Essential 1 CALPADS Data Coordinator Orientation CALPADS and beyond

Who’s Supposed to Be Here New Data Coordinators New to Education Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Training Sequence Essential 1: Data Coordinator Orientation Essential 2: Interface & Administration Essential 3: Data Submission Essential 4: Anomalies Fall 1 Fall 2 Data Population Fall 2 Reporting and Certification EOY 1 EOY 2 & 3 CALPADS 2014-15 System Changes Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Statewide Education Systems Assessments and Accountability Agenda Data Management Objectives Statewide Education Systems Next Steps Assessments and Accountability Resources Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Statewide Education Systems Essential 1 - Data Management Coordinator Orientation - July 26, 2017

CALPADS CBEDS-ORA OPUS-CDS CASEMIS Statewide Systems 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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Introduction to CALPADS 5/9/2018 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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

CALPADS Data Sources CALPADS SBAC Student Information System CA Dept of Social Services CALPADS CalFresh CalWorks CWS/CMS Special Education Information System SBAC Essential 1 - Data Management Coordinator Orientation - July 26, 2017

CALPADS – What data are collected and when? Student Enrollments and Exits Student Absenteeism Student Demographics END-OF-YEAR FALL Student Discipline Student Program Eligibility and Participation Student Career Technical Education Student English Language Acquisition Student Course Enrollment and Completion Staff Data Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

OTHER Required Annual reporting Essential 1 - Data Management Coordinator Orientation - July 26, 2017

CBEDS-ORA California Basic Educational Data System – Online Reporting Application http://www.cde.ca.gov/ds/dc/cb/ Data Reported as of Information Day 1st Wednesday in October Aggregate Data Reporting including School Calendars Educational Options Students Username and Password Required Web-based Application Essential 1 - Data Management Coordinator Orientation - July 26, 2017

OPUS-CDS Online Public Update for Schools - County-District-School http://www.cde.ca.gov/ds/si/ds/opuscds.asp Notify CDE of updates to the Public School Directory throughout the year Contact information Key personnel Agency name School type Grade span Username and Password Required Web-based Application Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Collects student-level data of special education students for CASEMIS California Special Education Management Information System http://www.cde.ca.gov/sp/se/ds/ Collects student-level data of special education students for 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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Assessments and Accountability Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Demographic data from CALPADS Smarter Balanced Smarter Balanced Assessment Consortium (SBAC) Multistate consortium developed student assessment system aligned with common core Designed to measure student progress toward college and career readiness Digital Assessments Demographic data from CALPADS Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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) Essential 1 - Data Management Coordinator Orientation - July 26, 2017

English Language Proficiency Assessment for California (ELPAC) Assessment Programs 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. Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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. Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Statewide System Linkages State Agencies OPUS-CDS CARS CASEMIS Student Information Systems CALPADS Statewide Assessments Accountability Systems LCAP Evaluation Rubrics Dataquest CBEDS-ORA Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Introduction to Data Management Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Key Roles in CALPADS Reporting 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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Key Roles in CALPADS Reporting 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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Data Privacy Guidebook CSESSA TTSC CETPA Fagen Friedman & Fulfrost LLP http://www.f3law.com/downloads/COMPLETE%20Privacy%20Guidebook%2009_18_15.pdf Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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 Flag students in SIS whose parents have opted out Schools with grades 11 and 12 must establish procedures to release data to military Records can be shared without consent under specific circumstances Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Data Security Staff Agreements Passwords Snooping Social Engineering 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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Resources Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

CALPADS Student Information System Local Planning What’s Next Get to know your system Get documentation Find out about user groups/listervs 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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Summary 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, CARS, and CASEMIS are used to report additional information about LEAs There are three assessment programs in California 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 guides student data privacy Training and support are available to help with reporting and data management Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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 38 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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 39 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

Web: http://www2.cde.ca.gov/calpadshelp/default.aspx 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 Essential 1 - Data Management Coordinator Orientation - July 26, 2017

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