
2012-13 Submission Activities, cont.
September – early October
• Prep work (cont)
• Complete data population for Fall 1
• Update student demographic changes
• Update program eligibility/participation
• Ensure initial 9th grade entry year for all high school
students
• Ensure Initial US enrollment date for ELs and
students born outside of the US
2012-13 Submission Activities, cont.
September – early October
• Prep work (cont)
• Complete data population for Fall 2
• Update demographic/job class/assignment changes
• Increment staff years of service
• After schedule is set - update course-section
attributes
2012-13 Reporting Timelines
October – February 2012
• Data submissions – Fall 1
• Information day – October 3, 2012
• Fall 2 snapshots available – October 4, 2012
• If regular enrollment updates have been submitted to reflect
enrollment changes (entries and exits) – NO SENR is required
• Submit student information (SINF) for all students enrolled on
information day
• Effective date MUST be on or after
July 1, 2012 and on or before
information day
2012-13 Reporting Timelines, cont.
October – February 2012
• Data submissions – Fall 1 (cont)
• Submit student programs (SPRG) for all students
eligible and/or participating in NSLP, GATE, migrant ed,
& special ed
2012-13 Reporting Timelines, cont.
October – February 2012
• Certification reports review – Fall 1
• Certification deadline: December 2012 (exact date TBD)
• Amendment deadline: February 2013 (exact date TBD)
• Analyze and resolve fatal certification errors
• Review preliminary reports and make corrections as needed
• Distribute reports to data stewards for verification and
signatures
• Certify level 1 and level 2
• Print reports for records
2012-13 Reporting Timelines, cont.
October – February 2012
• Data submissions – Fall 2
• Information day – October 3, 2012*
• Fall 2 snapshots available – October 4, 2012
• Submit and post staff demographics (SDEM) for all certificated
staff employed on information day*
• Submit and post staff assignments (SASS) for all certificated staff
• Full replacement
• Strategies for LEAs with multiple users
submitting data
* Plus 30 days for year-round schools that are off-track on information day
2012-13 Reporting Timelines, cont.
October – February 2012
• Data submissions – Fall 2 (cont)
• Submit and post course section (CRSE) for all courses
offered on information day*
• Submit and post student course section (SCSE) for all
students enrolled on information day*
* Plus 30 days for year-round schools that are off-track on information day
2012-13 Reporting Timelines, cont.
November 2012 – February 2013
• Certification reports review – Fall 2
• Certification deadline: January 2013 (exact date TBD)
• Amendment deadline: February 2013 (exact date TBD)
• Analyze and resolve fatal certification errors
• Review preliminary reports and make corrections as needed
• Distribute reports to data stewards for verification and
signatures
• Certify level 1 and level 2
• Print reports for records
2012-13 Reporting Timelines, cont.
March – April 2013
• Data submission – Spring 1
• Collection window: March 2, 2012 – March 1, 2013
• Information day – March 1, 2013
• Spring 1 snapshots available - March 2, 2013
• NO data submissions required if information is kept up-to-date in
CALPADS
• Otherwise
• Submit SENR for new enrollments and exits
• Submit SINF for any new students or
changes for continuously enrolled
students
2012-13 Reporting Timelines, cont.
March – April 2013
• Certification reports review – Spring 1
• Certification deadline: March 2013 (exact date TBD)
• Amendment deadline: April 2013 (exact date TBD)
• Analyze and resolve fatal certification errors
• Review preliminary reports and make corrections as needed
• Distribute reports to data stewards for verification and
signatures
• Certify level 1 and level 2
• Print reports for records
2012-13 Reporting Timelines, cont.
May – August 2013
• Data submissions – EOY
• Collection window: 2012-2013 academic year
• Snapshot reports available – June 2013 (exact date TBD)
• EOY 1: Course completion – 7-12 with exceptions
• EOY 2: Program participation
• EOY 3: Student discipline
• EOY 4: Waivers
2012-13 Reporting Timelines, cont.
