Presented by: Gary Quiring, CSIS Implementation Specialist Fiscal Crisis & Management Assistance Team Charter School Reporting Requirements

Data Reporting Roadmap for the School Year

Data Reporting Roadmap Topics State reporting changes for CALPADS roadmap for & Lessons learned Best practices Charter school closure requirements Data management services provided by FCMAT/CSIS Resources

Changes in State Reporting

State Reporting Changes California Longitudinal Pupil Achievement Data System (CALPADS) California Teacher Integrated Data Education System (CALTIDES) California Basis Education Data System-Online Reporting Application (CBEDS-ORA) Online Public Update for Schools-County-District-School (OPUS- CDS) Assessment and Accountability School Accountability Report Card (SARC)

State Reporting Changes, cont. CALPADS Fall 1, Fall 2, and Spring 1 No new data elements New code set values – Course group state – Added exploratory wheel/enrichment/activity class – Nonclassroom based or support assignment – Added other certificated noninstructional asssignment – Four updates to special education support assignments

State Reporting Changes, cont. CALPADS – New code set values (cont) – Disability category – Changed mental retardation/intellectual disability – Country international standards organization – Retired, added, changed seven codes – English language acquisition status state – EO name definition updated – English or American Sign Language only

State Reporting Changes, cont. CALPADS – Input validation rule changes in – SENR0031 – SINF0213 – SINF0216 – SINF0252 – SPRG0247 – SCSC0140 & SCSC0141 – Certification error changes in – CERT046 – CERT093

State Reporting Changes, cont. CALPADS – Certification report changes in – Students with E230/330 exits are counted as Completer and graduate – Students with T460 exits are no longer counted as dropouts

State Reporting Changes, cont. CALPADS End-of-year reporting to be implemented Course completion grades 7-12 CTE participants, concentrators, and completers Program participation grades K-12 Student discipline CAHSEE waivers

State Reporting Changes, cont. CALPADS End-of-year new code set values Education program Added 504 accommodation plan Weapon category Added multiple weapons w/firearm, multiple weapons w/o firearm

State Reporting Changes, cont. CALTIDES Funding was cut in the budget Development discontinued CBEDS-ORA New questions added regarding modes of instruction, instructional technology and School Improvement Grant (SIG) participants Removed data that will be collected via ASAM OPUS-CDS No changes

State Reporting Changes, cont. Assessment and Accountability Three years of historical assessment data to be loaded into CALPADS – targeted for end-of-year implementation SSID validation between assessment results and CALPADS SSID, birth date and gender used for matching May require some reconciliation to verify Downloadable extracts – will use current fixed file formats

State Reporting Changes, cont. Assessment and Accountability Accountability will continue to use data from answer documents for Anticipate multiyear phase-in for full CALPADS pre-id and scoring Will be dependent on keeping CALPADS updated

State Reporting Changes, cont. School Accountability Report Card (SARC) Available via Ed-Data website: Allows schools to create their SARC for posting on local website at no cost.

Roadmap for &

Reporting Timelines March 2012 Data submission – Spring 1 Collection window: March 2, 2011 – March 1, 2012 Information day – March 1, 2012 Spring 1 snapshots available - March 2, 2012 NO data submissions required if information is kept up-to-date in CALPADS Otherwise Submit SENR for new enrollments and exits Submit SINF for any new students or changes for continuously enrolled students

Reporting Timelines, cont. March – April 2012 Certification reports review – Spring 1 Certification deadline: March 28, 2012 Amendment deadline: April 18, 2012 Analyze and resolve fatal certification errors Review preliminary reports and make corrections as needed Distribute reports to data stewards for verification and signatures Certify level 1 and level 2 Print reports for records

Reporting Timelines, cont. May – August 2012 Data submissions – EOY Collection window: academic year Snapshot reports available – May 14, 2012 EOY 1: Course completion – 7-12 with exceptions EOY 2: Program participation EOY 3: Student discipline EOY 4: CAHSEE Waivers

Reporting Timelines, cont. May – August 2012 Data submissions – EOY 1 Collection window: academic year EOY 1: Course completion – 7-12 Submit staff demographics (SDEM) for all teachers reported in course completion Submit course section (CRSC) for all courses completed during the school year Submit student course section (SCSC) for all courses completed during the school year

