Why Data Matters State Reporting Overview Fall 2017 Debi Deal, CFE, CICA FCMAT Intervention Specialist Lisa Hayes CSIS Implementation Specialist Copyright © 2017, FCMAT/California School Information Services

Agenda CALPADS Data Collections and Workflow CBEDS-ORA, OPUS-CDS, CARS, CASEMIS Assessments and Accountability Reporting Options for Charter Schools Statewide Education Data Systems Key Roles in CALPADS Reporting Data Management Practices Data Privacy and Security Best Practices for Data Management Ed-Data Resources 2

Statewide Education Data Systems 3

Statewide Systems CALPADS CBEDS-ORA OPUS-CDS CASEMIS California Longitudinal Pupil Achievement Data System CALPADS California Basic Educational Data System – Online Reporting Application CBEDS-ORA Online Public Update for Schools - County-District-School OPUS-CDS California Special Education Management Information System CASEMIS

CALPADS California Longitudinal Pupil Achievement Data System http://www.cde.ca.gov/ds/sp/cl/ Data collected throughout the school year as students enroll and exit Student enrollment, demographic, program eligibility and participation, course enrollment and completion, discipline, and chronic absenteeism Statewide assessment data Certificated staff demographics and assignments Statewide data systems matches Specific data collections

Introduction to CALPADS 10/15/2017 Introduction to CALPADS LEAs submit data throughout the year to keep CALPADS up-to-date Data uploaded from local student information systems Or from custom systems, Excel templates, online entry Recommend every two weeks for new enrollments and exits CALPADS data pulled to match with other state databases, assessment identification, and accountability calculations CALPADS processing based on identifiers At specific times during the year, CALPADS will take snapshots from the data in the Operational Data Store (ODS) for state and federal reporting requirements Student Information Systems CALPADS

CALPADS – Which Students Are Included? Private School Private school special ed students will be included in CASEMIS reporting Public, K-12, Ungraded Pre-K Special Ed. Students (optional for general ed.) Adult Education Statewide Student Identifier NPS, K-12, Ungraded Pre-Kinder Graduation Collects longitudinal data about students from first enrollment to exit 7

Local Data Sources Registration/ Enrollment Forms Student Information System Registration/ Enrollment Forms Teachers, administrators, programs, discipline Nutrition Services Course Information Special Ed System Human Resources Attendance

CALPADS Data Sources CALPADS SBAC Student Information System CA Dept. of Social Services CALPADS CalFresh CalWorks CWS/CMS Special Education Information System SBAC

CALPADS – What data are collected and when? Student Enrollments and Exits Student Absenteeism Student Demographics FALL END-OF-YEAR Student Discipline Student Program Eligibility and Participation Student Career Technical Education Student English Language Acquisition Student Course Enrollment and Completion Staff Data

CALPADS Data Collections Fall 1 As of census day 2017–18 Enrollment Counts 2016–17 Grads and Drops LCFF Eligible Students English Language Acquisition Status Immigrant Counts Fall 2 Student Course Enrollments Staff Assignments and FTE English Learner Education Services EOY 1 July 1–June 30 Course completion for grades 7–12 CTE participants, concentrators, completers (Perkins Report) EOY 2 Program Participation Homeless Students EOY 3 Student Discipline/ Spec Ed Student Absence Summary Cumulative Enrollment

CALPADS Snapshot Collection Windows 2017-18 Information Day First Wed in Oct Initial Deadline Dec 15, 2017 Final Deadline Jan 26, 2018 Fall 1 Submission Window Amendment Window Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Amend Submission Am Fall 2 End of Year Final Deadline TBD Snapshots Available Dec 20, 2017 Initial Deadline Feb 23, 2018 Start of Submission May 14, 2018 Initial Deadline Jul 31, 2018 Final Deadline Mar 23, 2018

Other Required Annual Reporting California Basic Educational Data System – Online Reporting Application (CBEDS-ORA) Aggregate Data Reporting including Classified Staff Counts Teacher hires School Calendars Truancies Educational Options Students School Improvement Grants (SIG) Data Reported as of Information Day – 1st Wednesday in October Online Public Update for Schools - County-District-School (OPUS-CDS) Notify CDE of updates to the Public School Directory throughout the year Contact information Key personnel Agency name School type Grade span Can be updated any time during the year California Special Education Management Information System (CASEMIS) Collects student-level data of special education students Monitoring special education programs in California Data analysis for planning, policymaking, and administration of special education programs. Evaluation of special education programs against education goals Evaluating the effectiveness of special education programs in California Meeting statutory and programmatic needs Projecting future needs of students with disabilities in California

