Essential 1 CALPADS Data Coordinator Orientation CALPADS and beyond

Who’s Supposed to Be Here New Data CoordinatorsNew to Education Essential 1 - CALPADS Data Coordinator Orientation September 23,

Agenda Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 Resources Statewide Education Systems Next Steps Assessments and Accountability Data Management Objectives 3

Essential 1 - CALPADS Data Coordinator Orientation September 23,

Objectives CALPADS Data Collections and Workflow CBEDS-ORA, OPUS-CDS, CARS, Carl Perkins Assessments and Accountability How systems link Statewide Education Systems Key Roles in CALPADS Reporting Data Management Teams Data Security Introduction to Data ManagementResources to support reporting and data management Participants will have an understanding of: Essential 1 - CALPADS Data Coordinator Orientation September 23,

Statewide Education Systems Essential 1 - CALPADS Data Coordinator Orientation September 23,

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 Consolidated Application and Reporting System CARS Essential 1 - CALPADS Data Coordinator Orientation September 23,

A Foundation for Student Data Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 Smarter Balanced Accountability Subgroups LCFF 8

Working with CALPADS Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 Web-based Application Username and Password Required Each LEA has a CALPADS LEA Administrator LEA Administrator or CALPADS Coordinator submits data 9

CALPADS California Longitudinal Pupil Achievement Data System – Collects student enrollment, demographic, program participation, course enrollment and completion, discipline, certificated staff, and statewide assessment data Data uploaded from local student information systems – Or from custom systems, Excel templates, online entry Data are used to track students over time Fulfill state and federal reporting requirements Provide information about students and schools to state decision-makers, parents, community and researchers Essential 1 - CALPADS Data Coordinator Orientation September 23,

Application Design Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 SYSTEM COMPONENTS 11

Introduction to CALPADS LEAs submit data throughout the year to keep CALPADS up-to-date – 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 – Statewide Student Identifiers (SSIDs) covered in Essential 3 At specific times during the year, CALPADS will take snapshots from the data in the ODS for state and federal reporting requirements Essential 1 - CALPADS Data Coordinator Orientation September 23,

Data Submission Process Local Student Information System Data extracted from local SIS Upload files Posted records processed Overnight Processing Posted records processed Overnight Processing Passed Records Errors Data Matches Assessments Accountability Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 Staging Area Operational Data Store Uploaded files processed using Input Validation Rules and compared to CALPADS data 13

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 Essential 1 - CALPADS Data Coordinator Orientation September 23,

CALPADS Data Collections Fall 1 As of info day Enrollment as of Info Day CompletersDropouts FRPM/English Learner/Foster Youth Count English Learners Students Reclassified Title III Eligible Immigrants Fall 2 As of info day Course Enrollment as of Info Day English Learner Services Certificated Staff Assignments NCLB Core Course Compliance EOY 1 July 1 – Jun Course Completions Career Tech Ed Participants, Pathways, and Completers EOY 2 July 1 – Jun 30 Program Participation Homeless Counts EOY 3 July 1 – Jun 30 Discipline Incidents and Actions Persistently Dangerous Offense Expulsions EOY 4 July 1 – Jun 30 CAHSEE Waivers and Exemptions Essential 1 - CALPADS Data Coordinator Orientation September 23,

Data Submission/Certification Process Local Student Information System Data extracted from local SIS Upload files Posted records processed Overnight Processing Posted records processed Overnight Processing Certification Errors Passed Records Certification Reports Errors Report Review and 2-Level Certification Report Review and 2-Level Certification Staging Area Operational Data Store Uploaded files processed using Input Validation Rules and compared to CALPADS data State Reporting Snapshots Essential 1 - CALPADS Data Coordinator Orientation September 23,

OTHER REQUIRED ANNUAL REPORTING Essential 1 - CALPADS Data Coordinator Orientation September 23,

CBEDS-ORA Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 Web-based Application Username and Password Required Data Reported as of Information Day 1 st Wednesday in October California Basic Educational Data System – Online Reporting Application Aggregate Data Reporting including School Calendars Educational Options Students 18

OPUS-CDS Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 Online Public Update for Schools - County-District-School Web-based Application Username and Password Required Notify CDE of updates to the Public School Directory throughout the year Contact information Key personnel Agency name School type Grade span 19

