Transcript Administrators Overview of Education Data Management

CALPADS Overview
September 18, 2013
Copyright © 2013, FCMAT/California School Information Services
Agenda
State
Reporting
Overview
Data
Management
Best Practices
Resources
and Support
CALPADS Overview
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State
Reporting
Overview
CALPADS Overview
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CALPADS Data Collections
California Longitudinal Pupil Achievement Data System
Fall 1
Fall 2
Enrollment as
of Info Day
Course
Enrollment as
of Info Day
Completers
Dropouts
FRPM/English
Learner/Foster
Youth Count
English Learners
Students
Reclassified
Title III Eligible
Immigrants
EOY 1
EOY 2
EOY 3
7-12 Course
Completions
Program
Participation
Discipline
Incidents and
Actions
English
Learner
Services
CAHSEE
Waivers and
Exemptions
Certificated
Staff
Assignments
NCLB Core
Course
Compliance
EOY 4
Career Tech
Ed Data
Homeless
Counts
Persistently
Dangerous
Offense
Expulsions
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Data Submission/
Certification Process
Upload files
Data extracted
from local SIS
Passed
Records
Posted records processed
Overnight Processing
Certification
Reports
(Aggregates)
Reports Verified and
Certified
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Certification Reports
Fall Aggregates
Fall Fall
1
2
Aggregate Reports
1.1 Enrollment Primary Status by Subgroups
1.6 Graduates and Dropouts by Subgroup
1.9 Completers and Dropouts Count
1.17 FRPM/English Learner/Foster Youth Count
2.12 English Language Acquisition Status ELs Reclassified RFEP
2.1 Title III Eligible Immigrants Count
2.8 English Language Acquisition Status Count by Primary Language
2.9 English Language Acquisition Status Census Comparison
x
x
x
x
x
x
x
x
2.4 English Learner Education Services Student Count Unduplicated
2.5 English Learner Education Services Unduplicated Count of Teachers Providing EL Services
3.4 NCLB Core Course Section Compliance Count by Content Area
3.6 Course Section Enrollment Count by Content Area
4.1 Staff Count and FTE by Job Classification
CALPADS Overview
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x
x
x
x
6
Certification Reports
EOY Aggregates
Aggregate Reports
3.9 Course Sections Completed Count by Content Area for Departmentalized
Courses
3.12 Career Technical Education Participants Count Disaggregated
3.14 Career Technical Education Concentrators and Completers Count by
Pathway
5.1 Program Participants Count
5.4 Homeless Students Enrolled Unduplicated Count by School
EOY1 EOY2 EOY3 EOY4
x
x
x
x
x
7.1 Discipline Incidents Count by Most Severe Offense
x
7.3 Disciplinary Actions Count
x
7.4 Discipline Actions Count by Offense
x
7.6 Discipline Actions Persistently Dangerous Offense Expulsions
x
6.1 CAHSEE Waivers and Exemptions Count
x
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Fall 1
Sample Certification Report
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Fall 1
Sample Certification Report
1.17 FRPM/English Learner/Foster Youth Count
Academic Year:
2013-2014
LEA:
Santa Dimingo
View:
SNAPSHOT
School Type:
Continuation High Schools,High School District,High Schools (Public)
As Of:
10/2/2012
School:
ALL
Non-Charter School(s)
Free/Reduced Meal Eligibility Counts Based On:
School Code School Name
San German
3530099 Continuation High
3569999 San Benificial High
3591999 Juvenile Justice High
TOTAL-Selected Schools
Free &
Reduced Meal
Total
Program:
Enrollment
181/182
Migrant
Program:
135
Foster or
Homeless1
Total
Unduplicated
Eligible
Free/Reduced
Meal Counts
Direct
Certification
Unduplicated
FRPM/EL
EL Funding
Eligible
Eligible2
Count
Unduplicated
FRPM/EL/
Foster Youth
Total4
CDSS
Foster
Youth3
672
62
4
13
37
88
76
94
23
117
5261
145
6078
1025
145
1332
34
0
38
489
0
502
292
46
375
1211
145
1444
1327
89
1493
1357
145
1504
32
12
67
1389
145
1651
Charter School(s)
Free/Reduced Meal Eligibility Counts Based On:
School Code School Name
Santa Dimingo
5300990 Preparatory
65999999
San Benificial
Performing Arts
Academy
TOTAL-Selected Schools
Free &
Reduced Meal
Total
Program:
Foster or
Enrollment
181/182
Homeless1
Migrant
Program:
135
Total
Unduplicated
Eligible
Free/Reduced
Meal Counts
Direct
Certification
Unduplicate
EL
d FRPM/EL
Funding
Eligible
Eligible2
Count
Unduplicated
FRPM/EL/
Foster Youth
Total4
CDSS
Foster
Youth3
312
22
4
3
25
25
40
40
3
43
113
5
0
0
0
5
37
37
0
37
425
27
4
3
25
30
77
77
3
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Fall 2
Sample Certification Report
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CALPADS File Submissions
Student
Profile
Fall 1
Fall 2
EOY 1
EOY 2
EOY 3
EOY 4
Student
Programs
(SPRG)
Discipline
(SDIS)
Waivers and
Exemptions
(SWAV)
(Enrollments)
Enrollment
(SENR)
Student
Information
(SINF)
Student
Programs
(SPRG)
Enrollment
(SENR)
Student
Information
(SINF)
Student
Programs
(SPRG)
Staff
Demographics
(SDEM)
Staff
Assignments
(SASS)
Course
Sections
(CRSE)
Student
Course
Section
(SCSE)
Course
Section
Completion
(CRSC)
Student
Course
Completion
(SCSC)
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CALPADS Submission
Certification Process
All Data
Required
Updated in
CALPADS
Zero Fatal Errors
Less than 2%
Anomaly Rate for
Fall 1
All Certification
Reports
Reviewed
• All Reports and All
Schools are Certified
as a Whole
Two Certification
Levels
• Level 1 (Data
Processor)
• Level 2
(Superintendent)
K-12 State Reporting Overview for Administrators, v2.0, 201308021
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Assessment and
Accountability
 Assessment Results loaded throughout school
year as data becomes available
 Summary and Detailed Reports available
 Accountability Reports detail which students are
counted in which subgroups
 Mismatched records need to be resolved in
Suspense Resolution
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Direct Certification
 Data matched monthly to
directly certify students eligible
for free meals
 Uses address information to
match to CalWORKs and
Food Stamp data file extracts
 Data used in FRPM
calculations
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CALPADS Reporting Schedule
2013-14
July
August
September
October
November
December
Fall1 Submission Window
January
February
March
April
EOY Submission
Window
Fall 2 Amendment
Fall 2 Submission Window
Assessment
Corrections
SR
STAR P2
Corrections
CAHSEE Data Corrections
(for 12-13)
June
F1 Amdmt
Window
CALPADS
EOY Subm EOY Amendment
Window
Submissions
Window
Suspense Resolution
May
Suspense Resolution
STAR P3
Corrections
Window
SR
CELDT
Corr’s
Suspense Resolution
Suspense Resolution
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Statewide Identifiers
Statewide Student
Identifier
(SSID)
• Requested through
CALPADS
• All local education agencies
are required to assign and
maintain SSIDs for enrolled
students
• Follows student throughout
K-12 for more accurate
reporting of enrollment,
dropout, graduation rates
Unique, 10-digit, randomly generated, non-personally-identifiable number
Statewide Educator
Identifier
(SEID)
• Issued by the CCTC
• Required for all educators
working in the K-12 public
schools in a position that
requires a credential or
authorization
• LEAs work with their County
Offices of Education to
obtain SEIDs
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How the Identifiers Link Data
Assessments
CALPADS
SSID
SEID
CTC
Student Info
System
SEID
SEID
CASEMIS
HR System
SEID
County
Office
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How CALPADS Data
are Used
Federal Reports
State Reports
CALPADS
US Department
of Education
Funding & Grants
Education Policy
CDE
DataQuest
Education Policy
Funding & Grants
CALP
ADS
Overv
iew
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DATA MANAGEMENT
BEST PRACTICES
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Organizational
Best Practices
• Successful Reporting requires Organizational
Collaboration
• Required data crosses the LEA
• Subject matter expertise is required
• Points of failure
• Coordination is critical to success (or lack
thereof)
• Staffing (skill sets, training)
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Data Best Practices
• Reconcile data between SIS and CALPADS
• Synchronize data from multiple local systems
(migrant ed, special ed, food services,
assessments)
• Take advantage of training and support
resources
• Contact SIS Vendor for support
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Data Best Practices
• Establish a Data Reporting Calendar
• Audit Local Data Regularly
•
Provide feedback to staff
• Keep CALPADS Up-to-Date
• Use the data in your local information systems
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Submission Best Practices
• Review certification reports early in submission
cycle
• Develop sign-off procedures prior to certification
• Hold post-submission reviews
•
•
Analyze problems and make adjustments
Incorporate into training and processes
• Plan for contingencies
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RESOURCES AND SUPPORT
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Training
 Training Opportunities
http://csis.fcmat.org/Pages/Trainings.aspx





