New Data Coordinator Training K-12 Educational Data Management Overview July 1, 2013 Copyright © 2013, FCMAT/California School Information Services

Agenda Purpose and Objectives Introductions Statewide Education Data Systems Required Annual Reporting Best Practices Resources and Support Data Management - Roadmap for the School Year, v2.1, 20131104

Objectives Participants will have an understanding of: CALPADS, CBEDS-ORA, OPUS-CDS, Assessments and Accountability, FCMAT Required reporting and how the data are used Consequences for not certifying CALPADS data Statewide Education Systems and Services Data Management Teams Data Security Best Practices Resources available to support reporting and data management Data Management - Roadmap for the School Year, v2.1, 20131104

Introductions Name Local Educational Agency Title/Job Responsibilities Special Populations Reason for attending Data Management - Roadmap for the School Year, v2.1, 20131104

Statewide Education Systems and Services 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) Consolidated Application Reporting (CARS) Fiscal Crisis and Management Assistance Team (FCMAT) Statewide Assessments and Accountability Systems Data Management - Roadmap for the School Year, v2.1, 20131104

CALPADS California Longitudinal Pupil Achievement Data System The foundation of California’s K-12 education data system Implemented Fall 2009 Includes student demographic, program participation, enrollment, course enrollment and completion, discipline, certificated staff, and statewide assessment data http://www.cde.ca.gov/ds/sp/cl/ Data Management - Roadmap for the School Year, v2.1, 20131104

Tool for evaluating educational progress and investments over time 5/1/2018 CALPADS http://www.cde.ca.gov/ds/sp/cl/index.asp Collects the data needed for federal NCLB and state reporting requirements Tool for evaluating educational progress and investments over time Establishes a means of maintaining longitudinal statewide pupil level data Immediate access to information reported by previous LEAs on transferring students Data Management - Roadmap for the School Year, v2.1, 20131104 7

CBEDS-ORA California Basic Education Data System – Online Reporting Application (CBEDS-ORA) A web-based application to collect LEA: Contact Information Institution information Address information Student Educational Options Education Calendar School Status Classified Staff Information http://www.cde.ca.gov/ds/sd/cb/opuscbeds.asp Data Management - Roadmap for the School Year, v2.1, 20131104 8

OPUS-CDS Online Public Update for Schools-County-District-School Web-based application used by authorized coordinators to notify the CDE of updates to the Public School Directory Replaces the process of LEAs submitting updates on paper forms Not all school and/or LEA information can be updated using the OPUS-CDS application http://www.cde.ca.gov/ds/si/ds/opuscds.asp Data Management - Roadmap for the School Year, v2.1, 20131104

CARS Consolidated Application and Reporting System (CARS) Web-based data collection system to apply for Categorical Program Funding and to report on the use of those funds Data Management - Roadmap for the School Year, v2.1, 20131104

FCMAT Fiscal Crisis and Management Assistance Team supports LEAs fulfill their financial and management responsibilities by providing: Fiscal oversight and assistance Management assistance by request Training and other related school business services Charter school workshops Data Management - Roadmap for the School Year, v2.1, 20131104

Relationship of Education Data Local Systems (SIS) Community CALPADS Feds Data Management - Roadmap for the School Year, v2.1, 20131104

Statewide Education Systems CALPADS Statewide Assessments OPUS-CDS CBEDS-ORA CASEMIS CARS Data Management - Roadmap for the School Year, v2.1, 20131104

Statewide Identifiers Statewide Student Identifier (SSID) Statewide Educator Identifier (SEID) 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 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 Unique, 10-digit, randomly generated, non-personally-identifiable number Data Management - Roadmap for the School Year, v2.1, 20131104

Best Practices for SSIDs Requesting SSIDs Take care when requesting new SSIDs or choosing/using existing SSID Maintenance of SSIDs Data should be updated in accordance with student mobility rates Data should be updated as changes occur (ELAS status, Program eligibility/participation, etc.) Adopt strategies to prevent anomalies Data Management - Roadmap for the School Year, v2.1, 20131104

How the Identifiers Link Data Assessments CALPADS SEID SSID CTC SEID Student Info System SEID SEID CASEMIS HR System County Office SEID Data Management - Roadmap for the School Year, v2.1, 20131104