Reporting Timelines, cont. May – August 2012 Data submissions – EOY 2 Collection window: academic year EOY 2: Program participation Submit student program (SPRG) for programs students participated in during the school year

Reporting Timelines, cont. May – August 2012 Data submissions – EOY 3 Collection window: academic year EOY 3: Student discipline Submit student discipline (SDIS) for all Ed Code offenses occurring during the school year

Reporting Timelines, cont. May – August 2012 Data submissions – EOY 4 Collection window: academic year EOY 4: Waivers Submit student waivers (SWAV) for all 12 th -grade students requesting CAHSEE waivers during the school year

Reporting Timelines, cont. May – August 2012 Certification reports review – EOY 1-4 Certification deadline: July 18, 2012 Amendment deadline: August 15, 2012 Analyze and resolve fatal certification errors Review preliminary reports and make corrections as needed Distribute reports to data stewards for verification and signatures Certify level 1 and level 2 Print reports for records

Summer Activities July - August Close out records – Exits Verify and post exit dates, exit reasons and completions status for all students who left during the school year Matriculating students Use exit reason E230 for students completing the highest grade offered at any school Use completion status 480 for K-8 students Students transferring to private schools, out-of-state or out-of-country, use Transfer exit code

Summer Activities, cont. July - August Close out records – Exits Completers Use exit reason E230 with appropriate completion code Update the UC/CSU flag for all graduates Verify Initial 9 th -grade entry year for all graduates Initial 9 th -grade entry year is used for calculating the four-year completion rate

Summer Activities, cont. July - August Verify records are complete Verify that student information (SINF) records are posted for all students that enrolled after 10/5/2011 and exited during the school year Update English language acquisition status (ELAS) for students whose status has changed since last year (TBD, RFEP) Update program membership end dates for free or reduced price meal (NSLP) records in

Submission Activities September – early October Prep work Attend vendor training and CALPADS training Meet with data management team Create and distribute data submission calendar to key staff Train local staff Install vendor updates for local systems Make sure all documentation is up-to-date Check expected schools in OPUS-CDS Verify charter school reporting status

Submission Activities, cont. September – early October Prep work (cont) Obtain SSIDs for new students Update no show dropouts with N420 - use exit code if known Obtain SEIDs for new staff (demographics) Exit staff who are no longer employed Add/revoke CALPADS accounts for users Add/update security roles for users (i.e., free/reduced meals, direct certification) Verify/map codes

Submission Activities, cont. September – early October Prep work (cont) Use ODS reports to check graduate and dropout lists Resolve anomalies (ERDs, MIDs, CCEs) Anomaly rate for combined MIDs and CCEs must be 2.0% or less for Fall 1 certification Be a good CALPADS citizen – Resolve anomalies in a timely manner Update exit codes if no information is available Analyze causes of anomalies to identify problems with local practices Train users on best practices for assigning SSIDs

Submission Activities, cont. September – early October Prep work (cont) Complete data population for Fall 1 Update student demographic changes Update program eligibility/participation Ensure initial 9 th grade entry year for all high school students Ensure Initial US enrollment date for ELs and students born outside of the US

Submission Activities, cont. September – early October Prep work (cont) Complete data population for Fall 2 Update demographic/job class/assignment changes Increment staff years of service After schedule is set - update course-section attributes

Reporting Timelines October – February 2012 Data submissions – Fall 1 Information day – October 3, 2012 Fall 2 snapshots available – October 4, 2012 If regular enrollment updates have been submitted to reflect enrollment changes (entries and exits) – NO SENR is required Submit student information (SINF) for all students enrolled on information day Effective date MUST be on or after July 1, 2012 and on or before information day

Reporting Timelines, cont. October – February 2012 Data submissions – Fall 1 (cont) Submit student programs (SPRG) for all students eligible and/or participating in NSLP, GATE, migrant ed, & special ed