Assessments and Accountability 14

Assessment Programs Standardized assessments undergoing transformation to align with Common Core Smarter Balanced system of assessments for mathematics and English language arts CAPA: California Alternate Performance Assessment English language arts and mathematics, in grades 3‒8 *CMA: California Modified Assessment English‒language arts and mathematics, in grade 11 *CST:  California Standards Test Science for CST*, CMA*, CAPA*,  in grades 5, 8, and 10 California Assessment of Student Performance and Progress (CAASPP)

Assessment Programs, cont. English Language Proficiency Assessment for California (ELPAC) Targeted for 2018 The ELPAC will replace the California English Language Development Test (CELDT) and will be aligned with the California English Language Development Standards. It will be comprised of two separate ELP assessments: one for the initial identification of students as English learners (ELs), and a second for the annual summative assessment to measure a student’s progress in learning English and to identify the student's level of ELP. State and federal law require that local educational agencies administer a state test of English language proficiency (ELP) to eligible students in kindergarten through grade twelve. The California Department of Education (CDE) is transitioning from the CELDT to the ELPAC as the state ELP assessment by 2018.

Accountability Based on the Local Control Funding Formula (LCFF) California Accountability Model and School Dashboard Based on the Local Control Funding Formula (LCFF) Accountability system that is based on multiple measures. Measures are used to determine local educational agency (LEA) and school progress toward meeting the needs of their students. Measures are based on factors that contribute to a quality education, including high school graduation rates, college/career readiness, student test scores, English learner (EL) progress, suspension rates, and parent engagement.

Equity Report

Status and Change Report

Detailed Reports

Student Group Report

Five-by-five Report Five-by-Five 22

Data in the Fall 2017 Dashboard Indicator Data Used for Status Data Used for Change Suspension Rate 2016–17 suspension rate 2016–17 suspension rate minus 2015–16 suspension rate English Learner Progress 2017 and 2016 CELDT + 2016 reclassification data 2017 and 2016 CELDT + 2016 reclassification data minus 2016 and 2015 CELDT + 2015 reclassification data Graduation Rate 2015–16 four–year cohort graduation rate (Class of 2016) 2015–16 four–year cohort graduation rate Three–year weighted average (i.e., 2014–15, 2013–14, and 2012–13) Academic: Grades 3–8 2016 Smarter Balanced Summative Assessments (ELA and mathematics) 2017 Average Distance from Level 3 minus 2016 Average Distance from Level 3 College/Career (No performance level or color) Graduates in the 2015–16 four–year graduation cohort (class of 2016) Reporting to be determined Not Applicable Grade 11 Distance from Level 3 (No performance level or color) 2017 Smarter Balanced Summative Assessments (ELA and mathematics) Source: California School Dashboard Technical Guide 2016-17 School Year

CALPADS Data Used in Indicators Data Used From CALPADS Suspension Rate English Learner Progress Graduation Academic: Grades 3 8 College/ Career Grade 11 Distance from Level 3 Enrollment Yes Exit Date Discipline School Completion (Graduated) A-G Completion Career Tech Education (CTE) Completion Dual Enrollment Race/Ethnicity English Learner Reclassified Fluent (RFEP) English Learner Enrolled in a US School less than one year Valid Disability Code Direct Certification Parent Education Level Foster Youth (Fall 2017) Homeless (Fall 2017) Migrant Free and Reduced County-District-Residence Code Source: California School Dashboard Technical Guide 2016-17 School Year

Statewide System Linkages State Agencies OPUS-CDS CARS CASEMIS Ed-Data Statewide Assessments Student Information Systems CALPADS CA School Dashboard LCAP Evaluation Rubrics LCFF Funding CBEDS-ORA Dataquest