Statewide Assessments Standardized Testing and Reporting (STAR) Suspended for 2013-14 Will be replaced with California Measurement of Academic Performance and Progress (CalMAPP) assessments in 2014-15 California English Language Development Test (CELDT) Required state test for English language proficiency California High School Exit Examination (CAHSEE) All public school students are required to pass to earn a high school diploma Data Management - Roadmap for the School Year, v2.1, 20131104

Accountability Systems Academic Performance Index (API) School academic performance and growth measure Based on results of CST’s and CAHSEE Adequate Yearly Progress (AYP) Required of all LEAs and schools AYP calculations include percent proficient performance on: STAR* API growth Graduation rates (high schools only) *For this year only. Future AYP calculations will be based upon new state testing system. Data Management - Roadmap for the School Year, v2.1, 20131104

Accountability Systems School Accountability Report Card (SARC) Required for all schools Required components Available at no cost via Ed-Data system Alternative Schools Accountability Model (ASAM) Voluntary reporting system for alternative schools serving high-risk pupils LEA reports three indicators of performance for each eligible school Due at end of the school year Data Management - Roadmap for the School Year, v2.1, 20131104

Required Annual reporting Data Management - Roadmap for the School Year, v2.1, 20131104

CALPADS Data Collections Fall 1 Enrollment as of Info Day Completers Dropouts FRPM/EL/FY Title III Eligible Immigrants English Learners Students Reclassified Fall 2 Course Enrollment as of Info Day English Learner Services Certificated Staff Assignments NCLB Core Course Compliance EOY 1 7-12 Course Completions Career Tech Ed Data EOY 2 Program Participation Homeless Counts EOY 3 Discipline Persistently Dangerous Schools EOY 4 CAHSEE Waivers and Exemptions Data Management - Roadmap for the School Year, v2.1, 20131104

CALPADS Fall 1 Info Day 1st Wed in Oct Data Usage Not Certified State DataQuest (Enrollment, Graduates, Dropouts, and SNOR) 0 counts School Accountability Report Card (SARC) No SARC prepopulation Economic Impact Aid (EIA) Program funding calculation 0 counts & 0 funding for COEs operating Juvenile Court schools and EIA-designated small rural districts Department of Finance for LCFF Supplemental and Concentration funding 0 counts and impact on funding Quality Education Investment Act (QEIA) funding 0 counts & 0 funding Department of Finance for budget projections To address requests from policy makers, researchers, and other entities Data Management - Roadmap for the School Year, v2.1, 20131104

CALPADS Fall 1 Info Day 1st Wed in Oct Data Usage Not Certified Federal Title I and Title II 0 counts & 0 funding for COEs and Direct Funded Charter schools NCLB Consolidated State Performance Report (CSPR) 0 counts NCLB Title III Limited English Proficiency Program 0 counts & 0 funding NCLB Title III Immigrant Program (SNOR) Titles VI & IX reports for the Civil Rights Act of 1964 Individuals with Disabilities Education Act (IDEA) Various U.S. Department of Education (ED) organizational websites State & Federal Eligibility to apply for various state and federal grants (especially those based on counts of socioeconomically disadvantaged students) 0 counts and ineligibility to apply for grants Data Management - Roadmap for the School Year, v2.1, 20131104

CALPADS Fall 2 Info Day 1st Wed in Oct Data Usage Not Certified State DataQuest (Teacher Counts, Course Enrollments and EL Services) 0 counts CCR Title V, Section 97 (certificated staff) Federal NCLB Consolidated State Performance Report (CSPR) Highly Qualified Teacher (HQT) 0 counts and potential placement on sanction list Data Management - Roadmap for the School Year, v2.1, 20131104

CALPADS EOY 1-2 July 1 – June 30 Data Usage Not Certified EOY 1 State DataQuest (Course Completion & CTE) 0 counts Federal Carl Perkins Program (CTE Concentrators and Completers) 0 counts & grant eligibility EOY 2 DataQuest (Programs and Homeless) Elementary and Secondary Education Act (ESEA) Title 1, Part A Neglected EDEN (Education Data Exchange Network) Reporting NCLB Consolidated State Performance Report (CSPR) Data Management - Roadmap for the School Year, v2.1, 20131104

CALPADS EOY 3-4 July 1 – June 30 Data Usage Not Certified EOY-3 State DataQuest (Discipline) 0 counts Federal NCLB Consolidated State Performance Report (CSPR) NCLB Title IX - At Risk/Persistently Dangerous Schools ESEA Title IV, Part A, Subpart 3, Section 4141 (e) - Firearm Offenses Gun Free Schools Act Annual Survey EOY 4 DataQuest (Waivers and Exemptions) Data Management - Roadmap for the School Year, v2.1, 20131104