Reporting Timelines, cont. October – February 2012 Certification reports review – Fall 1 Certification deadline: December 2012 (exact date TBD) Amendment deadline: February 2013 (exact date TBD) Analyze and resolve fatal certification errors Review preliminary reports and make corrections as needed Distribute reports to data stewards for verification and signatures Certify level 1 and level 2 Print reports for records

Reporting Timelines, cont. October – February 2012 Data submissions – Fall 2 Information day – October 3, 2012* Fall 2 snapshots available – October 4, 2012 Submit and post staff demographics (SDEM) for all certificated staff employed on information day* Submit and post staff assignments (SASS) for all certificated staff Full replacement Strategies for LEAs with multiple users submitting data * Plus 30 days for year-round schools that are off-track on information day

Reporting Timelines, cont. October – February 2012 Data submissions – Fall 2 (cont) Submit and post course section (CRSE) for all courses offered on information day* Submit and post student course section (SCSE) for all students enrolled on information day* * Plus 30 days for year-round schools that are off-track on information day

Reporting Timelines, cont. November 2012 – February 2013 Certification reports review – Fall 2 Certification deadline: January 2013 (exact date TBD) Amendment deadline: February 2013 (exact date TBD) Analyze and resolve fatal certification errors Review preliminary reports and make corrections as needed Distribute reports to data stewards for verification and signatures Certify level 1 and level 2 Print reports for records

Reporting Timelines, cont. March – April 2013 Data submission – Spring 1 Collection window: March 2, 2012 – March 1, 2013 Information day – March 1, 2013 Spring 1 snapshots available - March 2, 2013 NO data submissions required if information is kept up-to-date in CALPADS Otherwise Submit SENR for new enrollments and exits Submit SINF for any new students or changes for continuously enrolled students

Reporting Timelines, cont. March – April 2013 Certification reports review – Spring 1 Certification deadline: March 2013 (exact date TBD) Amendment deadline: April 2013 (exact date TBD) Analyze and resolve fatal certification errors Review preliminary reports and make corrections as needed Distribute reports to data stewards for verification and signatures Certify level 1 and level 2 Print reports for records

Reporting Timelines, cont. May – August 2013 Data submissions – EOY Collection window: academic year Snapshot reports available – June 2013 (exact date TBD) EOY 1: Course completion – 7-12 with exceptions EOY 2: Program participation EOY 3: Student discipline EOY 4: Waivers

Reporting Timelines, cont. May – August 2013 Data submissions – EOY 1 Collection window: academic year EOY 1: Course completion – 7-12 Submit staff demographics (SDEM) for all teachers reported in course completion Submit course section (CRSC) for all courses completed during the school year Submit student course section (SCSC) for all courses completed during the school year

Reporting Timelines, cont. May – August 2013 Data submissions – EOY 2 Collection window: academic year EOY 2: Program participation Submit student program (SPRG) for programs students participated in during the school year

Reporting Timelines, cont. May – August 2013 Data submissions – EOY 3 Collection window: academic year EOY 3: Student discipline Submit student discipline (SDIS) for all Ed Code offenses and any truancies occurring during the school year

Reporting Timelines, cont. May – August 2013 Data submissions – EOY 4 Collection window: academic year EOY 4: Waivers Submit student waivers (SWAV) for all 12 th -grade students requesting CAHSEE waivers during the school year

Reporting Timelines, cont. May – August 2013 Certification reports review – EOY 1-4 Certification deadline: July 2013 (exact date TBD) Amendment deadline: August 2013 (exact date TBD) Analyze and resolve fatal certification errors Review preliminary reports and make corrections as needed Distribute reports to data stewards for verification and signatures Certify level 1 and level 2 Print reports for records

Lessons Learned

Attending training (and paying attention) will save you time in the long run Make sure your vendor software is up-to-date Verify your code sets every year Train your staff every year Review changes, common problems, shortcuts, & critical dates

Lessons Learned, cont. Keeping your data updated in CALPADS throughout the year will save you frustration (and extra data submissions) Things go wrong There are many single points of failure You may need a contingency plan CALPADS may not be available for last minute processing It may not even be your mistake

Lessons Learned, cont. Small changes can have a big impact If you have to do a lot of data reconciliations for start date mismatches – you need to find out why and fix it Same thing for anomalies Sometimes it is the system’s fault

