TOM TORLAKSON State Superintendent of Public Instruction CALIFORNIA DEPARTMENT OF EDUCATION Tom Torlakson, State Superintendent of Public Instruction November 17, 2015 Paula Mishima, Administrator Educational Data Management Division California Department of Education CALPADS and CAASPP Integration

TOM TORLAKSON State Superintendent of Public Instruction Agenda CALPADS Overview Data Flow – CALPADS to TOMS The CALPADS Data in TOMS –TOMS Demographic Page –CALPADS Data Used in Reporting 2015–16 Changes in CALPADS-TOMS Processes Reminders and Tips 2

TOM TORLAKSON State Superintendent of Public Instruction CALPADS Overview CALPADS collects and maintains individual student data longitudinally in the CALPADS Operational Data Store (ODS) LEAs can update CALPADS anytime, therefore data in the CALPADS ODS change on an ongoing basis Student enrollments and exits are updated most often LEAs are required to exit all students at the end of the school year and re-enroll them the following year 3

TOM TORLAKSON State Superintendent of Public Instruction CALPADS Overview CALPADS data are used at the state level for many different purposes, including: –Federal and State reporting –Funding determinations –Accountability calculations –Test registration for Smarter Balanced assessments (interim and summative) –Pre-identification for other CAASPP tests, and the California English Language Development Test (CELDT) 4

TOM TORLAKSON State Superintendent of Public Instruction CALPADS Overview CALPADS is the authoritative source for student enrollment, demographic and program data for the Test Operations Management System (TOMS) All updates must be made in CALPADS because LEAs cannot update student enrollment, demographic, or program data in TOMS The only student level data LEAs upload directly into TOMS are test assignments (CAA, CAPA, CMA science, STS, RLA), student-level accommodations specified in the Individualized Education Plans (IEPs) of students with disabilities 5

TOM TORLAKSON State Superintendent of Public Instruction Data Flow - CALPADS to TOMS CALPADS data is extracted every night (Sunday – Thursday) and mapped into a TOMS export file for delivery to TOMS Student data extracted include student enrollment, demographic, and program data Sometimes multiple CALPADS data elements are mapped or translated into a simplified indicator in the file sent to TOMS 6

TOM TORLAKSON State Superintendent of Public Instruction Data Flow - CALPADS to TOMS 7 Local Educational Agency Test Operation Management System (TOMS) CALPADS Student-level accommodations* Student-level test registration Student-level CALPADS submission * Reference Smarter Balanced Usability, Accessibility, and Accommodations Guidelines (

TOM TORLAKSON State Superintendent of Public Instruction CALPADS to TOMS Data Flow Nightly extraction of student-level data from CALPADS Operational Data Store (ODS) which is uploaded to TOMS. TOMS automated process determines any updates, deletions, and/or additions LEAs review TOMS, verify data uploaded, and submit designated supports and accommodations directly to TOMS Continues through testing window* Updating CALPADS ODS with enrollment, demographic, and program data START 8

TOM TORLAKSON State Superintendent of Public Instruction Data Flow - CALPADS to TOMS Turnaround time: 9 LEA uploads new enrollments or changes in CALPADS on... Enrollments/changes show up in TOMS on the morning of... ThursdayMonday FridayTuesday MondayWednesday TuesdayThursday WednesdayFriday

TOM TORLAKSON State Superintendent of Public Instruction The CALPADS Data in TOMS CALPADS sends the most current open primary and short term enrollments (Enrollment Status = 10 or 30) for grades K-12, UU, UE, US If a student is concurrently enrolled, CALPADS sends the enrollment with the most recent start date Therefore, concurrent enrollments (CCEs) do not need to be resolved for a student to test unless the latter LEA enrolled the student in error 10

TOM TORLAKSON State Superintendent of Public Instruction CALPADS Data on TOMS Student Demographic Page What CALPADS data do users see in the student demographics page in TOMS? –Following tables map the fields viewed in TOMS back to CALPADS fields –If there is a “wrong” data for an individual student on the student demographic page, work with CALPADS staff to address issue; the tables help identify the CALPADS elements to check 11

TOM TORLAKSON State Superintendent of Public Instruction TOMS Field on Demographics Page CALPADS Field Element # & Name CALPADS Business Rules or comments SSID Statewide Student Identifier Confirmation Code2.11- Student Legal First Name First Name Student Legal First Name Middle Name Student Legal Middle Name Last Name or Surname Student Legal Last Name Responsible LEA Reporting LEAIndependently Testing Charters will use School of Attendance for this field. Responsible School School of Attendance Grade Level Assessed Grade Level Code Sex (code) Student Gender Code Date of Birth (date) Student Birth Date NOTE: The fields in red are a priority to begin testing 12 Mapping of TOMS to CALPADS