Reporting for Charter Schools 26

Reporting Options for Charter Schools Authorizing LEA reports for Charter Reporting with Authorizing LEA The authorizing agency reports the charter school data directly to CALPADS and CBEDS-ORA Authorizing LEA responsible for data accuracy SIS must be compatible Independently Reporting Charter (IRC) The IRC reports data directly to CALPADS and CBEDS-ORA IRC responsible for data accuracy Authorizing LEA responsible for oversight

Reporting Policy for Charter Schools A new charter school must inform the CDE how it will report data within 30 days of the charter school's effective date. Requests to change status need to be made between June 1-30, 2017 Reporting status effective for an entire reporting year (July 1 through June 30) Charter School Reporting Status Change Form can be obtained at the link below, or by calling CALPADS Operations Office: http://www.cde.ca.gov/ds/sp/cl/documents/statuschgform_v4.doc 916-324-6728

Best Practices for Data Management 29

Key Roles in CALPADS Reporting CALPADS LEA Administrator Manage User Accounts Assign User IDs and roles Reset passwords Revoke accounts Train Local Staff All staff assigned User IDs should be trained Contact Support on behalf of LEA Users Verify/map codes

Key Roles in CALPADS Reporting, cont. LEA CALPADS Coordinator Understand requirements and timelines Coordinate local data collection Verify all required data is reported Recommend local practices to improve data quality Keep staff apprised of changes Audit data periodically

Successful Data Management Practices Build a data management team Build a data reporting calendar Review source data forms Invest in training/support tools Provide annual reviews and updates Perform periodic data audits

Putting it all together Data Coordinator Skills Training Backup Other responsibilities Competing priorities Support Data Stewards Coordination and cooperation Responsibilities established Accountability Timely verification of reports Planning Cross-training Specific data elements Emergencies

Privacy and Security 34

Data Privacy Guidebook CSESSA TTSC CETPA Fagen, Friedman & Fulfrost LLP http://www.f3law.com/downloads/COMPLETE%20Privacy%20Guidebook%2009_18_15.pdf

Family Educational Rights and Privacy Act (FERPA) Directory information (non-confidential data elements) may be disclosed without consent Schools must notify parents and eligible students of their right to opt out of data release Means of notification at the discretion of the school Schools with grades 11 and 12 must establish procedures to release data to military Flag students in SIS whose parents have opted out Records can be shared without consent under specific circumstances

Data Security Form to be reviewed and signed each year Staff Agreements Form to be reviewed and signed each year Snooping Legitimate access but outside scope of responsibilities Social Engineering Techniques used to “trick” people into disclosing confidential info Data release procedure/protocols Establish written policies, maintain careful records Faxing Put procedures in place to safeguard confidential information E-mail Best practice is to avoid using with personally identifiable information

Next Steps 38

What’s Next CALPADS Student Information System Get to know your system Get documentation Find out about user groups/listservs CALPADS Complete Essential 2-3 Training Self-paced versions available All training requires an account Attend Submission Trainings Local Planning Establish local calendar for reporting Coordinate with key staff

Resources – System Links CALPADS http://www.cde.ca.gov/ds/sp/cl/ CBEDS-ORA http://www.cde.ca.gov/ds/dc/cb/ OPUS-CDS http://www.cde.ca.gov/ds/si/ds/opuscds.asp CASEMIS http://www.cde.ca.gov/sp/se/ds/casemis.asp CARS http://www.cde.ca.gov/fg/aa/co/cars.asp

Ed-Data Comprehensive data about K-12 education in California Longitudinal data for state, county, districts and schools Student, staff and financial information Articles and explanations provide context for the data https://www.ed-data.org/

Ed-Data, cont. 2016-17 Data scheduled for deployment 9/19/17 With new drill-ins to enrollment graph to include enrollment by gender, homeless, migrant and Special Education student groups

Ed-Data Comparisons

Ed-Data Filtered Comparison In the screenshot below, I pinned Monterey Peninsula so that it would appear in the first column of my comparisons (the red pin after the district name shows that it is pinned), then I filtered the enrollment to get districts that have an enrollment between 8,000-12,000 (you can see I’ve done that because this numeric range is displayed below enrollment). Then I added the homeless, migrant and special education counts and sorted by homeless so that I could see where Monterey Peninsula fell in terms of districts of this size with the most homeless. Monterey Peninsula stays in the left-hand column because it is pinned, but you can see that if it was in the right place, it would fall 4th in terms of the number of homeless. If I worked for this Monterey Peninsula wanted to reach out to districts about the size of my district to see what they are doing for their  homeless students, I might reach out to the four other districts on the screen, or I might choose to each out to Salinas and Alisal since they are both in the same county as Monterey Peninsula.