May – August 2013
• Data submissions – EOY 1
• Collection window: 2012-2013 academic year
• EOY 1: Course completion – 7-12
• Submit staff demographics (SDEM) for all teachers reported
in course completion
• Submit course section (CRSC) for all courses completed
during the school year
• Submit student course section (SCSC) for all courses
completed during the school year
2012-13 Reporting Timelines, cont.
May – August 2013
• Data submissions – EOY 2
• Collection window: 2012-2013 academic year
• EOY 2: Program participation
• Submit student program (SPRG) for programs
students participated in during the school year
2012-13 Reporting Timelines, cont.
May – August 2013
• Data submissions – EOY 3
• Collection window: 2012-2013 academic year
• EOY 3: Student discipline
• Submit student discipline (SDIS) for all Ed Code
48900 offenses and any truancies occurring during
the school year
2012-13 Reporting Timelines, cont.
May – August 2013
• Data submissions – EOY 4
• Collection window: 2012-2013 academic year
• EOY 4: Waivers
• Submit student waivers (SWAV) for all 12th-grade
students requesting CAHSEE waivers during the
school year
2012-13 Reporting Timelines, cont.
May – August 2013
• Certification reports review – EOY 1-4
• Certification deadline: July 2013 (exact date TBD)
• Amendment deadline: August 2013 (exact date TBD)
• Analyze and resolve fatal certification errors
• Review preliminary reports and make corrections as needed
• Distribute reports to data stewards for verification and
signatures
• Certify level 1 and level 2
• Print reports for records
Lessons Learned
Lessons Learned
• Attending training (and paying attention) will save you time
in the long run
• Make sure your vendor software is up-to-date
• Verify your code sets every year
• Train your staff every year
• Review changes, common problems, shortcuts, &
critical dates
Lessons Learned, cont.
• Keeping your data updated in CALPADS throughout the
year will save you frustration (and extra data submissions)
• Things go wrong
• There are many single points of failure
• You may need a contingency plan
• CALPADS may not be available for last minute
processing
• It may not even be your mistake
Lessons Learned, cont.
• Small changes can have a big impact
• If you have to do a lot of data reconciliations for start date
mismatches – you need to find out why and fix it
• Same thing for anomalies
• Sometimes it is the system’s fault
Best Practices
Successful Charter Practices
• Recognize that required reporting is an organizational effort, not
an IT effort
• Have a functioning data management team
• Comprised of key staff members and data stewards
• Meet regularly to review requirements, timelines,
responsibilities, status
• Establish, implement and refine local data management
processes
• Have administrative support for data
management
Successful Charter Practices, cont.
• Designate data stewards
• Data stewards are responsible for specific types or data
and/or data elements, i.e. HR, special ed
• Identify system of record for data elements
• Coordinate systems implementation and synchronization
• Participate in training opportunities
• Provide staff development for all involved in data collection,
reporting and analysis
• Connect data with its use and impact
on the LEA
Successful Charter Practices, cont.
Establish a support structure
• Develop documentation and other support tools
• Customize and/or supplement vendor documentation
• Establish a yearly data management calendar
• Leverage software
• Reduce redundancies by linking data systems
• Limit entries to valid codes
• Require fields needed for reporting
• Use built-in help features
• Review forms to align with software
•
Successful Charter Practices, cont.
• Have a good understanding of data and requirements
• Know their data (and know when it’s wrong)
• Don't need to make assumptions or guess at the right
answers
• Audit data regularly
• Analyze problems and make adjustments
• Continuous improvement process
• Have a backup plan
• Cross-train staff
• Take advantage of available resources
Successful Charter Practices, cont.
•
•
•
•
•
•
•
Keep data up to date throughout the year
Stay informed about changes
Participate in training
Review certification reports early in submission cycle
Know how to use resources
Develop sign-off procedures prior to certification
Hold post-submission reviews
Data Management Team Members
•
•
•
•
•
•
•
•
•
Data stewards
CALPADS LEA administrator
Charter agency CALPADS coordinator
Data entry staff
Technical staff
Data quality/compliance staff
Pupil records staff
Leadership staff
Authorizing agency staff
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
DATA STEWARDS
Student Name
Address
Gender - Ethnicity
Birth date
Parent Info
Role of the CALPADS LEA Administrator
• Managing user accounts
• Assigning user IDs and roles
• Resetting passwords
• Revoking accounts
• Training local staff
• All staff assigned user IDs should be trained
• Contacting support on behalf of LEA users
Role of the Charter Agency CALPADS Coordinator
• Understand requirements and timelines
• Coordinate local data collection
• Verify data completeness
• Versus accuracy
• Implement local practices to improve data quality
• Keep staff apprised of changes
Best Practices for Data Management
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
Best Practices for Data Management, cont.