TOM TORLAKSON State Superintendent of Public Instruction 13 TOMS Field on Demographics Page CALPADS Field Element # & Name CALPADS Business Rules or Comments Language Code (code) Primary Language Code See Code Set: Language LEP Status (Y/N) (Limited English Proficiency) English Language Acquisition Status (ELAS) Code See Code Set: English Language Acquisition Status Value = EL maps to Yes LEP Entry Date (date) English Language Acquisition Status Start Date If ELAS = EL, then this field will be populated with the ELAS Start Date LEP Exit Date (date) English Language Acquisition Status Start Date If ELAS = RFEP, then this field will be populated with the ELAS Start Date for the RFEP status CELDT Proficiency Level N/AValues based on most recent CELDT performance levels loaded into CALPADS US School Entry Date (date) Student Initial US School Enrollment Date K-12 Migrant Status (Y/N) Education Program Code See Code Set: Education Program Value = 135 Migrant Mapping of TOMS to CALPADS

TOM TORLAKSON State Superintendent of Public Instruction 14 TOMS Field on Demographics Page CALPADS Field Element # & Name CALPADS Business Rules or Comments Hispanic or Latino (Y/N) 2.24 and Student Hispanic Ethnicity Indicator and Student Missing Ethnicity Indicator Uses same CALPADS aggregation rules used for federal reporting, except if ethnicity is missing no ethnicity is provided to TOMS American Indian or Alaska (Y/N) (Student Race Code 1 - 5) Uses same CALPADS aggregation rules used for federal reporting Asian (Y/N) (Student Race Code 1 - 5) Black or African American (Y/N) (Student Race Code 1 - 5) White (Y/N) (Student Race Code 1 - 5) Native Hawaiian or Islander (Y/N) (Student Race Code 1 - 5) Filipino (Y/N) (Student Race Code 1 - 5) Two or More Races (Y/N) (Student Race Code 1 - 5) Uses same CALPADS aggregation rules used for federal reporting, except if race is missing, no race is provided to TOMS Mapping of TOMS to CALPADS

TOM TORLAKSON State Superintendent of Public Instruction 15 TOMS Field on Demographics Page CALPADS Field Element # & Name CALPADS Business Rules or Comments IDEA Indicator (Y/N) Education Program Code See Code Set: Education Program Code Value = Special Education Section 504 Status (Y/N) Education Program Code See Code Set: Education Program Code Value = Accommodation Plan Primary Disability Type (code) Primary Disability Code See Code Set: Disability Category Mapping of TOMS to CALPADS

TOM TORLAKSON State Superintendent of Public Instruction Questions About Data Displayed in TOMS CELDT proficiency level appear to be incorrect –Data was not incorrect, just out-of-date –2014–15 post DRM CELDT results are currently loaded in CALPADS so data should be current Race/Ethnicity appear to be incorrect –Due largely to federal reporting business rules –Changes made to help address confusion 16

TOM TORLAKSON State Superintendent of Public Instruction Mapping Race/Ethnicity Data If in CALPADS a student is…. Then the student is sent to TOMS as …. Reported as “missing” a race and ethnicity NO race or ethnicity (This is a change; previously student was shown as Two or More Races because that is how it would be reported to the feds) Hispanic “yes”Hispanic, even if other races are indicated for the student Hispanic “no” and is more than one race in CALPADS (except if all races are an Asian subgroup race other than Filipino) Two or More Races Hispanic “no” and is more than one Asian race in CALPADS except Filipino Asian Hispanic “no” and is Filipino and another Asian race Filipino 17

TOM TORLAKSON State Superintendent of Public Instruction CALPADS Data Used in Reporting CALPADS data are used to determine the student subgroups shown in the Test Results tab of the CAASPP Web Site The data used to determine the subgroups are based on “tested location” and is what was current for the student when the data was last pulled from CALPADS 18

TOM TORLAKSON State Superintendent of Public Instruction CALPADS Data Used in Reporting Group/Subgroup (in dropdown) CALPADS Field(s) Disability Status Education Program Code Code Special Education Code Accommodation Plan Economic StatusDescribed in next table English-Language Fluency English Language Acquisition Status (ELAS) Student Initial US School Enrollment Date K-12 EthnicitySee Previous Slide Ethnicity for Economically Disadvantaged or Not See descriptions for ethnicity and economic status Gender Gender Code Migrant Education Program Code Code 135 – Migrant Parent Education Parent Guardian Highest Education Level Code 19