Q&A
Basic courses
Advanced courses
Self-Paced Training Modules
K-12 State Reporting Overview for
Administrators
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Training
 Training Supplement
 Quick Links:
http://csis.fcmat.org//Pages/Fall-1.aspx
http://csis.fcmat.org//Pages/Fall-2.aspx
http://csis.fcmat.org//Pages/EOY-2-and-3.aspx
http://csis.fcmat.org//Pages/EOY-1-and-4.aspx
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LCFF Information
 CDE


http://www.cde.ca.gov/fg/aa/lc/lcffoverview.asp
[email protected]
subscribe to the LCFF listserv by sending a
"blank" message to
[email protected]


916-324-4728
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CALPADS Documentation


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



CALPADS File Specifications (CFS)
CALPADS Code Sets
CALPADS Valid Code Combinations
CALPADS Error List
CALPADS Data Guide
CALPADS SSID and Enrollment Procedures
CALPADS User Manual with Glossary
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
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Resources
 CSIS
http://csis.fcmat.org
 CDE
http://www.cde.ca.gov/
 CALPADS
http://www.cde.ca.gov/ds/sp/cl/
 CBEDS-ORA
http://www.cde.ca.gov/ds/sd/cb/
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Questions
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Contact Information
 Martha Friedrich



Client Services Officer
916-325-9250
[email protected]
 Lisa Hayes



Implementation Specialist
209-525-9250
[email protected]
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