Data management team responsibilities
• Designate data stewards
• Identify system of record
• Adopt state codes
• Reduce redundancies by linking data systems
Daily operations
• Cross-train and develop data management tools
• Leverage the work of others
• Collect data as a part of regular operations
Best Practices for Data Management, cont.
Data Entry Practices
• Staff have appropriate work spaces and time to complete
required data entry
• Review forms to align with software
• Make software work for you
• Limit entries
• Require fields
• Use built-in help features
Best Practices for Data Management, cont.
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
Best Practices for Data Management, cont.
CALPADS Submissions
• Keep data up to date throughout the year
• Stay informed about changing requirements
• 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, and train staff on the needed
changes
Charter School Closure
Requirements
Charter School Closure Requirements
•
Ed Code Subchapter 19. Charter Schools, Article 1.2. Closure
Procedures, 11962 – Article 1.2. Closure Procedures:
– (a) Designation of a responsible entity to conduct closure-related activities.
– (b) (Not included, as it does not apply.)
– (c) Provision of a list of pupils in each grade level and the classes they
have completed, together with information on the pupils’ districts of
residence, to the responsible entity designated in subdivision (a).
– (d) Transfer and maintenance of all pupil records, all state assessment
results, and any special education records to the custody of the
responsible entity designated in subdivision (a), except for records and/or
assessment results that the charter may require
to be transferred to a different entity.
Charter School Closure Requirements, cont.
•
•
•
All students must be exited correctly in CALPADS.
For charters that closed after the Fall 1 information day and
prior to March 1st, Fall 1, Fall 2, and end-of-year 1-4
certifications must be completed for the current school year.
For charters that closed after March 1st and by the end of the
school year, Fall 1, Fall 2, Spring 1, and end-of-year 1-4
certifications must be completed for the current school year.
Charter School Closure Requirements, cont.
•
•
•
For charters serving grades 7-12, Fall 1 certification for the
following year must be completed to verify
graduates/dropouts.
Any CCEs or MIDs that are impacting the Fall 1 certification
status of another LEA must be corrected.
Charter CALPADS data should be transferred to the
authorizing agency (recommended).
Charter School Reauthorization with Same School
Code Requirements
•
•
•
•
All students that left at the end of the year must be exited
correctly in CALPADS.
Fall 1, Fall 2, Spring 1, and end-of-year 1-4 certifications must
be completed for the current school year.
Any CCEs or MIDs that are impacting the Fall 1 certification
status of another LEA must be corrected.
All currently enrolled students will be automatically transferred
to the “new” charter under the authorizing agency.
Charter School Reauthorization with New School
Code Requirements
•
•
•
•
•
All students must be exited correctly in CALPADS.
Fall 1, Fall 2, Spring 1, and end-of-year 1-4 certifications must
be completed for the current school year.
All students continuing to attend the charter must be enrolled
in the “new” charter.
For charters serving grades 7-12, Fall 1 certification for the
following year must be completed to verify
graduates/dropouts.
Any CCEs or MIDs that are impacting
the Fall 1 certification status of another
LEA must be corrected.
Charter School Inactive Status Requirements
•
•
•
•
All students must be exited correctly in CALPADS.
The charter or its authorizing agency must request that the
charter be added to the excluded schools list.
For charters serving grades 7-12, Fall 1 certification for the
following year must be completed to verify
graduates/dropouts.
Any CCEs or MIDs that are impacting the Fall 1 certification
status of another LEA must be corrected.