Best Practices

Successful Charter Practices Recognize that required reporting is an organizational effort, not an IT effort Have a functioning data management team Comprised of key staff members and data stewards Meet regularly to review requirements, timelines, responsibilities, status Establish, implement and refine local data management processes Have administrative support for data management

Successful Charter Practices, cont. Designate data stewards Data stewards are responsible for specific types or data and/or data elements, i.e. HR, special ed Identify system of record for data elements Coordinate systems implementation and synchronization Participate in training opportunities Provide staff development for all involved in data collection, reporting and analysis Connect data with its use and impact on the LEA

Successful Charter Practices, cont. Establish a support structure Develop documentation and other support tools Customize and/or supplement vendor documentation Establish a yearly data management calendar Leverage software Reduce redundancies by linking data systems Limit entries to valid codes Require fields needed for reporting Use built-in help features Review forms to align with software

Successful Charter Practices, cont. Have a good understanding of data and requirements Know their data (and know when it’s wrong) Don't need to make assumptions or guess at the right answers Audit data regularly Analyze problems and make adjustments Continuous improvement process Have a backup plan Cross-train staff Take advantage of available resources

Successful Charter Practices, cont. Keep data up to date throughout the year Stay informed about changes Participate in training Review certification reports early in submission cycle Know how to use resources Develop sign-off procedures prior to certification Hold post-submission reviews

Data Management Team Members Data stewards CALPADS LEA administrator Charter agency CALPADS coordinator Data entry staff Technical staff Data quality/compliance staff Pupil records staff Leadership staff Authorizing agency staff

Key Concepts SYSTEMS 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 DATA STEWARDS

Role of the CALPADS LEA Administrator Managing user accounts Assigning user IDs and roles Resetting passwords Revoking accounts Training local staff All staff assigned user IDs should be trained Contacting support on behalf of LEA users

Role of the Charter Agency CALPADS Coordinator Understand requirements and timelines Coordinate local data collection Verify data completeness Versus accuracy Implement local practices to improve data quality Keep staff apprised of changes

Best Practices for Data Management Review CALPADS accounts at the beginning of each year to: Identify accounts to be revoked for staff that has left Modify account roles for staff with new responsibilities Request new LEA admin account if current LEA admin has left Remind staff of CALPADS security rules to ensure that an account is not being used by multiple staff members

Best Practices for Data Management, cont. Data management team responsibilities Designate data stewards Identify system of record Adopt state codes Reduce redundancies by linking data systems Daily operations Cross-train and develop data management tools Leverage the work of others Collect data as a part of regular operations

Best Practices for Data Management, cont. Data Entry Practices Staff have appropriate work spaces and time to complete required data entry Review forms to align with software Make software work for you Limit entries Require fields Use built-in help features

Support data quality Provide staff development for all involved in data collection, reporting and analysis Include the purpose of the information requested and understand the link to instructional programs and reporting requirements Document systems and processes Establish support structure Audit data regularly Best Practices for Data Management, cont.

CALPADS Submissions Keep data up to date throughout the year Stay informed about changing requirements Develop sign-off procedures prior to certification for programs and schools Hold post-submission reviews, document what needs to be improved for the next submission, and train staff on the needed changes

Charter School Closure Requirements

Ed Code Subchapter 19. Charter Schools, Article 1.2. Closure Procedures, – Article 1.2. Closure Procedures: – (a) Designation of a responsible entity to conduct closure-related activities. – (b) (Not included, as it does not apply.) – (c) Provision of a list of pupils in each grade level and the classes they have completed, together with information on the pupils’ districts of residence, to the responsible entity designated in subdivision (a). – (d) Transfer and maintenance of all pupil records, all state assessment results, and any special education records to the custody of the responsible entity designated in subdivision (a), except for records and/or assessment results that the charter may require to be transferred to a different entity.

Charter School Closure Requirements, cont. All students must be exited correctly in CALPADS. For charters that closed after the Fall 1 information day and prior to March 1 st, Fall 1, Fall 2, and end-of-year 1-4 certifications must be completed for the current school year. For charters that closed after March 1 st and by the end of the school year, Fall 1, Fall 2, Spring 1, and end-of-year 1-4 certifications must be completed for the current school year.

