1. Why Data Matters State Reporting Overview Fall 2017
Debi Deal, CFE, CICA
FCMAT Intervention Specialist
Lisa Hayes
CSIS Implementation Specialist
Copyright © 2017, FCMAT/California School Information Services

2. Agenda CALPADS Data Collections and Workflow
CBEDS-ORA, OPUS-CDS, CARS, CASEMIS
Assessments and Accountability
Reporting Options for Charter Schools
Statewide Education Data Systems
Key Roles in CALPADS Reporting
Data Management Practices
Data Privacy and Security
Best Practices for Data Management
Ed-Data
Resources 2

3. Statewide Education Data Systems3

4. Statewide Systems CALPADS CBEDS-ORA OPUS-CDS CASEMIS
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

5. CALPADS California Longitudinal Pupil Achievement Data System
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

6. Introduction to CALPADS
10/15/2017
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

7. 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 7

8. 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

9. CALPADS Data Sources CALPADS SBAC Student Information System
CA Dept. of Social Services
CALPADS
CalFresh
CalWorks
CWS/CMS
Special Education Information System
SBAC

10. CALPADS – What data are collected and when?
Student Enrollments and Exits
Student Absenteeism
Student Demographics
FALL
END-OF-YEAR
Student Discipline
Student Program Eligibility and Participation
Student Career Technical Education
Student English Language Acquisition
Student Course Enrollment and Completion
Staff Data

11. 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

12. CALPADS Snapshot Collection Windows
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

13. Other Required Annual Reporting
California Basic Educational Data System – Online Reporting Application
(CBEDS-ORA)
Aggregate Data Reporting including
Classified Staff Counts
Teacher hires
School Calendars
Truancies
Educational Options Students
School Improvement Grants (SIG)
Data Reported as of Information Day – 1st Wednesday in October
Online Public Update for Schools - County-District-School
(OPUS-CDS)
Notify CDE of updates to the Public School Directory throughout the year
Contact information
Key personnel
Agency name
School type
Grade span
Can be updated any time during the year
California Special Education Management Information System
(CASEMIS)
Collects student-level data of special education students
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

14. Assessments and Accountability14

15. 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)

16. Assessment Programs, cont.
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.

17. Accountability Based on the Local Control Funding Formula (LCFF)
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.

18. Equity Report

19. Status and Change Report

20. Detailed Reports

21. Student Group Report

22. Five-by-five Report
Five-by-Five 22

23. 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 reclassification data
minus
2016 and 2015 CELDT 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 School Year

24. CALPADS Data Used in Indicators
Data Used From CALPADS
Suspension
Rate
English Learner Progress
Graduation
Academic:
Grades 3 8
College/ Career
Grade 11 Distance from Level 3
Enrollment
Yes
Exit Date
Discipline
School Completion (Graduated)
A-G Completion
Career Tech Education (CTE) Completion
Dual Enrollment
Race/Ethnicity
English Learner
Reclassified Fluent (RFEP)
English Learner Enrolled in a US School less than one year
Valid Disability Code
Direct Certification
Parent Education Level
Foster Youth (Fall 2017)
Homeless (Fall 2017)
Migrant
Free and Reduced
County-District-Residence Code
Source: California School Dashboard Technical Guide School Year

25. Statewide System Linkages
State Agencies
OPUS-CDS
CARS
CASEMIS
Ed-Data
Statewide Assessments
Student Information Systems
CALPADS
CA School Dashboard
LCAP Evaluation Rubrics
LCFF Funding
CBEDS-ORA
Dataquest

26. Reporting for Charter Schools26

27. Reporting Options for Charter Schools
Authorizing LEA reports for Charter
Reporting with Authorizing LEA
The authorizing agency reports the charter school data directly to CALPADS and CBEDS-ORA
Authorizing LEA responsible for data accuracy
SIS must be compatible
Independently Reporting Charter (IRC)
The IRC reports data directly to CALPADS and CBEDS-ORA
IRC responsible for data accuracy
Authorizing LEA responsible for oversight

28. Reporting Policy for Charter Schools
A new charter school must inform the CDE how it will report data within 30 days of the charter school's effective date.
Requests to change status need to be made between June 1-30, 2017
Reporting status effective for an entire reporting year (July 1 through June 30)
Charter School Reporting Status Change Form can be obtained at the link below, or by calling CALPADS Operations Office:

29. Best Practices for Data Management29

30. Key Roles in CALPADS Reporting
CALPADS LEA Administrator
Manage User Accounts
Assign User IDs 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

31. Key Roles in CALPADS Reporting, cont.
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

32. Successful Data Management Practices
Build a data management team
Build a data reporting calendar
Review source data forms
Invest in training/support tools
Provide annual reviews and updates
Perform periodic data audits

33. Putting it all together
Data Coordinator
Skills
Training
Backup
Other responsibilities
Competing priorities
Support
Data Stewards
Coordination and cooperation
Responsibilities established
Accountability
Timely verification of reports
Planning
Cross-training
Specific data elements
Emergencies