TOM TORLAKSON State Superintendent of Public Instruction CALPADS Data Used to Determine Economically Disadvantaged Subgroup CALPADS Field NameEconomically Disadvantaged Component Parent Guardian Highest Education Level Code Not a high school graduate (14) 3.13 – Education Program CodeFree Meal Program (181) Reduced-Price Meal Program (182) Migrant (135) Homeless (191) Direct CertificationStudent is directly certified to receive free meals through the National School Lunch Program Foster YouthStudent is identified as a foster youth through a statewide matching process conducted through CALPADS 20

TOM TORLAKSON State Superintendent of Public Instruction CALPADS Data Used In Reporting This testing year LEAs will be able to see aggregate test results by race/ethnicity, and in the future “economic status,” and “English-Language proficiency” through the Online Reporting System (ORS) in TOMS during the testing window LEAs should review these aggregates to identify any subgroups that appear to be incorrect so that data can be corrected in CALPADS during the testing window NOTE: ORS aggregates to latest enrolled school data and the public reporting aggregates to tested location 21

TOM TORLAKSON State Superintendent of Public Instruction CALPADS Data Used In Reporting For aggregate results of other subgroups are not currently available through ORS, LEAs should review CALPADS ODS reports during the testing window to identify and correct any data issues –Report 1.1 – Enrollment - Primary Status by Subgroup –Report 1.17 – FRPM/English learner/Foster Youth - Count 22

TOM TORLAKSON State Superintendent of Public Instruction CALPADS Data Used in Accountability CDE calculates student subgroups for accountability purposes (e.g. AYP) using the most up-to-date demographic and program data in the CALPADS ODS and not the data in TOMS CDE informs LEAs when ODS data will be pulled for this purpose CDE will continue to provide LEAs with the opportunity to preview and update data for students included/not included in accountability metrics prior to final calculation and posting of accountability measures 23

TOM TORLAKSON State Superintendent of Public Instruction Changes for LEAs will only be able to load accommodations for students with disabilities if there is a Special Education or 504 Accommodation Plan record in CALPADS - Therefore, it is critical that LEAs update CALPADS with students’ Special Education and Section 504 Accommodation Plan program records Grade level will be “locked” down during testing 24

TOM TORLAKSON State Superintendent of Public Instruction Reminders and Tips Work closely with CALPADS staff –Recognize that they have other data submission activities related to CALPADS and understand their crunch times –Encourage loading of CALPADS enrollments at the beginning of the school year in order to enable use of Smarter Balanced interim tests –Encourage ongoing frequent updates to CALPADS during the school year as students come and go –Communicate the test schedule to CALPADS staff, explaining that students cannot test unless there is an enrollment in CALPADS –Remember that there is a one-day lag between uploading enrollment/changes to CALPADS and the appearance of those updates in CALPADS 25

TOM TORLAKSON State Superintendent of Public Instruction Reminders and Tips Keep local special education and general student information systems in sync –This will help ensure CALPADS has current special education and 504 Accommodation plan records Keep student mailing addresses current in CALPADS –This is important if your LEA opts for addresses on Individual Student Reports (ISRs) –CDE recommends that LEAs submit and maintain student mailing addresses in CALPADS for students that have both a residential and mailing address 26

TOM TORLAKSON State Superintendent of Public Instruction Reminders and Tips During the testing window review: –Subgroups in ORS reports to identify any potential issues –CALPADS ODS reports for any subgroup data not yet available in ORS to identify any potential issues Address data issues by updating CALPADS during the testing window 27

TOM TORLAKSON State Superintendent of Public Instruction CALPADS Resources A wealth of information can be found on the CALPADS Home page: –CALPADS File Specifications and Code Sets –Release Updates and Known Issues –Error List –Flash Updates –Data Guide –FAQs 28

TOM TORLAKSON State Superintendent of Public Instruction Contact Information California Department of Education CALPADS Operations Office Service Desk (Operated by California School Information Services)

TOM TORLAKSON State Superintendent of Public Instruction Contact Information For questions related to TOMS, please contact: California Technical Assistance Center (CalTAC)

TOM TORLAKSON State Superintendent of Public Instruction CALIFORNIA DEPARTMENT OF EDUCATION Tom Torlakson, State Superintendent of Public Instruction Questions 31