Transcript California Department of Education California School Information Services Advisory Group Meeting April 22, 2014 This presentation may be downloaded from: http://csis.fcmat.org/Pages/April-22,-2014-CDE-and-CSISAdvisory-Group-Meeting.aspx April 22, 2014 CAG, Slide.

California Department of Education
California School Information Services
Advisory Group Meeting
April 22, 2014
This presentation may be downloaded from:
http://csis.fcmat.org/Pages/April-22,-2014-CDE-and-CSISAdvisory-Group-Meeting.aspx
April 22, 2014 CAG, Slide 1
Remote Site Reminders
 Mute outgoing sound until it is your turn to
ask questions
 Sites will be called upon for questions in
the following order:
1. Stanislaus
9. Los Angeles
2. Ventura
10. Mendocino
3. Alameda
11. San Bernardino
4. Butte
12. San Diego (Linda Vista Rd.)
5. Fresno
13. San Diego North Co. (San Marcos)
6. Imperial
14. Santa Clara
7. Kern
15. Sacramento
8. Kings
April 22, 2014 CAG, Slide 2
Agenda
 Agenda Review
 CALPADS Update
 CALPADS Support Update
 CALPADS Q & A
 Next Meeting
April 22, 2014 CAG, Slide 3
New Process for Q&A

Each site selects top 3 questions for live Q&A

After the CAG is finished, the site moderator sends
any unanswered questions to [email protected]

CALPADS Support will respond to any questions that
include an email address
April 22, 2014 CAG, Slide 4
CALPADS Update
Jessica Barr, Administrator
CALPADS/CBEDS/CDS Operations Office, CDE
April 22, 2014 CAG, Slide 5
Expanding Responsibilities
 Fall 1, Fall 2, and End-of-Year Data Collections
 Student-level demographic data corrections for
accountability reporting
 California Assessment of Student Performance and
Progress (CAASPP)
 Local Control Funding Formula (LCFF)
April 22, 2014 CAG, Slide 6
CALPADS Update
Topics
 2013–14 EOY Submissions
 Smarter Balanced Field Test
 Accountability Update
 Local Control Funding Formula
 Changes for 2014–15
April 22, 2014 CAG, Slide 7
2013–14 EOY Submissions
 EOY submissions dates are:
• Window Opens: May 12
• Certification Deadline: July 18
• No Amendment Window
 LEAs should prioritize submissions:
• EOY 2 – Program Participation
• EOY 3 – Student Discipline
• EOY 4 – Student Waivers
• EOY 1 – Course Completion
April 22, 2014 CAG, Slide 8
Smarter Balanced Field Test:
CALPADS
April 22, 2014 CAG, Slide 9
Smarter Balanced Field Test: CALPADS
 3.3 million students
 ALL 11th grade students
 TIDE receives nightly extract from
CALPADS, determines updates to files
 Changes made in CALPADS display in
TIDE within 48 hours
 It is critical for LEAs to keep CALPADS
up-to-date and accurate
10
April 22, 2014 CAG, Slide 10
Smarter Balanced Field Test: CALPADS
 Field Test Statistics as of Day 13:
• By the end of Day 13 (April 10), about 576,900 students
have started testing since the beginning of the Field Test,
and of those, about 320,300 have completed testing.
• Each student takes more than one test. On Day 13,
approximately 65,480 tests were started and approximately
80,699 tests were completed, including testing that was
started on previous days.
• Cumulatively through Day 13, California started 1,479,058
tests and completed 1,339,434 tests.
• The Smarter Balanced system continues to perform well
overall. At the peak for Day 13 in California, there were
about 22,190 concurrent student users taking the Field
Test.
11
April 22, 2014 CAG, Slide 11
Smarter Balanced Field Test: CALPADS
What is CALPADS sending to TIDE?
• CALPADS sends all open enrollments with Enrollment Status = 10 or
30, for Grades 3-8, 11, and select schools for Grades 9 and 10
• Concurrent Enrollments (CCEs) – the record with the most recent
enrollment is sent to TIDE
• Short Term enrollments – need to exit students
• NOTE: Independently Testing Charters are NOT the same as
Independently Reporting Charters in CALPADS. Some charters may
be testing differently than how they report to CALPADS.