CARS Data collected from the CARS are used primarily for: – Meeting federal categorical program reporting to the U.S. Department of Education’s (ED) EDFacts System; – Providing data to state program staff; – Providing supporting documentation during federal audits and on-site reviews; and – Responding to Public Records Act (PRA) requests Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 Consolidated Application and Reporting System 20

Assessments and Accountability Essential 1 - CALPADS Data Coordinator Orientation September 23,

Smarter Balanced Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 Smarter Balanced Assessment Consortium (SBAC) Multistate consortium developing student assessment system aligned with a common core Designed to measure student progress toward college and career readiness Demographic data from CALPADS Digital Assessments 22

Assessment Programs Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 California Assessment of Student Performance and Progress (CAASPP) Standardized assessments undergoing transformation to align with Common Core Smarter BalancedSmarter 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 23

Assessment Programs California English Language Development Test (CELDT) Initial assessment for new students with home language other than English to determine English fluency Annual assessment for English Learners California High School Exit Exam (CAHSEE) CA high school students must pass CAHSEE to earn a high school diploma Some students with disabilities do not have to pass Administered to students in Grade 10 Students have multiple opportunities to pass Essential 1 - CALPADS Data Coordinator Orientation September 23,

Accountability Academic Performance Index (API) Measures the academic performance and growth of schools on a variety of academic measures Adequate Yearly Progress (AYP) Statewide accountability system mandated by the No Child Left Behind (NCLB) which requires each state to ensure that all schools and districts make Adequate Yearly Progress Essential 1 - CALPADS Data Coordinator Orientation September 23,

CALPADS OPUS-CDS Student Information Systems Statewide Assessments Accountability Systems CBEDS- ORA CASEMIS CARS Statewide System Linkages Essential 1 - CALPADS Data Coordinator Orientation September 23,

Introduction to Data Management Essential 1 - CALPADS Data Coordinator Orientation September 23,

Key Roles in CALPADS Reporting 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 CALPADS LEA Administrator Essential 1 - CALPADS Data Coordinator Orientation September 23,

Key Roles in CALPADS Reporting 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 LEA CALPADS Coordinator Essential 1 - CALPADS Data Coordinator Orientation September 23,

Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 IDENTIFY SYSTEM OF RECORD STUDENT SYSTEM Student Name Address Gender - Ethnicity Birth date Parent Info Disability Codes IEP Info – Services Student Name Gender – Ethnicity Birth date SPECIAL EDUCATION TEACHER INFO NAME EXPERIENCE CREDENTIALS HUMAN RESOURCES FOOD SERVICES FREE/REDUCED INFO STUDENT NAME ADDRESS PARENT INFO Special Ed Staff HR Staff Food Service Staff School Site Staff DESIGNATE DATA STEWARDS 30 Information Systems

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 - CALPADS Data Coordinator Orientation September 23,

Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 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 32

Data Confidentiality 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 Essential 1 - CALPADS Data Coordinator Orientation September 23,

Resources Essential 1 - CALPADS Data Coordinator Orientation September 23,

35 Resources Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 Self-paced Training FAQs CALPADS - Race and Ethnicity - LCFF - 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 CALPADS Q & A Sessions – Every Wednesday Enrollment Web-based Training

Resources System Documentation (versions 6.0 or later, Effective July 1, 2014) DocumentDescriptionSections CALPADS File Specifications (Forms) File layout and requirements for batch submission SENR, SINF, SPRG, & SELA tabs CALPADS Code SetsDetailed state code lists CALPADS Valid Code Combinations Matches up related codes CALPADS Error ListDetailed error message descriptions SENR, SINF, SPRG, SELA, & Fall 1 tabs CALPADS Data GuideDetailed requirements CALPADS Calendar Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 CBEDS-ORA 36

37 Listservs Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 CSIS LCFF CAASP 37 CALPADS CETPA

What’s Next Student Information System – 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 Fall 1 Training Local Planning – Establish local calendar for reporting – Coordinate with key staff Essential 1 - CALPADS Data Coordinator Orientation September 23,

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, and OPUS-CDS, and CARS 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 - CALPADS Data Coordinator Orientation September 23,

Support Web: Phone: Listserv: Essential 1 - CALPADS Data Coordinator Orientation September 23,

Questions Essential 1 - CALPADS Data Coordinator Orientation September 23,

Training Evaluation Essential 1 - CALPADS Data Coordinator Orientation September 23, 2014 Please complete our survey 42