CALPADS Authorizing
Agency Requirements
Authorizing Agency Requirements
Ed Code 47604.32
Each chartering authority, in addition to any other duties imposed by
this part, shall do all of the following with respect to each charter
school under its authority:
(a) Identify at least one staff member as a contact person for the
charter school.
(b) Visit each charter school at least annually.
(c) Ensure that each charter school under its authority complies with all
reports required of charter schools by law.
(d) Monitor the fiscal condition of each charter school under its
authority.
Authorizing Agency Requirements, cont.
Ed Code 47604.32 (cont.)
Each chartering authority, in addition to any other duties imposed by this part,
shall do all of the following with respect to each charter school under its
authority:
(e) Provide timely notification to the department if any of the following
circumstances occur or will occur with regard to a charter school for which it is
the chartering authority:
(1) A renewal of the charter is granted or denied.
(2) The charter is revoked.
(3) The charter school will cease operation for any reason.
(f) The cost of performing the duties required by this section shall be funded
with supervisorial oversight fees collected
pursuant to Section 47613.
Authorizing Agency Requirements, cont.
If the charter school does not complete the CALPADS closure
requirements, the authorizing agency must:
– Request an LEA admin account for the charter.
– Exit all students in CALPADS.
– For charters that closed after the Fall 1 information day and
prior to March 1st, Fall 1, Fall 2, and end-of-year 1-4
certifications must be completed for the current school year.
– For charters that closed at the end of the school year, Fall 1,
Fall 2, Spring 1, and end-of-year 1-4 certifications must be
completed for the current school year.
Authorizing Agency Requirements, cont.
If the charter school does not complete the CALPADS
closure requirements, the authorizing agency must:
– For charters serving grades 7-12, Fall 1 certification for
the following year must be completed to verify
graduates/dropouts.
– Any CCEs or MIDs that are impacting the Fall 1
certification status of another LEA must be corrected.
Authorizing Agency Requirements, cont.
If the authorizing agency does not complete the closure
requirements, the state will act as follows:
–
–
Exit all students in CALPADS with an E400
(OtherNoKnownEnrollment) exit*
Complete Fall 1, Fall 2, Spring 1, and End-of-Year 1-4
certifications for the current year based on whatever data is in
CALPADS
*This may affect the authorizing agency’s counts in DataQuest by:
• increasing number of dropouts
• decreasing number of graduates
Authorizing Agency Requirements, cont.
If the authorizing agency does not complete the closure
requirements, the state will act as follows:
• Correct any CCEs or MIDs that are impacting the Fall 1
certification status of another.
• For charters serving grades 7-12, Fall 1 certification for
the following year will be completed based on whatever
data is in CALPADS to verify graduates/dropouts.
Authorizing Agency Requirements, cont.
If the charter school is an reauthorization conversion charter with
a new school code and does not complete the closure
requirements, the authorizing agency must:
– Request an LEA admin account for the charter.
– All students must be exited correctly in CALPADS.
– For charters serving grades 7-12, Fall 1 certification for the
following year must be completed to verify graduates/dropouts.
– Any CCEs or MIDs that are impacting the Fall 1 certification
status of another LEA must be corrected.
Authorizing Agency Requirements, cont.
If the authorizing agency does not complete the
Reauthorization conversion requirements, the state will act
as follows:
– For charters serving grades 7-12, Fall 1 certification for
the following year will be completed based on whatever
data is in CALPADS to verify graduates/dropouts.
– Correct any CCEs or MIDs that are impacting the Fall 1
certification status of another.
Best Practices
To avoid these issues, authorizing agencies and charters
should:
– Incorporate how the charter will meet state reporting
requirements in the charter petition and review process.
– Establish and maintain a positive relationship, with clear
communications.
– Monitor reporting progress and provide support if needed.
– Establish a closure and reauthorization conversion policy
with clearly defined tasks to be completed.
Key Points
• All charters are required by law to meet state and federal
reporting requirements.
• Failing to meet reporting requirements will have consequences,
including potential funding cuts and revocation or nonrenewal of
the school’s charter.
• Authorizing agencies are required by law to ensure that their
charters meet state reporting requirements.
• When a charter closes or is a reauthorization conversion
charter, there are certain reporting requirements that must be
met.