• CALPADS LEA Administrators are encouraged to work with the LEA
CAASPP Coordinator to gain school level access to and/or confirm
data in TIDE is consistent with expectations
12
April 22, 2014 CAG, Slide 12
Smarter Balanced Field Test: CALPADS
Test registration integration
• Nightly data extracts from CALPADS
• Data elements include:
Reporting LEA
School of attendance
Student legal last name
Student legal first name
Student legal middle name
Statewide student identifier
(SSID)
Grade level
Gender
Race
Ethnicity
Socioeconomically
disadvantaged
Special education program
Section 504
Primary language
Migrant status
Student initial U.S. school
enrollment date K-12
English learner
English language acquisition
status start date
Primary disability
13
April 22, 2014 CAG, Slide 13
Smarter Balanced Field Test: CALPADS
Data Loading Process
1
Continues through
testing window
4
START
CDE’s Nightly
Extract of student
level data from
CALPADS ODS
and uploads to
TIDE
Updating
CALPADS Operational
Data Store
LEAs review TIDE,
verify data
uploaded, and
submit designated
supports and
accommodations to
TIDE directly
2
TIDE’s automated
process determines
any updates,
deletes, and adds
3
14
April 22, 2014 CAG, Slide 14
Smarter Balanced Field Test: CALPADS
Revised assignment of Non Public School
(NPS) students
• NPS School Coordinators and Test
Administrators can view only the specific
students they are responsible for testing
• Individual NPS’s listed in the school dropdown
menu represent the specific NPS’s serving
students in the respective local educational
agency
15
April 22, 2014 CAG, Slide 15
Smarter Balanced Field Test: CALPADS
Designated Supports and Accommodations
• Designated supports and accommodations are NOT
collected in CALPADS
• Both District Coordinators and School Coordinators are
authorized to set designated supports and
accommodations for students
• Two ways: one-by-one or upload file (using SSID to link)
• Must be set prior to the test session
• There is a template for uploading both embedded and
non-embedded supports/accommodations
• Set in system by content area
16
April 22, 2014 CAG, Slide 16
Smarter Balanced Field Test: CALPADS
Common issues
• Incorrect enrollment status
• Update timing
• NPS missing from LEA list
• Student listed correctly in CALPADS, not listed in
TIDE (found in CP or open enrollment in a
different LEA)
• CAASPP Coordinators NOT talking to CALPADS
Administrators prior to calling CalTAC
17
April 22, 2014 CAG, Slide 17
Other
 Realignment of State Course Codes with the
Common Core work
• A global issue has been logged to address
whether or not the codes need to be modified to
align with common core
• LEAs are advised to map local courses to the
most appropriate state codes available for now
18
April 22, 2014 CAG, Slide 18
Accountability Update
April 22, 2014 CAG, Slide 19
Accountability Update
 Reliance on CALPADS student
demographic and program data
 Data pulls and corrections
 Changes to Academic Performance Index
and Adequate Yearly Progress
April 22, 2014 CAG, Slide 20
Accountability Update
Status of the Academic Performance Index (API)
 At the March State Board of Education (SBE) meeting, the
SBE approved the SSPI’s recommendation to not produce
API scores in 2013–14 and 2014–15, during the transition to
Smarter Balanced.
• 2013 – Growth API released (the 2013 Base API will not
be calculated)
• 2014 – Growth and Base APIs will not be calculated
• 2015 – No Growth API will calculated, but a baseline will
be established with the Base API using the new
CAASPP results
• 2016 – The first Base to Growth comparison using
CAASPP results will be reported
April 22, 2014 CAG, Slide 21
Accountability Update
Status of the Adequate Yearly Progress (AYP)
 On March 7, 2014 the U.S. Department of Education
(ED) approved a waiver submitted by the California
Department of Education (CDE), which:
• Carries over the 2013 AYP determinations for
elementary and middle schools to 2014
• Freezes the Program Improvement (PI) status for
elementary and middle schools, so no new schools
will be identified for PI in 2014 and schools will not
advance or exit from PI
April 22, 2014 CAG, Slide 22
Accountability Update
Status of the Adequate Yearly Progress (AYP)
 2014 AYP reports for high schools will continue
since grade 10 California High School Exit Exam
(CAHSEE) and California Alternate Performance
Assessment (CAPA) and graduation rates are
used to make AYP determinations
 SBE voted to eliminate the API as an additional
indicator for high schools
April 22, 2014 CAG, Slide 23
Local Control Funding Formula
April 22, 2014 CAG, Slide 24
Local Control Funding Formula
 Assembly Bill 97 requires county offices of
education (COEs) to review and validate certified
aggregate English learner, foster youth, and free
or reduced-price meal eligible pupil data for
districts and charters under its jurisdiction to
ensure the data is reported accurately
 County/LEA Authorizing Report in CALPADS:
Report C/A 1.17 – C/A FRPM/English
Learner/Foster Youth Counts
25
April 22, 2014 CAG, Slide 25
Local Control Funding Formula
Foster Match Update
 CDE successfully matched CALPADS enrollment data
with California Department of Social Services (CDSS)
foster youth data – over 90% match rate
 Data loaded into CALPADS on February 27, 2014
 LEAs may view the aggregate counts by school in Report
C/A FRPM/English Learner/Foster Youth – Count
 The counts will be included in LEAs unduplicated
disadvantaged student totals for LCFF supplemental
funding
26
April 22, 2014 CAG, Slide 26
Local Control Funding Formula
Foster Match Update (continued)
 Match revealed need to clarify definition of foster under
LCFF
 CDE will provide a clear definition of foster in the next
month and communicate to LEAs and county welfare
departments
 CDE currently working on requirements for the weekly
match and provision of student level foster data to LEAs
April 22, 2014 CAG, Slide 27
Local Control Funding Formula
What Happens Next?