Charter School Closure Requirements, cont. For charters serving grades 7-12, Fall 1 certification for the following year must be completed to verify graduates/dropouts. Any CCEs or MIDs that are impacting the Fall 1 certification status of another LEA must be corrected. Charter CALPADS data should be transferred to the authorizing agency (recommended).

Charter School Reauthorization with Same School Code Requirements All students that left at the end of the year must be exited correctly in CALPADS. Fall 1, Fall 2, Spring 1, and end-of-year 1-4 certifications must be completed for the current school year. Any CCEs or MIDs that are impacting the Fall 1 certification status of another LEA must be corrected. All currently enrolled students will be automatically transferred to the “new” charter under the authorizing agency.

Charter School Reauthorization with New School Code Requirements All students must be exited correctly in CALPADS. Fall 1, Fall 2, Spring 1, and end-of-year 1-4 certifications must be completed for the current school year. All students continuing to attend the charter must be enrolled in the “new” charter. For charters serving grades 7-12, Fall 1 certification for the following year must be completed to verify graduates/dropouts. Any CCEs or MIDs that are impacting the Fall 1 certification status of another LEA must be corrected.

Charter School Inactive Status Requirements All students must be exited correctly in CALPADS. The charter or its authorizing agency must request that the charter be added to the excluded schools list. For charters serving grades 7-12, Fall 1 certification for the following year must be completed to verify graduates/dropouts. Any CCEs or MIDs that are impacting the Fall 1 certification status of another LEA must be corrected.

CALPADS Authorizing Agency Requirements

Authorizing Agency Requirements Ed Code Each chartering authority, in addition to any other duties imposed by this part, shall do all of the following with respect to each charter school under its authority: (a) Identify at least one staff member as a contact person for the charter school. (b) Visit each charter school at least annually. (c) Ensure that each charter school under its authority complies with all reports required of charter schools by law. (d) Monitor the fiscal condition of each charter school under its authority.

Authorizing Agency Requirements, cont. Ed Code (cont.) Each chartering authority, in addition to any other duties imposed by this part, shall do all of the following with respect to each charter school under its authority: (e) Provide timely notification to the department if any of the following circumstances occur or will occur with regard to a charter school for which it is the chartering authority: (1) A renewal of the charter is granted or denied. (2) The charter is revoked. (3) The charter school will cease operation for any reason. (f) The cost of performing the duties required by this section shall be funded with supervisorial oversight fees collected pursuant to Section

Authorizing Agency Requirements, cont. If the charter school does not complete the CALPADS closure requirements, the authorizing agency must: – Request an LEA admin account for the charter. – Exit all students in CALPADS. – For charters that closed after the Fall 1 information day and prior to March 1 st, Fall 1, Fall 2, and end-of-year 1-4 certifications must be completed for the current school year. – For charters that closed at the end of the school year, Fall 1, Fall 2, Spring 1, and end-of-year 1-4 certifications must be completed for the current school year.

Authorizing Agency Requirements, cont. If the charter school does not complete the CALPADS closure requirements, the authorizing agency must: – For charters serving grades 7-12, Fall 1 certification for the following year must be completed to verify graduates/dropouts. – Any CCEs or MIDs that are impacting the Fall 1 certification status of another LEA must be corrected.

Authorizing Agency Requirements, cont. If the authorizing agency does not complete the closure requirements, the state will act as follows: – Exit all students in CALPADS with an E400 (OtherNoKnownEnrollment) exit* – Complete Fall 1, Fall 2, Spring 1, and End-of-Year 1-4 certifications for the current year based on whatever data is in CALPADS *This may affect the authorizing agency’s counts in DataQuest by: increasing number of dropouts decreasing number of graduates

Authorizing Agency Requirements, cont. If the authorizing agency does not complete the closure requirements, the state will act as follows: Correct any CCEs or MIDs that are impacting the Fall 1 certification status of another. For charters serving grades 7-12, Fall 1 certification for the following year will be completed based on whatever data is in CALPADS to verify graduates/dropouts.