Resources – Training and References Web-based Training http://csis.fcmat.org/Pages/Trainings.aspx Self-paced Training https://csis.fcmat.org/Pages/Self-Paced-Training.aspx CALPADS Q & A Sessions – Every Wednesday Enrollment - http://csis.fcmat.org/Pages/Trainings.aspx FAQs CALPADS - http://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.asp LCFF - http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp Free and Reduced-Price Meal (FRPM) Income Eligibility Under the LCFF Unduplicated Pupils at Schools with Provision 2 and 3 or Community Eligibility Provision (CEP) Status English Learners Under the LCFF Foster Youth Under the LCFF County Office of Education Schools and Alternative Education 45

Resources – Listservs CALPADS http://www.cde.ca.gov/ds/sp/cl/listservs.asp CSIS http://csis.fcmat.org/Pages/Listserv.aspx CAASP http://www.cde.ca.gov/ta/tg/sa/sbac-updates.asp LCFF http://www.cde.ca.gov/fg/aa/lc/ CETPA http://www.cetpa-k12.org/pub/htdocs/listserv.html

Summary Points CALPADS is the foundation of California’s statewide education systems Data is updated throughout the year as students enroll and exit Additional data reported to meet state and federal reporting requirements CBEDS-ORA, OPUS-CDS and CASEMIS are used to report additional information about LEAs Assessment results and CALPADS data are used to calculate accountability measures The CALPADS LEA administrator and the data coordinator have key responsibilities in ensuring timely and accurate reporting FERPA is the federal law that guides student data privacy There are many additional state and federal laws governing privacy and confidentiality Training and support are available to help with reporting and data management

Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspx Phone: 916-325-9210 E-mail: Calpads-support@cde.ca.gov Listserv: http://www.cde.ca.gov/ds/sp/cl/listservs.asp

Funding Classifications LCFF Funding Classifications A. English learners B. Eligible for free and reduced-price meals C. Foster youths Student eligibility is based on the “unduplicated” count which means they only count once if they qualify under multiple categories listed above. 49

Base Rate Per Student at Full Funding LCFF, cont. Base Rate Per Student at Full Funding Per-pupil amounts are increased annually by COLA, if provided. (In 2017-18 the statutory cost-of-living adjustment (COLA) is 1.56%, these base amounts are adjusted for COLA each year.) TK-3 $7,193 4-6 $7,301 7-8 $7,518 9-12 $8,712 50

CSR and CTE Adjustments at Full Funding LCFF, cont. CSR and CTE Adjustments at Full Funding 2. Base Rate Adjustments with COLA – Per ADA Grade span adjustments are additions to the base grant TK-3 $748 (10.4% of Base Rate) * 9-12 $227 (2.6% of Base Rate) * *The percentage rates above will not change, but the base rate will increase with COLA each year, if provided. 51

Supplemental Funding at Full Funding LCFF, cont. Supplemental Funding at Full Funding Per eligible student - Equal to 20% of the base rate for any student that has a percent of enrollment. 20% of the base in 2017-18 is: TK-3 = $1,588 4-6 = $1,460 7-8 = $1,504 9-12 = $1,788 No caps, no limits 52

Concentration Grant at Full Funding LCFF, cont. Concentration Grant at Full Funding 4. Concentration Grant – Per eligible student 50% of the base that exceeded 55% of population in 2017-18 is: TK-3 = $3,971 4-6 = $3,651 7-8 = $3,759 9-12 = $4,470 53

LCFF- High School Example – At Full Funding Per Student Basis District UPP is 60% - 5% Concentration District UPP is 45% - No Concentration Student A Base $8,712 Add-on 227 Total for A $8,939 Student B Supplemental 1,788 Total for B $10,727 Student C Concentration 4,470 Total for C $15,197 $0 54

CALPADS So now you know – CALPADS reporting is critical to student identification. This may require additional training and resources but it’s worth it! 55

Other Resources California Association of School Business Officials (CASBO) also offers a variety of workshops: https://www.casbo.org/content/state-workshops 56

THANK YOU 57

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