Key Points, cont.
• All charters or the authorizing agency must complete the
reporting requirements when the charter closes, becomes a
reauthorization conversion charter, or becomes inactive.
• Failing to meet the closure reporting requirements can have a
negative impact on the authorizing agency.
• Authorizing agencies and charters should work together to
ensure that their charters meet state reporting requirements.
FCMAT/CSIS Data
Management Services
FCMAT/CSIS
Data Management Services
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Address validation (AV)
Eligibility in local context (ELC)
Data management coordinator training
On-site technical assistance (fee-based)
Address Validation
• Free FCMAT/CSIS service to correct student addresses or
notify the LEA of addresses that need to be corrected
• Corrected addresses improve communication to parents
• If sent to CALPADS, corrected addresses can increase
matching for direct certification
• Address validation is not currently part of CALPADS
• Visit http://www.csis.k12.ca.us/services/AV/default.asp for
more information and to register for training
Eligibility in Local Context
• Free service to automate the task of transmitting the top
15% of 11th grade student records to the University of
California – Office of the President (UCOP)
• Top 9% of students in each California high school class will
be designated UC-eligible
• Visit http://www.csis.k12.ca.us/services/ELC/default.asp for
more information and to register for training
Data Management Coordinator Training
• Free training for staff who are new to education and/or new
to data management. There are three sessions:
• K-12 Educational Data Management Overview focuses on
purpose of each of the key statewide education systems,
their link to local student information systems and how those
data are used, best practices for data management teams,
data security, and confidentiality.
• Roadmap for the School Year focuses on the required
reporting the 2011-2012 school year including changes in the
statewide systems, lessons learned,
and best practices for state reporting.
Data Management Coordinator Training, cont.
• Free training for staff who are new to education and/or new
to data management. There are three sessions:
• K-12 State Reporting Overview for Administrators focuses on
how state reporting has changed in recent years, the scope
of data collected in CALPADS and other state reporting
systems, how the data are used, and some recommended
best practices for data management and reporting.
• Visit http://www.csis.k12.ca.us/e-learning/servicesregistration/default.asp for more
information and to register for training
FCMAT Onsite Technical Assistance
• Fee-based service
• Interested LEAs can obtain individual assistance in:
• Local data management practices
• CALPADS implementation
Contact Information
CALPADS support
http://www2.cde.ca.gov/CALPADSHELP/DEFAULT.ASPX
CSIS support (AV & ELC)
http://www.csis.k12.ca.us/support/ContactSupport/
Gary Quiring
[email protected]
916.325.9241
CALPADS Resources
• CDE CALPADS:
• http://www.cde.ca.gov/calpads
• CALPADS file specifications, code sets, data guide, &
enrollment procedures:
• http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
• Sign up for CALPADS listserv:
• http://www.cde.ca.gov/ds/sp/cl/listservs.asp
• CSIS CALPADS:
• http://www.csis.k12.ca.us/library/calpads/
CALPADS Resources, cont.
• Charter school CALPADS and CBEDS-OPUS data
reporting policy:
• http://www.cde.ca.gov/ds/sp/cl/charterschools.asp
• CALPADS training registration page:
• http://www.csis.k12.ca.us/e-learning/calpads-registration/
• CALPADS self-paced training:
• http://www.csis.k12.ca.us/e-learning/sptraining/CALPADS/sp-training.asp
CALPADS Resources
• DataQuest
• http://dq.cde.ca.gov/dataquest/
• Ed-Data
• http://www.ed-data.k12.ca.us/welcome.asp
• CALPADS file upload templates
• https://www.calpads.ca.gov
• Login, then click on the help menu
• CALPADS user manual
• https://www.calpads.ca.gov
• Login, then click on the ? menu
CALPADS Resources, cont.
• CALPADS update FLASH
• http://www.cde.ca.gov/ds/sp/cl/communications.asp
• CALPADS known issues updates
• http://www.cde.ca.gov/ds/sp/cl/knownissues.asp
• Education data newsletter
• http://www.cde.ca.gov/ds/sd/cs/
Questions and Answers