CALPADS EOY 3-4 July 1 – June 30 Data Usage Not Certified Assessments State School Accountability Report Card (SARC) Assessment data is not certified, but if Suspense records are not fixed counts will be lower. Enrollment and Exit data in the CALPADS Operational Data Store is used to determine continuous enrollment; STAR and CAHSEE scores of students not continuously enrolled will not be included in API and AYP calculations Academic Performance Index (API) Base and Growth Federal Adequate Yearly Progress (AYP) targets Data Management - Roadmap for the School Year, v2.1, 20131104

Other Annual Reporting End of Year Consolidated Application Reporting System (CARS) Carl Perkins Adult Ed Data Management - Roadmap for the School Year, v2.1, 20131104

Best Practices: Key Roles Data Management Data Confidentiality Data Management - Roadmap for the School Year, v2.1, 20131104

Contact Support on behalf of LEA Users Key Roles CALPADS LEA Administrator Manage User Accounts Assign userids 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 Data Management - Roadmap for the School Year, v2.1, 20131104

Key Roles 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 Data Management - Roadmap for the School Year, v2.1, 20131104

IDENTIFY SYSTEM OF RECORD DESIGNATE DATA STEWARDS Information Systems IDENTIFY SYSTEM OF RECORD HUMAN RESOURCES SPECIAL EDUCATION TEACHER INFO NAME EXPERIENCE CREDENTIALS HR Staff Special Ed Staff Disability Codes IEP Info – Services Student Name Gender – Ethnicity Birth date STUDENT SYSTEM FOOD SERVICES School Site Staff Student Name Address Gender - Ethnicity Birth date Parent Info FREE/REDUCED INFO Food Service Staff STUDENT NAME ADDRESS PARENT INFO DESIGNATE DATA STEWARDS Data Management - Roadmap for the School Year, v2.1, 20131104

Data Management Team Members CALPADS LEA Administrator LEA CALPADS Coordinator Data Stewards Data entry staff Technical staff Assessment/Accountability staff Pupil records staff Leadership staff Data Management - Roadmap for the School Year, v2.1, 20131104

Family Educational Rights and Privacy Act (FERPA) Protects the privacy of student education records www.ed.gov/policy/gen/guid/fpco/ferpa/index.html Non-Confidential Data Elements Parent Notification Opt-out of Directory Information Release Military Release Sharing SSIDs Confidential Data Elements Data Management - Roadmap for the School Year, v2.1, 20131104

Data Confidentiality Staff Agreements Passwords Snooping Form to be reviewed and signed each year Staff Agreements Set guidelines for establishing passwords and change frequency Passwords Legitimate access but outside scope of responsibilities Snooping Techniques used to “trick” people into disclosing confidential info Social Engineering Establish written policies, maintain careful records Data release procedure/protocols Board can set appropriate access, samples available Board Policies Put procedures in place to safeguard confidential information Faxing Best practice is to avoid using with personally identifiable information E-mail Data Management - Roadmap for the School Year, v2.1, 20131104

Summary Statewide Education Data Systems Best Practices Required Reporting Best Practices Data Management Teams Data Security Data Security and Confidentiality Data Management - Roadmap for the School Year, v2.1, 20131104

Resources Listservs CALPADS: http://www.cde.ca.gov/ds/sp/cl/listservs.asp CSIS: http://csis.fcmat.org/Pages/Listserv.aspx CETPA http://www.cetpa-k12.org/pub/htdocs/listserv.html Data Management - Roadmap for the School Year, v2.1, 20131104

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/ FCMAT http://www.fcmat.org/ Local Control Funding Formula http://www.cde.ca.gov/fg/aa/lc/ Data Management - Roadmap for the School Year, v2.1, 20131104

CSIS Resources CALPADS Training: http://csis.fcmat.org/Pages/Trainings.aspx CSIS Services Training: http://csis.fcmat.org/Pages/Trainings.aspx Data Management Resources: http://csis.fcmat.org/Pages/Data-Management.aspx Data Management - Roadmap for the School Year, v2.1, 20131104

Please Complete Our Survey http://www.surveyexpression.com/s/21728/calpads Data Management - Roadmap for the School Year, v2.1, 20131104

Questions Data Management - Roadmap for the School Year, v2.1, 20131104