 Certified CALPADS unduplicated disadvantaged student
counts provided to CDE’s fiscal services staff
• Counts included matched CDSS foster data
• Counts included students directly certified in December, January,
February
 CDE’s fiscal services staff will make further adjustments
based on data reported by county offices (Non Type C
students attributed to LEAs)
 Fiscal Services will post an adjusted file
April 22, 2014 CAG, Slide 28
Changes for 2014–15
April 22, 2014 CAG, Slide 29
Changes for 2014–15
 CALPADS data are critical to funding,
accountability, and assessment
• Unduplicated count of disadvantaged students for LCFF
• Student enrollment/exit, demographic, and program data
used to determine accountability subgroups
• Student demographic, enrollment, and program data
used to register students for Smarter Balanced
computer-based assessments
 High stakes functions necessitate change to further
improve data quality and submission processes
 Changes in effect for 2014–15
April 22, 2014 CAG, Slide 30
Changes for 2014–15
 Removes a number of data elements from the
Student Information (SINF) file format
 Requires enrollment records to be exited at the end
of each school year starting in 2013-14
 Creates a new file format, the Student English
Language Acquisition (SELA) file
April 22, 2014 CAG, Slide 31
Changes for 2014–15
 Utilizes students’ Grade Level from the Student
Enrollment (SENR) record
 Moves the District of Geographic Residence and
Interdistrict Transfer fields to the SENR file format
and adds two new interdistrict transfer codes
 Adds new education program codes and data
elements to the Student Program (SPRG) file
format
 ELAS Data Conversion
 Grade History Data Conversion
April 22, 2014 CAG, Slide 32
CALPADS Support Update
Angela Ratty
Client Services Architect, FCMAT/CSIS
April 22, 2014 CAG, Slide 33
CALPADS Support Update
Topics
 Fall Submission Statistics
 EOY Submission Strategies
 New / Revised Functionality
 Support Tips
April 22, 2014 CAG, Slide 34
Fall Submission Statistics
• Deadlines Met
Submission
Certification
Deadline
Amendment
Deadline
Fall 1
Fall 2
95%
N/A
99.7%
92.5%
April 22, 2014 CAG, Slide 35
Upcoming Important Dates
EOY
Snapshot
Starts May
12
EOY
Certification
Deadline
July 18
*Amendment
Window
CALPADS
Offline
July 19July 27
CALPADS Calendar:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
*There is no amendment window for EOY for 2013-2014
April 22, 2014 CAG, Slide 36
Coordination of changes
SINF
Redesign
Certify
EOY
Closeout AY
13-14
Enrollment
April 22, 2014 CAG, Slide 37
EOY Submission
EOY 2
SPRG
• •SPRG
Program
End of Year
File Types
Priority #1
EOY 3
• SDIS
Discipline
Priority #2
• SWAV
EOY 4
• SWAV
Waivers
Priority #3
EOY 1
• SCSC
• CRSC
• SCTE
Course Completion
Priority #4
April 22, 2014 CAG, Slide 38
EOY Submission
Suggested Milestones
19
days
Complete SIS Data Population
5/30
11
days
Upload files and correct errors or
discrepancies as needed
6/10
14
days
Review certification reports, correct
errors, and fix discrepancies
6/24
16
days
Distribute reports for review and
approval
7/10
7
days
Certify (level 1 and level 2)
7/18
April 22, 2014 CAG, Slide 39
Posting Process Backlog
EOY Submission
Submission Window
April 22, 2014 CAG, Slide 40
EOY Submission
1. Set Up
• SIS
• CALPADS Roles
2. Update
ODS
• Submit records
• Fix records
• Post records
3. Review
Snapshot
• Review and fix certification errors, review
warnings
• Reconcile reports
4. Certify
• Level 1 (EOY 1-4 Data Collection
Certifier)
• Level 2 (Superintendent Certifier)
April 22, 2014 CAG, Slide 41
EOY Submission
• Submission Strategies
• Upload Program and Discipline data in May/June
• Meet and work with local staff
• Review problems encountered last year to avoid this
year
• Communicate to sites what is needed
• Determine who will review EOY submission data and
identify their summer schedule to ensure EOY data
are reviewed and certified before staff leave
• Set timelines
April 22, 2014 CAG, Slide 42
EOY Submission
• Submission Strategies, Continued
• Provide reports so staff can address and correct any
issues now
• Attend EOY training in May if needed. The EOY
training schedule will be posted by April 28.