Authorizing Agency Requirements, cont. If the charter school is an reauthorization conversion charter with a new school code and does not complete the closure requirements, the authorizing agency must: – Request an LEA admin account for the charter. – All students must be exited correctly in CALPADS. – For charters serving grades 7-12, Fall 1 certification for the following year must be completed to verify graduates/dropouts. – Any CCEs or MIDs that are impacting the Fall 1 certification status of another LEA must be corrected.

Authorizing Agency Requirements, cont. If the authorizing agency does not complete the Reauthorization conversion requirements, the state will act as follows: – For charters serving grades 7-12, Fall 1 certification for the following year will be completed based on whatever data is in CALPADS to verify graduates/dropouts. – Correct any CCEs or MIDs that are impacting the Fall 1 certification status of another.

Best Practices To avoid these issues, authorizing agencies and charters should: – Incorporate how the charter will meet state reporting requirements in the charter petition and review process. – Establish and maintain a positive relationship, with clear communications. – Monitor reporting progress and provide support if needed. – Establish a closure and reauthorization conversion policy with clearly defined tasks to be completed.

Key Points All charters are required by law to meet state and federal reporting requirements. Failing to meet reporting requirements will have consequences, including potential funding cuts and revocation or nonrenewal of the school’s charter. Authorizing agencies are required by law to ensure that their charters meet state reporting requirements. When a charter closes or is a reauthorization conversion charter, there are certain reporting requirements that must be met.

Key Points, cont. All charters or the authorizing agency must complete the reporting requirements when the charter closes, becomes a reauthorization conversion charter, or becomes inactive. Failing to meet the closure reporting requirements can have a negative impact on the authorizing agency. Authorizing agencies and charters should work together to ensure that their charters meet state reporting requirements.

FCMAT/CSIS Data Management Services

Address validation (AV) Eligibility in local context (ELC) Data management coordinator training On-site technical assistance (fee-based)

Address Validation Free FCMAT/CSIS service to correct student addresses or notify the LEA of addresses that need to be corrected Corrected addresses improve communication to parents If sent to CALPADS, corrected addresses can increase matching for direct certification Address validation is not currently part of CALPADS Visit for more information and to register for traininghttp://

Eligibility in Local Context Free service to automate the task of transmitting the top 15% of 11 th grade student records to the University of California – Office of the President (UCOP) Top 9% of students in each California high school class will be designated UC-eligible Visit for more information and to register for traininghttp://

Data Management Coordinator Training Free training for staff who are new to education and/or new to data management. There are three sessions: K-12 Educational Data Management Overview focuses on purpose of each of the key statewide education systems, their link to local student information systems and how those data are used, best practices for data management teams, data security, and confidentiality. Roadmap for the School Year focuses on the required reporting the school year including changes in the statewide systems, lessons learned, and best practices for state reporting.

Data Management Coordinator Training, cont. Free training for staff who are new to education and/or new to data management. There are three sessions: K-12 State Reporting Overview for Administrators focuses on how state reporting has changed in recent years, the scope of data collected in CALPADS and other state reporting systems, how the data are used, and some recommended best practices for data management and reporting. Visit registration/default.asp for more information and to register for traininghttp:// registration/default.asp

FCMAT Onsite Technical Assistance Fee-based service Interested LEAs can obtain individual assistance in: Local data management practices CALPADS implementation

Contact Information CALPADS support CSIS support (AV & ELC) Gary Quiring

CALPADS Resources CDE CALPADS: CALPADS file specifications, code sets, data guide, & enrollment procedures: Sign up for CALPADS listserv: CSIS CALPADS:

CALPADS Resources, cont. Charter school CALPADS and CBEDS-OPUS data reporting policy: CALPADS training registration page: CALPADS self-paced training: training/CALPADS/sp-training.asphttp:// training/CALPADS/sp-training.asp

CALPADS Resources DataQuest Ed-Data CALPADS file upload templates Login, then click on the help menu CALPADS user manual Login, then click on the ? menu

CALPADS Resources, cont. CALPADS update FLASH CALPADS known issues updates Education data newsletter

Questions and Answers