34. Privacy and Security 34

35. Data Privacy Guidebook
CSESSA TTSC
CETPA
Fagen, Friedman & Fulfrost LLP

36. 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
Schools with grades 11 and 12 must establish procedures to release data to military
Flag students in SIS whose parents have opted out
Records can be shared without consent under specific circumstances

37. Data Security Form to be reviewed and signed each year
Staff Agreements
Form to be reviewed and signed each year
Snooping
Legitimate access but outside scope of responsibilities
Social Engineering
Techniques used to “trick” people into disclosing confidential info
Data release procedure/protocols
Establish written policies, maintain careful records
Faxing
Put procedures in place to safeguard confidential information
Best practice is to avoid using with personally identifiable information

38. Next Steps 38

39. What’s Next CALPADS Student Information System Get to know your system
Get documentation
Find out about user groups/listservs
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

40. Resources – System Links
CALPADS
CBEDS-ORA
OPUS-CDS
CASEMIS
CARS

41. Ed-Data Comprehensive data about K-12 education in California
Longitudinal data for state, county, districts and schools
Student, staff and financial information
Articles and explanations provide context for the data

42. Ed-Data, cont. 2016-17 Data scheduled for deployment 9/19/17
With new drill-ins to enrollment graph to include enrollment by
gender, homeless, migrant and Special Education student groups

43. Ed-Data Comparisons

44. Ed-Data Filtered Comparison
In the screenshot below, I pinned Monterey Peninsula so that it would appear in the first column of my comparisons (the red pin after the district name shows that it is pinned), then I filtered the enrollment to get districts that have an enrollment between 8,000-12,000 (you can see I’ve done that because this numeric range is displayed below enrollment). Then I added the homeless, migrant and special education counts and sorted by homeless so that I could see where Monterey Peninsula fell in terms of districts of this size with the most homeless. Monterey Peninsula stays in the left-hand column because it is pinned, but you can see that if it was in the right place, it would fall 4th in terms of the number of homeless. If I worked for this Monterey Peninsula wanted to reach out to districts about the size of my district to see what they are doing for their  homeless students, I might reach out to the four other districts on the screen, or I might choose to each out to Salinas and Alisal since they are both in the same county as Monterey Peninsula.

45. Resources – Training and References
Web-based Training
Self-paced Training
CALPADS Q & A Sessions – Every Wednesday
Enrollment -
FAQs
CALPADS -
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 45

46. Resources – Listservs CALPADS
CSIS
CAASP
LCFF
CETPA

47. Summary Points
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 and CASEMIS are used to report additional information about LEAs
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 is the federal law that guides student data privacy
There are many additional state and federal laws governing privacy and confidentiality
Training and support are available to help with reporting and data management

48. Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone:
Listserv:

49. Funding Classifications
LCFF
Funding Classifications
A. English learners
B. Eligible for free and reduced-price meals
C. Foster youths
Student eligibility is based on the “unduplicated” count which means they only count once if they qualify under multiple categories listed above. 49

50. Base Rate Per Student at Full Funding
LCFF, cont.
Base Rate Per Student at Full Funding
Per-pupil amounts are increased annually by COLA, if provided. (In the statutory cost-of-living adjustment (COLA) is 1.56%, these base amounts are adjusted for COLA each year.)
TK-3 $7,193
$7,301
$7,518
$8,712 50

51. CSR and CTE Adjustments at Full Funding
LCFF, cont.
CSR and CTE Adjustments at Full Funding
2. Base Rate Adjustments with COLA – Per ADA
Grade span adjustments are additions to the base grant
TK-3 $748 (10.4% of Base Rate) *
9-12 $227 (2.6% of Base Rate) *
*The percentage rates above will not change, but the base rate
will increase with COLA each year, if provided. 51

52. Supplemental Funding at Full Funding
LCFF, cont.
Supplemental Funding at Full Funding
Per eligible student - Equal to 20% of the base
rate for any student that has a percent of enrollment.
20% of the base in is:
TK-3 = $1,588
4-6 = $1,460
7-8 = $1,504
9-12 = $1,788
No caps, no limits 52

53. Concentration Grant at Full Funding
LCFF, cont.
Concentration Grant at Full Funding
4. Concentration Grant – Per eligible student
50% of the base that exceeded 55% of population in is:
TK-3 = $3,971
4-6 = $3,651
7-8 = $3,759
9-12 = $4,470 53

54. LCFF- High School Example – At Full Funding Per Student Basis
District UPP is 60% - 5% Concentration
District UPP is 45% - No Concentration
Student A
Base
$8,712
Add-on
227
Total for A
$8,939
Student B
Supplemental
1,788
Total for B
$10,727
Student C
Concentration
4,470
Total for C
$15,197 $0 54

55. CALPADS So now you know – CALPADS reporting is
critical to student identification.
This may require additional training and
resources but it’s worth it! 55

56. Other Resources
California Association of School Business Officials (CASBO) also offers a variety of workshops: 56

57. THANK YOU 57

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