• Attend Q&A Sessions
April 22, 2014 CAG, Slide 43
New / Revised Functionality
SINF
Remove Grade Level, Primary
Language, ELAS, Inter-district
Transfer, District of Geographic
Residence
File is only needed for new
students and change of
addresses
Key Changes
April 22, 2014 CAG, Slide 44
New / Revised Functionality
SENR
Will now update:
Grade Level,
Student School Transfer,
Geographic Residence
Must close all records yearly –
2 new exit codes
Key Changes
April 22, 2014 CAG, Slide 45
New / Revised Functionality
SPRG
Programs are now membership
code specific
New Homeless &
Foster Program Codes
Key Changes
April 22, 2014 CAG, Slide 46
New / Revised Functionality
SELA (NEW File Type)
Primary Language
ELA Status
ELAS Start Date
ELA Proficient or advanced no
longer collected
Key Changes
April 22, 2014 CAG, Slide 47
New / Revised Functionality
Two New Exit Codes
E150
Mid Year
Enrollment
Update
E155
Year End
Enrollment
Same
School
The student is not exiting the school,
but there was a midyear change to
grade, transfer status, or district of
residence.
The student exited a grade
level during last 14 days of
the academic year and is
expected to return to the
same school.
April 22, 2014 CAG, Slide 48
New / Revised Functionality
Program Membership Codes
Eligible
127
Gifted and Talented Education
(GATE)
Participating
101
504 Accommodation Plan
135 Title I Part C Migrant
108
Opportunity Program
144 Special Education
113
181 Free Meal Program
122
182 Reduced-Price Meal Program
162
190 Foster Program
174
191 Homeless Program
180
185
California Partnership
Academy
NCLB Title I Part A Basic
Targeted
Pregnant or Parenting
Programs
NCLB Title I Part A
Neglected
CAHSEE Intensive
Instruction
Transitional Kindergarten
April 22, 2014 CAG, Slide 49
New / Revised Functionality
New File Type: SELA
• New Student English Language
Acquisition (SELA) file will include:
• Primary Language Code
Change
• English Language Acquisition Status
Code
• English Language Acquisition Status
Start Date
• Note: No effective dates in this file
April 22, 2014 CAG, Slide 50
New / Revised Functionality
New File Type: SELA, cont.
• Primary language will no longer be used as a weight in
SSID Request scoring
• Records should only be submitted when there is a
change in status
Business
Practice
Impacts
• “To Be Determined” will only be allowed as the first status
for a new SSID
• When LEAs submit a duplicate ELAS status with a later
start date, the data will be ignored
• The SSID extract will include students’ current ELAS,
facilitating upload of this data in local systems
April 22, 2014 CAG, Slide 51
New / Revised Functionality
• Miscellaneous Changes
• Retire LEP definition
• Display Grade along side enrollment in OM
• Online edits to historical grades only
• Various new/modified IVRs and CVRs
• Program records for exits will be closed
• Two new ERD types:
• D: E150 midyear exit – Didn’t re-enroll, same school
• E: E150 midyear exit – Re-enrolled, different school
April 22, 2014 CAG, Slide 52
New / Revised Functionality
• Prepare for upcoming changes:
• Attend training
• Keep data up to date in CALPADS
• Follow Flash Updates
• Stay up to date with SIS vendor
• Work with appropriate staff regarding internal
processes that might need to change
• Become familiar with new Input Validation
Rules (IVRs)
April 22, 2014 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
*Do not include personally identifiable
information; the SSID is sufficient
April 22, 2014 CAG, Slide 54
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
April 22, 2014 CAG, Slide 55
Support Tips
• Resources
• Release Updates and Known Issues
• Error List (now available from “Help”)
• Flash Updates
• Data Guide
• Self-Paced Training Modules
• Glossary (User Guide)
• FAQs
April 22, 2014 CAG, Slide 56
CALPADS Q&A
Reminder: Each site selects top 3 questions
April 22, 2014 CAG, Slide 57
Next Meeting
Nancy Sullivan
Chief Operations Officer, FCMAT/CSIS
April 22, 2014 CAG, Slide 58
Next Meeting
October 16, 2014
from 9:30 – 11:30
 Video Conference from Sacramento
• Remote locations throughout the state
• Optional Vendor Meeting at 11:30
April 22, 2014 CAG, Slide 59